Establishing Customer/Supplier Agreements - USPS



[pic]

Customer / Supplier Agreements

June 10, 2012

Version 2.1

Table of Contents

Document Change History 3

Establishing Customer Supplier Agreements 4

Policy 4

Process 5

Responsibilities 13

Appeals 15

Exhibit 1 – A Typical Acceptance Windows Posting 17

Exhibit 2 - Example of CSA for Containers Associated to a Facility 18

Exhibit 3 - Sample Container Label Information (applicable to First-Class Mail only) 19

Exhibit 4 - Sample Container Label 20

Exhibit 5 - Template for a Customer Supplier Agreement 21

Attachment A – CSA Container Association to Facility 25

Attachment B – CSA Container Label Information 26

Attachment C – Contact List 27

Attachment D – CSA Approvers & Appeal Approvers 28

Attachment E – CSA Approval Process 29

Document Change History

These are the changes to version 2.1

|Date |Section |Title |Description |

|6/20/2012 |All | |Updated date and version number to 6/10/2012 and 2.1, |

| | | |respectively, on the title page and footer |

These are the changes to version 2.0

|Date |Section |Title |Description |

|3/21/2012 |All | |Updated formatting throughout document |

| | | | |

| | | |Updated footer |

|3/21/2012 |Title page | |Created Title page |

|3/21/2012 |Document Change | |Created Document Change History section |

| |History | | |

|3/21/2012 |Attachment E |CSA Approval Process |Created section |

|3/21/2012 |Table of Contents | |Created Table of Contents |

|3/23/2012 |Process |CSA Electronic Approval Process in FAST |Added section |

| | |System | |

|3/27/2012 |All | |Updated date to April 1, 2012 to align with release |

[pic]

Establishing Customer Supplier Agreements

A Customer/Supplier Agreement (CSA) is a written notice that confirms, for a commercial mailer, the Origin-Entry preparation

A CSA does not create a Postal Service guarantee, promise, or commitment to process and/or deliver mail within the applicable service standard, or within any in-home target date or window.

This document in addition to A Guide to Customer/Supplier Agreements provides guidance on how to create a CSA.

Policy

_________________________________________

Purpose

CSAs:

• Describe First-Class separation, containerization, and labeling standards requested of the mailer.

A CSA will be created for mailers:

• Who prepare First-Class separations not covered in the DMM,.

Full-Service mailings submitted for acceptance and verification at a Detached Mail Unit (DMU) must be containerized and have the applicable container placard affixed which includes an Intelligent Mail Container Barcode (IMCB).

Scope

This instruction supersedes the 1991 Management Instruction, First-Class Mail Acceptance Policy (DM-140-91-01).

This instruction applies to all BMEUs, DMUs, and Post Office locations where mailers present Origin entered mailings for verification and acceptance. CSAs are only applicable to First-Class mail and do not replace a Plant-Load Agreement or a Special Postage Payment System (SPPS) Agreement.

The mail processing operating plan documents the flow of mail through a plant and the times necessary to complete each operation to ensure timely dispatch for meeting service standards. This operating plan provides target times for the processing of mail. The processing operating plan reflects mail arrival profiles for a plant. For example, where the majority of mailers deposit their mail in the last available hour, the plant’s ability to process and dispatch the mail would be negatively impacted. Therefore, there is local flexibility in the establishment of operating plans. Processing plant managers must evaluate the mail arrival when determining operating times. In large metropolitan areas, the plant managers will determine the necessity for establishing consistency across districts. This approach can minimize mailers changing deposit locations based on varying acceptance policies. In implementing this policy, managers must ensure that appropriate mail acceptance, verification, and audit procedures are followed.

Process

_______________________________________

Notifying Business Mailers of Acceptance Windows

Based on the hours of acceptance at an office and the dispatches from that office, a Postmaster or Manager, Business Mail Entry in concurrence with the local Plant Manager, will establish acceptance windows for business mailers to present their mailings.

Every postal facility that accepts business mail must have publicly visible signage indicating the acceptance windows by mail class and associated service standards (Exhibit 1). Similar to decals posted on collection boxes indicating the last hour of pick-up, signs will identify the hours for acceptance of each class of mail.

Developing Customer/Supplier Agreements

As the number of pieces within a business mailing increases, its effect on postal capacity increases, and the complexity of a CSA is expected to increase. Mailers may be asked to make separations for local bypass mail, local working mail, and separate containers of surface and air network destinations. The presort requirements in the Domestic Mail Manual for the tray, sack and pallet levels will not be changed.

The Manager, Business Mail Entry (MBME), operations personnel, and mailer must consider the following prior to establishing the optimal separations:

1. The Mailer’s operational capabilities (floor space, staging areas) to meet the separation requirements and the transportation schedules. The mailer must containerize and label the containers as instructed.

