HomeMy Public PortalAbout2600.3 - Business and Financial Services - Real Estate Management - City Mail ServicesOffice of Business and Financial Services
Real Estate Management Section 2600.3
Policies and Procedures Manual Page 1
2600.3 SUBJECT: CITY MAIL SERVICES
:1 OBJECTIVE:
To provide policy and procedures for the operation of the City’s Mail Services.
:2 AUTHORITY:
This procedure adopted by City Council January 28, 2013, Item A-3.
:3 DIRECTION:
The Chief Financial Officer, as an appointed official, serves at the
pleasure of, and receives direction from the Mayor.
:4 FUNCTIONS:
A. Introduction
City government, as an institution, has multiple partners including
citizens, taxpayers, businesses, visitors, employees, and other
governments. As a major institutional, economic, and service force in the
region, it is important that the City strengthen relationships with its
partners by adopting a clear and comprehensive set of policies and
procedures.
Furthermore the integrity of the City of Orlando is of utmost importance,
and adopting a set of policies is a key element to maintain this integrity.
The purpose of this policy is to provide policy direction related to the
operation of the City Mail Services.
B. General
1. City Mail Services must adhere to United States Postal Service
(USPS) Regulations, and the terms and conditions of the City's
meter license.
2. City Mail Services is the liaison with the Postal Service for the
City. All requests for mail and related services must be
coordinated through City Mail Services.
3. City Mail Services provides Interoffice Mail service to City
Offices/Departments/Divisions. The collection and distribution
of Interoffice Mail is scheduled and coordinated through City
Mail Services.
4. City Mail Service will meter all outgoing U.S. Mail for the City
and will charge the appropriate program for that use.
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Real Estate Management Section 2600.3
Policies and Procedures Manual Page 2
5. City Mail Services holds permits for First Class Pre-sort and
Standard/Bulk mail. Additionally, City Mail Services holds a
Business Reply Mail permit and a postage due account for use
by the City.
6. City Mail Services will hold accounts with other delivery
services as needed, and will charge the appropriate program for
its usage of that service.
7. Envelopes printed for official use by the City of Orlando must
meet the requirements for mechanical insertion in the appropriate
postal machine. All requests for printed envelopes should be
coordinated through City Mail Services to avoid unnecessary
cost and delay.
8. City Mail Services will only process mail and packages in the
conduct of official City business. Additionally, City Mail
Services cannot sell postage (stamps or meter) for non-City
purposes.
C. Interoffice Mail
1. Interoffice mail routes and schedules shall be established to
serve the City as effectively as possible. The pickup and delivery
schedule shall be published in a manner accessible by all
departments and divisions.
2. Interoffice mail service will be provided to offices outside of
City Hall at a secure location identified by City Mail Services.
3. City Hall mail service shall be as follows:
a. Mail will be delivered and collected in the mailroom on
each floor by City Mail Services.
b. Offices/Departments/Divisions will be responsible for
disseminating mail from the mailroom on their floor to
the appropriate recipient.
4. Interoffice mail, which is defined as a written communication
between City employees that is transmitted through City Mail
Services, shall be governed by the following:.
a. All Interoffice mail must be placed in Interoffice
envelope and addressed in a legible manner. The address
must contain the recipient’s name and
office/department/division name.
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Real Estate Management Section 2600.3
Policies and Procedures Manual Page 3
b. The Interoffice mail system is to be used for official City
business only.
6. City Mail Services is responsible for providing Interoffice
envelopes for the City's use. Only City of Orlando Interoffice
envelopes may be used. Excess envelopes should be returned to
the Mail center for reuse.
D. Incoming U.S. Mail
1. All incoming mail addressed to the City is considered City of
Orlando mail.
2. All incoming mail addressed to former employees will be
delivered to the employee’s former office.
3. The use of City of Orlando resources for the receipt of personal
mail or packages is prohibited.
E. Outgoing U.S. Mail
1. Letter size mail should be prepared in accordance with current
USPS guidelines for automation compatibility. Mail Services can
provide assistance with ensuring compliance with those
guidelines.
