HQPR 1590.1A Headquarters Operations Services Guide

NASA Headquarters Services Guide M

MAIL OPERATIONS

SERVICE: The NASA Headquarters mail system is used for official mail only. Use of NASA official envelopes for personal mail is prohibited. All outgoing mail must be processed and metered through the Headquarters Mail Center or the Headquarters Mail Substation located at the GSFC Warehouse. Envelopes must not be placed in the U.S. Postal Service (USPS) collection boxes.

PROCEDURE: Submit requirements in writing to Code CIM. An approved organizational chart is required when requesting new mail codes due to reorganizations, office consolidations, and new organizations.

CONTACT: Headquarters Mail Program Manager, Code CIM, HQ, Room 9S46, (202) 358-1280, Fax (202) 358-2801.

HEADQUARTERS
MAIL CENTER: The Headquarters Mail Center operates between the hours of 6:30 a.m. and 5 p.m., Monday through Friday, and provides mail-related services for NASA Headquarters. Mail services include the processing of incoming and outgoing domestic, international, overnight, priority mail, and the collection and redistribution of interoffice mail. Outgoing Federal Express, USPS certified and registered, and pouch mail services are also provided.

CERTIFIED
MAIL
SERVICE: This service should be used when proof of delivery is needed, but no unusual protection or control is required. It provides the sender with a mailing receipt and a record of delivery at the office address. It is dispatched and handled in transit as ordinary mail. No insurance coverage is provided by the USPS. This service may only be used for domestic mail.

PROCEDURE: Complete NHQ Form 241, "Request for Special Mail Service," and USPS Form 3811, "Domestic Return Receipt." Mail must be received in the Headquarters Mail Center no later than 2:30 p.m., Monday through Friday.

CONTACT: Headquarters Mail Center, Code CIM-1, HQ, Room 1M40, (202) 358-0199, Fax (202) 358-3028.

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MAIL OPERATIONS (continued)

REGISTERED
MAIL
SERVICE: Registered Mail provides added protection and security of valuables and important First-Class Mail, plus evidence of mailing and delivery. Registered mail is the most secure service the USPS offers. It incorporates a system of receipts to monitor the mail's movement from the point of acceptance to delivery. This extra security can delay this mail by 24 to 48 hours over normal First-Class Mail, and its use may prove to be very expensive. Return receipts are available for an additional fee and postage. Registered mail should not be used by NASA to insure for indemnity against loss or damage since the Government self-insures.

PROCEDURE: Written justification is required to use this service. Complete NHQ Form 241, "Request for Special Mail Service," and USPS Form 3811, "Domestic Return Receipt," and bring to the HQ Mail Center by 2:30 p.m., Monday through Friday, for processing that same day.

CONTACT: Headquarters Mail Center, Code CIM-1, HQ, Room 1M40, (202) 358-0199.

CLASSIFIED
MATERIALS: Packages containing classified information must be coordinated with the Headquarters Facilities Managment and Security Branch, Code CFS, HQ, Room 1C50, (202) 358-0198.

NEXT
BUSINESS-DAY
POUCH
SERVICE: NASA Headquarters processes most mail destined to many NASA Centers using the GSA Contract with Federal Express. This Pouch Service is for letters or lightweight flat envelopes. Mail pieces addressed to NASA Centers are consolidated by Center and then shipped to the specific Center. The consolidated package is expedited for overnight delivery to the cognizant Center's Mail Center for internal distribution. Be advised that these mail pieces do not receive special or expedited internal delivery.

If your mail piece requires expedited delivery service to the addressee, please refer to the Federal Express Mail Service section of this guide.
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MAIL OPERATIONS (continued)

Next-Day Pouch Service is available to the following:
Ames Research Center
Dryden Flight Research Center
Glenn Research Center
Jet Propulsion Laboratory
Johnson Space Center
Kennedy Space Center
Langley Research Center
Marshall Space Flight Center
Stennis Space Center
Wallops Flight Facility
Note: Mail pieces destined to the Goddard Space Flight Center (GSFC) are transported each business day by the Goddard Shuttle. (See NASA Goddard Shuttle Schedule.)

PROCEDURE: Mail pieces addressed to NASA Centers should be placed in designated pickup locations along with other outgoing mail. Items not placed in respective outgoing pickup locations may be hand-carried by the customer to the HQ Mail Center no later than 2:30 p.m. each business day.

Address mail as if you were sending it through the USPS mail system:

Example:
MR IM CORRECT
MAIL CODE AB
GEORGE C MARSHALL SPACE FLIGHT CENTER
MARSHALL SPACE FLIGHT CENTER AL 35812-0001

CONTACT: Headquarters Mail Center, Code CIM-1, HQ, Room 1M40, (202) 358-0199.