2. Limits on the volume of mail entered at any particular time.

3. Any changes to container preparation need to be negotiated with the mailer.

4. All local mailers meeting the preparation standards for a class of mail are to use the same processing plant operating time for that category. However, the acceptance times may vary among mailers depending upon where mail is presented and if any differing needs such as verification procedures exist. Acceptance time variations are to be determined in an equitable manner.

5. In metropolitan areas, discussions with mailers may be necessary to avoid the negative consequences of mailers shifting mail from one acceptance site to another. This would also avoid the establishment of incompatible operating plans among postal processing plants or districts within a geographic area.

Preparing Customer/Supplier Agreements

1. The Manager, Business Mail Entry (MBME) prepares the CSA with the information provided by those listed in the Responsibilities section. The MBME will indicate mailer requirements for separations and containerization within the container labeling instructions. The MBME is responsible for any revisions to the agreement before the document is signed. Items within brackets [ ] are to be customized for each CSA.

2. In 2009, CSAs users were granted the capability to enter CSAs into the Facility Access and Shipping Tracking (FAST) system. The Customer Registration ID (CRID) is a necessary field when preparing the CSA online. .

3. The Manager, In-Plant Support will identify the appropriate contacts in Attachment C of the CSA.

4. Mail entered at the single-piece price and non-precanceled stamped mail require the greatest amount of preparation and distribution prior to dispatch, and therefore, must have the earliest acceptance time. Included in this category is all stamped mail requiring a cancellation and non-barcoded mailpieces the mailer has removed from the automation mailstream.

5. Automation mailings presorted and separated by destination with specific dispatch transportation schedules may receive later acceptance times. The mailer must tray, sleeve, label, band, and deposit the mail following Postal Service instructions. The mailer may be required to sort the mailing by dispatch.

The CSA will include the Container Label Information and the Container Association to Facility.

Updating Customer/Supplier Agreements

1. Customer/Supplier Agreements may require updates as changes occur to mailer’s volume or USPS operational changes.

2. Any changes to entry facility or separations need to be reviewed with the mailer.

3. Modifications to the CSA must be updated in FAST prior to the effective date of any change.

4. Mailers must be given 15 days notice before changes occur.

Definitions

a. Container Destination ZIP® Code: The range of destination ZIP Codes (or single 3-Digit or 5-Digit ZIP Code) associated with containers in a separation. This can include 3-digit ZIP Code ranges (000-999) or 5-digit ZIP Code ranges (00000-99999). A 5-digit ZIP Code range designates that the handling unit’s on that pallet must all be 5-digit destinations. All ZIP Codes (by the first three digits) must be represented at least once in this column for a CSA to be valid.

b. Facility Locale Key: Standardized facility code that is automatically populated by the system based on the facility selected in the Facility Name block. This field does not need to be filled in when completing a hard copy CSA.

c. Facility Name: The USPS facility to which the mail is dispatched. When completed electronically, the standardized name is selected from a dropdown list. Surface Transfer Center (STC) and Terminal Handling Service (THS) facilities are available in the facility dropdown list.

d. Processing Category: This field will be used to distinguish the processing category of the First-Class mail in a container.

e. Processing Code: A general description of the contents of the containers on a trailer. When completed electronically, values will be available from a dropdown list. The applicable values are identified as:

• S (Surface) – Separation for a single surface route dispatched from the Origin USPS facility. Typically this is a 5D, 3D, ADC, AADC or Surface Transfer container separation.

• MXDS (Mixed Surface) – Containers with handling units (trays, sacks, tubs) for multiple surface routes. Will be defaulted for mail without an associated Container Label.

• L (Local) – Mail worked for delivery at the Origin USPS facility.

• WKG (Working Mail) – Mixed ADC or Mixed AADC mail.

• A (Air) – TMS assigned handling units on separations directed to an air carrier or a separation with TMS assigned handling units going to multiple air carriers . Direct Air separations will also include the 2-digit airline code.

• MXDA (Mixed Air) – Separation for handling units not assigned to an air carrier..

• SP (Single-piece) – Pieces paid at single-piece prices.

f. CSA Status: In FAST, the “CSA Status” field represents a list of enumerated values describing the status that a CSA may be in. Customers should only use a CSA in Active (currently effective) or Pending (effective in the future – used for advanced planning). The applicable values are identified as:

• Active – A CSA that has been approve and that is currently effective as determined by the effective date.

• Pending – A CSA that has been approved and that is effective in the future as determined by the effective date.

• Inactive – A CSA that has been deleted or overwritten by another CSA.

• Incomplete – A CSA that is saved, but not complete. A customer will not have access to view a CSA in this status.

• Pre-approval – A CSA that is saved and complete, but not approved. A customer will not have access to view a CSA in this status.

