US Embassy Antananarivo: Outgoing Mail Services

American Embassy Antananarivo is looking for a company to provide the following services:

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  Pick up Diplomatic mail at the American Embassy in Antananarivo every Thursday between 1400 – 1500.  In the case the embassy is closed on a Thursday, pickup shall be attempted the following Friday at 1200.  Approximately, 160kg to 250kg per month of Diplomatic Cargo to Dulles Airport from Ivato Airport. These will be dispatched in shipments every 1-2 weeks. There will be no minimum or maximum weights per shipment. Each shipment is expected to weigh between 20kg – 200kg. Each shipment will consist of Diplomatically sealed bags and/ or crates. All Diplomatic cargo must not be inspected in anyway prior, during, or after shipment by the shipper, government agency, or any other entity.

  
  

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  Take all cargo from the US Embassy and take to Ivato Airport and the Department of State will pick up all cargo to Dulles.

  
  

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  Contact the embassy mailroom via email to Antananarivo-Mailroom-dl@state.gov to confirm the embassy will be open on the Tuesday prior to the scheduled pickup day.  In the event the embassy is closed on Thursday and Friday of a given week, coordinate with the mailroom staff for an ad hoc schedule via the same email.

  
  

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  Transport shipments to the airport and process the customs clearance.

  
  

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  Vendor is responsible for ensuring the Diplomatic mail has shipped.  Confirmation of shipment or notifications of flight delays or cancellations is required when they occur.  Email the embassy mailroom with the information when the events occur.

  
  

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  Deliver shipments to addressed facility in Virginia, USA.  Provide confirmation of the delivery to the American Embassy mailroom via email to Antananarivo-Mailroom-dl@state.gov.

  
  

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  Provide bills of services related to shipments to the American Embassy after delivery confirmation.

  
  

Please provide your quotes to the US Embassy at the below address: all quotes should include any minimum shipping prices, price per KG, flight routings, and average time for shipments to arrive in Dulles.

Your bid must be good for 30 days and must be submitted no later than Friday, October 10, 2025 at 13:00pm attn: Rajaona Ruth at rajaonarh@state.gov - GSO Antananarivo – US Embassy – Lot 207A Point Liberty – Andranoro - Antehiroka

Also send any related question to the above email address.

Monthly payment will be made after receipt of consolidated invoice stating all the service rendered during the month. Payment is net 30 days and will be made by bank transfer.