2025-R-060 (RFP) Senate Document Management System.pdf

SECTION A – SOLICITATION/CONTRACT FORM

SOLICITATION, OFFER AND AWARD

1. CONTRACT NO. SOLICITATION NO.

2025-R-060

2. TYPE OF SOLICITATION

3. EFFECTIVE DATE

See Block 22

4. REQUISITION/

PURCHASE NO.

N/A

5. ISSUED BY CODE 6. ADDRESS THE OFFER TO (if other than Item 5)

Office of the Sergeant at Arms United States Senate Senate Office Building Washington, DC 20510-7207

Attn: Contracts Department Office of the Sergeant at Arms United States Senate 2 Massachusetts Avenue, NE Washington, DC 20002

SOLICITATION

7. FOR INFORMATION

E-MAIL

A. NAME: Charles Blalock Procurement and Contracting Specialist

B. EMAIL: acquisitions@saa.senate.gov

8. TABLE OF CONTENTS

SEC DESCRIPTION PAGE(S) SEC DESCRIPTION PAGE(S)

PART I – THE SCHEDULE

A SOLICITATION/CONTRACT FORM I CONTRACT CLAUSES

B SUPPLIES OR SERVICES AND PRICE/COSTS

C STATEMENT OF WORK J LIST OF ATTACHMENTS

D PACKAGING AND MARKING K REPRESENTATIONS AND CERTIFICATIONS

E INSPECTION AND ACCEPTANCE L INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

F DELIVERIES OR PERFORMANCE

G CONTRACT ADMINISTRATION DATA M EVALUATION FACTORS FOR AWARD

H SPECIAL CONTRACT REQUIREMENTS N CONTRACTOR PROPOSAL

OFFER (Must be fully completed by Offeror)

9. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (90 calendar days unless a different period is inserted by the Offeror) from the date of receipt of offers specified above, to furnish any of the items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the specified schedule.

10. ACKNOWLEDEMENT OF AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

(The Offeror acknowledges receipt of amendments to the SOLICITATION for Offerors and related documents numbered and dated:

11A. NAME TIN NO Dunn & Bradstreet

12. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

AND ADDRESS

OF OFFEROR

OFFER (Type or Print)

11B. TELEPHONE NO. 11C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE - ENTER SUCH ADDRESS

IN SCHEDULE

13. SIGNATURE 14. DATE SIGNED

AWARD (To be completed by Senate)

15. ACCEPTED AS TO ITEMS NUMBERED 16. AMOUNT

In accordance with purchase orders issued under this contract

16. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 19 (4

copies unless otherwise specified)

ITEM

18. ADMINISTERED BY (If other than Item 5) CODE 19. PAYMENT WILL BE MADE BY CODE

Office of the Sergeant at Arms United States Senate Financial Department Washington, DC20510-7205

20. NAME OF CONTRACTING OFFICER

David W. Baker

21.UNITED STATES SENATE (signature of Contracting Officer) 22. DATE SIGNED

IMPORTANT — Award will be made on this Form, or other authorized official written notice mailto:acquisitions@saa.senate.gov

Section B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 Scope

The United States Senate (“Senate”), Office of the Sergeant at Arms (“SAA”) seeks to modernize its document management capabilities through a solution architecture (“Solution”) that best addresses the unique workflows, business needs, and technical requirements of Senate stakeholder groups within diverse operation units. The Senate currently utilizes an on-premises deployment of Hyland OnBase (“Legacy System”) to support document management, workflows, and operational needs.

This procurement encompasses a comprehensive Solution including all software, professional services, and ongoing support necessary to achieve the Senate’s objectives. The Senate welcomes proposals for various technical approaches, including but not limited to:

• Enhancements, upgrades, and optimizations to OnBase to align with current operational needs;

• A unified replacement Enterprise Content Management (ECM) system that meets all requirements;

• A disaggregated (non-ECM) modular approach consisting of various specialized software tools;

• A hybrid model combining core ECM capabilities with specialized software and tools; or

• Any other innovative architecture that achieves the Senate’s document management objectives.

B.2 Contract Type

This is a Firm Fixed Price (FFP) and Labor Hour (LH) contract for the software and services required in the execution of this contract. All pricing shall be fully burdened with all administrative costs, inclusive of local travel, local transportation, and other direct costs (ODCs), unless specifically identified and agreed upon by the Senate. The Senate expects to issue a single award but may issue multiple awards if it is deemed advantageous.

B.3 Term

The contract includes a base period and five (5) one-year option periods for ongoing support, if exercised by the Senate.

