US Embassy Antananarivo: Outgoing Mail Services
Closed Solicitation Posted
- Solicitation number
- PR15204588
- Agency
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Department of State
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 561431 Private Mail Centers
- Place of performance
- Antananarivo Antananarivo Madagascar
- Points of contact
-
- Ruth Rajaona antancontracts@state.gov
Notice details come from SAM.gov. Updated .
About this opportunity
The US Embassy Antananarivo is seeking a contractor to provide diplomatic mail services through the Department of State. The services require weekly pickup of diplomatic mail from the American Embassy every Thursday between 1400-1500 hours, with alternative Friday pickup at 1200 if the embassy is closed. The contractor must transport approximately 160-250kg of diplomatic cargo monthly from Ivato Airport to Dulles Airport, with individual shipments weighing 20-200kg dispatched every 1-2 weeks. All diplomatic cargo must remain uninspected throughout the shipping process and consists of diplomatically sealed bags and crates. The contractor is responsible for customs clearance, flight confirmation, delay notifications, and delivery confirmation to the embassy mailroom via email. Proposals are due October 10, 2025, and must include minimum shipping prices, price per kilogram, flight routings, and average delivery timeframes.
This solicitation does not utilize any set-aside designations and will be open to all qualified contractors. No incumbent contractors or current service providers are identified in the notice. While specific contract values or budget ranges are not disclosed, the scope involves consistent monthly volumes of 160-250kg of diplomatic materials requiring regular transportation services. The primary place of performance is Antananarivo, Madagascar, with services extending to Ivato Airport for international shipment processing. The contract falls under NAICS code 561431 for Private Mail Centers and PSC category R604 for Administrative Support Mailing/Distribution services. Coordination with embassy mailroom staff via Antananarivo-Mailroom-dl@state.gov is required for scheduling confirmations and delivery notifications throughout the contract period.
Notice text
American Embassy Antananarivo is looking for a company to provide the following services:
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Pick up Diplomatic mail at the American Embassy in Antananarivo every Thursday between 1400 – 1500. In the case the embassy is closed on a Thursday, pickup shall be attempted the following Friday at 1200. Approximately, 160kg to 250kg per month of Diplomatic Cargo to Dulles Airport from Ivato Airport. These will be dispatched in shipments every 1-2 weeks. There will be no minimum or maximum weights per shipment. Each shipment is expected to weigh between 20kg – 200kg. Each shipment will consist of Diplomatically sealed bags and/ or crates. All Diplomatic cargo must not be inspected in anyway prior, during, or after shipment by the shipper, government agency, or any other entity.
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Take all cargo from the US Embassy and take to Ivato Airport and the Department of State will pick up all cargo to Dulles.
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Contact the embassy mailroom via email to Antananarivo-Mailroom-dl@state.gov to confirm the embassy will be open on the Tuesday prior to the scheduled pickup day. In the event the embassy is closed on Thursday and Friday of a given week, coordinate with the mailroom staff for an ad hoc schedule via the same email.
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Transport shipments to the airport and process the customs clearance.
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Vendor is responsible for ensuring the Diplomatic mail has shipped. Confirmation of shipment or notifications of flight delays or cancellations is required when they occur. Email the embassy mailroom with the information when the events occur.
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Deliver shipments to addressed facility in Virginia, USA. Provide confirmation of the delivery to the American Embassy mailroom via email to Antananarivo-Mailroom-dl@state.gov.
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Provide bills of services related to shipments to the American Embassy after delivery confirmation.
Please provide your quotes to the US Embassy at the below address: all quotes should include any minimum shipping prices, price per KG, flight routings, and average time for shipments to arrive in Dulles.
Your bid must be good for 30 days and must be submitted no later than Friday, October 10, 2025 at 13:00pm attn: Rajaona Ruth at rajaonarh@state.gov - GSO Antananarivo – US Embassy – Lot 207A Point Liberty – Andranoro - Antehiroka
Also send any related question to the above email address.
Monthly payment will be made after receipt of consolidated invoice stating all the service rendered during the month. Payment is net 30 days and will be made by bank transfer.
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