Mail Room Clerk Services at Rota Naval Station, Spain
Closed Solicitation Posted
- Solicitation number
- FA557525Q1002
- Agency
-
Air Forces Europe and Africa
Air Force, Department of Defense
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 561431 Private Mail Centers
- Place of performance
- Moron AB Sevilla Spain
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of the Air Force United States Air Forces in Europe - Air Forces Africa is soliciting Mail Room Clerk Services at Rota Naval Station, Spain, through a combined synopsis/solicitation under FAR Part 12 and Part 13 procedures. The contract requires one US Citizen Mail Orderly to manage the Unit Mail Room in Building 1994, handling official and personal mail for Air Mobility Command personnel, including receiving and dispatching mail, assigning mail receptacles, maintaining security procedures, and managing directory services. The contractor must be able to lift 70 pounds, possess knowledge of postal regulations, hold a valid driver's license, and have pre-existing access to NAVSTA Rota as a Spanish resident or through SOFA status. This full and open competition will award to the lowest-priced, responsible offeror whose proposal conforms to all solicitation requirements, including technical specifications, terms and conditions, and representations and certifications. The original solicitation was posted on September 15, 2025, with a proposal due date of September 26, 2025, and a question deadline of September 22, 2025.
This procurement does not utilize any set-aside designation and operates under a full and open competition structure. The current incumbent contractor holds contract number FA557521P0001, with one personnel currently filling the Mail Orderly role and an alternate trained for coverage during annual leave periods. The contract structure includes a base period from October 12, 2025, to October 11, 2026, followed by four option years and a six-month extension option, with performance dates for option periods to be determined upon exercise. Mail services operate Monday through Friday excluding federal holidays, with a three to five-day backfill policy for sick leave coverage, and the government will provide workspace, utilities, equipment including a government vehicle, and training conducted by government officials at the US Post Office. Performance will be evaluated on mail pickup and delivery timeliness, adherence to handling requirements, and maintaining an organized mail room, with potential re-performance requirements and price reductions for failure to meet performance thresholds.
Notice text
3 versions
Update #3 · Latest ·
****************Amendment 02***********************
The purpose of this amendment is to provide the updated document with the Questions & Answers for all interested vendors. The quote deadline remains unchanged.
*****************Amendment 01***********************
The purpose of this amendment is to provide the Questions & answers document for all interested vendors. The quote deadline remains unchanged. All questions submitted after the deadline of 22 September will not be taken into consideration.
This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.
The Government is not responsible for any costs incurred or associated with preparation and submission of an offer in response to this solicitation. NO OFFERORS WILL BE COMPENSATED FOR SUBMITTING AN OFFER.
The 496 Air Base Squadron, Base Operations Support Section, Morón Air Base, Spain, is soliciting a requirement for Mail Room Clerk Services at Rota Naval Station, Spain in accordance with the attached Performance Work Statement (PWS). This procurement is in accordance with Federal Acquisition Regulation (FAR) Part 12, Acquisition of Commercial Items, and FAR Part 13, Simplified Acquisition Procedures, as supplemented. This procurement will be conducted as a Full and Open Competition. Award will be made to the lowest priced, responsible Offeror whose offer conforms to all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements.
Please refer to ALL the attached documents for all specifications and details.
*** Important Information to Consider ***
The required performance dates for the subsequent option periods will be determined at the time the option is exercised.
Please submit a quote that adheres to the requirements found in the attached PWS for a base period and four (4) option years. A sample CLIN structure as follows:
CLIN 0001 - Base Period
CLIN 1001 - Option Year 1
CLIN 2001 - Option Year 2
CLIN 3001 - Option Year 3
CLIN 4001 - Option Year 4
CLIN 5001 - 6 Month Extension (Pricing shall be the same as Option Year 4 IAW FAR 52.217-8).
The accelerated timeline for this combined synopsis/solicitation is to allow the awardee enough time to process country clearance requirements and any additional base access requirements.
*** Important Information to Consider ***
BASIS FOR AWARD:
In accordance with FAR 13.106-1(a)(2) offerors are notified that the award will be made to the lowest priced offeror that meets the minimum technical requirements in the PWS and this combined synopsis/solicitation. Offeror will be evaluated in accordance with FAR 13.106-2(b). Offerors must submit quotations for all items listed. Partial offers will not be considered for award.
