Georgia State University – eSRFQ-50900-559
Flat Mail and Parcel Service
Specifications:
Georgia State University has a need to solicit a bid for a term contract with a vendor for twelve (12)
months with options to renew for four (4) additional one year terms. The contractor shall furnish the
necessary personnel, materials, services, equipment and facilities required to prepare Standard Class
Flat mail and parcels furnished by Georgia State University to qualify for discounts under the United
States Postal Services (USPS) automation and non automation discount programs. The contractor must
apply the applicable postage necessary for standard mail and parcels. The contractor must commingle
such mail with other entities to obtain volumes required for standard mail and parcel discount rates.
The contractor must comply with all applicable USPS regulations. Refer to the current USPS Domestic
Mail Manual (DMM) for the applicable USPS regulations.
Contracted pricing resulting from this bid will be firm, with the only allowable increases being those
mandated by the USPS at the rates provided by the USPS. At such time that the USPS announces a price
increase, the contractor will notify the University in writing of the new rates and their effective date.
Any additional fees and/or surcharges not required by the USPS are prohibited from this contract.
USER AGENCY RESPONSIBLITIY
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Variable weight Flats and Parcels will be presented in USPS tubs and carts in the following two
(2) categories:
1. Urgent Drop Shipment of flats and or Parcels. (2-5 day delivery)
2. Ground Drop Shipment of flats and or Parcels. (3-10 day delivery)
Furnish the mail separated by department to be charged for the services provided. The invoice
will be delivered to the GSU Mail center. Intra departmental charge backs are the sole
responsibility of GSU. GSU will furnish the total piece count from each department with each
day’s output. A count sheet will be prepared for each mail category (i.e. urgent or ground
shipment). Identify, at a minimum, the total number of pieces of mail. The name and account
number of the department, a contact name for the pickup location, and a contact name and
address for billing.
GSU will make every effort to ensure all mail contains proper addressing that is present in the
USPS database.
Mail from GSU will be ready for pickup at the designated location prior to the pick up deadline
established by GSU. The schedule and delivery points may be adjusted; GSU representatives will
negotiate and change in the schedule.
Room A-1
24 Peachtree Center Ave. SE
Atlanta, GA 30303
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It is the general policy that GSU does not close early in inclement weather. However, GSU is
open for business and the decision is made that business will close early because of inclement
weather; GSU will contact the contractor regarding the pick up the mail.
VENDOR INFORMATION
CONTRACTOR RESPONSIBLITIES
1. Contractor must pick up GSU mail daily from the designated site locations between 3:30 p.m.
and 4:30 p.m. Monday through Friday. Contractor/Customer may request additional pick-ups
from designated pick up locations based on volumes or workloads. Contractor will not be
required to pick up mail on State observed holidays.
2. Pick up locations may be added, deleted or modified, as GSU deems necessary. Additional pick
locations may be negotiated between the Contractor and GSU; however, GSU approval is
required prior to adding deleting or modifying pick up locations.
3. Contractor must provide a receipt, at the time of pickup to the appropriate personnel at the pick
up locations. Please provide a sample of your receipt documentation.
4. Vendor will provide timely reporting in all charges on a weekly basis to GSU Mail Services. The
reports will be accessible in Excel spreadsheet format via email to mailservices@gsu.edu and/or
via the Internet. The report is to include at least the following:
a. Number of pieces processed by day and by category
b. Actual cost to GSU for the postage
c. Comparison of postage cost if mailed at the First Class rate
d. Summary of the savings to GSU versus the First Class rate
e. A summary of pieces processed and postage cost by speed code (GSU departmental cost
centers)
5. Contractor must perform all bar-coding, presorting and drop shipment services in compliance
with current applicable USPS regulations and requirements as detailed in the current Domestic
Mail Manual (DMM) and as subsequently amended during the contract period.
6. Contractor must supply the empty transport containers necessary to transport the mail, if
transport containers are required.
7. Presort qualification guarantee will be 100% percent on all 11 digit barcode mail.
8. Presort qualification guarantee will be 100% percent on all non-automation presorted mail.
9. Contractor must supply tracking of each individual mail piece from the origin of GSU to the
destination entry point of the USPS. This tracking should be made available to GSU via
contractor’s website. The tracking of each individual mail piece must be done using the address
on such mail piece.
