19TC1025Q0004 - Diplomatic Post office (DPO) Services
ID: 19TC1025Q0004Type: Solicitation
Overview

Buyer

STATE, DEPARTMENT OFSTATE, DEPARTMENT OFUS EMBASSY ABU DHABIWASHINGTON, DC, 20520, USA

NAICS

Private Mail Centers (561431)

PSC

SUPPORT- ADMINISTRATIVE: MAILING/DISTRIBUTION (R604)

Original Source

https://sam.gov/opp/8c0ba7b1fcc04b4fbd80c6c3e0b68121/view
Timeline
    Description

    The U.S. Department of State is seeking qualified vendors to provide Diplomatic Post Office (DPO) Services for the U.S. Embassy in Abu Dhabi, United Arab Emirates, under solicitation number 19TC1025Q0004. The contract, which is an indefinite delivery/indefinite quantity, firm fixed price type, aims to manage the handling and processing of incoming and outgoing DPO mail bags, with an expected volume of approximately 6,000 incoming and 400 outgoing bags annually. This service is crucial for maintaining secure and efficient communication logistics for diplomatic operations. Interested bidders must participate in a mandatory pre-quotation conference on April 11, 2025, and submit their quotations electronically by April 25, 2025, with all necessary documentation, including proof of SAM registration. For further inquiries, vendors can contact Chelsea Geier at AbuDhabiContracts@state.gov or by phone at 97124142200.

    Point(s) of Contact
    Chelsea Geier
    97124142200
    97124142696
    AbuDhabiContracts@state.gov
    Islam Mokbel
    97124142629
    97124142696
    mokbelia@state.gov
    Files
    Title
    Posted
    19TC1025Q0004 - cover letter.pdf
    The document is a Request for Quotations (RFQ) numbered 19TC1025Q0004 for Diplomatic Post Office (DPO) Services issued by the U.S. Government, aimed at securing a contract from responsible bidders who offer the lowest acceptable price. Interested vendors are invited to participate in a mandatory pre-quotation conference on April 11, 2025, via MS Teams and must submit their quotations electronically by April 25, 2025. Key submission requirements include completing the Standard Form (SF) 1449, pricing information, representations and certifications, an IRS Form W-14 for compliance, and proof of SAM registration. Failure to register in the SAM database prior to submission may render a proposal ineligible. The document emphasizes clear communication through specified formats and deadlines and outlines necessary procedures for a successful quotation, highlighting the government's intention to streamline the procurement process without lengthy discussions unless required.
    19TC1025Q0004 - DPO Solicitation.pdf
    The diplomatic post office solicitation (RFQ number 19TC1025Q0004) outlines the requirements for a firm-fixed-price contract for handling and processing diplomatic mail between the U.S. Embassy in Abu Dhabi and various transport points. The contract will last for one year, with four optional extensions, covering services for incoming and outgoing Diplomatic Post Office (DPO) mail bags, which includes labor, materials, equipment, and necessary paperwork. Expected mail volumes are 6,000 incoming bags and 400 outgoing bags annually. The pricing structure will exclude Value Added Tax (VAT), which will be addressed as a separate line item. Payment processes mandate electronic transfer invoices detailing services rendered, with specific conditions for billing and customer inquiries. Key personnel, particularly a project manager fluent in English, are required, with restrictions on personnel changes in the first 90 days. The contractor must also adhere to established contract clauses, including compliance with Federal Acquisition Regulations (FAR) and Department of State Acquisition Regulations (DOSAR). This solicitation emphasizes quality assurance in service delivery and documentation for successful bidding, highlighting the strategic importance of secure and efficient communication logistics for diplomatic operations.
    Minutes of Meeting - Questions and answers 19TC1025Q0004 -DPO1.pdf
    The document outlines the meeting minutes from a pre-quotation conference regarding the Request for Quotations (RFQ) 19TC1025Q0004 for Diplomatic Post Office Services at the U.S. Embassy in Abu Dhabi, held on April 11, 2025. The session included representatives from five companies, with key information provided by the Contracting Agent about proposal submission guidelines, evaluation processes, and the scope of work. Bidders were instructed to submit both price and technical proposals via email, adhering to specific document formats. The meeting clarified various contractor responsibilities, including handling paperwork for incoming DPO mail bags, covering all associated fees for inbound items, and ensuring collection and delivery during specified hours. The Embassy confirmed that contractors could handle customs clearance and would be informed of incoming shipments in advance. Additionally, operational details concerning pickup schedules and collection frequencies were outlined, specifying delivery times and the expected number of DPO bags requiring collection. This RFQ process highlights the U.S. government's structured approach to procurement, ensuring compliance and clarity between the embassy and prospective service providers.
    SF1449 - DPO solicitation 19TC1025Q0004.pdf
    The document outlines a solicitation for commercial items from the U.S. Embassy in Abu Dhabi, UAE, designated with the solicitation number 19TC1025Q0004. Issued on March 27, 2025, it invites offers for Diplomatic Post Office Services, with bids due by April 25, 2025. The acquisition is open to all businesses, including small and women-owned enterprises, and follows the guidelines for federal procurement as noted in the FAR references. The contract encompasses a base year and four option years, indicating long-term engagement potential. Key points include the responsibilities of the contractor to adhere to the specified terms and conditions for delivery of services, with the Financial Management Center at U.S. Embassy Abu Dhabi designated for payment processing. The solicitation establishes a framework for bidders, emphasizing compliance with federal contracting standards, and ensuring the provision of services crucial for diplomatic operations.
    Lifecycle
    Title
    Type
    19TC1025Q0004 - Diplomatic Post office (DPO) Services
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