Monroe Community College is committed to providing vendors with fair and open access
to procurement opportunities. Through the Empire State Purchasing Group, vendors can
register to receive notifications of bids, requests for proposals, addendums, and
other purchasing opportunities from the College and participating agencies. This centralized
system streamlines access to current solicitations, contract awards, and procurement-related
information. Vendors are encouraged to register to stay informed about opportunities
that match their products and services.
Any mailable material may be sent first-class. While first-class is the most expensive
(except for Express Mail), it offers the following advantages:
Receives handling priority - except for priority and express mail
Forwarding and return service provided at no additional charge
Sealed against postal inspection
Next day delivery within 130-149 zip code area
The following types of mail must be mailed first-class:
Bills and letters of account
Personal correspondence
Contents wholly or partially handwritten or prepared by a mechanical typewriter
Certain printed forms - notices, certificates, checks, cancelled checks
Any mail sealed against postal inspection
Mail Services contracts with a local mailing service to enable us to provide our customers
with discounted rates provided the mail pieces are automation compatible. Ensure that
your department's mail qualifies for automated rates by attending one of our mail
preparation workshops.
Standard Mail (A)
Standard Mail (A) is an economical way to distribute information for large mailings
(bulk mail). This material usually consists of printed matter, circulars, pamphlets,
etc. Standard Mail (A) pieces must weigh less than 16 ounces and be presorted according
to the number of pieces to a particular destination.
There are strict guidelines that must be adhered to in preparing bulk mail before
delivery to the U.S. Post Office:
Contact Mail Services at least 2 weeks in advance to:
Discuss mail piece design.
Schedule mailing delivery to Post Office.
Confirm availability of your postage funds.
Mail at least 200 pieces or total weight of the mail must be at least 50 pounds.
Clearly print bulk mail indicia on each mail piece.
Arrange mailing in strict zip code order.
Bundle 10 or more pieces to same 5-digit zip code using 2 rubber bands - one lengthwise
and on widthwise. Label the bundle in lower left-hand corner with a red label D (obtain
from the Mail Center). Set bundle aside.
Bundle 10 or more pieces to same 3-digit zip code prefix using 2 rubber bands - one
lengthwise and one widthwise. Label the bundle in lower left-hand corner with a green
label 3 (obtain from the Mail Center). Set bundle aside.
Bundle 10 or more pieces to same state using 2 rubber bands - one lengthwise and on
widthwise. Use a piece of paper to label bundle with state name. Set bundle aside.
Bundle remaining pieces using 2 rubber bands.
Please note - funds must be available before your mailing may be delivered to Post Office.
Standard Mail (B)
Mailable material weighing more than 16 ounces per piece that meet all other Standard
Mail (A) guidelines may be mailed using Standard Mail (B) rates. This mail falls into
three subclasses:
Parcel Post
Bound printed matter
Library mail - an inexpensive rate for mailing materials to an educational, scientific,
or cultural institution.
Packages
Packages may be mailed from the Mail Center using one of the following three services:
The staff of Mail Services will help choose which service best meets your needs when
mailing packages. The most economical and efficient delivery method based on responses
to the following questions will be recommended:
When does the package need to reach its destination?
Is the package being mailed to a post office box or a street address?
What is in the box?
What is the value of the contents?
Are you requesting weekday or Saturday delivery?
If you have questions on any of the mailing options, we strongly encourage you to
contact us at ext. 2269 or stop by the Brighton Mail Center. We want to ensure you
fast, efficient service at the lowest possible rate.
Additional Services
Preparing a pamphlet, brochure, newsletter, or a booklet to be mailed? We'll work with you to ensure your material is mailable at the lowest possible rate.
Let us be your first stop when designing your mail pieces. Call ext. 2269 to set up
an appointment.
Preparing a bulk mailing? Call us and we will help you through the sorting steps to assemble your bulk mail
to guarantee it qualifies for standard (bulk) mail rates.
Sending out a mailing with many inserts into one envelope? DXO (a mail processing facility) has automation equipment that will handle this job.
We will serve as the liaison between you and DXO to get an estimated cost on outsourcing
this often time consuming task to them. So before tackling this job by hand, we encourage
you to call (585) 292-2269 and let us work with you.
Workshops on Mail Preparation Approximately once a semester, we will offer a workshop on mail preparation. This
workshop will cover what you need to know to ensure your department's mail reaches
its destination - quickly and at the lowest possible cost.
Frequently Asked Questions
Mailboxes for full-time faculty, part-time faculty, adjuncts, chairs, deans, and academic
department staff are permanently relocated to room 1-107. Individual boxes at the
Downtown Campus are located in room 104. Because of space limitations, there are no
longer personal mailboxes for staff in administrative departments - all mail will
be delivered to these departments by the Mail Services staff.
To distribute material to the entire college community (full and part-time faculty,
adjuncts, administration, and staff) you will need approximately 1450 copies:
Distribute 400 to full-time faculty and academic staff mailboxes in room 1-107
Distribute 400 to adjunct mail folders in room 1-107
Leave 450 copies with Mail Services staff to be distributed to administrative offices
and ATC
Leave 275 copies with the Mail Service staff to be forwarded to the Downtown Campus
for distribution
A fax machine, (585) 427-2749 is still available in the Mail Center. To send a fax,
please fill out and attach to your material a cover sheet available in the Mail Center.
Leave your request in the top tray next to the fax machine and a member of the Mail
Services staff will send out your fax. Incoming faxes will be delivered to you personal
mailbox or to your department office.
Incoming packages are delivered directly to your department office. Please bring all
outgoing packages to the Mail Center.
Mail leaves the Brighton Campus for the Downtown Campus at 11:00 am daily. Mail returning
from the Downtown Campus to Brighton will be picked up at Noon. All mail is transported
by the Central Receiving Department.
All outgoing express/overnight letters and packages must be delivered to the Mail
Center with the recipient's address and the value of the contents for insurance purposes
by 2:00pm.
All outgoing mail, including interoffice mail, should be placed in the gray collection
box located outside the Mail Center at the Brighton Campus. Trays of mail or special
mailings should be brought to the service counter inside. Outgoing mail is picked
up once daily in each department at both the Brighton and Downtown Campuses. Outgoing
mail leaves the Brighton Mail Center promptly at 3:00pm for the Postal Service.
