HomeMy WebLinkAbout2010-097 N*� 13e I
Mass Mailing Professionals ,,� �` f u @ of c� e n o�
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404 E New Haven Ave . c
Melbourne , FL 32901 0 � C
www . addressnmaii . com °
321 -729 -6245 & 800 -940 - List � �,�
Memorandum of Understanding Between
Address N ' Mail & Indian River County Govt .
ANM INTRODUCTION :
Address N ' Mail (ANM ) is a Melbourne , FL based postal technology corporation and business partner of the
United States Postal Service ( USPS ) . ANM is a professional Document Management Services firm with core
strengths in data quality , printing and mailing . ANM has various mail processing systems , special USPS
licenses and Postage Savings programs that are available to local governments , corporations and non - profit
organizations with the goal of optimizing U . S . Mail communications for both cost and effectiveness .
ANM Postal Industry Credentials :
■ USPS MASS/MLOCR Licensee for Presort Mail Processing
■ USPS Central Florida Postal Customer Council ( PCC ) Member
USPS PCC Mail Services Provider ( MSP ) Program Member
■ USPS Confirm Program National Technology Partner ( IITY)
■ USPS Mailers Technical Advisory Committee ( MTAC ) National Member
® USPS Remittance Mailers Advisory Committee ( RMAC ) National Member
® NAPM � National Association of Presort Mailers Member
ANM DAILY MAIL POSTAGE SAVINGS PROGRAM SUMMARY
Address N ' Mail performs work for the United States Postal Service (USPS) that allows it to qualify for lower,
discounted U. S. postage rates — and earn refunds on postage already paid. Address N ' Mail then shares this
discounted postage rate with selected partners and customers — who then save substantial money when mailing
out correspondence . ANM receives a refund from the USPS based on the combined volumes of postage that it
submits for all of its Daily Mail clients.
Therefore , the ANM Free Daily Mail Postage Savings Program is a balanced sharing of available USPS postage
discounts . ANM ' s clients provide the mail volumes and ANM provides the systems & expertise to qualify their
mail for discounted postage rates ( Client Cost- Saving Benefits ) and refunds (ANM Compensation ) .
The implementation of this Program is simple : ANM will create discounted price settings on the existing postage
meter equipment of Indian River County Govt . and pick up the mail every day to process the mail on behalf of
the USPS . Indian River County will then continue to use and operate it' s postage meter in the same way as
before — only it will pay less postage per mailpiece . The cost- reduction benefits are immediate and will require
no change of mail production models .
PERFORMANCE STANDARDS
Address N ' Mail will pick up the Indian River County Govt. ' s outbound U . S . mail every business day ( except
postal holidays ) at a mutually-agreed upon time and process it every day according to USPS regulations at the
ANM facility in Historic Downtown Melbourne . This processing will involve the following mail management
activities :
DAILY MAIL PROCESSING COMPONENTS :
■ Scanning — Visual , physical & optical analysis of Mailpiece Document Quality
C Address -Checking — Confirmation of correct USPS physical address information
Y Address -Correction — Updating mailpieces with current USPS postal records
■ Barcoding — Application of data symbology to expedite delivery by the USPS
■ Sorting — Combining , collating , separating by destination zip codes & delivery points
■ Packaging — Organizing the mail into trays & bundles for optimal USPS handling
■ Postage Reduction — ANM ' s Presort Mail Program allows for reduced rates & prices
■ Advanced Mailstream Insertion — Depositing the mail with USPS regional processing
facilities in Orlando instead of local post offices to accelerate delivery times .
-t.
,
POSTAGE DISCOUNTS & POSTAGE METER ADJUSTMENTS Page Two
Postage meter manufacturers pre - program their software and engineer their hardware for Presort Discount
Postage Rates so that organizations like Address N ' Mail can take advantage of USPS worksharing rates .
Therefore , the discounted price settings that ANM creates for partners & clients are standard functions of the
meter. The meter itself and the postal functions ( ex . affixing postage ) are not changed at all . No work processes
or usage procedures are changed and the meter equipment is designed to accommodate Presort Price settings .
Indian River County will still manage and control all of its postage expenditures in exactly the same manner as
before — through the existing meter postage account . Indian River County will simply save money by paying less
postage per mailpiece .