First-Class Mail Separations

Separation sortation to containers is based on the ZIP Codes. First-Class Mail separations will be determined on the basis of local USPS processing requirements, average historical daily volume at the mailer facility, and available mailer space to create separations. Mail preparation requirements including containerization and labeling for all other mail classes are defined in the Domestic Mail Manual (DMM).

A defined separation should always be made if the volume exists to support that separation. The minimum load for containers is measured in linear feet and is defined by the local Post Office. If not enough volume exists to make a container for a separation, that volume will default to a less granular separation. The hierarchy for separations from most granular to least is

1) Separations to a single 5-digit

2) Separations to multiple 5-digits

3) Separations to a single 3-digit

4) Separations to multiple 3-digits

5) Local separations

For example, if a 3-digit separation exists for ZIP Codes 201-250 but there is not enough volume to make that container, those handling units would be placed on a less granular separation such as a mixed container. All CSAs should include a Mixed Surface mail separation (see exhibit 3).

Each separation will be listed by a “separation number” (see Exhibit 3). The separation number is not used to represent the hierarchy in containerization, but is used only as a means to identify each separation in the documentation of the CSA.

A “Local” separation is made for mailpieces that enter the postal network at the same processing facility that services the area to which the mailpieces are addressed. “Local” mail can also be defined by the local office. There are no minimums for containerization of local mail, allowing for agreements to separate the handling units of local mail into a container destined to that local processing facility with any quantity of mail. The local office may allow mailers to deposit local letter and flat mail in trays without sleeves, tops, and straps, if it is mutually beneficial.

Mailers that have a PostalOne!® Transportation Management System (TMS) have the capability to dynamically assign handling units (i.e. trays) to specific containers.. Each separation in Exhibit 3 represents a container to be prepared. The mailer can then use the information to produce container placards.

Labeling Instructions

First-Class Mail label instructions can be found in the DMM. Customers also have the option of creating First-Class Mail separations not contained in the DMM through the CSA by creating customized container labels. All Full-Service mailing must be containerized when accepted at a DMU.

Pallets will be prepared and labeled according to either

1. As required by the Domestic Mail Manual section 705.8 and the required Labeling Lists for the class of mail, processing category and destination ZIP Code separations. Mailings with required separation (palletized) rules must follow the DMM. There can be exceptions granted for small volumes of mail destined for a local processing plant servicing the DMU.

or

2. Directions provided in the CSA for First-Class Mail as described below.

Container Label Information for Customized First-Class Mail Separations

For customers who want to customize their First-Class Mail separations through their CSA, Exhibits 3 and 4 illustrate the information required on the container label. The following definitions apply:

a. Separation #: Sequential number for each separation created. For example, the first separation made would be assigned “Separation #1”, the second separation made would be assigned “Separation #2” and so on. For CSAs created electronically, the FAST system will assign a sequential number for that separation.

b. Container Destination ZIP Codes: The list of destination ZIP Codes for the mail that is to be sorted to a container. A 5-digit separation will always take precedence over a 3-digit separation.

c. Label To: The facility to which the mail is going. This will appear on the top line of the Container Label.

d. Label ZIP Code: The ZIP Code of the Label To Facility. The combination of Label ZIP Code and Processing Code will be unique for each Separation Number.

e. Mail Class: This will always be First-Class Mail (FCM). This will be left justified on Line 2 of the Container Label.

f. Processing Category: This field will be used to distinguish the shape of the mail in a container.

g. Processing Code: A general description of the contents on the container. The applicable values are identified as:

• S (Surface) – Separation for a single surface route dispatched from the Origin USPS facility. Typically this is a 5D, 3D, ADC, AADC, or Surface Transfer container separation.

• MXDS (Mixed Surface) – Containers with handling units (trays, sacks, tubs) for multiple surface routes.

• L (Local) – Mail worked for delivery at the Origin USPS facility.

• WKG (Working Mail) – Mixed ADC or Mixed AADC mail.

• A (Air) – TMS assigned handling units on separations directed to an air carrier or a separation with TMS assigned handling units going to multiple air carriers . Direct Air separations will also include the 2-digit airline code.

• MXDA (Mixed Air) – Separation for handling units not assigned to an air carrier.

• SP (Single-piece) – Pieces paid at single-piece prices. (SP separation is not required to be input into the CSA in FAST.

h. Processing Code Label: Additional processing code information to include in the container label. For example, an air separation can be made to a particular carrier and would be labeled as such. This field would contain the value to include on the container label.

1. A combination of the Processing Code and Processing Code Label define whether the TMS mailer will sort air trays to containers based on the TMS assignment or by the Container Destination ZIP Codes. The table below identifies the different conditions and how trays should be sorted as well as a Processing Priority column, which should be used to determine how Unscanned Mixed Air (MXDA) trays will be assigned to a separation.

The Unscanned Mixed Air (MXDA) separations will not receive trays assigned by the TMS if any of the following conditions are met:

• TMS is down and unable to make an assignment.

