Inbound Pouch Services
ID: 19SP5025Q0005Type: Solicitation
Overview

Buyer

STATE, DEPARTMENT OFSTATE, DEPARTMENT OFUS EMBASSY MADRIDWASHINGTON, DC, 20520, USA

NAICS

Freight Transportation Arrangement (488510)

PSC

SUPPORT- ADMINISTRATIVE: MAILING/DISTRIBUTION (R604)

Original Source

https://sam.gov/opp/4b23a5f62498416db38ad502c606de86/view
Timeline
    Description

    The U.S. Embassy in Madrid is soliciting proposals for Inbound Pouch Services, aimed at managing the transportation and handling of unclassified diplomatic pouches arriving in Spain. The selected vendor will be responsible for preparing necessary documentation, liaising with transportation authorities, and ensuring compliance with security protocols, as diplomatic pouches must not be transported with other goods. This contract is critical for maintaining the secure and efficient flow of diplomatic communications, with an expected volume of approximately 45 shipments annually and a performance period from April 1, 2025, to March 31, 2028. Interested vendors must submit their proposals electronically by March 14, 2025, and can direct inquiries to Stetson A. Sanders at sanderssa@state.gov or Aurora Lopez de Larrinzar at lopezay@state.gov, with a maximum purchase limit of €250,000 for the contract.

    Point(s) of Contact
    Stetson A. Sanders
    34915872223
    sanderssa@state.gov
    Aurora Lopez de Larrinzar
    34915872297
    lopezay@state.gov
    Files
    Title
    Posted
    Attachment 1 - Prices.xlsx
    This document outlines the pricing and estimated requirements for Inbound Pouch Services under a multi-year federal contract. The pricing structure is specified in euros, covering separate time frames: the base year and two option years. Each shipment is estimated to weigh 18 kg, with a consistent rate per shipment. It includes estimated quantities of inbound shipments and bags per shipment for each year, along with corresponding total amounts expected for the service. The notes emphasize that these figures are based on the total government requirements and that actual contracts may vary if multiple contractors are awarded under the Blanket Purchase Agreements (BPAs). The summary effectively provides a framework for the overall financial implications of the contract as it pertains to government service procurement, emphasizing the importance of transparency in pricing and estimated quantities for potential vendors. This is essential for successful compliance and operational planning in line with government contracting practices.
    FINAL QUESTIONS AND ANSWERS.docx
    The document addresses the procedures and regulations related to the handling and transportation of diplomatic pouches arriving at Barajas Airport in Spain. Key points include the exemption of diplomatic pouches from customs clearance, where the import agent must manage necessary documentation. The handling company must liaise with Spanish authorities to facilitate pouch collection, which is restricted to Embassy personnel or authorized individuals. Each year, the Embassy provides the handling company with a list of authorized personnel for this purpose. Furthermore, the handling company is responsible for all costs associated with the shipment, which will be invoiced to the Embassy. Security measures dictate that diplomatic pouches cannot share vehicles with other goods, necessitating dedicated transport. However, there are no additional requirements for escorts or armored vehicles. This document is crucial for contractors engaging in diplomatic pouch logistics, clarifying obligations and security protocols within the context of government RFPs and contracts related to diplomatic and embassy operations.
    Invitation letter.pdf
    RFQ No. 19SP5025Q0005 - INBOUND POUCH SERVICES.pdf
    The U.S. Embassy in Madrid is soliciting proposals for transportation and handling services for unclassified inbound diplomatic pouches through RFQ No. 19SP5025Q0005. The vendor is responsible for preparing necessary documentation, acting as a liaison with transportation authorities, and ensuring security protocols since diplomatic pouches must not be transported with other goods. The expected volume is around 45 shipments annually, including support for urgent requests and handling non-standard shipments that require special documentation. Key contract terms include a performance period from April 1, 2025, to March 31, 2028, with a maximum purchase limit of €250,000 and individual purchase limits between €20 and €8,000. The solicitation also requires compliance with various Federal Acquisition Regulation (FAR) clauses and imposes specific documentation requirements for bidders to demonstrate capability, including business registration and proof of necessary permits to operate in Spain. Interested vendors must submit their offers by electronic means by March 14, 2025, ensuring adherence to submission guidelines outlined within the RFQ. This solicitation emphasizes the U.S. government's intent to find reliable partners while promoting transparency and competitive procurement practices.
    Lifecycle
    Title
    Type
    Inbound Pouch Services
    Currently viewing
    Solicitation
    Diplomatic pouch handling and shipping services
    Presolicitation
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