Request For Information (RFI) - Inbound Mail Operations Services

                                                                       REQUEST FOR INFORMATION (RFI)

                                                                           INBOUND MAIL OPERATIONS

Federal Emergency Management Agency (FEMA) is seeking to establish contractor mail operations with an adequate infrastructure and qualified, trained staff.  This contract supports FEMA’s Individuals and Households Program (IHP) by providing readiness and surge resources for disaster applicants’ correspondence.

NOTIFICATION:

This is a Sources Sought Notice. The purpose of this notice is to obtain information regarding the 1) availability and capability of qualified sources and 2) availability of capable firms to provide the contemplated requirements listed within the DRAFT SOW. The information provided herein is for informational purposes only. THIS NOTICE IS NOT A REQUEST FOR PROPOSAL. This notice is issued for information and planning purposes only and does not itself constitute a Request for Proposal (RFP). The Government does not intend to award a contract based only on responses to this Sources Sought Notice.

BACKGROUND:

The Federal Emergency Management Agency (FEMA), a component of the U.S. Department of Homeland Security, is authorized, pursuant to the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended (42 U.S.C. Chapter 68), to assist individuals and households following Presidentially-declared disasters and emergencies. In cooperation with state governments, FEMA provides assistance to disaster victims in accordance with the Act. These programs receive extensive visibility from the highest levels of federal, state, and local governments and are continually reported on in the public media.

Disaster declarations and resulting assistance applications create a need to process large quantities of inbound applicant correspondence in a short timeframe. Privacy, accuracy, and timely delivery of services are required to ensure that the needs of the disaster applicant are met through the most expedient means possible.

FEMA has determined that contractor support services are the most efficient way to manage the inbound mail operations.

REQUEST FROM INDUSTRY:

RFI Responses shall include the following information in the order below:

1. Cover Sheet:

i. DUNS#

ii. Company Name and Address

iii. Point of Contact: Name, Title, Email Address and Phone Number

iv. Socioeconomic Business Type (e.g., HUBZone small business concern, service-disabled veteran-owned small business firm, 8(a) contractor, woman-owned small business, small business, or large business concern). Also, business size in relation to the NAICS code size standards assigned to this acquisition.

v. GSA Schedule Number, Contract Number, and Period of Performance and/or DHS Strategic Sourcing Vehicle Category Name and Contract Number, if applicable.

vi. Website (if applicable)

2. Contractor Capability Statement: Interested vendors are encouraged to submit capability statements outlining their pertinent experience(s) in providing the requested services. [No more than three (3) pages in length.]

i. Summary of relevant projects showing capabilities related to mail processing operations and disaster operations.

ii. Past performance in mail processing operations and disaster operations.

3. Contractor Responses to RFI Questions. [No more than three (3) pages in length.]

QUESTIONS TO THE INDUSTRY:

See attachment one (1) RFI, attachment two (2) Questions and attachment three (3) Draft Statement of Work (SOW).

RESPONSE FORMAT:

To better assist in the review of submittals to this RFI, respondents are encouraged to prepare a capabilities statement and respond to the questions in a format that closely adheres to the following:

The document format shall be either Microsoft Word (.doc or .docx), or Adobe Acrobat (.pdf) formats. Responses shall be prepared using 12 pt. font, 1-inch margins, and 8.5” by 11” paper and shall not exceed six (6) pages total in length, including images, data displays, charts, graphs, and tables.

Respondents are encouraged to ensure that their submittals are complete and address all items outlined within this notice. Respondents may provide additional promotional literature in addition to their response if the literature conforms to the response format.

RESPONSE DEADLINE AND POINT OF CONTACT INFORMATION:

FEMA will only consider submissions in response to this notice that are in the form of Microsoft Word and/or PDF (searchable format) documents attached to emails received no later than February 14, 2025. No phone calls will be accepted or returned.

POINTS OF CONTACT:

Contract Specialist, Marcia Irizarry-Snyder at marcia.irizarrysnyder@fema.dhs.gov

Contract Officer, Oneko Dunbar at Oneko.Dunbar@fema.dhs.gov