Postage and Delivery Services
The Administrative Service Postage and Delivery Project Team is working closely with SPO to deliver statewide contracts for postage and delivery that take advantage of the statewide volume for postage. As your agency's existing postage contracts come to close, it is very important to work with procurement to make sure that you are getting the benfit of these contracts. Below is a set of best practices that the team developed after performing Gemba walks at several state agencies. If you are interested in learning more about the Postage and Delivery Project Team and projects you can implement in your agency, please contact Kimberly Siddall at [email protected].
| Best Practice | Benefits of Best Practice | Development Strategy |
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Utilizing vendor's drop shipping option for heavy supplies such as paper. |
Save money on shipping using direct shipping from vendor. |
When placing an item in ProcureAz or vendor website site choose shipping to location where item needs to go to especially when there is a shipping charge. |
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Establish one presort contract for state agencies to use. |
Better pricing per piece on presort services |
Combine agency contracts for presort services into one statewide contract that uses statewide volume instead of agency volume. |
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Don't mail interagency mail |
Save money on postage |
Use interagency mail instead of postage for mail being delivered in the Capitol Mail area or shuttle services for mail going to 400 S Congress. |
| ADOA deliveries to most capitol area location along with some of City of Phoenix | ||
| Call ADOA to get specific information on delivery areas. | ||
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Utilize ADOA shuttle serve instead of outsource Phoenix to Tucson deliveries. |
ADOA has a $40.00 charge per location regardless of the weight. |
Set up deliveries through ADOA mailroom |
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The more agencies uses this services the better the pricing will be. |
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Utilizing the most cost effective way to get a piece of mail or package to its destination. |
Save money on postage and delivery charges. |
Limiting the use of USPS next day aire or FedEx express 1st overnight delivery. |
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Using mail labels instead of hand writing address on a piece of mail. |
Avoid additional charges assoicated with hand sorting the mail. |
Using labels on mail or print on the envelope. |
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Doing a self-audit of internal postage and delivery processes including metered equipment at main mailroom and outlining locations. |
Possible future cost saving opportunities. |
Use postage survey to assist with audit process and as a collection point for data |
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Look at total cost including mail machine, staff, supplies, postage, etc |
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Small mailrooms should look into utilizing ADOA mailroom for services |
Possible future cost saving opportunities. |
Contact ADOA mailroom to check on costs for needed services vs what you are currently paying. |
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Use self audit to determine if cost savings is an option. |
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Mailroom should look into the possible cost savings of utilizing e-certified services |
Cost savings | Look into whether this feature is available through contracted mail service equipment. |
| Easier to track |
Check possible cost savings based on the amount of certifed mail agency sends out. |
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| User friendly set up for end users |
