Draft Statement of Work Outbound Mail Ops

DRAFT

Department of Homeland Security (DHS)
Federal Emergency Management Agency (FEMA)

STATEMENT OF WORK

Outbound Mail Operations Support
June 1, 2026

PROCUREMENT SENSITIVE INFORMATION:

This document contains non-public information intended for use on a need-to-know basis within FEMA only. Please protect this document as procurement sensitive and handle accordingly.

1. BACKGROUND

The Federal Emergency Management Agency (FEMA), a component of the U.S. Department of Homeland Security, is authorized pursuant to the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended (42 U.S.C. Chapter 68), to assist individuals and households following Presidentially declared disasters and emergencies. In cooperation with state governments, FEMA provides grant assistance to disaster victims in accordance with the Act. These programs receive extensive visibility from the highest levels of federal, state, and local governments and are continually reported on in the public media.
Disaster declarations and resulting assistance applications create a need to process large quantities of outbound applicant correspondence in a short timeframe. Privacy, accuracy, and timely delivery of services are required to ensure the needs of the disaster applicant are met through the most expedient means possible. FEMA has determined the most efficient way to manage an outbound mail operation is through contractor support.

2. PURPOSE

This contract supports FEMA’s Individuals and Households Program (IHP) by providing readiness and surge resources for disaster applicants’ correspondence. The contractor will establish mail operations with an adequate infrastructure and qualified, trained staff. The contractor shall be ready at the time of a declared disaster to begin processing outbound correspondence to applicants from designated geographical area(s) covered by each Presidential Declaration for Individual Assistance (IA). 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 outbound mail includes selecting and printing documents, inserting correspondence into envelopes, sealing envelopes, applying postage, pre-sorting outbound correspondence for optimal savings to the government, and inserting into the