Inbound Pouch Services
Closed Solicitation Posted
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- Solicitation number
- 19SP5025Q0005
- Agency
-
US Embassy Madrid
US Consulates and Embassies, Department of State
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 488510 Freight Transportation Arrangement
- Place of performance
- Madrid 28006 Spain
Notice details come from SAM.gov. Updated .
About this opportunity
The U.S. Embassy Madrid is seeking a contractor to provide transportation and handling services for unclassified diplomatic pouches. The solicitation (RFQ No. 19SP5025Q0005) requires a vendor to manage all aspects of pouch transportation, including document procurement, liaison with Spanish transportation authorities, and coordination of shipment tracking. Key contract requirements include providing dedicated telephone support during Embassy hours, submitting driver and vehicle information within two weeks of award, and handling last-minute or nonstandard shipments. The Embassy estimates approximately 45 inbound shipments per year, with each shipment potentially containing up to 5 bags weighing around 18 kg. Quotations must be submitted electronically by March 14, 2025, at 13:30 local time, with the solicitation indicating that awards will be made based on initial quotations, potentially without further discussions.
The contract is an unrestricted solicitation with no specific set-aside designations, classified under the NAICS category for Freight Transportation Arrangement. The period of performance spans from April 1, 2025, to March 31, 2028, with services to be performed Monday through Friday from 08:30 to 17:30 hours in Madrid, Spain. The maximum contract value is $250,000, with individual purchases not to exceed €8,000. Contractors must be registered in the System for Award Management (SAM) and capable of providing comprehensive pouch transportation services, including handling diplomatic pouches that cannot be transported with other goods. The Embassy will evaluate responses based on the ability to meet operational requirements, provide necessary documentation, and maintain secure and efficient pouch transportation services for unclassified diplomatic shipments.
Notice text
The US Embassy Madrid, Spain is interested in the acquisition of transportation and handling services of the unclassified inbound pouch.
The vendor shall provide/procure/produce all local/international documents to include, but not limited to air waybills, bills of landing, airline fuel tax adjustments, etc., required to accept, ship, receive, trans-ship, release, and transport (via air or surface) US Government (USG) unclassified Diplomatic pouches/shipments.
The vendor shall act as liaison between the USG and AENA, Guardia Civil, commercial airlines and surface transportation authorities by providing and sourcing all the necessary agency specific transportation documentation to include, but not limited, to commercial air waybills, surface transportation permits, etc.
For security reasons, diplomatic pouches cannot share transportation with any other goods.
The vendor shall interact using electronic, written and/or voice communication with commercial transportation entities on behalf of the USG in all matters related to the transportation, handling and movement of USG Diplomatic unclassified pouches/shipments to include, but not limited to, tracking late or lost shipments and/or pouches, etc.
The Embassy estimates at 45 inbound shipments per year.
The vendor shall support last-minute requirements (e.g., shipments with no advance arrival notification and short-notice (same day) requirements.
The vendor shall provide technical guidance for the movement/reception of nonstandard shipments:
- Larger than average (single items over 100 kg, and/or larger than one cubic meter square)
- Shipments that require specific documentation due to contents, i.e., hazardous material, biological, etc.
- Transportation company specific requirements
The vendor shall provide, within two weeks from the date of the date of award, the following driver and vehicle information to maintain access to Embassy compound, solely for the purpose of picking up or delivery of unclassified Diplomatic Pouch/shipments.
- First and Last name
- Citizenship
- ID Number
- Drivers' vehicle information: License Plate, Color, Make and Model
Additionally, the vendor must notify the Mailroom Supervisor within 48 hours of drivers who are no longer assigned to the Embassy delivery route.
The vendor shall designate a telephone representative specifically dedicated to support during normal Embassy hours of operation (08:30 to 17:30, Monday through Friday) and provide an after-hours point of contact.
All work shall be performed from 08:30 to 17:30 hours, Monday through Friday. Other hours, if requested by the Contractor, may be approved by the Contracting Officer's Representative (COR). The Contractor shall give 24 hours in advance to COR who will consider any deviation from the hours identified above. Changes in work hours, initiated by the Contractor, will not be a cause for a price increase.
Files
| File | Type | Posted |
|---|---|---|
| RFQ No. 19SP5025Q0005 - INBOUND POUCH SERVICES.pdf | ||
| FINAL QUESTIONS AND ANSWERS.docx | DOCX document | |
| Attachment 1 - Prices.xlsx | XLSX spreadsheet | |
| Invitation letter.pdf |
Notice history
| Notice | Type | Posted |
|---|---|---|
| Diplomatic pouch handling and shipping services | Solicitation | |
| This notice | Solicitation | |
| Diplomatic pouch handling and shipping services | Pre-Solicitation |
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