• TMS is up but did not make an assignment.

• The Mailer does not have a TMS unit. In this case, Processing Code A will never be used in the CSA.

|Process |Processing Code |Processing Code |TMS Assignment |Tray Sort to Containers |Container Destination Zip Code Notes |

|Priority | |Label | | | |

|1 |A |Airline Code |Yes |Trays are assigned by TMS to air containers where the ZIP |Could be 001-999 if unsure which zip codes will be |

| | | | |Code is defined in the Container Destination Zip Code field |assigned by TMS, or could be a range of zip codes. A |

| | | | |and the Airline Code is in the Processing Code Label. |single airline could have multiple separations, |

| | | | | |distinguished by zip code range. |

|2 |A |Blank |Yes |Trays are assigned by TMS to air containers where the ZIP |Could be 001-999 if unsure which zip codes will be |

| | | | |Code is defined in the Container Destination Zip Code field.|assigned by TMS, or could be a range of zip codes. A |

| | | | |This type will be used for all airline assignments that do |range of zip codes would be used by a mailer that sorts |

| | | | |not have a unique separation. This type could also be used |TMS assigned air trays to containers based on zip codes |

| | | | |by a center that containerizes air trays by ZIP Code only. |rather than airline assignment. |

|3 |MXDA |Blank |No |Air trays have not been assigned to a flight by TMS and the |Must have specific ZIP Codes assigned. |

| | | | |ZIP Code is defined in the Container Destination Zip Code | |

| | | | |field. | |

The airline codes are:

• AA – American Airlines

• B6 – Jet Blue

• CO – Continental Airlines

• SY – Sun Country

• UA – United Airlines

• US – US Airways

• 5X – UPS

• FX – FedEx

• DL – Delta Airlines

i. Minimum load for Containers: This is the minimum load is measured in linear feet and is defined by the local Post Office.

Using the PostalOne! Transportation Management System

Mailers with a PostalOne! Transportation Management System (TMS) have the capability to dynamically assign handling units (i.e., trays) to transportation routes. Examples of dynamic assignment are: a tray for ZIP Code 600 is run through the TMS at 9 am and receives an airline assignment, another tray for ZIP Code 600 is run through the TMS at 11 am and receives a surface assignment; or a tray for ZIP Code 945 is run through the TMS at 3 pm and receives an airline assignment of American Airlines, a tray for ZIP Code 945 is run through the TMS at 6 pm and receives an airline assignment of Continental Airlines. The CSA for mailers using a TMS will identify the appropriate separation to which those assignments will be associated.

The contingency plans for sites with TMS are:

a. If there is no connection to S-AMS, mailers who have sufficient processing capacity and time to scan mail prior to their committed dispatch time, will rerun all unassigned trays prepared during the disconnect time through the TMS to receive the proper assignment. If the mailer has insufficient capacity or time prior to his committed dispatch, the mailer will not be required to run trays prepared during the disconnect time through TMS for assignment.

b. In case of disconnect, the mailer will continue to make the required container separations for all trays that are routed via surface transportation 100% of the time. Trays for destinations that may be routed via Air or Surface depending on the time of the scan assignment will be containerized to Surface, Mixed Air (MXDA), or Mixed Surface (MXDS) separations. Trays which have not been scanned and require an assignment will be containerized and dispatched to the parent contingency plant identified in the CSA for scanning and assignment through the plant’s S-AMS equipment. All unscanned trays must be properly sleeved, strapped, labeled, and placed in approved USPS containers. The mailer will notify the local contingency plant anytime they have a disconnect situation, and provide estimated volume of unscanned trays and plant arrival times.

The mailer is still responsible for providing Intelligent Mail Tray barcodes in the electronic documentation regardless of an available connection to S-AMS. The CSA air container separations will show the same Container Destination Zip Codes in that column in Exhibit 3.

The CSA for mailers with a TMS will contain surface separations along with a default air separation. That default air separation will likely be broken into multiple lines in the CSA downloadable file so that the various labeling options may be accurately reflected. The TMS can also be used to make surface separations with those separations entered into the TMS by loading the CSA file or through a manual data entry process. The CSA will contain labeling instructions for the surface separations as well.

TMS may on occasion assign an air tray to a surface container. If this situation is possible, the CSA may include the same Container Destination Zip Code in both an Air and Surface Processing Code separation. In this case, the TMS assignment will be used to route the tray to the correct container.

For more information about TMS, please see the Guide to Intelligent Mail for Letters and Flats

Entering CSAs into the FAST System

CSAs for First-Class Mail, can be entered into FAST. A CSA will not be accessible in FAST until the CSAs are approved by BMEU personnel and entered into FAST.

The CSA Internal User Guide can be accessed under the FAST (fast.) > Resources > References documents section after the user is logged in as a FAST or PostalOne! user.