Note : The creation of Discounted USPS Price Settings on the City postage meter will not change or impact the
normal , standard USPS Full Rate Price Settings . Therefore , Indian River County will still have the capability and
control to produce full - priced metered mail on its own and take the mail to the Post Office itself. This may be
necessary for some " end -of-day " mailings that need to be sent out after the ANM Daily Pickup has occurred .
COURTESY U . S . MAIL SERVICE
As a professional courtesy , Address N ' Mail (ANM ) will also pick up any non -discounted U . S . Mail produced by
Indian River County and submit that material to the USPS . This " Courtesy Mail " will include various mail types
such as Priority Mail , Express Mail , Certified Mail , Registered Mail , Flat ( Oversized ) Mail and small occasional
parcels .
ANM ADVISORY & SUPPORT ROLE
ANM has a goal of acting as a Mailing Support Team to play an advisory role in optimizing postal
communications . The experienced staff, postal technology & system resources of ANM will be available for
maximizing the quality and value of customer correspondence . ANM helps clients identify solutions for postal
communications that include addressing , formatting and design issues that will aid in the delivery of important
customer documents (as well reducing postage costs & mailing expenses ) .
PRICING & COSTS :
There will be no charge for Indian River County to participate in the Address N ' Mail Daily Mail Postage Savings
Program . ANM will provide this Program — and the opportunity for Indian River County to realize operating cost-
reductions and achieve available postage discounts — on a voluntary basis and as a community service .
Total Cost to Indian River County Govt . : U . S . Daily Mail Postage Savings Program
■ Reduction of loz 1S Class U . S . Mail from $ . 44 to $ . 414 $ 0 ( Free )
• Reduction of 2oz 1St Class U . S . Mail from $ . 61 to $ . 539 $ 0 ( Free )
■ Daily Pickup , Address-Checking & Expedited Barcoding $ 0 ( Free )
■ Professional Mail Presorting & Advanced USPS Insertion $ 0 ( Free )
TERMS & UNDERSTANDING :
The commencement of this the agreement — and start date of the Daily Mail Postage Savings Program — shall
be at the discretion of the Indian River County Govt. . The termination of this agreement - and the end date of the
Daily Mail Postage Savings Program - shall be at the discretion of either or both Indian River County or Address
N ' Mail .
Therefore , the agreement shall be considered "At-Will " under the Commercial Code and Legal Statutes of the
State of Florida and be legally severable by either party at any time and for any reason . Specifically , Indian
River County Govt . may cancel the ANM Daily Mail Postage Savings Program at any time and for any reason .
Agreed to by :
Chuck Green ` Name Qnj*) g, 4;.A
Owner/CEO Title � ou-n Ad ml ►) ; Strd-for
Principal Date Offici f
Represerttative Date
Address N ' Mail Company : Indian River County
Government
404 East New Haven Avenue Address : 1800 27t` Street
Melbourne , Florida 32901 City , State & Zip Vero Beach , Florida 32960
_ A TRUE COPY
CERTIFICATION ON LAST PAGE
J . K . BARTON , CLERK
ADDENDUM TO MEMORANDUM OF UNDERSTANDING BETWEEN
ADDRESS ` N MAIL , INC . & INDIAN RIVER COUNTY, FLORIDA
Address ` N Mail ( "ANM ") and Indian River County, Florida , a political subdivision of the
State of Florida ( " County" ) hereby agree , as follows :
1 . Memorandum of Understanding. Simultaneously with the execution of this
addendum , the parties have entered into a Memorandum of Understanding relating to ANM ' s Daily
Postage Savings Program and related services . This addendum shall modify the Memorandum of
Understanding ; in the event of any conflict , this addendum shall govern .
2 . BindinjZ A14reement . The Mernorandpi-i of Understanding , together with this
addendum , shall constitute a binding agreement between ANM and County .
3 . Possession of Mail . The parties acknowledge that (a ) ANM will have possession of
County ' s mail between the time of pick up from\County and delivery to the United States Postal
Service ; and (b ) pursuant to general law separate and 'Napart from this agreement , ANM has a common
law duty to exercise reasonable care to protect County ' s mail from loss , destruction , theft, etc . In
addition to this common law duty , the parties contractually agree that ANM shall exercise reasonable
care to protect County ' s mail from loss , destruction , theft , etc . ANM shall defend, hold harmless and
indemnify County from all liabilities , losses , damages and expenses ( including , without limitation ,
reasonable attorney ' s fees) , arising out of or relating in any way to the loss , destruction , theft, etc . , of
County ' s mail while in the possession of ANM .
