Sources Sought_NVC Presort Mail Services 2026.docx

SENSITIVE BUT UNCLASSIFIED

SENSITIVE BUT UNCLASSIFIED

Title: National Visa Center Presort Mailing Services Solicitation Number: TBA. Reference number is NVC-PMS-2026 Requesting Office: Bureau of Consular Affairs (CA), National Visa Center (NVC) Notice Type: Sources Sought Notice Response Date: July 31, 2026, 3:00 pm EST

1. Purpose:

The purpose of this Sources Sought Notice (SSN) is to accomplish market research pursuant to FAR Part 10, and to identify qualified small businesses capable of and interested in providing the services identified in the attached Statement of Work (SOW). The Department of State (DOS) strongly encourages small businesses who also qualify for socio-economic categories such as Women- Owned, Service Disabled Veteran Owned, and HUBZone to respond. Additionally, this notice seeks to determine if the services can be acquired using Federal Supply Schedules (FSS) or other Governmentwide Acquisition Contracts (GWAC).

This notice is issued solely for information and planning purposes and does not constitute a(n) Invitation for Bid (IFB), Request for Quotation (RFQ), or Request for Proposal (RFP). Additionally, there is no obligation or commitment on the part of the Government to acquire the products or services described within this notice or to conduct a solicitation for the listed services now or in the future. The Government does not intend to award a contract(s) based solely on the submissions of this notice. Respondents are advised that the Government will not pay for information submitted in response to this Sources Sought notice, nor will it compensate respondents for any costs incurred in the development/ furnishing of a response. The Government may choose to reach out directly to vendors after reviewing and evaluating the submissions. A decision not to submit a response will not preclude a vendor from participating in any future solicitation.

2. Background:

The U.S. Department of State requires presort mailing services for the National Visa Center (NVC) located in Portsmouth, New Hampshire in order to minimize postage and other related costs.

The NVC processes and sends via first class mail approximately 80,000 pieces of domestic mail envelopes each month. Approximately 99 percent of the envelopes are 6x9 inches in size. These pieces range in weight from one (1) ounce to three (3) ounces. The NVC stuffs, seals, meters and prepares each piece for pick-up.

The current presort category percentage monthly breakdown is as follows:

a. AADC Automated 18%

b. Mixed AADC Automated 77%

c. Non-Automated 5%

The presorted domestic mail pickup location is:

U.S. Department of State National Visa Center 32 Rochester Avenue Portsmouth, NH 03801

3. Performance Requirements:

This section outlines the anticipated requirements under the contract and provides a list of NVC presort mailing services.

General Operational Requirements

Services include, but are not limited to the following activities:

a. Pick up domestic mail at the NVC on each workday (Monday through Friday);

b. Sort Mail; Same day delivery to U.S. Post Office. Mail shall reach post office the same day it is stamped by NVC and before final USPS pick-up;

c. Ensure domestic mail meets presort postal regulations (sort by zip code, add barcodes, and endorsement line);

d. Provide lowest possible automation rate for first class presort mail; and

e. Perform presort mailing services at the Contractor’s Facility.

f. Provides NVC with a mailing permit imprint to be used for first Class presorted letters and flats. This permit imprint may be pre-printed on Client’s envelopes by the envelope manufacturer, in accordance with USPS requirements and specifications provided by vendor.

g. Maintain a dedicated Postage Balance Account on behalf of the Client. The Postal Balance Account will be pre-funded by the Client to a level mutually agreed upon.

Other Requirements:

DOS is seeking sources capable of providing the above referenced services.

Required NAICS Code: 491110 – Postal Service or NAICS Code: 561499 – All Other Business Support Services

Tentative Facility Clearance Requirement: None

Tentative Facility Location Requirement: Within a 75 mile radius of NVC (to reduce travel and administrative costs)

4. Instructions:

1. Interested vendors should submit a Capability Statement that is concise and focused not exceeding three pages excluding cover pages, table of contents etc.

2. Sale brochures, videos, and other marketing information materials are not solicited and will not be reviewed.

3. Do not submit cost or price information with the response.

4. Interested companies shall submit an electronic copy of their capability statements via email to MejiaKJ@state.gov The due date and time for submission of responses is July 31, 2026, 3:00 PM (EST)

5. No phone calls related to this Request for Information will be accepted. All correspondence shall be via email.

MARKET RESEARCH - CAPABILITY STATEMENT REQUIREMENTS

A viable interested party shall demonstrate, in any capability statement submitted, the company's capabilities to meet customer’s requirements. A viable interested party shall provide relevant, applicable examples of previous work or solution implementations, to include client points of contact. Please include the following information:

Company and Contact Information:

1. Company Name and Address;

2. Contact Name, Title, Phone Number, Fax Number, and Email Address;

3. Organizational history brief and capabilities statement;

4. Geographic location(s) of office(s) and number of employees at each domestic location;

5. Current Facility Clearance Level;

6. List of services available on Government-Wide Acquisition Contracts, to include GWAC title and contract number

7. Small and Disadvantaged Business categorization(s) under NAICS Codes 491110 and 561499, if applicable

Capabilities: Business

1. Provide a description of how you intend to meet the requirements stated in this RFI. The description shall discuss how your company will be able to pick up domestic mail at NVC each workday and manage mail pick-up times. In addition, provide a summary of how your company will be able to sort mail and take mail to the post office for mailing the same day;

2. Provide a summary of your company’s geographic location and how your company will perform these services at your own facility;

3. Provide a summary of your company’s ability to hire and maintain qualified staff to perform presort mailing services; and

4. Provide a summary of your company’s relevant experience in providing services of this type with a mailing volume similar to that of the National Visa Center.

5. Confirm that your company can provide NVC with a mailing permit imprint to be used for first Class presorted letters and flats.

5. Point of Contact Kathleen Mejia, Contracting Officer Email: MejiaKJ@state.gov

1 SENSITIVE BUT UNCLASSIFIED

1 SENSITIVE BUT UNCLASSIFIED