Mail Delivery System

Project Overview: The County Outreach and Special Projects Manager was tasked with reviewing the current mail delivery system in place in Story County, looking at both the outgoing and incoming mail aspects.

Background Information: Story County staff began by defining the components of our current mail system for different departments, offices, and buildings. The review focused on both outgoing as well as incoming mail, looking at the following: • Identify our current systems in place • Identify current and future needs • Review any potential measures that could be implemented to increase efficiencies. • IMpb Implementation

As part of this review, the following questions were kept in mind and asked of various offices: • Is your postage meter set up to do the IMpb starting January 1, 2015? • How many pieces of mailing do you do annually (approximately)? • Please describe how you manage your mail delivery system. How do you receive your mail, and how do you postage and deliver your mail? • Do you use other vendors then USPS for packages? If so, who and about how many times annually?

Outgoing Mail In general, outgoing mail is done on a department by department basis, using postage machines leased through Pitney Bowes. Each department is responsible for putting the appropriate postage on the item and delivery to the USPS. Existing lease agreements in place include: Department Equipment Lease Term Amount/Month Lease approved by BOS Acct Rep IMpb Attorney's Office DM225 Postage Meter 60 months $81.87 6/17/2014 Tom Berlin No Sheriff's Office DM125 Postage Meter 60 months $58.55 10/14/2014 Daniel McLeggen No Conservation DM225 Postage Meter 48 months $92.27 7/30/2013 Katrena Burns No Community Services DM125 Postage Meter 60 months $43.07 3/12/2013 Garrett Crowell No Treasurer (Admin building*) Connect+ 3000 Series 60 months $1,019.00 9/21/2010 Jeffrey Hanselman No *includes Secondary Roads and Elected Officials and Departments in the Administration building (Nevada).

The Animal Shelter and Community Life Program both purchase stamps for outgoing mail.

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Incoming Mail Mail is delivered to individual buildings and/or post office boxes (elected officials). Specifically, at the Administration Building, once delivered (to the main counter), it is sorted and placed in the appropriate bins for Elected Officials/Departments.

Various Alternatives Reviewed County staff identified the following alternatives to consider for potential implementation: • outsourcing our mail system to a vendor; • developing a hybrid approach of outsourcing and in-house; • making slight modifications to our current practices; and • maintaining the current practices/status quo.

Outsourcing and Hybrid Approach County staff had an opportunity to meet with representatives from Cerro Gordo County that have transitioned from an in-house model to outsourcing their mail delivery system. Cerro Gordo County uses the vendor for their outgoing mail purposes only. In our discussions, we found this alternative would not likely fit the needs and processes in place for the various aspects of Story County government, nor would it be cost-effective to try to implement some hybrid approach as well.

Modification to Current Practices Staff discussed the possibility of the following (specific for outgoing mail): • Rotating schedule of departments (responsible for putting postage on and delivery to the USPS.) • Identifying one staff person (at the Administration Building) that would be responsible for taking the mail to the USPS as part of the essential functions. This would likely require modification to the mail room or another location for the secure placement of mail. • Pick-up outgoing mail by the USPS. In discussions with the USPS, staff learned they would pick up any mail that is at the counter at the Administration Building in the morning when mail is delivered (approximately 9:00 am). Any other mail after that time would have to be taken directly to the USPS.

NOTE: Through the discussions, we focused specifically on the Administration Building, recognizing that putting a new process in place that would require staff from the Justice Center, HSC, Animal Control, CLP and Conservation to come to Nevada to process mail would add delays as well as complications and not work to streamline and improve efficiencies.

Status Quo Staff also addressed the benefits and drawbacks of continuing the current practices.

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Intelligent Mail® package barcode (IMpb) As of January 26, 2014, the Intelligent Mail® package barcode (IMpb) will be required on all commercial parcels. The USPS defines a commercial parcel as follows: Any item meeting the physical description of a parcel in DMM 401, or a Priority Mail Express™ or Priority Mail® piece of any shape, size, or price category entered through any commercial channel. The IMpb is a unique tracking barcode – attached is a Fact Sheet put together by the USPS. This is being required to allow the USPS to meet their strategic vision to be able to track every single piece of mail or package it receives. In order to meet this requirement, it is likely necessary that in order the print the package barcodes, additional investment in software solutions and printers will be needed. Staff has been in contact with the USPS to determine what options and solutions exist for Story County. Staff is also working with Pitney Bowes (with whom all postage machine leases exist) to define various packages and prices that will meet department needs and will be ready to present these at the time the budget work sessions begin.

