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 establish a Blanket Purchase Agreement (BPA) for the Handling of Diplomatic Mail between Brussels National Airport and the Embassy. This BPA is an overarching agreement, not an immediate financial commitment, allowing for future service requests. Companies specializing in courier and messenger services are invited to provide indicative pricing. Proposals are due March 20, 2026.
Scope of Work
This BPA covers the handling, transportation, and coordination of unclassified diplomatic mail. Key requirements include:
- Incoming Mail: Pick up from Brussels National Airport, process through Belgian customs (Form 136F), deliver to Embassy mailroom within 24 hours, and provide storage for off-hours arrivals.
- Outgoing Mail: Pick up from Embassy mailroom, transport to Brussels National Airport, prepare for air freight, and ensure handling aligns with destination requirements (e.g., Washington D.C., IAD).
- Documentation & Communication: Designate a fluent English-speaking Project Manager and provide shipment tracking updates.
- Compliance: Adherence to FAR 52.247-63 Preference for U.S.-Flag Air Carriers is mandatory.
- Service Limitations: No deliveries or pickups on Saturdays, Sundays, or U.S./Belgian legal holidays unless specifically authorized.
Contract Details
- 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.
- VAT: Exempt.
- Set-Aside: Open competition under Simplified Acquisition Procedures (FAR Part 12). FAR clauses related to small business concerns are incorporated by reference.
Submission & Evaluation
- 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. The subject line must read: "Proposal 19BE2026Q0046 Handling of Diplomatic Mail".
- Format: Readable by MS Word, MS Excel, or Adobe PDF. Individual email size not to exceed 45 MB.
- Evaluation: Award may be made solely on the electronic proposal.
Additional Notes
Interested parties must be registered on SAM.gov (System for Award Management) for contracts valued over $40,000. An NCAGE code is required for SAM registration. Early registration is strongly encouraged to avoid award delays. Contact Andrew Malandrino or Mariya Kyulyan at BrusselsBids@state.gov for inquiries.