Incoming Mailroom Modernization System

The Vendor is required to provide a comprehensive solution to modernize and digitize department mailroom operations.
- Replace aging hardware and Manual processes with an Integrated, automated Solution, delivering all required hardware, software, and services to establish a fully operational Solution. Subcontracting of specific components is permitted; however, the Vendor retains full responsibility for managing all subcontractors and ensuring compliance with contractual requirements, performance standards, and timelines.
- Key success measures include:
•    Improve efficiency, accuracy, and security of Document handling
•    Reduce reliance on seasonal staffing and Manual intervention
•    Provide Real-Time visibility into mailroom operations
•    Support compliance with State and federal regulations
•    Integrate seamlessly with existing department systems, including IMPACT
- The modernized Solution will enable Real-Time visibility, intelligent automation, and seamless Integration with existing systems.
- Provide comprehensive Project management services, such as planning, governance, scheduling, risk and issue management, reporting, and stakeholder communications.
- Deliver design, development/Configuration services to establish a Solution that meets all Functional and Non-Functional Requirements, such as process workflow design, requirements management, Solution Architecture, System Design, Configuration, and Integration with existing department systems and Third-Party applications.
- Perform all necessary data management activities, such as Data Transformation, validation, and archival.
- Provide hosting and infrastructure services within the Vendor’s environment to support the Solution, such as environment setup, security controls, access management, and compliance with all applicable State
- Provide comprehensive technical implementation services to configure, deploy, and optimize all Solution components, such as setup of system features such as barcode and envelope identification (ID) tracking, exception handling workflows, notification and automation rules, and Document routing capabilities to internal and external stakeholders.
- Ensure seamless Integration with middleware, APIs, and third-party platforms; monitor and manage routing operations for performance and error resolution; and maintain secure transmission, storage, and audit trails for all Documents and data.
- Incoming Mail Items will be processed using High-Speed envelope openers and scanners designed to manage diverse Document types with minimal Manual intervention.