B.4 Price Re-determination and Adjustment

The Contractor may offer a price reduction at any time, effective upon the date offered by the Contractor, applicable to all services performed on or after the effective date. Price increases must be mutually agreed to and incorporated into the Contract through a modification hereto.

B.5 Price Schedule

The Contractor shall provide firm fixed and labor hour pricing for the tasks specified in the below table.

Prices should be calculated based on the total costs for each performance period (the base period and each one-year option period).

Contractors shall provide a combined price for all software costs including modules, components, features, licenses, and other purchases required for the proposed Solution for 100 concurrent users.

Table B.5 – Price Schedule BASE PERIOD: Es�mate January 1, 2026 – December 31, 2026 CLIN Descrip�on Unit Quan�ty Price (USD) Total Price 001 So�ware (100 users) (FFP) MONTH 12 $0.00 $0.00

002 Assessment, Discovery and Gap Analysis (FFP) - Task 1 Section C.4.2 LOT 1 $0.00 $0.00

Solution installation and implementation (FFP) - Task 2 Section

C.4.3 LOT 1 $0.00 $0.00

Data migration and legacy system support services (once) (FFP) - Task 3 Section C.4.4 LOT 1 $0.00 $0.00

005 Quality assurance and testing (FFP) - Task 4 Section C.4.5 LOT 1 $0.00 $0.00

Initial training program for system admin and stakeholder groups (FFP) - Task 5 Section C.4.6 LOT 1 $0.00 $0.00

007 System documentation (FFP) - Task 6 Section C.4.7 LOT 1 $0.00 $0.00

008 Acceptance Period Support (FFP) - Task 7 Section C.4.8 LOT 1 $0.00 $0.00

Technical support and maintenance (FFP) - Task 8 Section C.4.9.1 and

C.4.9.2 MONTH 12 $0.00 $0.00

Additional professional services (hourly as needed) (LH) - Task 8 Section C.4.9.3 HOUR 1 $0.00 $0.00

011 Additional training (hourly as needed) (LH) - Task 8 Section C.4.9.4 HOUR 1 $0.00 $0.00

012 Technical advisory services (FFP) - Task 8 Section C.4.9.5 LOT 1 $0.00 $0.00

TOTAL PRICE – BASE PERIOD $0.00

OPTION PERIOD 1: January 1, 2027 – December 31, 2027 CLIN Descrip�on Unit Quan�ty Price (USD) Total Price 101 So�ware (100 users) (FFP) MONTH 12 $0.00 $0.00

Technical support and maintenance

(FFP) MONTH 12 $0.00 $0.00

Additional training (hourly as needed)

(LH) HOUR 1 $0.00 $0.00

Additional professional services (hourly as needed) (LH) HOUR 1 $0.00 $0.00

TOTAL PRICE – OPTION YEAR 1 $0.00

OPTION PERIOD 2: January 1, 2028 – December 31, 2028

201 So�ware (100 users) (FFP) MONTH 12 $0.00 $0.00

Technical support and maintenance

(FFP) MONTH 12 $0.00 $0.00

Additional training (hourly as needed)

(LH) HOUR 1 $0.00 $0.00

Addi�onal professional services (hourly as needed) (LH) HOUR 1 $0.00 $0.00

TOTAL PRICE – OPTION YEAR 2 $0.00

OPTION PERIOD 3: January 1, 2029 – December 31, 2029

301 So�ware (100 users) (FFP) MONTH 12 $0.00 $0.00

Technical support and maintenance

(FFP) MONTH 12 $0.00 $0.00

Additional training (hourly as needed)

(LH) HOUR 1 $0.00 $0.00

Addi�onal professional services (hourly as needed) (LH) HOUR 1 $0.00 $0.00

TOTAL PRICE – OPTION YEAR 3 $0.00

OPTION PERIOD 4: January 1, 2030 – December 31, 2030

401 So�ware (100 users) (FFP) MONTH 12 $0.00 $0.00

Technical support and maintenance

(FFP) MONTH 12 $0.00 $0.00

Additional training (hourly as needed)

(LH) HOUR 1 $0.00 $0.00

Addi�onal professional services

TOTAL PRICE – OPTION YEAR 4 $0.00

OPTION PERIOD 5: January 1, 2031 – December 31, 2031

501 So�ware (100 users) (FFP) MONTH 12 $0.00 $0.00

Technical support and maintenance

(FFP) MONTH 12 $0.00 $0.00

Additional training (hourly as needed)

(LH) HOUR 1 $0.00 $0.00

Addi�onal professional services

TOTAL PRICE – OPTION YEAR 5 $0.00

SECTION C – STATEMENT OF WORK

C.1 Background

The current on-premises implementation of Hyland OnBase supports document management, workflows, and operational needs across multiple diverse stakeholder groups. The current system contains approximately 1.8 TB of data, 2 million files, and currently supports around 42 active users. A summary overview of stakeholder use cases and their operational needs can be found in Attachment J-02, Requirements Matrix (Section 9).