▪ The module can be accessed by any FAST or PostalOne! user (no need to sign back up if user is in PostalOne! already)

▪ CSAs can only be created for company/permits tied to a BMEU/Unit Management user through a Finance Number

▪ BMEU users can create/manage CSAs; Only Unit Managers can approve them

▪ A CSA ID is unique per Customer (CRID) and Acceptance Site (Cost Center). Once created, the CSA must be managed from that point.

▪ CSAs require all ZIP Codes be covered by Mail Class, Processing Category and Associated to a Facility

CSA Electronic Approval Process in FAST System

Beginning in April 2012, the FAST system will add an additional electronic approval processes to the current Customer Supplier Agreement approval process to include a review, validation and approval by Headquarters Processing and Network Transportation. By implementing this enhancement, additional measures are taken to ensure quality and integrity of data feeding the service measurement (SASP) system. The goal of this enhancement is to enable USPS Headquarters Operations to electronically review, verify and approve CSAs developed by the local BME in conjunction with their Area transportation to ensure service standards and operational processing requirements are met. Each reviewer will be required to log into the FAST system and provide their approval, or rejection with comments, within three days of receiving an email notification. After all required electronic approvals are obtained in FAST, the BME Manager will save and submit the CSA.

Electronic approval signatures will be required from the following reviewers associated to the CSA:

• Mailer

• District Manager

• P&DC Manager

• Area Manager (Distribution Network Ops)

• Area Manager (In-Plant Support)

• HQ Manager (Processing Operations)

• HQ Manager (Network Operations)

FAST shall require that a series of electronic signatures be required within FAST in a specified sequential order for the CSA approval process. The order of Reviewers is as follows:

1. Mailer Level: Mailer

2. Simultaneous District Level: District Manager & P&DC Manager

3. Simultaneous Area Level: Area Manager (Distribution Network Ops) & Area Manager (In-Plant Support)

4. Simultaneous HQ Level: HQ Manager (Processing Operations) & HQ Manager (Network Operations)

Responsibilities

_________________________________

Areas

1. The Manager, Operations Support reviews CSAs for network impacts and ensures any inter-district mail movement is coordinated and service responsive. The Manager also handles any mailer appeals.

2. The Manager, Customer Relations interfaces with mailers having CSAs at multiple districts.

Districts

1. District Manager

• Overall responsibility for communicating with the District’s business mailers and establishing CSAs. Also must sign the CSAs.

• May terminate the CSA for any mailer who is not presenting the mail as agreed to in the CSA. The agreement may be reinstituted only after the mailer demonstrates to the District Manager’s satisfaction what changes have been made to consistently meet the acceptance/dispatch schedule.

2. District Customer Relations Manager

• Directs customer/revenue activities to support effective implementation and ongoing performance of Customer/Supplier Agreements.

• Arranges meetings between the mailer and local postal managers. Meetings between the mailer and the Postal Service (senior management and support personnel) should occur on a regular basis to provide a consistent method for information sharing and foster a good, ongoing working relationship. These meetings may be requested by either the Postal Service or the mailer.

3. The Manager, Business Mail Entry

• Ensures adequate staffing so verification and acceptance of business mailings can accommodate Origin Entry.

• Coordinates the exchange of information between the mailer and plant/transportation operations.

• Requests information from business mailers about destination ZIP Codes, specific presort levels, and number of trays for larger volume mailings.

• Provides information about Origin Entry mailings

• Prepares all CSAs within the District. Information to complete the CSA is provided by the Plant Manager, Manager, In-Plant and Manager, Transportation Networks.

• Provides a copy of the CSA to Business Mailer Support as an attachment to the Special Postage Payment System authorization, if applicable, and a copy to the Business Service Network for National Accounts, if applicable.

• Along with the Plant Manager, discusses terms of the agreement with the mailer.

• Maintains all CSAs for the District in the FAST system. Exhibits 2 and 3 are used to enter the information.

• Provides feedback to the District Manager on CSA compliance.

4. Manager, Business Service Network

• Notifies the service account owner and provides assistance to the Manager, Business Mail Entry as needed.

5. Postmaster

• Responsible for acceptance of mailings at either the Post Office or DMU under their finance numbers.

• Ensures adequate staffing so verification and acceptance of business mailings can accommodate Origin Entry.

6. Plant Manager

• Works with MBME to complete CSA by providing operating plan and logistics information.

• Signs CSA.

• Monitors service achievement for mailings entered under a CSA.

• Along with the MBME, discusses the terms of the agreement with the mailer.

7. Manager, In-Plant Support

• Determines the optimal separations of mail to minimize the number of downstream handlings.

• Uses the Run Plan Generator (RPG) Model to develop production schedules for mail processing equipment.

• Synchronizes processing.

• Monitors compliance to established machine schedules.

• Maintains the facility operating plan, including inputs into the Mail Processing Operating Plan System.

