Specifications include, but are not limited to: 1. Vendor shall bar code all automation compatible postcards, letters, and flats that are received from the County Mail Room. a. The Vendor shall have the ability to properly affix non-automated mail with the correct postage in accordance with USPS regulations. Additional costs for this are not allowed. b. Vendor shall affix the correct delivery point IMI and presort all mail according to the USPS regulations. c. All mail not already barcoded and ready for USPS shall be metered by the Vendors registered meters. 2. County mail must be controlled by Vendor employees 100% of time from pickup until delivery to USPS. a. Vendor may not utilize or outsource these activities without the advance, express, written permission of County. 3. Vendor shall be fully responsible for all County mail, mail contents, and confidentiality once it is picked up from County until delivered to the USPS. 4. Vendor shall deliver all picked up mail to the USPS by the close of the following business day after it is picked up from the County. 5. Vendor shall provide services for same day mail to the USPS. 6. Vendor shall seal any envelopes that are not sealed prior to delivery to the USPS. 7. Mail Supplies. Vendor is to supply all USPS mail supplies, including: Small Trays, Large Trays, Buckets, Tubs, Sleeves, and other items necessary for collection and transportation of mail. 8. Unreadable or Inaccurately Addressed Mail a. Any mail that is unreadable or incorrectly addressed shall be returned to the County on the next business day. b. Mail that is returned to the County by the Vendor shall be accompanied with the reason for the rejection. c. Vendor shall not apply upgraded or additional postage to without prior approval from the County. 9. The Vendor shall develop and provide management reports to the County, at County’s discretion. Reports to confirm the percentage of mail that is processed and areas for improvement accompanied by suggestions to effect said improvement. 10. The Vendor shall provide training materials, posters, fliers, web information, etc. to increase the accuracy and completeness of mailings, including topics: proper addressing, processing, envelopes, packing choices and methods, printing and fonts utilized. 11. Vendor will work with County staff to setup mailroom equipment, maintain equipment and provide suggestions for optimization of the mail room. 12. The Vendor shall not capture or retain any information from County mail. All County mail shall be considered confidential. 13. The Vendor shall have a disaster plan in place.
