City of Overland Park, Kansas Request for Proposal. Mail Outsourcing

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1 , Kansas Request for Proposal Mail Outsourcing The City of Overland Park, Kansas is requesting proposals from qualified firms which specialize in providing presort mail services to include PICKUP, SAME DAY METERING AND SAME DAY PRESENTATION TO A USPS AUTOMATION CENTER for mail prepared at the City Hall building. This firm should have a history of successful mail metering performance and have ON-SITE APPROVAL STATUS WITH THE USPS. The Communications Division requests proposals from mail vendors capable of providing this service. See the following link for more information. All inquiries concerning this Request for Proposal should be directed to: Melissa Tolson CM Communications City of Overland Park 8500 Santa Fe Drive Overland Park, Kansas Phone: (913) [email protected] Sealed proposals will be received by the Overland Park City Clerk at the address listed below until 4:00 p.m. CST on Tuesday, May 12, Proposals must be clearly marked on the outside of the sealed envelope with the following description: Mail Outsourcing City Hall. The mailing address for proposals is: City of Overland Park City Clerk 8500 Santa Fe Drive Overland Park, KS Proposals may be delivered in person or mailed to the City Clerk. Any proposal which is mailed but does not reach the City Clerk by the date and time set forth above will not be accepted, regardless of postmark. The City reserves the right to accept or reject any and all proposals and to waive any technicalities or irregularities therein. Mail Process Overview Currently, City Hall mail is collected no earlier than 3:30 p.m. on business days by a pre-sort mail driver and delivered to the pre-sort mail facility. All Mail (regardless of size or volume) is metered on the same day and then taken to the USPS automation center for processing and final delivery that same day. Certified mail is delivered to the USPS service operation by 6:00 p.m. the same day it is received. Mail primarily consists of standard #10 envelopes; a small amount of certified, return receipt requested items and oversized flat envelopes and tubes. Mail is also outsourced from the W. Jack Sanders Justice Center by another pre-sort mail facility and is not part of this request. Any company submitting a proposal must be able to provide information regarding operational success rate of first class mail being processed the same day it is received and delivered to the USPS mail system. A company should be able to show how it measures operational achievement with same day processing and delivery. Further, to ensure accountability to both the city and mail provider, the company should explain its billing process, how it tracks the amount of mail pieces and costs including certified mail, and be able to assist the city with reconciling any questions or concerns about an invoice. Also, an explanation should be provided regarding the processing of certified mail, including how it is handled, time frame it is delivered to the USPS processing center and how verification is provided that delivery has been made. 1

2 Proposal Sheet (1) Company Name And Agreement Company Name: Address: Address: Phone: I agree to the following: I have read and reviewed the RFP, have contacted the City regarding any needed clarifications and submit this proposal with a full understanding of the information contained in the RFP. Company Officer Name: (Please Print) Title: Signature: Date: 2

3 Proposal Sheet (2) Responder Survey Please complete the survey below. Company Name: Phone Number: Address: Fax Number: Web Page: Include State that Corporation or LLC Partnership pays taxes: COMPANY BACKGROUND How long has the company been in business? Provide a brief description of the business background of your company. Please list and include a timetable of experience servicing local government entities. ONGOING SUPPORT: Are background checks conducted on employees handling mail? What is the turnover rate for these employees? Does your company use employees or subcontractors to collect and deliver mail to USPS automation center? Are couriers provided company vehicles or responsible for their own transportation? Does company insure its subcontractor/employees? BILLING/PRICING: What type of billing will be provided? Please use the USPS AADC Presort Rate Schedule to indicate pricing for your services. SERVICE: Indicate time of collecting mail. 3

4 REFERENCES Respondent Name: 4

5 Minimum Requirements for a Proposal Each proposal should include the following: Anticipated time of collecting mail at City Hall Verification proof that mail is metered and delivered to a USPS operation the same day of pick up Any restrictions on service including limit on size of mail packages processed Flexibility of handling special processing situations Compliance with USPS regulations A history of your company including ownership Compliance with USPS presort requirements Additionally, information should be included regarding your mail processing employees. Are background checks conducted on employees handling mail? What is the turnover rate for these employees? Are regular employees assigned to process our work and who would replace them in their absence? Does your company use employees or contractors to deliver mail to USPS automation center? Are couriers provided company vehicles or responsible for their own transportation? Does company insure its contractor/employees? Proposals will include the following to be considered complete: References from other cities or private sector businesses List and timetable of experience servicing government entities Address and business location (INCLUDING STATE THAT CORPORATION OR LLC PARTNERSHIP PAYS TAXES) Pricing of services provided (PLEASE USE THE USPS AADC PRESORT RATE SCHEDULE AS THE STANDARD FOR PRICING YOUR SERVICES.)