Diplomatic Pouch Delivery Service

Solicitation / RFP / RFQ

This is a combined synopsis and solicitation (RFQ) for a Firm Fixed Priced Indefinite Delivery Indefinite Quantity (IDIQ) contract for Diplomatic Pouch Airport Service on behalf of the U.S. Embassy Moscow, Russia. Annual firm-fixed price task orders will be issued under this IDIQ contract. The contract is unfunded, with funding for the guaranteed minimum to be issued at the time of contract award.

The contractor shall provide logistic services including in-country customs clearance, pick-up, and delivery of U.S. Government diplomatic pouch shipments within the Russian Federation. Specific services include:

• Outbound Shipment Services (Embassy to Airport): Transportation, customs duties, loading/unloading, and reporting of outbound mail. Includes fuel and security charges for air cargo shipments.

• Inbound Shipment Services (Airport to Embassy): Transportation, loading/unloading of mail, and administrative/handling charges. Airport fees are to be billed at the exact rate charged by the airport, with no markups, and receipts must be submitted.

• Storage Fees: For inbound Diplomatic Pouch shipments.

• Delivery/Pick Up Fee: Per trip for round trips between the airport and embassy.

• Perishable Shipments: Special handling for cold-chain shipments (e.g., medicine).

• Contract Type: Firm Fixed Priced IDIQ

• Period of Performance: One (1) base year and four (4) option years. Services expected to start in September 2026.

• Place of Performance/Delivery: Moscow, Russia.

• Minimum Guarantee: $5,000.00 or equivalent in local currency.

• Maximum Dollar Value: $350,000.00 for the entire contract life.

• Questions Due: April 29, 2026, 1500hrs CET via email.

• Quotations Due: May 15, 2026, 1500hrs CET via email.

• Evaluation Factors: Technical Compliance, Past Performance, and Price. Award will be based on best value using a comparative evaluation process.

• Key Personnel: Project Manager with at least 3 years of relevant experience, able to converse in English and Russian.

• This acquisition is not set aside for small business concerns.

• It is a Full and Open Competition.

• Offerors must have an active SAM registration.

• The solicitation incorporates provisions and clauses by reference, accessible at www.acquisition.gov.

• Offerors must submit a Recruitment Plan and potentially a Housing Plan if employing Third Country Nationals (TCNs).

• A zero-tolerance policy towards trafficking in persons is in effect; failure to provide required documentation may result in removal from competition.

Form / Attachment / Pricing Sheet

This document provides instructions for completing Form W-14, "Certificate of Foreign Contracting Party Receiving Federal Procurement Payments." This form is used by foreign contracting parties to claim an exemption from the 2% tax imposed by Section 5000C of the Internal Revenue Code on specified federal procurement payments.

• Who must provide Form W-14: Foreign contracting parties receiving specified federal procurement payments who are seeking an exemption from the 2% tax.
• When to provide: Before earning or receiving payments, ideally when submitting an offer, but no later than contract execution. A revised form is required within 30 days of any change in circumstances.
• Exemptions: Claims can be made based on international agreements (tax treaties) or if goods/services are produced/performed in the United States. The document lists countries with qualified income tax treaties.
• Definitions: Clarifies terms such as "acquiring agency," "foreign contracting party," "international procurement agreement," and "specified federal procurement payment."

Foreign entities bidding on U.S. government contracts that involve specified federal procurement payments must understand and use this form to claim potential tax exemptions. Failure to provide the form or providing incorrect information could result in the 2% tax being withheld. Bidders should review the definitions and exemption criteria to determine their eligibility and ensure accurate completion of the form.

Form / Attachment / Pricing Sheet

This document is IRS Form W-14, Certificate of Foreign Contracting Party Receiving Federal Procurement Payments. It is used by foreign entities to certify their status for tax purposes related to federal procurement payments.

