HomeMy WebLinkAboutIR 10002 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 10002
To the Mayor and Members of the City Council May 2, 2017
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*a SUBJECT: CITY MAILROOM IMPROVEMENTS
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The purpose of this report is to provide the City Council with an update on improvements to the City's
mailroom operations. The mailroom provides an important communication function for the City through
the Purchasing Division of the Financial Management Services Department, handling almost 800,000
pieces of mail and packages each year.
Courier Service
The City contracts with a mail courier service at an annual cost of approximately $36,000.00, to deliver
and return mail from 19 different departments not located at City Hall. The costs associated with the
contract relate directly to the number and frequency of stops conducted on a daily basis. In an effort to
gain an understanding of whether our existing contract was efficient, a mapping study was completed.
Following the study and the analysis of the data collected, information was shared with departments. Staff
collaborated on recommended improvements to the courier delivery service, including: combining stops
located in the same building, reduced weekly delivery frequency where appropriate, eliminating stops from
the program and arranging for mailroom employees to deliver mail to the Zipper building and to the Fort
Worth Convention Center. These changes will save the City approximately $18,000.00 annually.
Electronic Package Scan
The mailroom staff implemented a system to scan and receive all incoming packages electronically. This
capability was provided by the implementation of new mail processing equipment authorized by the City
Council on April 5, 2016 (M&C P-11855). This system provides package tracking beginning at the time of
receipt, sends automated e-mail notifications to package recipients, and captures the signature and time
the package was picked up from the mailroom. This system improves the delivery of packages to City
departments through quicker, automated notifications and more thorough tracking of the packages
received by the City.
E-Certified Mail
The City has recently implemented the United States Postal Service (USPS) Electronic Certified Mail (E-
Certified) system to replace the old fashioned green receipt cards. On average the City of Fort Worth
sends approximately 1,700 Certified Mail letters per month or around 20,000 letters annually. Using the E-
Certified system reduces turnaround time, increases compliance, and improves recordkeeping. The
system also increases readability and saves time by eliminating handwritten green receipt cards. The City
saves $1.30 in postage per letter sent under this program, providing an annual savings of approximately
$26,000.00.
If you have any questions about this information, please call Aaron Bovos, Chief Financial Officer, at 817-
392-8517, or Jack Dale, Acting Assistant Director/Chief Procurement Officer, at 817-392-8357.
David Cooke
City Manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS