Specifications include, but are not limited to: 4.3.1 Scope of Project: Offeror shall provide full personnel, as well as hardware and software for retail and package receipt, tracking, and notification, required to operate the photocopy services and mail services of Savannah State University. 4.3.2 Personnel: All personnel provided by Offeror shall be employees of Offeror (no subcontracting of personnel is permitted). Offeror shall hire and maintain trained and skilled employees to perform the work specified under this contract. Offerors employment policies must meet the requirements of the Fair Labor Standards Act and all other regulations required by Federal and State Law and local ordinances. Offerors employees shall strictly adhere to all rules and regulations of the University. On-site personnel shall include at least one person in a supervisory position. That person will be chosen in consultation with the University and may be asked to leave the position if it is deemed that work production is suffering due to poor oversight. Offeror is encouraged to use University students, especially in the Mail Center. Students working in the Document Center must not have access to examinations, and may not use equipment which could become a liability for Offeror or the University (such as the cutting machine). 4.3.3 Hours of Operation: The Mail Center hours shall be Monday through Friday 8:00 a.m. 5:00 p.m. and the Document Center hours shall be Monday through Friday 8:00 a.m. 6:00 p.m. The University reserves the right to review these hours and request additional hours or days if it is deemed that the hours above do not meet the needs of our customers. This will be done in consultation with Offeror. 4.3.4 Document Security: Offeror shall utilize extreme caution and care when handling documents processed in either the Document Center or the Mail Center. The information contained in the documents is proprietary and non-disclosure of this information is essential to maintaining customer confidence. Care should be taken to prevent unauthorized customers from reading or viewing other customers materials while in the production process. 4.3.5 Cash Handling: Offeror will be responsible for collecting all customer payments, and accepting payment by cash, check, credit/debit, and SSU ID Card via the Blackboard Transaction System. Offeror must adhere to all University cash handling regulations, including daily deposits at the Cashiers Office in Hill Hall. Offeror processing of payments received must be recorded in a fashion that can readily be audited. The University reserves the right to inspect all documents and materials, without notice, related to the operation of the Document Center and Mail Center, and/or to audit the records and operations of these areas utilizing an outside auditing firm, State auditors, or the Universitys internal auditor. 4.3.6 Stamp Purchases: Offeror must have a means of purchasing stamps to fill customer orders. The cost of the stamps will be included on the monthly bill. 4.3.7 Acceptance of Jobs at the Document Center: SSU Auxiliary Services must be notified if there is any Document Center job that cannot be satisfactorily run, and an explanation as to why. If the Offeror decides to perform any work at an overflow/off-site facility, this must be done within the financial terms of the contract resulting from this RFP, unless otherwise agreed upon by the Director of Auxiliary Services. All printed materials, electronic storage media, artwork, photographs, and original copies submitted by the University and/or other customers at the Document Center shall be returned to the customer at the time the job is completed and delivered. 4.3.8 Job Estimates, Quotes and Pricing: Offeror shall provide an estimate/quote of cost to the customer prior to performing the printing services, using the forms designed for this purpose. Offeror must utilize the most economical method available to produce all jobs unless specifically approved by the customer prior to production. Offeror must collect 50% of the cost of a job at the time of the order if not being charged to a department. A department name and account number must be given for jobs being charged to departments. 4.3.9 Job Order Discrepancies: Under-runs will not be accepted. Over-runs will be accepted with no additional cost to the University or the customer. Charges for changes initiated by the customer shall be limited to the Offerors work already completed. Offeror must track all discrepancies and provide this information with the monthly report described in the mandatory scored requirements. 4.3.10 Records Retention: It shall be the responsibility of Offeror to maintain all job tickets, quotes, files, lists and related documentation for a period of not less than three years from the date the ticket or document was originally submitted. Any such document must be made available upon request by the Director of Auxiliary Services within 5 business days. Offeror must request in writing approval to destroy any documents older than three years and, if so approved by the University, must be responsible for its destruction. At the end of the contract, the Offeror will deliver all documents relative to the performance of this contract to a location specified by the University. 4.3.11 Transition upon Termination: If for any reason this contract is terminated or expired it shall be the responsibility of the Offeror to participate in a one-week transition with the University and new vendor. This transition will include, but shall not be limited to, allowing the new vendor to become familiar with the service locations, transferring and briefing the new vendor about customers and key contacts, and explaining general daily procedures, policies, forms, and practices. 4.3.12 Experience: Offeror must be successfully providing managed Document Center and Mail Center services at a large organization (at least 1,000 customers).
