Staffing / Mail Room Proposal

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Your Name

Your Email

Your Phone

Proposed Start Date

Name of Location for Service

Location Address(s) ?

This is address where service will be performed.

Do you current pay a fee to collect your mail from the USPS?

Yes

If yes, please explain costs.

How many residents are to be included in this proposal?

Will residents continue to use mailboxes in summer months? If yes, please explain.

(If applicable). Are residence halls occupied during summer months? Winter Break or any other long term breaks? If so, how many breaks, dates and total days.

(If applicable). If residence halls are not occupied during breaks, what currently happens with mail and parcels during that time?

(If applicable). What are the hours of operation to be included in this proposal? Current Hours? Current days of week?

Can a tour of the mail center or delivery locations for Proposer take place, and/or a tour of locations needing service?

Will Proposer be required to offer Change-Of-Address service? If so, for what period of time?

What is the current process to obtain mail and where is it collected (on-campus, off-campus, other)?

What time each morning is mail currently available for pick-up? Or, what time each morning is mail delivered to first location (stop)?

How is outgoing mail processed? Collected/posted for mailing? (Residence Life offices, residence halls, etc)

What is the current process for “accountable” mail (requiring signature) i.e Certified, Registered, Insured or Express?

What is the current process for providing resident information (transfers, move-outs, etc) to mail-delivery staff?

What processes are currently in place needing improvement or change? Are there specific issues currently that need to be addressed?

Is the Proposer restricted from the sale of third-party items, including advertising materials (fliers) for delivery into mailboxes? (Will approval be required?)

What is the current communication process in place between students for information regarding delivered mail? And/or parcel notifications?

Is current equipment or space used for mail delivery available for Proposer use? If available, will a rental fee be required?

What is current conflict resolution process for mail issues (between staff, between student and staff, for missing items)?

How many locations (stops) are included in the delivery route? How many offices are included in the delivery route? Total number of delivery points expected (mail kiosks and offices)?

(If applicable). What type of vehicle is currently used to collect/deliver mail to housing locations?

Is proposer to provide own vehicle for collection/delivery?

Is/are any unique equipment (physical/electronic) currently used for sorting/delivery of resident mail?

(If applicable). If proposer is to provide own vehicle for collection/delivery; what type of vehicle is required (electric, gas powered, etc).

(If applicable). Will proposer have access to drive between delivery locations on- campus?

Yes

(If applicable). Will proposer be required to obtain parking permit, if so, what is cost?

How many days per week is mail to be delivered to residential (and office) mail boxes?

(If applicable). How many times per day is mail to be delivered and collected to/from all locations?

At what time of day will completion of mail delivery be required (up time (ex. 4pm))?

What is the time frame for notifying residents that they have a parcel, once the parcel is received?

What is the current number of parcels delivered to residents annually (or the number of parcels notices printed annually)?

Currently, how do you manage mail forwarding for residents? What is the length of time that mail is expected to be forwarded for former residents?

(If applicable). Will current mail staff need to be retained by proposer?

Is the Proposer to provide key and lock replacement for resident mailboxes?

Special Instructions

Estimated length of contract agreement (in years).

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