J&A Notification - Inbound Mail Operations

The Inbound Mail Operations contract supports FEMA’s Individuals and Households Program (IHP) by providing readiness and surge resources for disaster applicants’ correspondence. This contract seeks to establish contractor mail operations with an adequate infrastructure and qualified, trained staff.

The contractor operation shall be ready at the time of a declared disaster to begin accepting and processing inbound correspondence from disaster applicants in the designated geographical area(s) covered by each Presidential Declaration for Individual Assistance (IA) which is mailed to the FEMA facility in Hyattsville, Maryland.

Whenever possible, FEMA will seek to provide the contractor with early notice of impending disaster declarations and projected volumes, but due to the nature of disaster activity this may not always be feasible. Therefore, the contractor shall make all necessary preparations and maintain adequate infrastructure to meet all requirements as they are received.

The processing of inbound mail includes mail pickup or receipt, document preparation, translation of non-English correspondence into English, scanning, tracking, filing, preparation of documents for National Archives and Records Administration (NARA) temporary storage of archive prepped documents, and, if needed, splitting of a fax/eCorrespondence document if more than one application is contained in a fax/eCorrespondence transmission.