• Uses volumes provided by mailers to determine containerization and acceptance windows that ensure achievement of service standards.

• Provides information to complete and maintain the CSA to the Manager, Business Mail Entry. The information required is shown in Exhibits 2 and 3.

8. Manager, Transportation Networks

• Provides information on the required container placards and ensures mail movement within the District is service responsive.

• Maintains dispatch schedules.

• Provides information to complete and maintain the CSA to the Manager, Business Mail Entry.

Appeals

_________________________________

In the event that a disagreement exists between the mailer and USPS plant manager regarding a CSA, all appeals will follow the process described below.

For any mailer entering mail that is origin entered and verified at the mailer’s facility the following will apply:

|Mailer Type |C/SA Approver |Appeal Approver |

|Transportation originates and destinates within |District Manager (DM) and Area Manager, |Area Manager, Operations Support (MOS) |

|a single District |Distribution Network Operations (DNO) | |

|Transportation crosses District boundaries |DM and DNO |Area MOS |

|within a single Area | | |

|Transportation crosses Area boundaries |DM and DNO |Area MOS |

|Transportation originates and/or destinates in |DM, DNO and Area MOS |HQ Manager, Logistics |

|multiple Areas | | |

For any mailer authorized to enter mail after Critical Acceptance Time at an origin BMEU the following will apply:

|Mailer Type |C/SA Approver |Appeal Approver |

|Mailer enters mail at a BMEU |District Manager (DM) and Area Manager, |Area Manager, Operations Support (MOS) |

| |Distribution Network Operations (DNO) | |

Exhibit 1 – A Typical Acceptance Windows Posting

CSAs can be used to create mailer-specific acceptance windows with times before or after what is shown in the posting.

| | | |

|Acceptance Windows | |

|Business Mail Entry Unit | |

|1001 Main Ave | |

|Any City, PA 19000-9998 | |

| | | |

|Hours of Operation: Monday through Friday |9:00 am until 7:00 pm | |

| Saturday |9:00 am until 12:00 pm | |

| | | |

|Mailings arriving within their acceptance window can expect to receive the service standard associated with the applicable mail class. | |

|Service will start the next acceptance day for mailings received after the established acceptance window but prior to close of unit. | |

| | | |

| |Acceptance Windows | |

|First-Class Mail |9:00 am until 6:00 pm (Monday-Friday) | |

| |9:00 am until 11:00 am (Saturday) | |

|Service Standard* |1-3 days expected in-home delivery | |

|Periodicals |9:00 am until 6:00 pm (Monday-Friday) | |

| |9:00 am until 11:00 am (Saturday) | |

|Service Standard* |1-9 days expected in-home delivery | |

|Standard Mail |9:00 am until 6:00 pm (Monday-Friday) | |

| |9:00 am until 11:00 am (Saturday) | |

|Service Standard* |3-10 days expected in-home delivery | |

|Package Services |9:00 am until 6:00 pm (Monday-Friday) | |

|(parcel post, parcel select, library rate; media mail; |9:00 am until 11:00 am (Saturday) | |

|bound printed matter) | | |

|Service Standard* |2-8 days expected in-home delivery | |

| | | |

| | | |

| | | |

|* Contiguous United States |Geographically connected 48 states. Different service | |

| |standards apply to Alaska, Hawaii and territories beyond the| |

| |contiguous U.S. | |

Exhibit 2 - Example of CSA for Containers Associated to a Facility

|Container Destination ZIP Codes |Facility Name |Facility Locale Key|Mail Class |Processing Category|Processing Code |

|515-516, 680-681 |680 - OMAHA |W1A092 |First-Class |Letters |LOCAL |

|683-685 |680 - OMAHA |W1A092 |First-Class |Letters |Surface |

|001-999 |680 - OMAHA |W1A092 |First-Class |Letters |Working |

|498-514, 517-679, 682-693 |680 - OMAHA |W1A092 |First-Class |Letters |Mixed Surface |

|600-611, 613-619 |OMAHA MAIL CONSOL CTR |12491 |First-Class |Letters |Surface |

|001-350, 800-999 |OMAHA MAIL CONSOL CTR |12491 |First-Class |Letters |Mixed Air |

|001-497, 694-999 |OMAHA MAIL CONSOL CTR |12491 |First-Class |Letters |Air |

|351-497, 694-799 |OMAHA MAIL CONSOL CTR |12492 |First-Class |Letters |Mixed Surface |

Exhibit 3 - Sample Container Label Information (applicable to First-Class Mail only)

|Separation # |Container Destination ZIP Codes |

|99 M 000370 6875821980XX |(IMcb not in CSA) |

|FCM |Mail Class |

|LTRS |Processing Category |

|MXDS |Processing Code |

|(not shown) |Processing Code Label |

|Omaha P&DC |Label to (Facility) |

|681 |Label to (Facility) ZIP (must fit within the range of the Label ZIP Code in the CSA) |

Using the approved CSA for the facility, the mailer will identify the correct information to apply to Lines 1 and 2 of the Intelligent Mail container label. Please reference the Intelligent Mail container label specifications posted at: Follow DMM requirements for placement of pallet labels.

