2005 S Purchasing - Orange Enterprises Courier/Mail Services

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Attachment A Policies and Procedures Governing Courier Services Contract between Orange County and Orange Enterprises The following policies and procedures shall govern the work covered in the contract between Orange County and Orange Enterprises for mail processing and courier services for County offices, as approved by the County Commissioners on November 15, 2005. Policies and procedures may be amended from time to time as circumstances dictate, without modifying the terms of the overall contract: 1. OE shall provide courier/mail processing services to County offices between the regular business hours of Sam to 5pm, Monday through Friday, with the exception of Holidays as included on the Schedule of Holidays attached to this document and amended annually. 2. OE shall provide all equipment and personnel necessary to carry out the requirements of this contract. 3. OE shall comply with the procedures contained in the attachments to this agreement, examples of which include the courier route and certified mail log. Under the terms of this agreement, mutually agreed to procedural changes may be made from time to time to reflect changing circumstances. 4. OE shall ensure the timely and accurate processing of all US Mail. OE shall pick up mail at the Hillsborough US Post Office no later than 8:30am, or as quickly as mail may be picked up at the Post Office daily. Mail shall be processed and delivered to the Hillsborough US Post Office in time to meet the last out-bound truck (currently 4pm) on the same day it was collected from County ofi:lces; 5. OE shall ensure that all certified mail is logged in and delivered daily to the addressee department. OE shall obtain a signature of the person, or approved departmental representative receiving the certified mail on the Certified Mail log, attached to this contract. Such completed form shall be returned daily to the Director of Purchasing and Central Services, or her designee. 6. OE shall collect or deposit mail from the State courier box located at the Whitted Human Services Center, 300 West Tryon Street, Hillsborough and pick up or deliver mail to the addressee department as may be indicated. 7. OE shall take advantage of any efficiency measures, such as first-class pre-sort, that will serve to minimize the postage costs to the County. Such efficiencies shall not, however, delay the delivery of mail. 8. OE staff shall maintain strict security at all times on courier and USPS mail picked up from County offices. 9. OE shall immediately report any lost or stolen courier/mail to the Director of Purchasing and Central Services. Policies and Procedures/Orange Enterprises Courier Services Contract