C.2 Scope of Work

The Contractor shall:

a. Provide all software licenses, tools, and components necessary for a complete Solution;

b. Implement and configure the proposed Solution to meet Senate requirements;

c. Establish workflow replacements and improvements that meet the business needs of current use cases;

d. Migrate of all content, metadata, users, roles, permissions, and other data from the legacy system;

e. Execute a training program tailored for administrators and stakeholders and their specific use cases;

f. Establish reporting and analytics as specified;

g. Provide ongoing technical support and maintenance;

h. Support the legacy OnBase system during transition;

i. Perform any other essential tasks required for Solution implementation; and

j. Provide professional services and training outside of the initial scope, if requested by the Senate.

C.3 General Requirements

C.3.1 Technical Requirements

Technical requirements for the Solution are listed in Attachment J-02, Requirements Matrix. The Contractor shall complete Attachment J-02, Requirements Matrix; indicating whether the Solution meets, exceeds, or does not meet each requirement. Requirements are designated as either Mandatory (M) or Optional (O). All mandatory requirements must be met. The solution shall support all stakeholder use cases described in Section 9 of Attachment J-02.

C.3.2 Performance Standards

The Contractor shall meet or exceed all Service Level Agreement requirements specified in Attachment J- 03.

C.4 Contract Tasks

The Contractor shall complete all tasks described in this section under the technical direction of the Contracting Officer’s Representative (COR). Deliverables shall be provided in draft for review and comment by the COR, and in final form for written COR acceptance. Unless otherwise specified or agreed, all written deliverables shall be provided as Microsoft Word documents or PDFs.

C.4.1: Project Management

The Contractor shall provide comprehensive project management throughout the implementation and ongoing operations.

C.4.1.1 The Contractor shall attend a kick-off meeting with the COR as soon as possible after award, but no later than 2 weeks from the award date. During the kickoff, the participants will:

a. Review the contract and deliverables;

b. Identify project expectations and milestones;

c. Review the Contractor’s proposed project schedule and overview;

d. Introduce key project staff;

e. Establish communication protocols between the Contractor and SAA personnel;

f. Determine the schedule for additional stakeholder meetings as needed to finalize project plans;

and

g. Receive an initial package and overview of program-specific materials from the COR for conducting the analysis.

C.4.1.2 The Contractor shall submit a baseline Project Plan and provide comments regarding the proposed schedule and course of action within ten (10) business days of Contract award. At least one resource with primary responsibility for implementing the Solution into the Senate environment shall be proposed by the vendor in the Project Plan as key personnel for the duration of the Solution implementation.

C.4.1.3 The Contractor shall review the Project Plan weekly. If there have been any changes to the project's schedule or deliverables, the Contractor shall revise the Project Plan accordingly, maintaining the original baseline deliverables. The Contractor shall submit a revised Project Plan to the COR for written approval prior to the next review period.

C.4.1.4 The Contractor shall develop and finalize the level of services and resources that shall be provided to the Senate under this Contract. The Contractor shall gather and validate the SAA’s requirements for the Solution through discussions with Senate personnel and use of industry best practices. The Contractor shall adhere to the expectations and reporting requirements as outlined in Attachment J-03, Service Level Agreements with Incentives and Penalties.

C.4.1.5 The Contractor shall deliver Weekly Status Reports, via email, to the COR and copy the Contracting Officer (“CO”) weekly, in a mutually agreed upon format, on the Monday following the end of each work week. The report shall describe the work performed the previous week, the work to be performed the next week, the status as measured against the Project Plan, and any issues or risks requiring the CO’s attention.

C.4.1.6 The Contractor shall conduct and coordinate project closeout activities that include:

a. Validation of overall Solution functionality

b. Closeout review with stakeholders

c. Formal handoff to core team

C.4.2 Task 1: Assessment, Discovery and Gap Analysis

After award, the Contractor shall conduct a thorough analysis of current workflows and identify areas for improvement. The Contractor shall provide detailed system design documentation reflecting the optimal configuration and customization of replacement technologies. The Contractor shall provide a workflow architecture diagram that illustrates how the Solution will handle document ingestion, optical character recognition (OCR)/text extraction, metadata assignment, workflow routing, and storage. The diagram shall clearly indicate whether components (e.g., OCR engine, routing logic, UI, storage) are implemented in a modular or integrated fashion and identify any dependencies on specific platforms, services, or application programming interfaces (APIs). The Contractor shall accompany the diagram with a narrative describing the rationale for the selected architecture and any benefits or tradeoffs regarding flexibility, extensibility, performance, and supportability. The Contractor shall detail the systems or platforms recommended at each stage of the proposed workflow.