4 . Insurance . During the term of this agreement, ANM shall maintain ( a) comprehensive
general liability insurance providing coverage per occurrence combined single limit for personal injury
and property damage including premises and operations , in the minimum amount of $ 1 , 000 , 000 ; and
(b ) employee infidelity insurance ( or bond ) , providing per occurrence coverage in the minimum
amount of $ 1 , 000 , 000 . No less than ten ( 10 ) days prior to commencement of operations under this
agreement, one or more certificates of insurance shall be provided to County confirming that the
aforesaid coverages are in full force and effect . The certificate (s) shall provide that County will be
given no less than thirty (30 ) days notice prior to cancellation or modification of such insurance . Such
notice will be in writing by registered mail , return receipt requested , and addressed to the
Risk
Manager, Indian River County , Florida , 1801 27 `I' Street , Vero Beach , FL 32960 - 3365 .
5 . In all other respects , the Memorandum of Understanding shall remain in full force and
effect .
ADDRESS ` N MAIL , INC . INDIAN RIVER COUNTY, FLORIDA
By : By : C80 "
Print Name J EPH A . BAIRD , County Administrator
Print Title
Approved as to form and legal sufficiency .
r
By : ���.��. '� t
Alan S . Polackwich , Sr . , County Attorney
a
'United ztates Postal Service A TRUE COPY
CERTIFICATION ON LAST PAGE
Request to Pay Postage Refunds to Presenter of Mail J . K . BARTON , CLERK
INDIAN RIVER COUNTY
(Name of Customer)
(hereinafter "the customer') hereby requests the United States Postal Service to accept requests for postage refunds
submitted by
Address N ' Mail Inc .
(Name of Presenter)
( hereinafter "the presenter") for postage refunds on the mail of the customer, and toIpay refunds found to be due on such
mail to the presenter, as specified below.
1 . This request applies to all mail of the customer, and on which the customer has paid postage , that is deposited with
the
Postal Service by the presenter. This request does not apply to mail that is deposited with)the Postal Service by persons
or entities other than the presenter.
2. For all mail covered by this request, the presenter shall have the exclusive authority to submit to the Postal Service
requests for postage refunds , and to receive payment of any such refunds that are determined to be owing because the
amount of postage applied to the mail by the customer is in excess of lawful. rates . RVquests for refunds on such mail may
be submitted only at the time of mailing , in accordance with, the procedures established in the Domestic Mail Manual.
3 . The Postal Service assumes no responsibility for maintaining records on the-arnount of refunds paid to the presenter
pursuant to this request, or for the eventual disposition of any such refunds between the customer and the presenter.
These are matters of private contractual agreement between the presenter and) the customer .
4 . This request will remain in force until the Postal Service receives written`- notification from the customer that this request is
•
revoked . i
5 . The submission of this request is not required by the Postal Service for the deposit of the customer's mail . This request
will , however, permit the Postal Service to accept requests for refunds , made by the presenter on behalf of the customer,
pursuant to a voluntary agreement between the customer and the presenter.
JOSEPH A . BAIRD
(Name)
COUNTY ADMINISTRATOR
(Title)
I am duly authorized on behalf of the customer in making this request , and agree to all the terms and conditions of this
request on_ b ��.QhP rimtnmpr .
P. r 4;ip f LORIDA °°e ° eo ° e ° . '4 00
° ° °
: :."' iAN RIVER COUNTY ��e°° ° 9°2
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..9iS IS TO CERTIFY THAT THIS IS �a�p'
TRUE AND CORRECTCOPYOF e�
SIE ORIGINAL ON FILE IN THIS ere g
FFICE • : : R
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REYK . BART , C a °�00
/ J P —
D.C . °e °
04
71r
co (Signature and Date )
WARNING : The furnishing of false information on this form may result in a fine of not more than $ 10 , 000 or imprisonment
of not more than 5 years , or both . ( 18 U . S . C : 1001 )
PS Form 8096 , June 1998