Inbound Mail Operations - Notice

FEMA anticipates releasing a Total Small Business set-aside solicitation on or about November 20, 2026, for one Indefinite-Delivery, Indefinite-Quantity contract for inbound mail operations support, with proposals anticipated to close December 20, 2026. The notice states the procurement will be set aside exclusively for Small Business concerns under NAICS 561431. Task orders will be issued on a fixed-price or cost-reimbursable basis for up to 5 years. Issuing and closing dates are subject to change, and the solicitation will state exact dates. The notice is not a solicitation, and FEMA will not accept telephone or email requests for it.

All mail operations are performed at the contractor's facility, and the draft SOW requires all contractor facilities and personnel to be located in the continental United States. The work processes Individuals and Households Program correspondence received at FEMA's Recovery Service Center in Hyattsville, Maryland. Scope includes mail pickup, computed tomography X-ray security screening, document preparation, translation of non-English correspondence, scanning and digitization, importing scanned documents and faxes into FEMA's database, quality control, filing, and preparation for National Archives and Records Administration storage.

Per the draft SOW, the base period is one year (a three-month transition and six-month full operations), followed by four optional 12-month extensions exercised at FEMA's discretion. Baseline minimums are 50,000 mail images, 100,000 fax/eCorrespondence images, and 400 translations monthly, with surge capacity to 1,250,000 mail images, 1,700,000 fax/eCorrespondence images, and 50,000 translations monthly. The contractor must be fully operational within 90 calendar days of award, scan and upload correspondence within 48 hours, complete translations within 72 hours, and complete rework within 24 hours. Key functions require a 99 percent quality standard, with daily reporting and security, cybersecurity, and privacy controls compliant with DHS and FEMA directives.

All interested vendors must be registered in SAM before award and complete online Representations and Certifications. The notice does not state an award value or name an incumbent, and it lists no industry day or RFI. Interested parties are encouraged to review the draft SOW now.