BPA - Mailroom Courier Services

Form / Attachment / Pricing Sheet

This document appears to be a pricing sheet or a component of a solicitation for Mailroom Courier Services under a Blanket Purchase Agreement (BPA). It outlines specific transport routes and associated service descriptions, with columns for frequency, unit cost, and total cost, intended for bidders to provide pricing information.

• Transport 1: Mail delivery to/from American Embassy Brussels to/from Antwerp region (48km). Goods are documents/mail bags/boxes (2-20 kg). Frequency/Month is listed as 12.
• Transport 2: Mail delivery to/from American Embassy Brussels to/from Ardennes region and Henri Chapelle region (188km). Goods are documents/mail bags/boxes (2-20 kg). Frequency/Month is listed as 5.
• Transport 3: Mail delivery to/from American Embassy Brussels to/from Flanders Field (80km). Goods are documents/mail bags/boxes (2-20 kg). Frequency/Month is listed as 5.
• DPO Daily Courier Services: Mail delivery to/from American Embassy Brussels to/from St. Stevens-Woluwe (6km). Frequency/Month is listed as 21.

This document is crucial for potential bidders as it details the specific courier services required, including routes, distances, types of goods, and estimated monthly frequencies. Bidders must use this information to calculate and submit their unit and total costs for each service, which will likely be a key factor in the evaluation process.

Solicitation / RFP / RFQ

This solicitation seeks to establish multiple Blanket Purchase Agreements (BPAs) for Mailroom Courier Services for the U.S. Embassy Brussels. The goal is to provide secure and reliable mailroom courier services for the transportation of U.S. Government mail and packages between designated U.S. Government facilities within Belgium.

• Primary Route: Daily courier services between the American Embassy and St. Stevens-Woluwe, Monday through Friday. Tasks include collecting outgoing mail by 08:00 AM and transporting it to USAG (NSA), returning with incoming mail.

• Secondary Routes: Scheduled weekly services to Antwerp, Ardennes/Henri-Chapelle, and Flanders Field. Cargo for these routes includes documents and boxes, approximately 2-20 kg.

• Special Requirements:

  • No subcontracting for courier services between the American Embassy and USAG (NSA).
  • A dedicated, vetted primary driver with permanent access to the USAG (NSA) facility is required for the DPO mail route.
  • An alternate driver must be designated for emergencies and will be escorted by U.S. Embassy personnel.
  • Courier vehicles must be equipped with a lockable cargo area for tamper-evident seals, and replacement vehicles must be available.

• Contract Type: Multiple Blanket Purchase Agreements (BPAs).

• Period of Performance: Four (4) years, from April 1, 2026, to March 31, 2030.

• Estimated Value: Individual BPA Calls shall not exceed the Simplified Acquisition Threshold (SAT). The aggregate amount of all Calls against this BPA shall not exceed 240,000.00 EUR. The 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.

• Acquisition Method: Simplified Acquisition Procedures in accordance with FAR Part 12.

• Proposal Submission Deadline: Friday, March 20, 2026, by 14:00 hours Central European Time (CET).

• Submission Method: Electronic proposals via email to Brusselsbids@state.gov. Subject line: "Proposal 19BE2026Q0047 – Mailroom Courier Services".

• Evaluation: Award will be made on a best-value basis, considering price and other factors such as technical capability, proposed schedule, and availability. Award may not necessarily go to the lowest-priced offeror.

• BPA Call Issuance: Quotations will be solicited from all BPA holders for each requirement, with competition among established BPA contractors.

• The solicitation aims for maximum practicable competition.

• Various FAR clauses related to small business concerns, set-asides, and preferences are incorporated by reference.

• The document incorporates numerous FAR clauses by reference, covering terms and conditions, payment, invoicing, and other requirements.

• The Contracting Officer's Representative (COR) for this contract is the Mailroom Supervisor.