Download the complete service offering doc format of chelsea_mail_services_definition.doc


 

1. Description of Service

The Information Technology Division's Chelsea Mailroom provides reliable and secure outgoing mail services.

US Postal Mailing Services from the Chelsea Mailroom

Mailing Service from Chelsea Mailroom:

  • Bursting, folding, inserting, and applying appropriate postage using the latest mailroom technologies.
  • Maintaining postage accounts for customer agencies and issue expenditure reports monthly.
  • Bar-coding and sorting mail to a 5 digit sort level for maximum postal discount.

This service includes:

  • Working with customers to ensure proper scheduling and quality control. 
  • Inserting single or multiple pages into either a # 10 envelope, a 6x9.5 envelope, or a flat envelope.
  • Using Verification software to avoid double stuffing envelopes (agency programming required).
  • Depositing checks into postal accounts.
  • Providing monthly expenditure reports on postage usage.
  • Maintaining proper postage in the meters.
  • Maintaining envelope inventory for the customer agencies.
  • Providing system maintenance on all equipment in the mail room.
  • Delivering mail daily to US Postal Office.
     


If the mail sorter is out of service and cannot be used to process customer mail at the discounted postage rate,
MassIT provides two options that the customer must agree to in advance:
 

  • MassIT will deliver the customer mail to the US Post Office for full rate and on time; or
  • MassIT will send the mail to a 3rd party vendor that is on a State contract for processing the postage discount. Customers will be required to pay the 3 rd party vendor the processing fee directly.

 

Support services include:

 



 

2. Service Targets and Metrics

Targets

Service Requirement

Description

Chelsea Mail ServicesService availability hours are 7:00 am - 5:00 pm Monday through Friday.
Maintenance of equipmentVendor maintenance service provides for 24x7onsite with a 4 hour onsite arrival of vendor to initiate component repair / exchange.
Incident Management *MassIT Service Management Office has standard processes to manage incidents, requests, change orders and problems.

Outages or urgent issues should be reported by phone to receive the quickest response 1-866-888-2808.
Request Fulfillment*Staff will respond to service requests 7:00 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.
 

 

Metrics

Performance

Description

Measurements

Processing of customers outgoing mail.Services include inserting and barcoding of customer outgoing mail with all deliveries to Post Office to meet customer specified time frames.SLA’s are negotiated with each customer and time frames are identified and managed per customer processing and mailing requirements.  Customers are notified on all delays.

Availability

Description

Measurements

Monday -Friday 7:00 am to 4:00 pmService availability hours are 7:00 am - 4:00 pm Monday through Friday.  Last post office delivery is 3:00 pm.  All mail processed after 3:00 pm is delivered next day.SLA’s are negotiated with each customer and time frames are identified and managed per customer processing and mailing requirements.  Customers are notified on all delays.

*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:

Report

Description

Reporting Interval

Job Failure AlertsThis is an alert to customers who are only notified if mail issues occur.Customers are notified through established contact lists if a mail issue occurs.
Expenditure ReportThis is a monthly report of postage spending.Customers are notified through established contact lists through email.
Savings ReportThis is a monthly savings report.Customers are notified through established contact lists through email.
Number of mailed piecesThis report is the number of mailed pieces by customer by month.

Customers are notified through established contact lists through email.

 


 

 

4. Service Requests

COMiT Service Request*

Description

Lead Time-Business Days

Request a Special US Postal Mailing

This request is to support a customer's outbound mailing needs. Services include folding, bursting, insert and barcoding customer mailings. Mailings may be created for a one time or ongoing use. This service request includes:

  • Request to bar-code mail for processing
  • Request to process a mailing


 

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 orders envelopes and arranges for delivery to the Chelsea mail room and provides postage prior to a mailing being processed.  The customer also delivers outgoing mail to the Chelsea mailroom.