Exhibit 5 - Template for a Customer Supplier Agreement

Template for a Customer Supplier Agreement with Containerization Plans and associated facility (Delete Exhibit number and this description when preparing the agreement.) Items in brackets [ ]: change the input to reflect the agreed-upon conditions specific to this mailer.

CUSTOMER/SUPPLIER AGREEMENT

between

UNITED STATES POSTAL SERVICE

[CITY, STATE ZIP+4]

and

[COMPANY NAME]

[PHYSICAL ADDRESS]

[CITY, STATE ZIP+4]

This Customer/Supplier Agreement (CSA) between the United States Postal Service (USPS) and [Company Name], referred to as “Mailer” in this document, sets forth the terms and conditions under which First-Class mailings may be presented at specific facilities established by the [Postal Facility Name] based on operational capability and mail arrival profiles. The terms defined in this agreement are limited to [Monday] through [Saturday] operations only.

I. Mail Acceptance

A. All trays must be sleeved, labeled and banded [with the exception of the following ZIP Codes: XXXX]

B. Mailings must be containerized and labeled according to the separations defined in Attachments B.

C. If the Mailer cannot meet the acceptance time schedule, and postal verification procedures or postal revenue is at risk, acceptance of the mail will revert to the posted Critical Acceptance Times of the acceptance Post Office.

D. Only authorized USPS containers may be used. For letter mailings, the containers must be loaded with at least [15 trays] per separation.

E. [Mail will be accepted on [Sundays] under the following conditions:

1. Start-the-clock Day Zero will be the next acceptance day of USPS business.

2. The following ZIP Codes will be accepted: [xxxxx]

3. Other conditions: (List as needed.)]

II. Dispatch And Transportation Conditions

A. Mailings meeting the Critical Acceptance Times will be considered entered into the postal network on “Start-the-clock Day Zero” for purposes of service measurement.

B. Acts of God negate the Start-the-clock date.

C. Mail not meeting the entry times may be accepted at alternate times with approval of the Plant Manager. If the mail can be segregated in the electronic documentation, this part of the mailing will receive a Start-the-clock Day Zero of the next day. If the mail is not accepted, the Mailer must isolate the mail and not commingle it with any other mail. In addition, documentation supporting postage payment for the portions of the mail held must be submitted to the USPS for verification.

D. [The Mailer is responsible for transporting mail to the [Facility Name]. The mailer must schedule an appointment for DMU verified mailer transported mail.

E. [USPS-provided transportation is available to the Mailer under the terms of an authorized plant load agreement.]

F. All USPS-provided trailers must be at least [XX%] full. When trailers fall below [XX%] capacity for a consecutive 15-day period, the pick-up will be canceled. The Mailer will be given 10 days notice prior to cancellation of a pick-up.

G. The Mailer is responsible for timely loading of the trailer to allow for departure at the scheduled dispatch time.

H. Emergency conditions, for example Acts of God, will immediately be brought to the attention of [Postal Contact Name or Title]. Postal Service managers will work with the Mailer to find an optimum solution, but ultimately have the final decision on what will be accepted and when.

I. The Mailer will be notified at least 15 days in advance of a change or modification to the CSA.

III. Holiday Schedule

A. The following holidays are widely-observed holidays and no mail will be accepted:

1. [New Year’s Day]

2. [Memorial Day]

3. [Independence Day]

4. [Labor Day]

5. [Thanksgiving Day]

6. [Christmas Day]

B. The following holidays are not widely observed holidays and mail will be accepted on a holiday schedule:

1. [Martin Luther King Jr. Day]

2. [President’s Day]

3. [Columbus Day]

4. [Veteran’s Day]

[For the holidays listed in III. B., mail will not be accepted at the detached mail unit. All mail will be delivered to the [Facility Name] acceptance point during postal holiday acceptance hours.]

IV. Contacts

A. Local contacts for both the USPS and the Mailer are provided in Attachment C. Any change to the list will be coordinated through the [USPS designated manager name or title]. All changes will be reflected in an updated Attachment C and distributed to appropriate Postal and mailer personnel within 48 hours.

B. Meetings will be scheduled during [list when scheduled, e.g. ‘the first week’] of each postal quarter to maintain open communications and resolve recurring issues. Additional meetings will be scheduled as needed. [USPS designated manager name or title] is responsible for scheduling meetings.

V. Agreement Terms

A. Mailings not prepared and separated under the terms of this agreement will be excluded from service performance measurements.