2. International mail must be separated from domestic mail. The
country of delivery must be spelled out fully in English.
3. Flats must be sealed or clasped prior to presentation for
processing.
4. All mail whether letter or flat must be faced the same direction to
facilitate metering.
5. All mail that is prepared for presentation to the USPS must have
a "City" return address including Office/Department/Bureau.
6. The correct format for the return address is available from City
Mail Services.
7. All mail received for metering must have a valid
Program/Project number written just above the return address.
Mail cannot be processed without a Program/Project number. If
there are several pieces of mail from the same program, they
may be bundled with the Program/Project number noted on the
first piece of mail.
F. Accountable Mail
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Real Estate Management Section 2600.3
Policies and Procedures Manual Page 4
1. Accountable Mail is any mail that is being tracked by City Mail
Services such as Air, Express, Registered, Certified and/or
Insured. City Mail Services receives all incoming air packages
from various carriers. Items are scanned upon receipt and
delivered with the next scheduled mail delivery. However, in no
case will an air package be left in City Mail Services overnight.
Signature of receiving clerk is required. Tracking and receipt
information is available from City Mail Services.
2. City Mail Services processes the shipment of packages/parcels
for both air and ground shipments. Packages should be delivered
to City Mail Services with the address, delivery requirements
and a Program/Project number included. Senders are responsible
for providing their own boxes, packing material and for packing
their boxes on ground shipments. Supplies such as envelopes,
boxes and tubes for air shipments are provided by City Mail
Services.
3. Outgoing mail deadlines shall be set, posted, and disseminated
by City Mail Services.
G. Production Mail
Production mail is a service provided by City Mail Services. Production
mail requires coordination prior to printing. Failure to adhere to Postal
Service requirements could result in additional printing and/or postage
costs which will be charged to the Office/Department/Division.
Depending upon quantity and level of service needed, a minimum of two
working days is required for completion of production mail.
1. Presorted First Class mail is a service provided by City Mail
Services when mail is sent First Class but at a reduced rate
because it is presorted by zip code.
2. Presorted Standard Mail (Bulk Mail) is a service provided by
City Mail Services and requires a minimum of two hundred
pieces. The content of the mail piece must be identical and
impersonal. Presorted Standard Mail is sent at a reduced rate
because it is presorted by zip code. While this type of mail saves
money, it requires additional time for delivery. USPS guidelines
estimate that Presorted Standard Mail is delivered within two to
nine days.
3. Folding and/or inserting is a service provided by City Mail
Services at no cost. Up to five unstapled, collated letter size
sheets can be folded and inserted into a #10 envelope.
Additionally, a #9 reply envelope may be inserted.
4. Addressing is a service provided by City Mail Services when a
sender provides City Mail Services an electronic file of a
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Real Estate Management Section 2600.3
Policies and Procedures Manual Page 5
minimum of two hundred addresses. It is not intended to replace
addressing of small quantities of everyday mail. The address
printer will print the address directly on the envelope. City Mail
Services will provide the file format to the sender to utilize this
service.
H. Other Services
City Mail Services will provide other services (i.e. Business Reply Mail,
Meter Reply Mail, and Courtesy Reply Mail) when such services are
required. Use of these services must conform to the requirements of the
USPS. Senders should consult with City Mail Services before initiating
printing or ordering envelopes to ensure compliance with those
requirements.
:5 FORMS:
None
:6 COMMITTEE RESPONSIBILITIES:
None.
:7 REFERENCE:
Procedure adopted by City Council July 18, 1988, Item 14, A-1; amended July
26, 1993; amended April 17, 2000, Item 3-D; amended October 14, 2002, Item
B23; amended September 15, 2003; policy section # changed from 191.17, April
2004; Procedure 1000.17 repealed December 17, 2012, Item A-3; Procedure
2600.3 adopted January 28, 2013, Item A-3.
:8 EFFECTIVE DATE:
This procedure effective January 28, 2013, Item A-3.