M NASA Headquarters Services Guide

MAIL OPERATIONS (continued)

SHUTTLE MAIL PICKUP AND DELIVERY SCHEDULE FOR GODDARD

NASA     Depart GSFC
Bldg. 33     Bldg. 8 Depart
NASA HQ      Depart GSFC
   Bldg. 33   Bldg. 8

GODDARD

7:35 a.m. *7:45 a.m.     8:30 a.m. 9:05 a.m.    9:15 a.m.

SHUTTLE 9:35 a.m. *9:45 a.m. *10:30 a.m. 11:05 a.m. 11:15 a.m.

11:35 a.m. 11:45 a.m. 12:30 p.m. 1:05 p.m.    1:15 p.m.

SCHEDULE 1:35 p.m. *1:45 p.m. **2:30 p.m. 3:05 p.m.    3:15 p.m.

   3:35 p.m.   3:45 p.m.     4:30 p.m. 5:05 p.m.    5:15 p.m.

All Headquarters arrivals and departures are at the northwest corner of the building, outside the
Credit Union.

NOTE: Average travel time is 30 minutes.

* Mail from Goddard to Headquarters
** Mail from Headquarters to Goddard

All departures from GSFC are from Bldg. 8, while arrivals from Headquarters will be at Bldg. 33 first and then to Bldg 8. Bldg. 33 is the Earth Sciences Directorate Bldg. For further information, call (301) 286-6977 or (202) 358-0199.

EXPEDITED SERVICE (DOMESTIC AND INTERNATIONAL)

SERVICE: Note: It is NASA policy to use the General Services Administration-contracted provider in all instances where it will meet the need of the shipper, unless a more cost-effective method of transporting is available or unless another carrier can better meet the delivery requirements and timeframes. Federal Express is the current vendor.

This service may only be used for time-sensitive materials or letters. It is important that such extra costs only be incurred when it is clearly required to meet the Agency's goals.
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MAIL OPERATIONS (continued)

Domestic Destinations:
Provides the next-business-day delivery (Monday through Friday, between 8 a.m. and 5 p.m.) of documents and packages between locations in the continental United States, Alaska, Hawaii, and Puerto Rico. (Items picked up on Fridays will not be delivered until the next-business-day, i.e., Monday.)

International Destinations (Part I of NHQ Form 241 must be completed)
Provides delivery of documents and packages usually within two (2) business days. The author or requester must certify that the content of the shipment does not require specific written authorization or licensing prior to being effected, or such authorization and/or license has been obtained.

PROCEDURE: Complete NHQ Form 241, "Request for Special Mail Services," and hand-deliver it to the Headquarters Mail Center no later than 2:30 p.m. Address information must be complete and accurate and include the street address and ZIP Code. The recipient's telephone number must also be provided. Do not use a Post Office Box.

Three copies of the Commercial Invoice should be completed and delivered with NHQ Form 241 for all international packages weighing 7 pounds or more. The invoices are available in the Headquarters Mail Center.

Note: Employees shall not obtain services from commercial vendors and carriers (i.e., Federal Express, Airborne, DHL) without prior authorization. Employees must obtain written authorization prior to using their personal credit card, cash, check, or other forms of payment in order to be reimbursed. Contact the Headquarters Mail Program Manager, (202) 358-1280, for guidance.

CONTACT: Code CIM-1/Headquarters Mail Center, HQ, Room 1M40, (202) 358-0199; Code CIM/Headquarters Mail Program Manager, HQ, Room 9S46, (202) 358-1280, Fax (202) 358-2801.

FEDERAL
EXPRESS
MAIL

SERVICE: Federal Express Mail offers next-business-day delivery between selected cities if the sender meets the pickup schedules established by NASA Headquarters and Federal Express. This service may only be used for time-sensitive materials or letters. It is important that such extra costs only be incurred when it is clearly required to meet the Agency's goals.

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MAIL OPERATIONS (continued)

PROCEDURE: The cost for this service is very expensive, and a strong justification is needed. Complete NHQ Form 241, "Request for Special Mail Services," and bring the mail to the Headquarters Mail Center by 2:30 p.m. for mail that must be delivered the next-business day.

Note: Equipment cannot be processed for mailing unless written authorization is obtained by the Headquarters Supply and Equipment Management Officer (SEMO). Contact SEMO, Goddard Space Flight Center, Code 235, (301) 286-7420.

CONTACT: Headquarters Mail Center, Code CIM-1, HQ, Room 1M40, (202) 358-0199.

GODDARD
WAREHOUSE

SERVICE: GSFC provides warehouse services for Headquarters offices, including the storage and distribution of publications, furniture, and miscellaneous items. Distribution services include the shipping, mailing, and delivery (to Headquarters) of stored items as well as processing requests for direct pickup by Headquarters employees.