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Now is the time to upgrade. Effective January 26, 2014, all commercial packages must include: • A unique Intelligent Mail® Package Barcode (IMpb)* • Submission of electronic Shipping Services File v. 1.6 or higher** for each mailing: o Including a correct destination delivery address or ZIP+4 Code for each package. With the Intelligent Mail Package Barcode you get: • The best commercial prices with the largest discount available • Piece-level tracking information at no additional charge for most products • Access to new products, services, and enhanced features Changes Apply to: Exceptions to the Rules: All parcels entered through • All packages paid for at the retail price and inducted through retail commercial channels, including, transactions but not limited to: • Periodicals parcels TM • Priority Mail Express • Merchandise Return Service® (MRS) permit holders not using a PC ® • Priority Mail Postage-based return service – exempt from Shipping Services file ® • First-Class Package Services • Standard Mail Marketing® product samples with a simplified address or a • Parcel Select® Detached Address Label (DAL) • Parcel Select Lightweight® • Priority Mail letters and flats using stamps as postage or Priority Mail • Postage paid by permit imprint, Forever Prepaid Flat Rate packaging postage meter, PC Postage®, • Priority Mail letters and flats prepared in a high-speed environment Precancelled stamps, Franked featuring a unique Intelligent Mail Barcode and electronic documentation Mail, or Official Mail Accounting with USPS approval. System • Priority Mail Express pieces with postage paid through a postage meter (There is an exception for imprint and using a Label 11-B meter mailers receiving • Priority Mail Express pieces entered under a Priority Mail Express Commercial Base pricing) Manifesting Agreement (PMEM) and paid via a USPS Corporate Account • Standard Mail pieces presorted and containerized in 5-digit sacks bearing an Intelligent Mail Barcode • Meter mailers receiving Commercial Base® pricing are granted an extended transition period until January 25, 2015. During this extension, mailers who fail to meet the new requirement will continue to qualify for discounted rates and will not be subject to a noncompliance fee • Standard Mail®, MRS, Bound Printed Matter®, Library Mail®, and Media Mail® are granted an extended transition periods. During these periods, noncompliant pieces of these specific classes will not be subject to a noncompliance fee

You have two options to meet the new IMpb and data submission requirements: For help signing up for 1. Electronically submit a Shipping Services File with manifest, tracking, and postage ® eVS or more information, information in one file (through the Electronic Verification System - eVS ) contact the eVS Help o Submission is one file and includes the Shipping Services File, destination delivery address Desk at [email protected] or or ZIP+4 Code information, and postage statement information 877-264-9693 option 4 o Payment for postage is deducted from a centralized electronic postage payment account (a Centralized Account Processing System – CAPS account) 2. Electronically submit a Shipping Services File with manifest and tracking information, plus For additional information a separate Postage Statement (this option is referred to as a Manifest Mailing Solution) on the Postal Shipping Submission requires two components: Business Tool visit the o Business Customer . Shipping and tracking information within the electronic Shipping Services File Gateway and click on . A hardcopy Postage Statement brought to the Business Mail Entry Unit (BMEU) or an ® Shipping Services electronic Postage Statement submitted through the Postal Wizard (gateway.usps.com) or Payment for postage is made through a local payment or trust account, or a CAPS account contact the eVS Help o Tools to meet the new requirements: Desk

You have several tools to help you meet the IMpb and data submission requirements: 1. Become an eVS mailer (visit https://ribbs.usps.gov/evs/ and click on the Publications & Instructions) 2. Use a certified vendor software solution (listed on the following pages) For additional information on the 3. Use a certified consolidator solution (listed on the following pages) Shipping view 4. Use the USPS Click-N-Ship Business Pro tool (additional information on the last page) Services File Publication 199, Shipping Services Files: accessible online via All commercial packages will be required to submit their mailing information electronically using a file referred to as ribbs.usps.gov/index.cfm a Shipping Services File. The Shipping Services File must be version 1.6 or higher, be submitted prior to ?page=intellmailpackage presenting a shipment, and contain: or email [email protected]

• Piece-level details • Transaction ID (a 12-digit • Method of payment (e.g., permit, PC • Payment account number number detailing the year, Postage) (e.g., permit number) month, day, and file sequence) • Mailer ID (MID)

* Unique legacy tracking barcodes may be used until January 25, 2015. ** Versions 1.3 or 1.4 may be used until January 25, 2015

Package Vendor Software Solution Providers: To help you meet the requirements to generate a Shipping Services File and an IMpb, the following vendors have successfully tested their software with the Postal Service. These vendors offer either an eVS solution or a certified Shipping Services File solution that includes a linked Transaction ID (between the SSF and the Postage Statement).

