FY27 Mail Courier Service

Project Overview Winona State Univeristy (WSU) is seeking proposals from qualified suppliers to provide daily mail courier service including pickup, sorting, and processing postage of outgoing USPS campus-wide mail and parcels. Technical/Functional Requirements Provide detailed specifications or scope of work, including technical, functional, performance or optional requirements. The specification must be general in nature and not restrictive “brand name, location only,” unless an equivalent good or service is not acceptable. Any supplier who helped develop the specification must not be included in this solicitation, nor be awarded a contract. Scope of Work: Provide once daily mail courier service including pickup, sorting, and processing postage of outgoing USPS campus-wide mail and parcels from the Winona State University mailroom. The once daily pick up must be during regular business hours. The WSU mailroom is open Monday-Friday 7a-3:30pm year-round. Hours are subject to change during campus breaks and holidays. Notice of campus mailroom closures will be posted one week in advance and courier service is not required on those dates. Courier must provide same day notice of all service disruptions caused by any event such as weather, safety concerns, operational issues, special events, suspensions or other changes that impact service. If service cannot be resumed as normal by the next business day, both parties shall mutually agree on a revised arrangement within two business days. Volume of outgoing mail and parcel can vary day to day. If WSU mailroom staff determines there is a high volume of outgoing mail or parcels on any given business day, a courtesy call will be attempted to notify the courier. Historical average monthly volume is approximately 5,000 pieces (letters, flats, parcels). The prospective courier will use their vehicle for transporting mail and parcels. Apply postage, barcoding and sorting all letters, flats and parcels. Postage prices will be subject to change based on current USPS postage rates. Deliver all mail to a USPS BMEU location. Mail must be received by USPS no later than two business days from original possession of mail from the WSU mailroom. Provide monthly allocation reports to WSU to bill internal departments for postage applied. Vendor must provide monthly billing and allocation reports outlining the charges by department. Reports and billing must be received within 7 days following each calendar month end. Vendor is expected to maintain safeguards and security protocols to protect the privacy and confidentiality of all mail including mail that may contain sensitive data. Vendor is expected to be knowledgeable in mail handling best practices to prevent loss and damage. Vendor must report any knowledge of lost, damaged, tampered, rejected or returned mail or parcels to WSU mailroom staff within two business days. Budget The budget for this contract is anticipated to be $100,000 per year of the contract. Selection Process The selection process includes the Business Manager and OAS's. This group will evaluate the proposals and make the final decision. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: Topic Factor Weight Adherence to Minnesota State Terms and Conditions 1. Exceptions to Terms & Conditions 2. Conflict of Interest 5 Company Profile 1. Provide an outline of your background and experience with similar work by your company. 2. Provide your company's experience with public higher education. 3. Provide a point of contact name and email address to communicate with regarding this solicitation. 10 Workplan/Project Scope 1. Describe your company's approach for daily mail pickup. 2. Describe your company's method for sorting all types of letters, flats and parcels. 3. Describe your company's method for applying various types of postage (e.g. by size, weight, volume). 4. Describe your company's method of recordkeeping and billing, specifically with cost allocation. 5. Describe how your company's process or procedures to prevent loss and damage of mail and parcels. 20 Cost 1. What is your pricing model (e.g. processing fee per mail piece, fee per weight, mileage fee, etc.) 2. Provide, in detail, all applicable fees based on above pricing model. 3. Do you offer volume discounts? 65 Total: 100 Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective July 1, 2026 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be ONE years plus four optional 1-year extensions upon written approval by both parties (not to exceed a maximum of 5 years). If Minnesota State and Respondent are unable to negotiate and sign a contract by June 1, 2026, then Minnesota State reserves the right to seek an alternative Respondent(s). Inquiries and Submission Instructions Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFP date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.