Mailroom Management Software and Smart Locker Solution

The Vendor is required to provide mailroom management software and smart locker solution include, but are not limited to: (1) package and mail management software solution supporting the university’s housing, academic, and health system operations, including inbound and outbound mail processing, automated notifications, package distribution, inventory management, and reporting; and (2) secure lockers for housing mail to enhance the student experience by improving efficiency and providing extended access for package pick up outside of traditional service hours.
- Requirement:
1. System implementation and integration
•    Design, configure, and deploy a centralized mail and package management platform. 
•    Integrate with existing university systems
•    Ensure interoperability across multiple environments, including housing, academic, and health system locations.
2. Mail and package management functionality:
•    Provide a centralized system for tracking, logging, and managing inbound and outbound mail and packages. 
•    Enable real-time visibility into package status and chain of custody. 
•    Support barcode scanning and optical character recognition (OCR) for automated data capture and improved accuracy. 
•    Support automated inventory management by reconciling system-recorded packages with manually scanned items and clearly identifying any discrepancies for resolution.
3. Smart locker solution
•    Supply and install secure, scalable locker systems at designated locations in accordance
•    Ensure ADA compliance and user-friendly interface design. 
•    Support mobile-enabled locker operations, including the ability for staff to load packages via handheld devices while allowing simultaneous, uninterrupted user retrieval.
4. Workflow automation and notifications
•    Automate package processing workflows to improve operational efficiency. 
•    Provide configurable, real-time notifications (e.g., email, SMS, mobile app) to end users. 
•    Provide configurable, scheduled notifications (e.g., email, SMS, mobile app) to end users. 
•    Reduce manual intervention and improve accuracy and timeliness of package handling.
5. Scalability and flexibility
•    Offer a solution that can scale to meet future growth across all university locations. 
•    Support additional locker deployments, increased package volumes, and evolving operational needs. 
•    Allow for configurable workflows and system enhancements over time.