| (a) The comptroller provides and operates an interagency
mail and messenger service to deliver unstamped or non-metered written
communications and packages between the legislature, state agencies
and legislative agencies located in Travis County.
(b) No personal mail will be carried by the mail and
messenger service. No package that exceeds 70 pounds will be delivered
by the mail and messenger service.
(c) State warrants may be delivered by the mail and
messenger service upon agreement by the state comptroller and the
agency concerned.
(d) Mail may be delivered to and from the United States
Post Office upon the agreement of the state agency and the comptroller.
(e) The mail and messenger service may process and
meter outgoing mail for state agencies upon agreement of the state
agency and the comptroller. Each state agency must furnish funds to
cover amounts of postage to be metered.
(1) No mail shall be metered for a state agency in
excess of funds provided by the agency, unless approved by the comptroller
so as to avoid undue delays in processing mail. Any deficit in an
agency's postage account shall be promptly reimbursed to the comptroller.
(2) The mail and messenger service will provide each
state agency utilizing the metered mail service with a monthly report
showing the amounts of postage used and volume of mail metered.
(3) State agencies who use the comptroller's outgoing
mail service for the purpose of postage meter rental requirements
and cost effective mailing requirements will be considered to be in
compliance with Government Code, Chapter 2176 and Government Code, §2113.103.
(f) A state agency located in Travis County is required
to consult with the comptroller before renting, purchasing, upgrading,
or selling mail processing equipment; contracting with a private entity
for mail processing services; or taking any action that will significantly
affect the agency's first class mail practices.
(1) For mail equipment or private entity service contracts
$10,000 and under, a state agency shall submit a written justification
to the comptroller stating why the equipment or service is needed
and what benefits are expected to be received.
(2) For mail equipment or private service contracts
over $10,000, a state agency shall submit a detailed life-cycle cost
benefit analysis to the comptroller that includes all expected costs
and benefits over the life of the equipment or service. The analysis
shall be in a format prescribed by the comptroller.
(3) For any action that will significantly affect its
first class mail practices, a state agency shall provide a written
statement of the need for the action and anticipated benefits. Significant
actions affecting the first class mail practices of an agency include,
but are not limited to, the following:
(A) creation or elimination of internal mail processing
functions, organization, or staff; and
(B) addition or elimination of any specific mail processing
activities such as metering, presorting, folding/inserting, or labeling.
(4) The comptroller shall provide a written response
to the state agency indicating whether or not it agrees with the intended
action and any suggested alternatives.
(g) The comptroller establishes statewide term contracts
for postage meter machine rentals when in the best interest of the
state. Postage for statewide term contracts is purchased separately
by state agencies and cooperative purchasing members. State agencies
may pay for postage in accordance with the requirements of United
States Postal Service Domestic Mail Manual.
|
