Request For Information (RFI) - Inbound Mail Operations Services
ID: 70FB7025I00000025Type: Sources Sought
Overview

Buyer

HOMELAND SECURITY, DEPARTMENT OFFEDERAL EMERGENCY MANAGEMENT AGENCYINCIDENT SUPPORT SECTION(ISS70)WASHINGTON, DC, 20472, USA

NAICS

Private Mail Centers (561431)

PSC

SUPPORT- ADMINISTRATIVE: MAILING/DISTRIBUTION (R604)

Set Aside

Total Small Business Set-Aside (FAR 19.5) (SBA)

Original Source

https://sam.gov/opp/b24dec1dfb544b6b9c270ec01489e4b0/view
Timeline
    Description

    The Department of Homeland Security, through the Federal Emergency Management Agency (FEMA), is seeking qualified contractors to provide inbound mail operations services to support its Individuals and Households Program (IHP). The objective is to establish a robust contractor mail operation capable of efficiently processing large volumes of applicant correspondence during disaster situations, ensuring privacy, accuracy, and timely responses. This initiative is critical for managing disaster-related communications, particularly in the wake of Presidentially-declared disasters, where rapid processing of applicant correspondence is essential. Interested vendors must submit their capability statements and responses to specific questions by February 14, 2025, to the designated contacts, Oneko Dunbar and Marcia Irizarry Snyder, via the provided email addresses.

    Point(s) of Contact
    Oneko Dunbar, Contracting Officer
    Oneko.Dunbar@fema.dhs.gov
    Marcia Irizarry Snyder, Contract Specialist
    marcia.irizarrysnyder@fema.dhs.gov
    Files
    Title
    Posted
    ATTACHMENT 1_RFI - Inbound Mail Operations 1.29.2025.pdf
    The Federal Emergency Management Agency (FEMA) is issuing a Request for Information (RFI) to establish contractor support for inbound mail operations that will aid its Individuals and Households Program (IHP). This initiative is crucial for efficiently managing disaster applicants' correspondence, which demands privacy, accuracy, and prompt responses. FEMA, leveraging its authority under the Robert T. Stafford Disaster Relief and Emergency Assistance Act, intends to utilize contractor services to streamline these operations effectively. The RFI seeks to gauge the availability and capabilities of qualified firms to meet the outlined requirements. Interested vendors are requested to submit detailed capability statements and responses to specific questions provided in the attachments. Submissions must adhere to specified formats and be submitted by February 14, 2025. Notably, this notice serves solely for information and planning purposes and does not constitute a Request for Proposal (RFP). Contact details for the Contract Specialist and Contract Officer are provided for clarifications. This initiative underscores FEMA's commitment to improving disaster response operations through adept contractor collaborations.
    ATTACHMENT 2 - QUESTIONS_Inbound Mail Operations.pdf
    The document is a Request for Information (RFI) concerning inbound mail operations for FEMA. It specifically addresses the capability to process documents intended for multiple registrations by splitting a single submission into multiple copies as indicated by the applicant. The document seeks insights from contractors regarding any technical concerns or challenges associated with this document-splitting requirement. Respondents are requested to submit their expertise along with their company’s Capabilities Statement to demonstrate their ability to meet the specified needs. This RFI reflects FEMA's focus on efficient document management in line with registration processes, highlighting the necessity for contractors to support diverse operational requirements. Stakeholders are encouraged to provide detailed feedback to ensure compliance and effectiveness in managing incoming documents.
    ATTACHMENT 3_DRAFT SOW Inbound Mail Ops - 1.29.2025.pdf
    The Federal Emergency Management Agency (FEMA) has issued a Request for Proposals (RFP) for Inbound Mail Operations Support to assist with processing large volumes of applicant correspondence during disaster situations. This contract, part of FEMA's Individuals and Households Program (IHP), mandates contractor readiness to accept and process mail in a timely manner. Key tasks include mail collection from various sources, document preparation, scanning, translation of non-English documents, and compliance with National Archives record-keeping requirements. The RFP outlines the necessary infrastructure, personnel training, and management responsibilities required of the contractor. A firm-fixed price IDIQ contract will be employed, with a performance evaluation based on specific service levels, aiming for a minimum mail processing capability of 50,000 images monthly, with surge capacity up to 1,250,000. Additionally, contractors must address special handling procedures for correspondence containing cash, checks, and other sensitive materials. Enhanced processing for COVID-19 related funeral assistance documents is also required. The selected contractor must provide regular reporting on mail volumes and document processing metrics to ensure compliance and quality control throughout the contract period. This effort reflects FEMA’s commitment to efficient disaster response and applicant support.
    Lifecycle
    Title
    Type
    Request For Information (RFI) - Inbound Mail Operations Services
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