J&A Notification - Inbound Mail Operations
Awarded Limited / Sole Source Justification Posted
- Solicitation number
- JA-70FB7021D00000013
- Agency
- Federal Emergency Management Agency Department of Homeland Security
- Set-aside
- No set-aside
Opportunity facts
- Contract number
- 70FB7021D00000013 Federal IDV award
- NAICS code
- 561431 Private Mail Centers
- Place of performance
- Chantilly, Virginia, United States
- Points of contact
-
- Oneko Dunbar oneko.dunbar@fema.dhs.gov (202) 256-9158
Notice details come from SAM.gov. Updated .
About this opportunity
The Federal Emergency Management Agency (FEMA) has issued a Limited / Sole Source Justification Notice for Inbound Mail Operations supporting the Individuals and Households Program (IHP) during disaster response. The contract, awarded to Intellectus, LLC on March 31, 2021 (contract 70FB7021D00000013), provides critical mail processing services for disaster applicants, including mail pickup, document preparation, Spanish-to-English translation, scanning, tracking, and archival preparation. FEMA is seeking to increase the contract ceiling by $14.5 million due to unprecedented document volumes from the 2024 hurricane season, specifically Hurricanes Helene and Milton, which generated approximately 1.49 million and 1.1 million registrations respectively. The contractor currently processes around 15,000 postal mail images and 90,000 fax/electronic correspondence images daily, with the potential to handle over 80 million document images and 100,000 Spanish translations. The justification is based on unusual and compelling urgency under FAR 6.302-2, with the current contract in its fourth option year and set to end on October 31, 2025, and FEMA planning to compete a follow-on contract by March 30, 2025.
Notice text
The Inbound Mail Operations contract supports FEMA’s Individuals and Households Program (IHP) by providing readiness and surge resources for disaster applicants’ correspondence. This contract seeks to establish contractor mail operations with an adequate infrastructure and qualified, trained staff. The contractor operation shall be ready at the time of a declared disaster to begin accepting and processing inbound correspondence from disaster applicants in the designated geographical area(s) covered by each Presidential Declaration for Individual Assistance (IA) which is mailed to the FEMA facility in Hyattsville, Maryland. Whenever possible, FEMA will seek to provide the contractor with early notice of impending disaster declarations and projected volumes, but due to the nature of disaster activity this may not always be feasible. Therefore, the contractor shall make all necessary preparations and maintain adequate infrastructure to meet all requirements as they are received.
The processing of inbound mail includes mail pickup or receipt, document preparation, translation of non-English correspondence into English, scanning, tracking, filing, preparation of documents for National Archives and Records Administration (NARA) temporary storage of archive prepped documents, and, if needed, splitting of a fax/eCorrespondence document if more than one application is contained in a fax/eCorrespondence transmission.
Awarded contract 70FB7021D00000013 to unknown vendor for unknown amount on 2021-03-31.
Attachments
| File | Type | Posted |
|---|---|---|
| JandA Notification - Inbound Mail Ops R_12.9.2024.pdf |
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