BPA - Handling of diplomatic mail
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The U.S. Embassy to Belgium intends to issue a Blanket Purchase Agreement (BPA) for the handling of diplomatic mail between Brussels National Airport and the Embassy. This BPA is an overarching agreement with no initial financial commitment, allowing for future service requests. Companies specializing in this field are invited to provide indicative pricing. Proposals are due March 20, 2026, by 14:00 CET.
Scope of Work
The selected contractor will be responsible for the handling, transportation, and coordination of unclassified diplomatic mail. This includes:
- Incoming Mail: Picking up pouches from Brussels National Airport, processing through Belgian customs (Form 136F), delivering to the Embassy mailroom within 24 hours, and providing storage for weekend/after-hours arrivals.
- Outgoing Mail: Picking up pouches from the Embassy, transporting to Brussels National Airport, preparing for air freight, and ensuring handling aligns with destination requirements (e.g., Washington D.C., IAD).
- Documentation & Communication: Designating a fluent English-speaking Project Manager for coordination and providing shipment tracking updates.
- Compliance: Adhering to FAR 52.247-63 Preference for U.S.-Flag Air Carriers. Invoices without proper air carrier certification will be rejected.
- Holidays: No deliveries or pickups on Saturdays, Sundays, or U.S./Belgian legal holidays unless authorized.
Contract & Timeline
- Contract Type: Blanket Purchase Agreement (BPA)
- Period of Performance: Four (4) years, from April 1, 2026, to March 31, 2030.
- Estimated Value: Aggregate amount of all Calls shall not exceed 240,000.00 EUR. Total BPA value may not exceed $40,000 until the vendor is registered in SAM.
- Currency: All BPA Calls will be issued in EUR (Belgium).
- VAT: Exempt.
- Proposal Due: March 20, 2026, by 14:00 Central European Time (CET).
- Published: March 19, 2026.
Submission & Evaluation
Interested parties must download the attached package and submit their pricing information via email to BrusselsBids@state.gov. The email subject line must reference "Proposal 19BE2026Q0046 Handling of Diplomatic Mail". Proposals should be readable by MS Word, MS Excel, or Adobe PDF, with individual email sizes not exceeding 45 MB. Award may be made solely on the electronic proposal.
Eligibility / Set-Aside
This acquisition is being conducted using Simplified Acquisition Procedures in accordance with FAR Part 12. While no specific set-aside is designated, several FAR clauses related to small business concerns are incorporated by reference.
Additional Notes
It is compulsory for all companies doing business with the U.S. Government valued over $40,000 to register on SAM.gov. An NCAGE code is required for SAM registration. Interested parties are strongly encouraged to register as soon as possible to avoid delays. Contact Andrew Malandrino or Mariya Kyulyan at BrusselsBids@state.gov for inquiries.