10. Contractor must not upgrade any GSU mail to a rate above First Class single piece rate without
consent of GSU Mail Services.
11. Contractor must use USPS certified processes to ensure the accuracy of the five digit ZIP codes
and ZIP+4 codes in order for the mail to qualify for discounted rates. GSU mail may be prepared
using data that has not been verified using Coding Accuracy Support System (CASS) certified
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software. Contractor must successfully apply a post net and or DPBC to such mail as necessary
using Multiline Accuracy Support System (Mass) certified equipment.
Contractor must print the proper endorsement on all presorted mail as required by USPS.
Contractor must utilize FAST forward or other USPS approved software to apply an updated
address and barcode to GSU mail pieces. Address corrections shall only be made when there is
an exact match between the individual name and address in the database and on the envelope.
The contractor shall be required to provide updated address to GSU.
The contractor must provide National Change of Address (NCOA) Certificate for mail with
addresses that have been process through NCOA.
Contractor must, in processing both automation mail and non-automation mail, commingle GSU
mail with other Standard Class mail for national distribution to increase the qualification rates.
The contractor must complete all documentation and forms required by the DMM to be
submitted with each mailing.
Contractor must transport all GSU mail to the respective USPS location designated for drop
shipment. All US mail must be present to the USPS for entry into the mail stream by 12:00 p.m.
the following business day following pick-up from GSU Mail Services. All exceptions must be
reported to GSU Mail Services immediately.
Contractor must correct preparation errors as necessary for USPS acceptance. Preparation
errors are defined as errors made by the contractor in preparing the material, such as sorting,
labeling, preparation of documentation, etc. Contractor must Notify GSU within three (3) hours
of any delay, malfunction, accident, or other cause, which results in damage of GSU mail or
delay of such mail past its scheduled acceptance and/or delivery to USPS.
Contractor must, if required, pay to the USPS any additional postage required on GSU mail at
the time of mailing.
Contractor must maintain control and production records necessary to verify compliance with
USPS requirements and for contract management purposes.
Contractor must maintain the security of GSU mail by assuring that it is not opened or in any
way tampered with. At no time shall mail be left unattended unless in a secured area. Additional
protective measures to provided:
a. Secured entrances to prevent unauthorized access from the outside
b. Alarm system with direct communication to security
c. Maintain a monitored and audible automatic fire detection system
d. And controlled access to vehicle key
Contractor must provide an undated formal plan for safe evacuation and continued processing
of mail in the event of emergency, either natural or manmade disasters. This updated plan must
be maintained on file at the contractor facility and an updated copy must be presented to the
appropriate GSU personnel.
Contractor must immediately notify the contract administrator and the appropriate GSU
personnel to report any damage, loss or theft of GSU mail.
GSU shall have the right to visit the contractor’s facility to perform a security survey at any time
during the performance of the contract.
25. Contractor must ensure that all information that pertains to GSU mail will be treated as
confidential by Contractor and all employees and other agents of the Contractor.
26. Contractor must not open nor allow other individuals to open any GSU mail prior to delivery to
the USPS facilities.
27. Contractor must not allow or create any list of names or addresses from information obtained
from GSU mail or from any other information received from a GSU department.
28. Contractor must return any non mailable pieces to GSU no later than the next mail pick up
following the original pick up date. Example of possible non mailable pieces includes but is not
limited to: misdated mail pieces, empty envelopes, damaged mail, foreign mail, certified mail
and mail with no address showing in the window. Contractor will advise and assist GSU
regarding reasons that their mail does not meet the qualifications.
29. Contractor must accept irregular volumes and sizes of mail up to 16 oz for flats or 70lbs for
parcels.
30. Contractor must notify GSU of any delay malfunction, accident, or other cause, which results in
damage of GSU mail or delay of such mail past its scheduled acceptance and/or delivery to USPS
within three (3) hours.
31. The contractor must process mail at the appropriate rate, although, GSU mail may bear a
computer generated address, GSU does not guarantee that all addresses will be machine
readable.
32. Bidder must provide, with their bid, references from five (5) current or past customers
(preferable colleges and university). References must include account contact name, telephone
number and e-mail address. References must be from an account of similar size and scope as
contemplated by the specification contained in this solicitation.
33. Bidder must provide, with their bid, evidence of having been in business as a commercial
Standard Class Flat Mail Services for not less than five (5) years.