• Part I: Identification - Collects information about the foreign contracting party and the acquiring agency, including names, addresses, and contract numbers.
• Part II: Exemption Based on an International Agreement - Allows for claiming relief from tax under section 5000C pursuant to an international agreement (e.g., a tax treaty).
• Part III: Exemption Based on an International Procurement Agreement or Because Goods/Services Produced/Performed in the United States - Addresses exemptions related to international procurement agreements or the origin of goods/services.
• Part IV: Explanation - Requires detailed explanations for exemptions claimed in Part II or Part III, including specific provisions, countries, and allocation methods for contract prices.
• Part V: Certificate - A declaration by the foreign person, under penalties of perjury, affirming the accuracy of the information and acknowledging tax obligations.

Foreign entities bidding on federal contracts may need to complete and submit this form to the acquiring agency to claim tax exemptions or to provide necessary tax-related information. Bidders should review the form and its instructions to understand the requirements for their specific situation and ensure accurate completion to avoid potential tax liabilities or delays in payment.

Form / Attachment / Pricing Sheet

This document, "Attachment C - Past Performance.docx," is a Contract Information Sheet / Experience Listing form. It is designed to collect detailed information about an offeror's past contracts to evaluate their past performance and experience. Bidders are instructed to complete one listing/form per contract.

• Offeror Information: Name of the firm.
• Contract Details: Contract Title, Contract Number, Owner of the project, Contract Amount (at award and completion), Contract Start Date, Original and Actual Completion Dates.
• Contact Information: Primary and Alternate points of contact for performance evaluation, including phone numbers and email addresses.
• Offeror's Role: Specification of whether the offeror was a Prime Contractor or Joint Venture Partner, including percentage of work for joint ventures.
• Contract Description: A detailed description of the contract, emphasizing similarities to the current solicitation's project and potential issues.

This form is crucial for bidders to demonstrate their relevant experience and past performance. The detailed information required, particularly the description of contract similarities and potential issues, will be used by the government to assess the offeror's capability to successfully perform the work outlined in the solicitation. Completing this form accurately and thoroughly is essential for a strong proposal.

Form / Attachment / Pricing Sheet

This document, "Attachment B – Key Personnel and Resumes," outlines the requirements for key personnel that must be assigned to the contract. It specifies that the contractor shall assign the listed key personnel to the identified position/function.

• Project Manager: Position identified.
• Contractor Responsibility: The contractor must assign the specified key personnel.
• Offeror Requirement: Offerors are required to provide the experience of these individuals by adding their resumes.
• Contingency: If the proposed individuals are not current employees, a letter of intent must be provided.

Bidders must identify and provide documentation (resumes or letters of intent) for the specified key personnel, particularly the Project Manager, as part of their proposal submission. This demonstrates the availability and qualifications of the required team members.

Form / Attachment / Pricing Sheet

This document contains required representations and certifications that offerors must complete and submit as part of their proposal. It includes provisions related to responsibility matters, tax compliance, foreign procurements, and security prohibitions.

• 52.209-7 Information Regarding Responsibility Matters: Requires offerors to disclose information regarding active Federal contracts/grants exceeding $10,000,000 and any related responsibility matters reported in FAPIIS within the last five years.
• FAR 52.209-12 Certification Regarding Tax Matters: For proposals exceeding $7 million, offerors must certify they have filed required Federal tax returns, have not been convicted of certain tax offenses, and have no unsatisfied tax assessments older than 90 days.
• 52.229-11 TAX ON CERTAIN FOREIGN PROCUREMENTS—NOTICE AND REPRESENTATION: Requires foreign persons to represent their status and claim exemptions (if any) using IRS Form W-14. A 2% tax may apply to specified Federal procurement payments to foreign persons.
• FAR 40.204-90 Security Prohibitions and Exclusions Representations and Certifications: Requires offerors to represent compliance with prohibitions related to covered telecommunications equipment/services, FASCSA orders, restricted business operations in Sudan, and sensitive technology to Iran. Disclosure is required for any non-compliance.
• DEFENSE BASE ACT - COVERED CONTRACTOR EMPLOYEES: Requires offerors to indicate if specific categories of employees (US citizens/residents, individuals hired in the US, local/third country nationals) will be employed and to provide the number of such employees. It also notes DBA insurance requirements.

Completing these representations and certifications accurately is mandatory for proposal submission. Failure to provide the required information or making false certifications can impact eligibility for award. Offerors must carefully review each provision to ensure compliance and understand potential implications, particularly regarding foreign persons, tax matters, and security restrictions.