3522 - School Express Mail and Delivery Services - Procedure

The County Superintendent of Schools provides mail delivery of materials from District Financial Services and inter-district correspondence to participating county school districts and community colleges. It is a violation of Federal Law to send any correspondence for or from other outside agencies or personal mail, etc. through the courier service.

Districts may participate in the program by entering into an agreement with the County Superintendent of Schools. The term of the agreement will normally be for three years. Districts will be charged for this service based upon prior year’s P-2 average daily attendance and a mileage fee. The fee schedule will be reviewed and adjusted annually. SBCSS will administer and manage contracts for districts receiving courier services through a private contractor. Districts utilizing a private contractor will be charged a flat fee based upon the terms of the contract. Payment for all services will be processed by a County transfer in December of each year.

Express Mail services may be extended to charter schools on a case-by-case basis. Fees will be determined based upon estimated first year enrollment for new schools or prior year’s P-2 average daily attendance for existing schools plus a mileage fee. Charter schools not on or near an already established Express Mail route will not normally be provided service. Charter schools that participate in the program will do so by entering into an agreement with the County Superintendent of Schools. Service will not be initiated until a purchase order is submitted to the Program Manager, Maintenance, Operations, and Transportation.

SBCSS will contribute an amount equal to 35.8 percent of the total cost of providing service. County-operated classrooms, including state preschool, and SBCSS program costs will be computed based upon a flat fee and mileage charge. The fee schedule will be reviewed and adjusted annually. Payment for services will be processed by a transfer in December of each year.

The County Superintendent of Schools internal pick up and distribution of metered mail is handled through mailrooms at the Roy C Hill Education Center and the Support Center. Internal departments with mass mailings must notify the Warehouse staff in advance or mailing may not be metered until the next business day.

Delivery and pickup of large items including archived records, furniture, and equipment for SBCSS departments and classrooms may be arranged through the on-line Work Order program. In order to provide the best service possible, classroom and office moves should be coordinated as far in advance as feasible. Fees for this service will be computed based upon a flat fee and mileage charge. The fee schedule will be reviewed and adjusted annually. Materials used during moves (boxes, tape, etc.) may be purchased online through the Stores ordering system. Payment for these services will be processed by a transfer in December of each year.