For your convenience, you may view a detailed list of customer responsibilities. doc format of chelsea_mail_services_definition.doc

 


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: Chelsea Mail

1. Direct Charges to Customers

1A. Customer Specific - Costs Directly Charged to Customers
DESCRIPTIONCOST
 $0
Total 1A. Customer Specific - Costs Directly Charged to Customers$0
Total 1. Direct Charges to Customers$0

2. Direct Dedicated Resources

2A. Direct Costs - Salaries (AA) and Fringe (DD), Contract (U05, HH)
DESCRIPTIONFTECOST
Direct Costs - Salaries (AA) and Fringe (DD), Contract (U05, HH)15.00$718,314
Total 2A. Direct Costs - Salaries (AA) and Fringe (DD), Contract (U05, HH)15.00$718,314
2B. Hardware / Software / Contracts (UU, LL , etc)
DESCRIPTIONCOST
- Neopost, Inc.-Mail Equipment - WJ250 with mixed mail feeder, WJ Dynamic Scale, Power Stacker, Thermal Roll Tape Dispenser - 69 months lease (Will roll throughout term)-$20,642
- Bell and Howell-MS3500 Refurbished Inserter S/N 30000993 (RFR 5-12 moved onto RFR 5-03 for FY09)-$33,335
- Rental Concepts-Automotive Repairs & Maintenance - Miscellaneous repairs to vehicles (FY12, increased by $2,266.20 for repairs to Ford Cargo Van)(FY13 decreased $115 and added t$4,000
- Pitney Bowes-Meter for FlowMaster System-$1,537
- Pitney Bowes-Integrity Upgrade Solution for 2 inserters & additional scanning devices -$28,589
- Pitney Bowes-FlowMaster Mail Inserting System (In FY10, moved from RFR 7-02 to Statewide OFF22)-$22,995
- Neopost-Rate Pack Software Support-$1,905
- Bell and Howell-Apex front end upgrade Hardware to Mail Sorter #0209321 (Beginning in FY10, moved from Unit 1912)-$58,524
-Other costs, Reclassifications, Adjustments-$51,198
- Bell and Howell-NetSort Software to Mail Sorter (Eff. FY14 replaced BI000124)-$22,100
- Bell and Howell-Misc parts and supplies for mail machines-$20,000
- Bell and Howell-Mail Processing System - Software (RFR 5-03) (Scheduled to Roll in FY13-FY15, but will need quote from vendor for each FY)-$11,692
- Bell and Howell-Mail Processing System - Hardware (RFR 5-03) (Scheduled to Roll in FY13-FY15, but will need quote from vendor for each FY)-$123,742
- Bell and Howell-AUI Software support ($2,700) and SW Subscription fee for 1st class mail ($9732) for Refurbished Inserter S/N 30000993 (RFR 5-12 moved onto RFR 5-03 for FY09)-$2,923
- Neopost, Inc.-IJ15KAI Digital Meter Heads Lease (Serial #2001051 and Serial #2001050 Serial #2002206) Billed @ $190/mo. (Eff FY11 billed at $130.10/mo)(Eff FY13, billed at $95/m$2,394
Depreciation$60,050
Total 2B. Hardware / Software / Contracts (UU, LL , etc)$465,626
Total 2. Direct Dedicated Resources$1,183,940

3. Indirect Costs

3A. Allocated Shared Resources
DESCRIPTIONCOST
 $0
Total 3A. Allocated Shared Resources$0
Total 3. Indirect Costs$0

4. Indirect Costs

4A. Shared MassIT Data Center Services
DESCRIPTIONRATECODERATEUNITSCOST
  $ $0
Total 4A. Shared MassIT Data Center Services   $0
Total 4. Indirect Costs$0

5. Allocated Costs

5A. Allocated Costs Not Specific to Service
DESCRIPTIONCOST
Allocated Costs Not Specific to Service$187,506
Total 5A. Allocated Costs Not Specific to Service$187,506
Total 5. Allocated Costs$187,506

6. Management Adjustments

6A. Management Adjustments
DESCRIPTIONCOST
 $0
Total 6A. Management Adjustments$0
Total 6. Management Adjustments$0

Grand Total: Print and Mail Services - Chelsea Mail

$1,371,446

7. Rates Pertaining to this Service

7A. Rates Pertaining to this Service
SERVICE OFFERING / TITLE / BILLABLE UNITRATECODERATEPLANNED UNITSCOST
PRINT_AND_MAIL - DIMS Insertion (automated)-PostageSM190$0.0529120667.6504177$1,350,724
PRINT_AND_MAIL - Manual Document Insertion-DocumentSM170$0.5240192$20,722
Total 7A. Rates Pertaining to this Service   $1,371,446

 

Download a complete listing of all chargeback rates  


Updated August 14, 2014
Reviewed August 14, 2014
Published August 14, 2009
Created March 25, 2009: Information provided by the Business Services Team