In accordance with FAR 52.212-1(b)(4), offerors are reminded that as a minimum, offers must show a technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary.
The solicitation document and incorporated provisions and clauses are those in effect through FAR Federal Acquisition Circular (FAC) 2025-05 effective date: 08/07/2025, DFARS Change 01/17/2025 effective date: 01/17/2025, and DAFFARS Change 10/16/2024 effective date: 10/16/2024.
The Provisions and Clauses that are applicable to this solicitation and subsequent contract, that are incorporated by reference and provided in full text can be found in the "Provisions and Clauses" attachment (Attachment 2).
All offers must list SAM UEI number, CAGE code, and Federal TIN with Company name, POC, and phone number. If you need to obtain or renew a SAM UEI number or CAGE code, please visit https://www.sam.gov/portal/public/SAM/. Lack of registration in SAM database with the selected NAICS will make an offeror ineligible for award. The vendor must also be registered in Wide Area Workflow to receive payment through electronic funds transfer. If you are not currently registered, please visit the following website https://wawf.eb.mil/ to complete your registration.
DEADLINE:
Submit questions and quotes to TSgt Cloud and Mr. Barbacid via email: terrel.cloud@us.af.mil and borja.barbacid.1.es@us.af.mil
All questions must be submitted to the above by 19 September 2025 no later than 2:00 PM CEST.
All quotes must be received by 26 September 2025, no later than 3:30 PM CEST.
Update #2 ·
*****************Amendment 01***********************
The purpose of this amendment is to provide the Questions & answers document for all interested vendors. The quote deadline remains unchanged. All questions submitted after the deadline of 22 September will not be taken into consideration.
This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.
The Government is not responsible for any costs incurred or associated with preparation and submission of an offer in response to this solicitation. NO OFFERORS WILL BE COMPENSATED FOR SUBMITTING AN OFFER.
The 496 Air Base Squadron, Base Operations Support Section, Morón Air Base, Spain, is soliciting a requirement for Mail Room Clerk Services at Rota Naval Station, Spain in accordance with the attached Performance Work Statement (PWS). This procurement is in accordance with Federal Acquisition Regulation (FAR) Part 12, Acquisition of Commercial Items, and FAR Part 13, Simplified Acquisition Procedures, as supplemented. This procurement will be conducted as a Full and Open Competition. Award will be made to the lowest priced, responsible Offeror whose offer conforms to all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements.
Please refer to ALL the attached documents for all specifications and details.
*** Important Information to Consider ***
The required performance dates for the subsequent option periods will be determined at the time the option is exercised.
Please submit a quote that adheres to the requirements found in the attached PWS for a base period and four (4) option years. A sample CLIN structure as follows:
CLIN 0001 - Base Period
CLIN 1001 - Option Year 1
CLIN 2001 - Option Year 2
CLIN 3001 - Option Year 3
CLIN 4001 - Option Year 4
CLIN 5001 - 6 Month Extension (Pricing shall be the same as Option Year 4 IAW FAR 52.217-8).
The accelerated timeline for this combined synopsis/solicitation is to allow the awardee enough time to process country clearance requirements and any additional base access requirements.
*** Important Information to Consider ***
BASIS FOR AWARD:
In accordance with FAR 13.106-1(a)(2) offerors are notified that the award will be made to the lowest priced offeror that meets the minimum technical requirements in the PWS and this combined synopsis/solicitation. Offeror will be evaluated in accordance with FAR 13.106-2(b). Offerors must submit quotations for all items listed. Partial offers will not be considered for award.
In accordance with FAR 52.212-1(b)(4), offerors are reminded that as a minimum, offers must show a technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary.
The solicitation document and incorporated provisions and clauses are those in effect through FAR Federal Acquisition Circular (FAC) 2025-05 effective date: 08/07/2025, DFARS Change 01/17/2025 effective date: 01/17/2025, and DAFFARS Change 10/16/2024 effective date: 10/16/2024.
The Provisions and Clauses that are applicable to this solicitation and subsequent contract, that are incorporated by reference and provided in full text can be found in the "Provisions and Clauses" attachment (Attachment 2).