The standard processing window for distribution is 3 business days following receipt of a completed NHQ Form 236, "Warehousing Services Request". Delivery of stored items to Headquarters is also available within 2 business days following receipt of a completed NHQ Form 236. Direct pickup requests can often be processed within 1 business day following receipt of a completed NHQ Form 236.

GSFC provides distribution, mailing, shipping, and delivery services for items stored in the GSFC Warehouse only.

PROCEDURE: An NHQ Form 236 must be completed to coordinate storage and distribution services. The completed form should be faxed to GSFC, Code 239, (301) 286-0348. It is important that customers specify a completion date for each request. "RUSH" or "ASAP" should not be used as a specification for completion. Customers should provide mailing labels.

Packages designated for distribution to one location/address, with a total weight exceeding 50 pounds must also be accompanied by a GSFC 20-4, "Invoice/Shipping Document".

Distribution of items going to one location/address, weighing 50 pounds or less, can be processed by submitting an NHQ Form 236 only.
NASA Headquarters Services Guide M

MAIL OPERATIONS (continued)

If you are unsure of the weight of your items, GSFC will advise whether or not a GSFC 20-4 is required.

If transportation services are needed to move items from Headquarters to the GSFC Warehouse for storage, complete an NHQ Form 189, "Request for Move Services". Fax the NHQ Form 189 to the GSFC Transportation Department at (301) 286-1740 along with the completed NHQ Form 236.

CONTACT: GSFC Warehouse Coordinator for Headquarters Materials, Code 231, (301) 286-5677 or (301) 286-5080, Fax (301) 286-0348; or GSFC Warehouse, Code 239.5, (301) 436-3200, Fax (301) 436-3208.

MAIL LIST

SERVICE: Mail List Services provides one-time mailing lists, special project mailing lists, and mailing list maintenance for external mailings. Mail List Services will put your mailing address information in the proper USPS format and apply the ZIP + 4 to valid addresses. Mailing labels can be produced, or the address information can be updated and furnished to the customer on a disk for jet ink spraying the addresses directly on the mail piece.

PROCEDURE: Submit material with NHQ Form 131, "Document Services Control Record," to Code CIM-l/Mail List Services, Headquarters, Room 1M40, (202) 358-0457, Fax (202) 358-3028.

CONTACT: Code CIM/Headquarters Mail Program Manager, HQ, Room 9S46, (202) 358-1280, Fax (202) 358-2801, or Mail List Services, HQ, Room 1M40, (202) 358-0457, Fax (202) 358-3028, for information and to schedule an appointment.

MAIL PIECE
DESIGN

SERVICE: Provides consultation, design, and mail classification approval for all documents processed through in-house duplicating services or through Government Printing Office (GPO) contracts. Materials and mailing list composition are reviewed and evaluated to determine the least expensive postage class. Mailings include, but are not limited to, one-time mailings, recurring mailings, such as conferences, surveys, NASA Research Announcements, Announcements of Opportunity, Requests for Proposals, brochures, pamphlets, newsletters, and reports.

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MAIL OPERATIONS (continued)

PROCEDURE: A draft sample of the document to be mailed and the composition of the mailing address list must be available for initial review. The customer will be furnished a sample of the appropriate mail piece design format; i.e., self-mailer, labels, envelopes. The customer must submit this sample with a completed NHQ Form 233, "Request for Design and Photography," to Code CFP to produce the camera-ready mail piece design.

CONTACT: Headquarters Mail Program Manager, Code CIM, HQ, Room 9S46, (202) 358-1280, Fax (202) 358-2801, or the Mail List Services, for information and to schedule an appointment.

CONTRACTOR
MAILING

SERVICE: Contractor mailings include all official mailings made on behalf of NASA by a business under contract. Off-site mailers for NASA can be authorized to mail material for NASA without affixing postage at the time of mailing. The USPS has issued a permit imprint number to NASA for this purpose. The envelopes, labels, or mailer must bear the printed return address of NASA. The name and address of a private organization or contractor must not be shown in the return address.

PROCEDURE: Contractors must contact the Headquarters Mail Program Manager through their Contracting Officer's Technical Representative (COTR) to obtain a NASA Headquarters Cost Code and approval to use the NASA permit imprint. The COTR must provide the following information in writing to the Headquarters Mail Program Manager.

Business Name
Complete Business Address
Address where mailing will be prepared if different from address listed above
Contact Person
Telephone Number
NASA Headquarters Code(s) Supported
Type of mailing
Frequency of Mailing
COTR Name and Telephone Number

Contractor mailings must consist of 200 or more pieces or 50 pounds. The contractor must transport the mail pieces to a USPS acceptance station. Mail bearing the NASA permit imprint cannot be deposited in USPS collection boxes.