C.4.2.1 The Contractor shall deliver a current-state assessment and gap analysis report for COR acceptance.

C.4.3 Task 2: Solution Implementation

C.4.3.1 Solution Design

The Contractor shall produce a solution design and implementation plan that details the software, workflows, and components required to implement and maintain the Solution. The delivery schedule and all milestones shall be mutually agreed upon and coordinated between the Contractor and the Senate's

COR.

C.4.3.2 Implementation

The Contractor shall implement and configure the Solution according to the COR-approved design and implementation plan, including but not limited to:

a. Installation of all software components;

b. Configuration of workflows and business rules;

c. Integration with existing Senate systems as required;

d. Configuration of reporting and analytics;

e. Implementation of security controls and access management (Active Directory); and

f. Any other tasks required for the successful implementation of the Solution.

C.4.4 Task 3: Data Migration

C.4.4.1 The Contractor shall migrate all content and data from the current OnBase implementation, including documents, metadata and taxonomy, user accounts and roles, and other data as required by the Senate. Metadata shall be properly mapped and configured in the proposed Solution prior to migration.

C.4.4.2 The Contractor shall ensure that all workflows are effectively replicated or enhanced in the new environment, and that all content and metadata are efficiently migrated without data loss or corruption.

The Contractor shall provide the technical support, staff, training, and other resources necessary to successfully transition from the legacy OnBase implementation to the proposed Solution.

C.4.4.3 The current OnBase system:

• Contains approximately 1.8 TB of data stored in the OBDATA SQL database;

• Manages an estimated 2 million individual files; and

• Supports 42 active users, with peak concurrent usage averaging 10 users.

C.4.4.4 The migration shall include:

a. A phased migration plan, approved by the COR, that accounts for all stakeholders use cases and relevant data;

b. Data, workflow, and user/role migration;

c. Support and maintenance for the legacy OnBase implementation during the transition;

d. Migration scripts and tools as needed;

e. Test migration results; and

f. Migration validation and reconciliation report for acceptance by the COR.

C.4.5 Task 4: Testing

C.4.5.1 Prior to the acceptance period (see C.4.8), the Contractor shall provide a detailed quality assurance checklist and testing plan which can also be utilized by the Senate for independent testing and validation.

The Contractor shall document processes and procedures for functionality verification and provide a quality assurance testing plan tailored to each stakeholder group.

C.4.5.1 The Contractor must:

a. Perform quality assurance testing, including stress testing, tuning, and production and/or testing environment synchronization;

b. Test all necessary functionality to fulfill the needs of all stakeholders, including any newly proposed features;

c. Use an industry standard and COR-approved testing methodology; and

d. Verify the proper operation of the Solution prior to the start of the Senate's 30-day acceptance testing period.

C.4.6 Task 5: Training Program

The Contractor shall provide a comprehensive training program for end-users of the Solution. The training schedule shall be mutually agreed upon between the Contractor and the Senate.

C.4.6.1 The Contractor shall:

a. Provide professional training services tailored to system administrators and stakeholder groups;

b. Offer train-the-trainer education (onsite or remote);

c. Offer online training tools and/or videos; and

d. Provide a dedicated account manager for training-related questions and issues.

C.4.7 Task 6: Documentation

The Contractor shall provide clear, detailed, and user-friendly documentation for all implemented software, workflows, and processes.

C.4.7.1 Technical Documentation shall include:

a. Solution functionality and configurations for technical staff;

b. Performance tuning and maintenance recommendations;

c. Solutions to common problems; and

d. System architecture documentation.

C.4.7.2 User Documentation shall include:

a. User guides for each stakeholder group;

b. Quick reference guides; and

c. Administrative procedures.

C.4.7.3 The Senate has the right to customize, use, and reproduce the documentation to meet its user support needs. All documentation shall be presented for COR approval prior to the start of the 30-day acceptance period.

C.4.8 Task 7: Acceptance Period Support

The Solution must meet all the requirements set forth in Section C and Attachment J-02. The Contractor shall fully test the Solution following installation and implementation and shall make the test results available to the COR.

C.4.8.1 The Solution must function without failure for thirty (30) days to pass acceptance testing. A "failure" of the Solution is defined as the inability to meet a requirement or to provide a COR-approved workaround.

