Provision of Mail Operation Services Support

Purpose of the Request: The Mail Operations Unit (MOU) of the Special Services Section (SSS) at the United Nations Headquarters in New York (UNHQ NY) through this Request for Information (RFI) seeks potential vendors with technologies, solutions, and systems for the provision of Shipping and Tracking system, and Mailing Machine (franking machine) in support of the United States Postal Service (USPS) and courier mail delivery services. The gathered information will be used to determine the technologies feasibility, scope, cost estimate, timeframe and resources required by MOU to do the next solicitation when the time comes. Specifications of the Requirements: Interested vendors shall provide the information that meets the following system requirements: Mail Shipping and Tracking System. A. Shipping System 1 The shipping system: 1.1 Must be able to generate a request to ship internal mail, postal mail, postal metered mail, diplomatic pouch, and courier shipments. 1.2 Must be able to rate and ship inbound/outbound mail/shipments via UN contracted couriers such as DHL, FedEx, UPS, USPS, and other couriers/postal service by generating an Air Waybill (AWB) or Postal label. 1.3 Must work with relevant payment systems for the shipment such as credit cards, Apple Pay, purchase order, Fund code, etc. 1.4 Must be able to generate a single, multiple and batch Pouch tag label, AWB, Postal labels and multiple courier AWB/labels. 1.5 Must be able to monitor and track shipments. 1.6 Must be able to generate all the related shipping documents including Summary of Enclosure (SOE) and manifest. 1.7 Must be able to modify and/or finalize the request to ship at the Mail Room. 1.8 Must be able to generate reports for all the shipments and their relevant details as necessary. B. Tracking system 2 The tracking system: 2.1 Must be fully integrated with the shipping system. 2.2 Must be able to generate single or multiple tracking labels for different types of inbound shipments. 2.3 Must be able to process an internal pouch with manifest. 2.4 Should supply compatible equipment/peripherals such as tag/label printers, handheld scanners (PDA) and tabletop scales for the above purposed System. Mailing Machine 3 The mailing machine: 3.1 Must be able to integrate with the Mailing Machine buy/rental Service for mailing via the United States Postal Service (USPS). 3.2 Must be fully integrated with the shipping and tracking system mentioned above. 3.3 Service Level Agreement (SLA) for online and on-site support for the mailing machines. 3.4 Must have a Postage Meter Lease Service. 3.5 Must be able to print the approved United Nations indicia by USPS. 3.6 Must have a Postage Reserve Account Service for Fund Replenishment to the Postage Meters. 3.7 Must have an Accounting Software Application for the postage usage records and reports. And the application must be able to create custom/editable reports for accounts and sub-accounts. 3.8 Purchase of consumable supplies such as postage ink, postage tape and sealant for the Mailing Machines. 3.9 Must be able to generate reports for all the transactions and their relevant details as necessary. IT and Maintenance Requirements 4 Must be able to deploy in UN’s internal hosted infrastructure. 5 Application and data must be secured based on Security access. 6 UN’s Azure or SAML authentication is required. 7 Must be able to deploy overseas. 8 Software Maintenance Agreement (SMA) for remote and on-site support services for the above purposed system.