All offers must list SAM UEI number, CAGE code, and Federal TIN with Company name, POC, and phone number. If you need to obtain or renew a SAM UEI number or CAGE code, please visit https://www.sam.gov/portal/public/SAM/. Lack of registration in SAM database with the selected NAICS will make an offeror ineligible for award. The vendor must also be registered in Wide Area Workflow to receive payment through electronic funds transfer. If you are not currently registered, please visit the following website https://wawf.eb.mil/ to complete your registration.
DEADLINE:
Submit questions and quotes to TSgt Cloud and Mr. Barbacid via email: terrel.cloud@us.af.mil and borja.barbacid.1.es@us.af.mil
All questions must be submitted to the above by 19 September 2025 no later than 2:00 PM CEST.
All quotes must be received by 26 September 2025, no later than 3:30 PM CEST.
Update #1 ·
This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.
The Government is not responsible for any costs incurred or associated with preparation and submission of an offer in response to this solicitation. NO OFFERORS WILL BE COMPENSATED FOR SUBMITTING AN OFFER.
The 496 Air Base Squadron, Base Operations Support Section, Morón Air Base, Spain, is soliciting a requirement for Mail Room Clerk Services at Rota Naval Station, Spain in accordance with the attached Performance Work Statement (PWS). This procurement is in accordance with Federal Acquisition Regulation (FAR) Part 12, Acquisition of Commercial Items, and FAR Part 13, Simplified Acquisition Procedures, as supplemented. This procurement will be conducted as a Full and Open Competition. Award will be made to the lowest priced, responsible Offeror whose offer conforms to all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements.
Please refer to ALL the attached documents for all specifications and details.
*** Important Information to Consider ***
The required performance dates for the subsequent option periods will be determined at the time the option is exercised.
Please submit a quote that adheres to the requirements found in the attached PWS for a base period and four (4) option years. A sample CLIN structure as follows:
CLIN 0001 - Base Period
CLIN 1001 - Option Year 1
CLIN 2001 - Option Year 2
CLIN 3001 - Option Year 3
CLIN 4001 - Option Year 4
CLIN 5001 - 6 Month Extension (Pricing shall be the same as Option Year 4 IAW FAR 52.217-8).
The accelerated timeline for this combined synopsis/solicitation is to allow the awardee enough time to process country clearance requirements and any additional base access requirements.
*** Important Information to Consider ***
BASIS FOR AWARD:
In accordance with FAR 13.106-1(a)(2) offerors are notified that the award will be made to the lowest priced offeror that meets the minimum technical requirements in the PWS and this combined synopsis/solicitation. Offeror will be evaluated in accordance with FAR 13.106-2(b). Offerors must submit quotations for all items listed. Partial offers will not be considered for award.
In accordance with FAR 52.212-1(b)(4), offerors are reminded that as a minimum, offers must show a technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary.
The solicitation document and incorporated provisions and clauses are those in effect through FAR Federal Acquisition Circular (FAC) 2025-05 effective date: 08/07/2025, DFARS Change 01/17/2025 effective date: 01/17/2025, and DAFFARS Change 10/16/2024 effective date: 10/16/2024.
The Provisions and Clauses that are applicable to this solicitation and subsequent contract, that are incorporated by reference and provided in full text can be found in the "Provisions and Clauses" attachment (Attachment 2).
All offers must list SAM UEI number, CAGE code, and Federal TIN with Company name, POC, and phone number. If you need to obtain or renew a SAM UEI number or CAGE code, please visit https://www.sam.gov/portal/public/SAM/. Lack of registration in SAM database with the selected NAICS will make an offeror ineligible for award. The vendor must also be registered in Wide Area Workflow to receive payment through electronic funds transfer. If you are not currently registered, please visit the following website https://wawf.eb.mil/ to complete your registration.
DEADLINE:
Submit questions and quotes to TSgt Cloud and Mr. Barbacid via email: terrel.cloud@us.af.mil and borja.barbacid.1.es@us.af.mil
All questions must be submitted to the above by 19 September 2025 no later than 2:00 PM CEST.
All quotes must be received by 26 September 2025, no later than 3:30 PM CEST.
Files
| File | Type | Posted |
|---|---|---|
| Questions-answers for FA557525Q1002 Rota Mail Room Clerk Services UPDATED.docx | DOCX document | |
| Questions-answers for FA557525Q1002 Rota Mail Room Clerk Services.docx | DOCX document | |
| PWS UNIT MAIL ORDERLY 2025.pdf | ||
| Provisions and Clauses - Rota Mail Clerk.pdf |
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