B. Requests for review of the agreement may be provided to the District Manager, [District Name] in writing by the mailer or postal plant manager. Within 14 calendar days of the request, both parties agree to schedule a meeting. The meeting will be held within 30 calendar days of the initial request.

C. The Mailer acknowledges that this agreement does not create a Postal Service guarantee, promise or commitment to process and deliver mail within the applicable service standard, or within any in-home target date/window.

D. This agreement may be suspended at any time by the District Manager, pending review, when there is an indication that postal revenue is not fully protected.

E. The Plant Manager, [District Name] may cancel this agreement upon 15 days written notice if the manager determines:

• Mailings are not prepared and submitted according to this agreement.

• This agreement no longer provides a benefit for the USPS due to operational or mail arrival profile changes.

• No mailings are presented for more than 30 days.

F. Either party may cancel this agreement for any reason by providing written notice to the other party at least [30 days] prior to requested cancellation date.

G. In the event that a disagreement exists between the mailer and USPS plant manager regarding a CSA, all appeals will follow the process illustrated in Attachment D.

CUSTOMER/SUPPLIER AGREEMENT

Signature Page

Mailer [Name]

|Name: | |

|Address | |

|City, State, ZIP+4: | |

| | |

|Phone No.: | |

|FAX No: | |

|Signature and Date: | |

| | |

District Manager [District Name]

|Name: | |

|Address | |

|City, State, ZIP+4: | |

| | |

|Signature and Date: | |

| | |

Processing and Distribution Center Manager, [Facility Name]

|Name: | |

|Address | |

|City, State, ZIP+4: | |

| | |

|Signature and Date: | |

| | |

Area Manager, Distribution Network Operations, [Facility Name]

|Name: | |

|Address | |

|City, State, ZIP+4: | |

| | |

|Signature and Date: | |

| | |

Area Manager, Operations Support, [Facility Name]

|Name: | |

|Address | |

|City, State, ZIP+4: | |

| | |

|Signature and Date: | |

Attachment A – CSA Container Association to Facility

Customer/Supplier Agreement

Container Association to Facility

Customer Name: ____________________________

Address: __________________________________

__________________________________

Customer CSA Email Contact: ___________________

Customer Registration ID: ______________________

|CONTAINER |FACILITY NAME |FACILITY |MAIL CLASS |PROCESSING |

|DESTINATION | |LOCALE KEY | |CATEGORY |

|ZIP CODES | | | | |

|Name |Title |Telephone |Cell |Fax |email Address |

|[insert name] |Postmaster |[xxx-xxx-xxxx] |[xxx-xxx-xxxx] |[xxx-xxx-xxxx] |[insert e-address] |

|[insert name] |Supervisor |[xxx-xxx-xxxx] |[xxx-xxx-xxxx] |[xxx-xxx-xxxx] |[insert e-address] |

|[insert name] |Manager, Marketing |[xxx-xxx-xxxx] |[xxx-xxx-xxxx] |[xxx-xxx-xxxx] |[insert e-address] |

|[insert name] |Manager, Business Mail|[xxx-xxx-xxxx] |[xxx-xxx-xxxx] |[xxx-xxx-xxxx] |[insert e-address] |

| |Entry | | | | |

| | | | | | |

|Mailer: | | | | |

|Name |Title |Telephone |Cell |Fax |email Address |

|  |  |  |  |  |  |

|  |  |  |  |  |  |

|  |  |  |  |  |  |

|  |  |  |  |  |  |

Attachment D – CSA Approvers & Appeal Approvers

The following process will be used to approve a Customer/Supplier Agreement as well as appeal those agreements when established.

For any mailer entering mail that is Origin entered and verified at the mailer’s facility the following will apply:

|Mailer Type |C/SA Approver |Appeal Approver |

|Transportation originates and destinates within |District Manager (DM) and Area Manager, |Area Manager, Operations Support (MOS) |

|a single District |Distribution Network Operations (DNO) | |

|Transportation crosses District boundaries |DM and DNO |Area MOS |

|within a single area | | |

|Transportation crosses Area boundaries |DM and DNO |Area MOS |

|Transportation originates and/or destinates in |DM, DNO and Area MOS |HQ Manager, Logistics |

|multiple areas | | |

For any mailer authorized to enter mail after Critical Acceptance Time at an Origin BMEU the following will apply:

|Mailer Type |C/SA Approver |Appeal Approver |

|Transportation originates and destinates within |District Manager (DM) and Area Manager, |Area Manager, Operations Support (MOS) |

|a single District |Distribution Network Operations (DNO) | |

|Transportation crosses District boundaries |DM and DNO |Area MOS |

|within a single area | | |

|Transportation originates and/or destinates in |DM, DNO and Area MOS |HQ Manager, Processing Operations |

|multiple areas | | |

Attachment E – CSA Approval Process

The following displays the flow for the CSA electronic approval process in FAST:

[pic]

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download