Software Shipping Services File Vendor Name Website for Information eVS Certified Classes of Mail Offered Name w/Transaction ID

ABOL Software AMX www.abolsoftware.com X X PME PM FCPS PS PS-L SM-NP BPM Int’l Other 678-494-3172 ABOL Software iabol www.iabol.com X X PME PM FCPS PS PS-L SM-NP BPM Int’l Other 678-494-3172 AccuZIP Inc. AccuZIP6 www.accuzip.com X FCPS PS-L SM-NP BPM Other 800-233-0555 AccuZIP Inc. AccuZIP6 Lite www.accuzip.com X FCPS PS-L SM-NP BPM 800-233-0555 BCC Software, LLC BCC Mail http://www.bccsoftware.com/ X FCPS PS PS-L SM-NP BPM Other 800-453-3130 Manager BCC Mail BCC Software, LLC Manager Full- http://www.bccsoftware.com/ X FCPS PS PS-L SM-NP BPM Other 800-453-3130 Service Best Manifesting Best Ship www.bestmanifesting.com X PM FCPS PS PS-L SM-NP BPM Other 215-508-7570 ProShip, Inc. www.proshipsoftware.com/prod ProShip X X PME PM FCPS PS PS-L BPM Int’l Other 414-302-2929 uct-suite ConnectShip ConnectShip www.connectship.com/ X X PME PM FCPS PS PS-L SM-NP BPM Int’l Other 866-461-4470 Progistics DigitalShipper DigitalShipper www.digitalshipper.com X PM FCPS PS BPM Int’l Other 651-348-4080 FP Mailing Solutions MailOne 2.0 www.fp-usa.com X PME PM FCPS 630-827-5728 Harvey Software www.postalshippingsoftware.co CPS X X PME PM FCPS PS BPM Int’l Other 800-231-0296 m/ HAL Systems, Inc. OutBound halsystems.com X PM FCPS PS BPM Int’l Other 618-281-3268 JDA www.jda.com/support/contact- JDA Parcel X X PM FCPS BPM Int’l Other 800-990-9632 support/ Kewill Clippership www.kewill.com X PME PM FCPS PS PS-L BPM Other 978-482-2523 Kewill Flagship www.kewill.com X X PME PM FCPS PS PS-L BPM Int’l Other 978-482-2523 Logicor GlobalShip www.logicor.com X PME PM FCPS PS BPM Other 480-857-7900 Logicor GlobalShip www.logicor.com X PME PM FCPS PS PS-L BPM Other 480-857-7900 iSeries Warehouse Manhattan Associates Management www.manh.com X X PME PM FCPS PS BPM Other 877-596-9208 for IBMi Neopost Enhanced www.neopostinc.com/Products/ 800-339-3456 Mailing and X PME PM FCPS PS PS-L BPM Int’l Other Software-Solutions.aspx Opt. 6 Shipping SendSuite Pitney Bowes Xpress / support.pb.com/xpress X PME PM FCPS PS PS-L SM-NP BPM Int’l Other 1-800-888-0288 Ascent Pitney Bowes SendSuite www.pb.com/sendsuite X PME PM FCPS PS PS-L SM-NP BPM Int’l Other 1-800-888-0288 Shipping Pitney Bowes SendSuite www.pbsendsuitelive.com X PME PM FCPS PS PS-L SM-NP BPM Int’l Other 1-800-888-0288 Live Postal Components CortexShip www.postalcomponents.com X X PME PM FCPS PS PS-L SM-NP BPM Int’l Other 916-781-6700 Satori Software Inc Satori Presort www.satorisoftware.com X FCPS PS PS-L SM-NP BPM Other 206-834-2654 SCANDATA PTMS 14.01 www.scandata X PME PM FCPS PS 512-358-1585 SCANDATA PTMS www.scandata X PME PM FCPS PS BPM Other 512-358-1585 12.00.00K Varsity Logistics ShipSoft www.varsitylogistics.com X X PM FCPS PS BPM Other 650-392-7908 Postal WindowBook www.windowbook.com/Product Package X PME PM FCPS PS PS-L SM-NP BPM Int’l Other 800-524-0380 s/Postal-Package-Partner/ Partner PME = Priority Mail Express | PM = Priority Mail | FCPS = First-Class Package Services | PS = Parcel Select | PS-L = Parcel Select Lightweight | SM- NP = Standard Mail Nonprofit | BPM = Bound Printed Matter | Int’l = Offers international shipping options | Other = Other Classes

PC Postage Vendor Solution Providers: PC Postage Vendors allow customers to print labels and manifest packages by individual package, and still meet IMpb and Shipping Services requirements. Providers listed have successfully tested their systems with the Postal Service.

