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Solution

The automation committee awarded the contract to Neopost based on the right combination of products, price, and Neopost major account executive Kandis Swimmer's personal commitment to partnership and to tailoring a solution to meet the specific needs of each DPSS facility.

"Kandis' focus on partnering with DPSS and on breaking down the barriers between vendor and client initially impressed us, and her continuing commitment to the project over the last two years left no doubt that we had made the right choice," said Mr. Reyes. "While product and price were very important, it was Neopost's commitment to partnership that most influenced our decision."

The automation committee and Neopost conducted initial needs assessment surveys, and implemented the new mail processing systems at six pilot facilities. These installations served as a proof-of-concept for subsequent rollout to 65 facilities throughout the DPSS. The following equipment was installed at each facility:

• A mid-volume mail machine with interfaced 30 lb. electronic scale and mail accounting system. The mail machine processes mail at 170 letters per minute while the interfaced scale ensures that correct postage is applied to each mail piece. The mail accounting system tracks postage costs for each aid program and generates reports.
  
• A System One folder inserter that processes up to 1,300 mail pieces per hour, which is 10 times faster than tedious manual folding and inserting.
  
• A letter extractor and a letter opener. The letter extractor opens envelopes on three sides at speeds up to 2,400 envelopes per hour, and solved the problems of tearing forms and destroying the cancellation date that the DPSS was having with its former letter openers. The letter opener is used for opening flat envelopes.
  
• Modular mail sortation furniture in the mail center, and mail distribution centers on every floor. The mail sortation furniture can be configured to meet the needs of each facility for size, number and placement of sort bins. The mail distribution centers allow staff on each floor of a facility to deposit outgoing mail for pick up at specified times each day, rather than running down to the mail center at the last minute and overwhelming mail center staff with outgoing mail. Neopost also designed and implemented a color-coded incoming mail sortation system based on the 11 core languages in which the DPSS serves its participants.

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