Inbound Pouch Services

The US Embassy Madrid, Spain is interested in the acquisition of transportation and handling services of the unclassified inbound pouch.

The vendor shall provide/procure/produce all local/international documents to include, but not limited to air waybills, bills of landing, airline fuel tax adjustments, etc., required to accept, ship, receive, trans-ship, release, and transport (via air or surface) US Government (USG) unclassified Diplomatic pouches/shipments.

The vendor shall act as liaison between the USG and AENA, Guardia Civil, commercial airlines and surface transportation authorities by providing and sourcing all the necessary agency specific transportation documentation to include, but not limited, to commercial air waybills, surface transportation permits, etc.

For security reasons, diplomatic pouches cannot share transportation with any other goods.

The vendor shall interact using electronic, written and/or voice communication with commercial transportation entities on behalf of the USG in all matters related to the transportation, handling and movement of USG Diplomatic unclassified pouches/shipments to include, but not limited to, tracking late or lost shipments and/or pouches, etc.

The Embassy estimates at 45 inbound shipments per year.

The vendor shall support last-minute requirements (e.g., shipments with no advance arrival notification and short-notice (same day) requirements.

The vendor shall provide technical guidance for the movement/reception of nonstandard shipments:

1. Larger than average (single items over 100 kg, and/or larger than one cubic meter square)


2. Shipments that require specific documentation due to contents, i.e., hazardous material, biological, etc.


3. Transportation company specific requirements

The vendor shall provide, within two weeks from the date of the date of award, the following driver and vehicle information to maintain access to Embassy compound, solely for the purpose of picking up or delivery of unclassified Diplomatic Pouch/shipments.

1. First and Last name


2. Citizenship


3. ID Number


4. Drivers' vehicle information: License Plate, Color, Make and Model

Additionally, the vendor must notify the Mailroom Supervisor within 48 hours of drivers who are no longer assigned to the Embassy delivery route.

The vendor shall designate a telephone representative specifically dedicated to support during normal Embassy hours of operation (08:30 to 17:30, Monday through Friday) and provide an after-hours point of contact.

All work shall be performed from 08:30 to 17:30 hours, Monday through Friday. Other hours, if requested by the Contractor, may be approved by the Contracting Officer's Representative (COR). The Contractor shall give 24 hours in advance to COR who will consider any deviation from the hours identified above. Changes in work hours, initiated by the Contractor, will not be a cause for a price increase.