PC Postage Vendor Name Contact Website for Information Classes of Mail Offered

Endicia.com 800-576-3279 x 140 www.endicia.com PME PM FCPS PS PS-L Int'l Other Pitney Bowes 877-822-0996 www.pb.com/smb/online-postage-stamps PME PM FCPS PS Int'l Other Stamps.com 888-434-0055 www.stamps.com/postage-online/how-it-works/ PME PM FCPS PS BPM Int'l Other PME = Priority Mail Express | PM = Priority Mail | FCPS = First-Class Package Services | PS = Parcel Select | PS-L = Parcel Select Lightweight | SM-NP = Standard Mail Nonprofit | BPM = Bound Printed Matter | Int’l = Offers international shipping options | Other = Other Classes

Package Consolidator Solution Providers: Consolidators offer a variety of services to prepare and mail packages, including IMpb generation and drop-shipment. Providers listed have tested their systems with the USPS. These Consolidators offer either an eVS solution or a certified Shipping Services File solution that includes a linked Transaction ID (between the SSF and the Postage Statement).

Types of Entry Shipping Services Consolidator Name Website for Information eVS Certified Classes of Mail Offered Points File w/Transaction ID

Blue Package Delivery www.bluepackage.com DNDC, DDU X X PM PS PS-L BPM Other 651-773-0031 C3PS DNDC, DDU, www.c3ps.us X X PS PS-L BPM 513-604-1611 Other DHL GlobalMail DNDC, DSCF, www.dhlglobalmail.com X X PM FCPS PS PS-L BPM Int’l Other 513-403-6294 DDU, Origin FedEx SmartPost www.fedex.com/us DNDC, DSCF, X X PS PS-L BPM Other 800-463-3339 /smartpost/ DDU International Bridge / Parcel DNDC, DSCF, Pool www.myib.com X X PME PM FCPS PS PS-L BPM Other DDU, Origin 877-727-2354 Newgistics DNDC, DSCF, www.newgistics.com X X PME PM FCPS PS PS-L SM-NP BPM Int’l Other 866-647-0688 DDU, Origin United Parcel Service www.ups.com DDU X X PS PS-L BPM Other PME = Priority Mail Express | PM = Priority Mail | FCPS = First-Class Package Services | PS = Parcel Select | PS-L = Parcel Select Lightweight | SM-NP = Standard Mail Nonprofit | BPM = Bound Printed Matter | Int’l = Offers international shipping options | Other = Other Classes DNDC = Destination Network Distribution Center | DSCF = Destination Sectional Center Facility | DDU = Destination Delivery Unit | Origin = Origin Business Mail Entry Unit (BMEU) or Detached Mail Unit (DMU)

TM Click-N-Ship Business Pro : This tool is a downloadable software solution from the USPS that allows business mailers to generate shipping labels and securely pay postage via electronic manifest files. Use of the Tool is free for business mailers who typically have a daily volume of 50 packages or 50 pounds. Click-N-Ship Business Pro does non-presort packages only; international capabilities were added in Spring 2014.

No Cost to Use Help Desk Contact Website for enrollment Shipping Services eVS Certified Classes of Mail Offered USPS Tool Information and information File w/Transaction ID

877-264-9693 Click-N-Ship gateway.usps.com option 4 X X PME PM FCPS PS Int’l Business Pro under Shipping Services [email protected] PME = Priority Mail Express | PM = Priority Mail | FCPS = First-Class Package Services | PS = Parcel Select | PS-L = Parcel Select Lightweight | SM-NP = Standard Mail Nonprofit | BPM = Bound Printed Matter | Int’l = Offers international shipping options | Other = Other Classes

Charts current as of 11/5/2014.

For the latest lists and more information about eVS, please visit ribbs.usps.gov/evs. For more information on IMpb or Shipping Services Files, visit ribbs.usps.gov/index.cfm?page=intellmailpackage

Contact the Confirmation Services – eVS Help Desk 1-877-264-9693, option 4 or email [email protected]