HRA PRINT/MAIL OPERATIONS

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Job Code Info_186

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Systems Management (PC) for PRINT/MAIL Operations

Tasks per dELIVERABLE
Systems Management (PC) for PRINT/MAIL Operations
Current Assessment Narrative
·         This narrative should include a description of all current Administrative and Batch printing/mailing operations within HRA including processing (print preparation), printing and mailing volumes (present and desired).
·         This analysis must clearly identify / document both the current Nearstar and Print to Mail (PTM) systems and discuss the functionality of each.
·         This analysis must also document the associated equipment – hardware and software components - that is currently being used by both HRA users mailing tools.
Future Recommendations Narrative
·         This narrative should include a description of multiple HRA options for the future state of HRA processing of work that leads to printing and mailing operations.
·         The full range of options must be identified, including minimal changes to current operations.
·         The selected vendor must consider proposing application design and system integration (with all components specified), that would automate the generation of all Administrative and Batch printing and mailing activities. Data for these printing and mailing activities will come from a variety of data sources and varied hardware platforms.

·         An evaluation of all currently proposed enhancements to HRA’s printing and mailing environments. For example, HRA has identified a path to improving Systems Integration- called the PTM2 project.  It identifies an architecture that includes a browser based, scalable, object oriented, and component independent solution. Requirements will be shared after award of the contract.
·         The complete analysis should include, in its various recommendations for a future state of our operations, a proposal to merge HRA’s two current automated mail systems (Print to Mail and Nearstar) into one comprehensive and easy to use mailing system.  This proposal must address (at a minimum) the following requirements:
o    The proposed system must enable HRA to continue to save on postage rates, and attempt to reduce the amount of return mail and its associated costs.
o    The proposal must address the intention of HRA to expand the PTM2 type operations to provide these services to other city agencies. Therefore, the resulting product must be scalable.
o    The proposed system must allow any HRA user to provide a text file in the appropriate format which can be collected over the course of the day with other files, and, when combined with all other HRA text files, will constitute a daily mass mailing from MIS that can achieve postal discounts by virtue of the amassed volume.
o    The proposed system must enable MIS or PTM2 to support the electronic letters available through InfoPath, as well as the creation of Multi-Language letters required by Local Law 73, the City Council requirement for implementation of multi-language mailings, as well as the Mayor’s commitment for multi-language mailings. 
o    The proposed system must address the evaluation of equipment currently used by HRA printing and mailing operations and make a determination as to whether the equipment and any associated software can or should be incorporated into a new system or if new equipment and/or software is going to be required.
o    All the functions presently incorporated within the NearStar system as well as the Print to Mail system must be addressed and included in the proposed system.
o    Ability to multi-thread
o    Ability to handle large volume jobs (in excess of 500,000 mail pieces) in a single pass
o    Any proposed system must include security considerations for check handling and evaluate the advisability of retaining the Payformance software or acquiring an equivalent.
o    Any proposed system should include the use of or migration path to the implementation of the USPS Intelligent Mail Bar Code (IMB).
o      The complete analysis must include the option of changing one of our documented operations     (e.g. PTM) while leaving the other operation unchanged or minimally changed.