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Mail Processing Equipment Waiver

By selecting the “Mail Processing Equipment Waiver" you will need to verify the "Customer Information" and you will then need to fill out the rest of the form in its entirety before submitting the request.

Customer Information

  1. Verify that the Name, Email, Number, Department and Division are correct for the submitter.
    a. If no, you will need to edit the information under the "My Contact Info" tab located on the left hand side.

A screenshote showing the waiver request box for the Customer Info Verify Submitter Contact Box

  1. Specify if this request is for someone other than the submitter.
    a. If yes, you will be ask for the name of the individual. 
  2. Have you previously submitted a Waiver request?
    a. If yes, you will be asked to provide any information about previous Waiver request.
  3. Specify why you believe that this service cannot be provided by IDS.


 A screenshot showing the Customer Info box with fill in boxes for name, email, phone, department, division, submit waiver before, and why think it is needed


Scroll Down by using “Tab” or using the page scroll function to the far right of the online form to Waiver Info.

 

Waiver Info

  1. Enter the project name.
  2. Enter the estimated total cost for the project.
  3. Type will be automatically populated, you don’t need to fill anything in.
  4. Subtype will be automatically populated, you don’t need to fill anything in.

Scroll Down by using “Tab” or using the page scroll function to the far right of the online form to Waiver Details.

Waiver Info box with fill in boxes for project name, budget and cost estimate, type and subtype

 

Waiver Details

  1. Enter justification description for the request in the free text box.
  2. Enter the type of equipment being requested.
  3. Enter how many pieces are being requested. 
  4. Use dropdown menu to select if this is an additional, new, replacement or renewal request. 
  5. Use free text box to describe how you currently receive this service.(If this is a replacement, please describe current equipment Including make, model and acquisition date).
  6. If this is a replacement, enter the monthly cost of the present lease.
  7. If this is a replacement, enter the current average monthly volume.

A screenshot of the Waiver Details Justification box with type of equipment being requested, how many, new, additional or replacement, how currently receive services, and cost and volumes.
 

Scroll Down by using “Tab” or using the page scroll function to the far right of the online form to the anticipated monthly volume section.

 

Anticipated Monthly Volume

  1. Enter the anticipated monthly volume for the next five (5) years.

  2. Use the drop-down menu to answer if you will be requesting specific equipment. 

    a. If you select yes, you will be asked make, model and the reason for selecting this particular equipment.

Anticipated Annual Volume for next five years with fill in fields for each year along with the question box, are you requesting specific equipment drop down menu.

A screenshot of the Specific Equipment box with fill in fields for Make, Model and reasons

 

If you select no or leave blank, you will be asked questions below.

  1. Enter the expected useful life of this equipment in years.

  2. Use the how do you plan to acquire this equipment drop-down to select how you plan to acquire this equipment?

    a. Only when selecting “Solicitation” will the end user be prompted for the "Type of Solicitation" needed.

  3. Use the drop-down menu to select if this will be a lease or purchase.
  4. Enter the annual maintenance cost.
  5. Enter any annual supplies / consumables costs.

A screenshot of the Reason-for-Particular-Equipment box including fill in boxes and drop down menus for Expected Useful Life, Plan to Acquire, Lease or Purchase, Annual Overhead Cost for equipment and supplies


Scroll Down by using “Tab” or using the page scroll function to the far right of the online form to type of software needed for equipment section.

 

Type of Software Needed for Equipment

  1. Please enter the name of software needed if any.

    a. If software is needed, please enter the estimated cost of the software.

    b. If software is needed, please list any annual fees if any. 

    c. If software is needed, please list the number of licenses required. 

    d. If software is needed, please list the annual maintenance cost.


 Type of Software Needed for equipment with fill in boxes for name of software, purchase cost, license fee, number of licenses and maintenance cost


Scroll Down by using “Tab” or using the page scroll function to the far right of the online form to personnel required to operate equipment section.

Personnel Required to Operate Equipment

  1. Please enter the operator classification / grade
  2. Please enter production FTE required
  3. Please enter the hours of the FTE per week. 
  4. Please enter the base hourly rate per FTE.
  5. Please enter the fully loaded hourly rate per FTE.
  6. The total annual personnel cost will automatically be populated.

ersonnel Required to Operate Equipment with fill in boxes for operator classification and grade, production FTE required, hours per FTE per week, base hourly rate, fully loaded hourly rate

 

Scroll Down by using “Tab” or using the page scroll function to the far right of the online form to other ongoing overhead costs section.

 

Other Ongoing Overhead Costs

  1. Enter the monthly supervision cost. 
  2. Enter the monthly management costs.

  3. Use the dropdown menu to select if additional workspace is required for equipment or personnel.

    a. If you select yes, you will be asked for information on total space required, cost per square foot, and annual utilities.  

Other Ongoing Overhead Equipment Costs with fields including monthly supervision, monthly management, additional workspace required, total space, and ongoing overhead costs.


Scroll Down by using “Tab” or using the page scroll function to the far right of the online form to additional one time costs section.

 

Additional one Time Costs

  1. Please enter computer costs if any.
  2. Please enter furniture costs if any.
  3. Please enter cubicle partition costs if any.
  4. Please list construction and electrical costs if any.
  5. Please enter any miscellaneous costs and a description of those costs in the free text box. 
  6. Please describe any alternatives you might have examined before this request in the free text box.

  7. Please use the dropdown menu to select if you have received a quote from an outside vendor

    a. If yes, you will be required to enter quote cost.

  8. Please use the free form text box to include any additional comments or instructions. 

Additional One Time Costs

Have you received a quote from an outside vendor for this service? Drop down with yes or no. If yes, you are required to submit the quote with your waiver. There is an additional box for comments and instructions.


Scroll Down by using “Tab” or using the page scroll function to the far right of the online form to Supporting Documentation section.

 

Supporting Documentation

 

  1. Attach any "Supporting Documentation" related to the Waiver request.
  2. Attach any vendor quotes that you may have.

Supporting Documentation Box showing an Upload box for Supporting Documentation and another box for Outside Vendor Quote

Scroll Down by using “Tab” or using the page scroll function to the far right of the online form to the final stage of submitting or saving the waiver.
 

Submitting/Saving

After entering the required information, you will be able to "Save to finish later or Submit." If you submit, this will initiate the request and run it through the approval process.

Submit and Save Box showing Save to Finish Later or Submit to DPA's Review