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MAIL OPERATIONS (continued)

The contractor must complete the appropriate USPS Statement of Mailing and present it to one of the USPS acceptance stations with each mailing. A copy of the Statement of Mailing, stamped by the USPS, must be forwarded to the Headquarters Mail Program Manager after each mailing.

CONTACT: Headquarters Mail Program Manager, Code CIM, HQ, Room 9S46, (202) 358-1280, Fax (202) 358-2801 for information and to schedule an appointment.

BUSINESS
REPLY MAIL

SERVICE: Business reply mail pieces are used when NASA Headquarters customers require a response to be mailed back to NASA Headquarters by the respondee. The following business reply mail piece alternatives are available:

Business Reply Mail (BRM) enables the respondee to mail back a response to NASA Headquarters without affixing postage within the United States. Domestic BRM cannot be sent to any foreign countries. The approval to use BRM service is made on a case-by-case basis and is typically approved for requesting information that directly impacts the goals of the Agency.

Courtesy Reply Mail (CRM) is similar to BRM, except that it requires the respondee to affix proper postage. CRM is encouraged when the reply mail benefits the customer (respondee) only. Examples include newsletters, publications or general information that is sent to individuals free of charge.

Penalty Postage Stamps may be affixed to cards and envelops.

Penalty Stamped, Letter-Sized Envelopes are available in small quantities.

PROCEDURE: All requests to develop business reply or courtesy reply envelopes, cards, cartons or labels must be approved prior to printing. Customers will be furnished a draft sample for the appropriate mail piece design format. The customer must submit this sample with a completed NHQ Form 233, "Request for Design and Photography," to Code CFP to produce the camera-ready sample. The camera-ready sample along with an NHQ Form 51," Printing and Reproduction Requisition," must be reviewed and approved by the Headquarters Mail Program Manager prior to submitting the request to Code CFP.

CONTACT: Headquarters Mail Program Manager, Code CIM, HQ, Room 9S46, (202) 358-1280, Fax (202) 358-2801 for information and to schedule an appointment.
NASA Headquarters Services Guide M

MAIL OPERATIONS (continued)

MASS
MAILING

SERVICE: Provide consultation, guidance, and postage class approval for preparing documents to be mailed to domestic and international addresses. Mass Mailings are accomplished through coordination between Code CIM, Headquarters Mail Program Manager and Code CFP, Headquarters Printing Officer.

PROCEDURE: A draft sample of the document to be mailed and the composition of the mailing address list must be available for review by the Headquarters Mail Program Manager.

For ease of dispatch, mailing address lists should be maintained for production in the following categories, as applicable to the mailing requirement: Domestic (by ZIP Code), International (by alphabetical order), Canada, NASA Headquarters, NASA Centers (by Center).

The GSFC Warehouse and Headquarters Mail Substation can support the assembly of mail pieces and provide mailing service.

CONTACT: Headquarters Mail Program Manager, Code CIM, HQ, Room 9S46, (202) 358-1280, Fax (202) 358-2801.

Headquarters Printing Officer, Code CFP, HQ, Room CL78, (202) 358-0630, Fax (202) 358-3025.

To have materials that are stored at the GSFC Warehouse assembled or packaged for mailing, contact the Goddard Warehouse, (301) 286-5080, Fax (301) 286-0348, or Code CIM/HQ Mail Program Manager, HQ, Room 9S46, (202) 358-1280, Fax (202) 358-2801.

An NHQ Form 236 is required.

USPS DISCOUNTS
AND
POSTAGE CLASS

SERVICE: The USPS offers discounts for presorted/ZIP +4 barcoded mail pieces. The use of presorting and barcoding helps reduce postage expenditures. Headquarters customers and contractors involved in the preparation of mailing lists or mailings are encouraged to take advantage of these discount programs whenever possible.

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NASA Headquarters' Directives
HQPR 1590.1A Effective Date: June 22, 1999 Expiration Date: none Responsible Office: C	Headquarters Operations Services Guide

*NASA*	Depart GSFC Bldg. 33 Bldg. 8	Depart NASA HQ	Depart GSFC Bldg. 33 Bldg. 8
*GODDARD*
	7:35 a.m. *7:45 a.m.	8:30 a.m.	9:05 a.m. 9:15 a.m.
*SHUTTLE*	9:35 a.m. *9:45 a.m.	*10:30 a.m.	11:05 a.m. 11:15 a.m.
	11:35 a.m. 11:45 a.m.	12:30 p.m.	1:05 p.m. 1:15 p.m.
*SCHEDULE*	1:35 p.m. *1:45 p.m.	**2:30 p.m.	3:05 p.m. 3:15 p.m.
	3:35 p.m. 3:45 p.m.	4:30 p.m.	5:05 p.m. 5:15 p.m.