BPA - Mailroom Courier Services

Quick Summary

The U.S. Embassy Brussels (Department of State) is soliciting proposals for Mailroom Courier Services to establish multiple Blanket Purchase Agreements (BPAs). This opportunity aims to secure reliable and secure transportation of U.S. Government mail and packages between designated facilities within Belgium. Companies specializing in this field are invited to submit indicative pricing information. Proposals are due Friday, March 20, 2026, by 14:00 hours Central European Time (CET).

Scope of Work

This requirement includes:

• Primary Route: Daily courier services (Monday through Friday) between the American Embassy and St. Stevens-Woluwe (USAG/NSA). Tasks involve collecting outgoing mail by 08:00 AM and transporting it to USAG (NSA), then returning with incoming mail.
• Secondary Routes: Scheduled weekly services to Antwerp, Ardennes/Henri-Chapelle, and Flanders Field, transporting documents and boxes (approximately 2-20 kg).
• Special Requirements: A dedicated, vetted primary driver with permanent access to the USAG (NSA) facility is required for the DPO mail route, with no subcontracting permitted for this service. An alternate driver must be designated for emergencies. Courier vehicles must be equipped with a lockable cargo area for tamper-evident seals, and replacement vehicles must be available.

Contract Details

• 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.

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 email subject line must reference "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, ensuring competition among established BPA contractors.

Eligibility & Registration

• Set-Aside: None specified; the solicitation aims for maximum practicable competition.
• SAM.gov Registration: It is compulsory for all companies doing business with the U.S. Government valued over $40,000 to register on www.sam.gov. An NCAGE code is required for SAM registration. Interested parties are strongly encouraged to register as soon as possible to avoid award delays.