SAM #PreSol000033

FEMA inbound mail processing and document support services

DHS’s FEMA is preparing an inbound mail operations support procurement for correspondence supporting its Individuals and Households Program. - Government buyer: Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), Incident Support Section. - Service requested: Contractor-operated inbound mail processing at a contractor facility for correspondence sent to FEMA’s Hyattsville, Maryland facility. - Work includes mail receipt and security screening, opening and sorting, document preparation, translation, scanning and digitization, fax/eCorrespondence review and splitting, FEMA-system uploads, tracking, filing, copy requests, archival preparation, reporting, and surge support. - Capacity and service levels: Normal monthly capacity must include at least 50,000 mail images, 100,000 fax/eCorrespondence images reviewed, and 400 translated documents. Surge capacity must reach up to 1,250,000 mail images, 1,700,000 fax/eCorrespondence images, and 50,000 translated documents per month. - Standard processing is generally required within 48 hours, translation within 72 hours, and copy or rescan requests within 24 hours. - Notable requirements: Facilities and employees must be in the continental United States (CONUS); contractor operations must be fully ready within 90 calendar days of award. Requirements include privacy and security controls, CT X-ray screening, and readiness for substantial disaster-related volume surges. - OEMs and vendors: No OEMs, manufacturers, or vendors are named. No products, part numbers, or product quantities are requested. - Performance period: One 12-month base year and four 12-month option years. The base period includes a three-month transition and a six-month full-operations period; transition does not apply to the incumbent contractor.

Description

                                                                                PRE-SOLICITATION

                                                    INBOUND MAIL OPERATIONS SUPPORT SERVICES

The Federal Emergency Management Agency (FEMA) has a requirement for Inbound Mail Operation Support Services. FEMA intends to award one Indefinite-Delivery, Indefinite-Quantity contract with Task Orders issued on a fixed-price or cost reimbursable basis for up to 5 years. All mail operations services shall be performed at the contractor’s facility.  Additional details regarding performance requirements and specifications are provided in the DRAFT Statement of Work (SOW).

When the Request for Proposal is released, the procurement will be set aside exclusively for Small Business concerns under NAICS code 561431. Telephone or email requests for this solicitation will not be accepted.  The Government anticipates posting the formal solicitation on or about November 20, 2026.  The anticipated closing date for receipt of proposals is December 20, 2026.  The exact dates will be specified in the solicitation.  Issuing and closing dates are subject to change.

All interested vendors must be registered in the System for Award Management (SAM) database prior to award of a contract. Information regarding this registration can be found at https://www.sam.gov. Prospective offerors shall be required to complete Representations and Certifications online at https://www.sam.gov in response to this requirement.

This notice is not a solicitation.  No proposals are being requested at this time.  The Government is not obligated to award a contract as a result of this notice.  Interested parties are encouraged to review the DRAFT SOW and begin preparing for the upcoming solicitation.

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