Mail Services

The vendor is required to provide a mail service solution that incorporates innovative ideas to support student mail and package distribution the university.
- Mail services is currently comprised of three (3) different departments, two (2) within the student life division and one (1) within hospitality, to manage mailing services across campus; hospitality mailing services - faculty and staff - west edge, student postal center - student life division - memorial union & student activities, and housing -student life division - gables & wood side; phase 1 would concentrate on just the student life mail; the potential for hospitality - west edge (faculty and staff) in the future would be done as a phase 2.
- Provide oversight by true mail professionals leading to greater accuracy and consistency.
• Develop a strategic partnership with Firm(s).
• Achieve financial cost savings and market-competitive pricing.
• Improve customer service levels.
• Identify and implement efficiencies.
• Increase sustainability – more closely monitor 3rd class mail and decrease unnecessary bulk deliveries.
• Streamline Amazon related return process.
• Eliminate confusion for parents and university community members when questions or issues arise about mail services.
• Raise visibility and grow revenue by centralizing shipping services out of the Memorial Union
Building (MUB) for university community members.
• Provide mailing services that are compliant with federal guidelines.
- Housing, Student Life Division, Gables & Woodside
• Operating hours - M-F 8:00 am - 12:00 pm, 1:00 pm - 5:00 pm
• Provides mail and package services to residents only
• Does not deliver or provide shipping services
• Current staff is processing outbound mail so long as the mail going out already has appropriate postage and packaging.
• We do not offer packaging or postage for students, so the item that is outbound must have all of the accoutrement.
• However, some carriers will not take the packages students are trying to send out for various reasons, such as Amazon, and FedEx.
• Managed by a roughly 10% of 3 FTE Housing Staff, a small % of CA’s time, and mailroom assistants who also perform building specific tasks while staffing desk area
• Currently utilize SC Logic software licensing
• The MUB covers service/returns/forwarding during winter and summer break periods
• MUB staff assist with software and device issues
- Mailing Services, Student Life Division, West Edge
• Provides mail services to faculty/staff – delivers across campus
• Provides shipping services to university community – can bill departments
• Managed and operated by 3 FTE’s
• Currently using handheld devices purchased by the MUB to track assets delivered throughout campus since FY23
• Packages are ready for student pick up no later than 24hrs after carrier delivery
• Provides shipping services to university community but cannot bill departments – strictly retail.
- Contract Period/Term: 1 year
- Site Visit Date: February 25, 2025
- Questions/Inquires Deadline: February 26, 2025