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1. Description of Service
The Information Technology Division (ITD) provides Mail and Courier services to downtown Boston agencies including the McCormack Building and the State House.
Central Mail Facility from the Boston McCormack Mailroom
- Outgoing mail that is either picked up or dropped off at the Boston Central Mail Facility (CMF). It is then metered with the appropriate postage and readied for pick up by the US Post Office.
- Incoming mail is dropped off by the US Post Office. This mail is sorted into bins for the McCormack Building only.
- For customers using this service, McCormack Building interoffice incoming mail is delivered and outgoing mail is picked up twice a day.
- The State House courier delivers interoffice mail and also picks up non-metered and inter-office mail to be processed at the Central Mail Facility. This service supports seven agencies in the State House and occurs twice a day.
- The Downtown courier makes multiple stops daily to pick up out going mail from the State House, 600 and 1000 Washington Street, 19 Staniford Street, 239 and 251 Causeway Street, Saltonstall Building, and MITC. All mail is then processed within the McCormack mailroom. The courier also delivers inter-office and production jobs that were printed at the Chelsea print room for customers using these services.
- Inter-office mail that comes to the McCormack mailroom throughout the day is put into bins for agencies that have an account with the McCormack mailroom.
- Reports that are printed at Chelsea print room are delivered to the mailroom and placed into the report bins.
- There is an interoffice list maintained by Central Mail staff that lists all agencies using an interoffice bin at CMF with instructions on how to manage the mail. This list is available at the Central Mail Facility.
This service includes:
- Metering outgoing mail, postage is provided by ITD and charged back to the customer.
- Delivery of incoming mail (McCormack Building only), pickup of inter-office and non-metered mail, and delivery of
- Prepare outgoing mail for pickup by the US Post Office
Support services include:
- A Service Account Manager to answer any questions or concerns regarding ITD Services.
- Services offered through our Operations Office; including Change Management and customer access to incident management via email, phone (CommonHelp)
- The online COMiT service management portal
2. Service Targets/Hours of Availability
|Boston Mail Services||Service availability hours are 8:00 am - 4:00 pm Monday through Friday excluding holidays.|
|Maintenance of equipment||Vendor maintenance service provides 24x7onsite coverage, with a 4 hour onsite arrival of vendor to initiate component repair / exchange.|
|Incident Management*||ITD Service Management Office has standard processes to manage incidents, requests and changes.|
Outages or urgent issues should be reported by phone to receive the quickest response 1-866-888-2808.
Staff will respond to service requests during the hours of 8:00 am - 4:00 pm Monday through Friday excluding holidays. Customers can make requests through COMiT.
Emergency requests are approved by authorized customer contacts and must be opened as incidents to ensure they are acted on immediately out of normal business hours.
* Incidents, requests, or changes that are outside the scope of the defined service description or normal service hours will be direct charged to the customer.
3. Service Reporting
The following reporting information is provided to customers as part of this service:
|Job Failure Alert||Customers are notified if mail issues occur||Customers are notified through established contact lists if a mail issue occurs.|
4. Service Requests
Lead Time-Business Days
|Interoffice Messenger Service|
This is a request to implement interoffice mail distribution between Chelsea MITC and Boston Offices for State agencies. This service request includes:
|Lead time is based on specific request.|
*For new service requests only. To manage existing requests, please log into COMiT.
5. Customer Responsibilities
The customer brings outgoing mail to the Central Mail Facility to be metered and sent to the US Post Office and picks up interoffice or incoming mail if not using the Central Mail Facility courier.
For your convenience, you may view a detailed list of customer responsibilities.
6. Chargeback Rate Information
For more information on Chargeback, including an overview of the program as well as current and previous fiscal year rates, please visit our Chargeback Services webpage.
Cost Framework: Central Mail
Salaries (AA) and Fringe (DD) Costs, Contract Support (HH/U05)
|2a||Salaries (AA) and Fringe (DD) Costs, Contract Support (HH/U05)|
Hardware/Software/Contracts (UU, LL, etc)
|2b||Neopost, Rate Pack Software Support|
|Other Costs, Re-Classification, Adjustments|
Total Hardware/Software/Contracts (UU, LL, etc) Costs
Allocated Costs Not Specific to Service
|5||Allocated Costs Not Specific to Service|
|Total Allocated Costs Not Specific to Service|
Total expenses for Central Mail Services
Rates pertaining to this service offering include:
Planned FY2013 Units
FY 2013 Rate
|SM1A0||Metered Mailing (CMF)||Postage|
Meter + 22%
|SM0B0||Report Bin (CMF)||Bin Size (level 1)|
|SM0C0||Inter-Office Mail Bin||Bin Size (level 1)|
|SM0D0||Daily Incoming Mail||Bin Size (level 1)|
|SM0E0||Inter-Office Pickup or Delivery (CMF)||Per Month|
|SM0F0||State House Courier (CMF)||Per Month|
|SM0G0||Downtown Courier (CMF)||Per Month|
Updated December 19, 2012
Published August 14, 2009
Created March 25, 2009: Information provided by the Business Services Team