C.4.8.2 The Contractor must provide technical support during normal business hours (Monday – Friday, from 8:30 am to 5:00 pm, EST) throughout the acceptance testing period. The Contractor will remediate all failures to meet requirements immediately upon notification during the acceptance test. Upon remediation of the Solution failure, the thirty (30) day acceptance testing period will restart. The Solution must function without failure for thirty (30) consecutive calendar days in order to pass the acceptance testing.

C.4.8.3 If the Solution cannot operate without failure for thirty (30) calendar days of initiation of the test, the Contractor shall, at its own expense, replace any defective or insufficient component of the Solution (including the entire Solution, if necessary). If the Solution cannot pass the acceptance test within ninety

(90) calendar days of the initiation of acceptance testing (or greater than ninety (90) days at the discretion of the Contracting Officer), the Senate may reject the Solution entirely and terminate the Contract for default. The Contractor shall restore the original OnBase system and return all payments except for the amounts for goods that have been delivered by the Contractor and retained by the Senate, and all completed services until the point of rejection and default and will release the Senate from the obligation to all future payments.

C.4.8.4 The Contractor shall be responsible for any failure of the products supplied by the Contractor except for, upon proof of cause by the Contractor:

a. Failures caused by the SAA or Senate (including their employees, agents, and invitees) resulting in delay, misuse, abuse, or accident; or

b. Acts of God, electrical outages or hardware failure not caused or contributed to by the Solution or components acquired by the Contractor.

C.4.8.5 In the event of a failure to deliver an acceptable Solution, the SAA reserves the right to seek damages from the Contractor in the form of excess procurement costs for a replacement Solution, including but not limited to the difference in cost or price to the SAA between the Contractor’s Solution and the replacement Solution. The Contractor shall not remove the installed Solution until a suitable replacement Solution is installed and functioning in accordance with the Contract specifications.

C.4.9 Task 8: Technical Support and Maintenance

Following acceptance of the Solution, the Contractor shall provide ongoing technical support and maintenance.

C.4.9.1 Technical support

Technical Support shall include but not be limited to:

a. Technical telephone support and troubleshooting from 8:00 am-9:00 pm ET;

b. Four (4) business hour on-site service response time during business hours, 8am-5pm, Monday - Friday (ET);

c. Technical services provided by qualified technicians with the necessary expertise to support the Solution;

d. All service calls identified as recurring problems will automatically be escalated by the

Contractor; and

e. All labor, materials and/or parts furnished by Contractor.

C.4.9.2 Maintenance

Maintenance shall include but not be limited to:

a. Scheduled preventive maintenance during non-business hours;

b. Software updates, patches, and security fixes;

c. Performance optimization and tuning;

d. Database maintenance and optimization;

e. System health monitoring and reporting;

f. Backup verification and recovery testing; and

g. Configuration management.

C.4.9.3 Additional professional services

When requested by the Senate at the hourly labor rate in Table B.5 (CLIN 010), Additional Professional Services include, but are not limited to:

a. Development of new workflows or modification of existing workflows;

b. Integration with new Senate systems or applications;

c. Custom report development beyond standard functionality;

d. Data analysis and business intelligence services;

e. System architecture reviews and optimization studies;

f. Migration services for new content types or sources;

g. Implementation of new modules or capabilities; and

h. Special projects as defined by the Senate.

The Contractor shall submit a written estimate including labor hours, timeline, and scope for CO approval prior to commencing any Additional Professional Services. No work shall commence until a formal modification has been issued by the Senate.

C.4.9.4 Additional training services

When requested by the Senate at the hourly labor rate in Table B.5 (CLIN 011), Additional Training Services include, but are not limited to:

a. Refresher training for existing users;

b. Training for new employees or transfers;

c. Advanced feature training for power users;

d. Training for system administrators;

e. Custom training development for new workflows;

f. Train-the-trainer sessions beyond initial implementation; and

g. Special training initiatives defined by the Senate.

The Contractor shall submit a written estimate including labor hours, timeline, and scope for CO approval prior to commencing any Additional Training Services. No work shall commence until a formal modification has been issued by the Senate.

C.4.9.5 Technical advisory services

The Contractor shall maintain awareness of advancements in document management technology, including but not limited to improvements in optical character recognition (OCR), image enhancement, and intelligent document classification. The Contractor shall brief the COR on applicable emerging capabilities at least twice annually. Briefings shall include vendor-neutral overviews of technologies that may enhance accuracy, improve efficiency, reduce manual intervention, or improve accessibility and searchability of archival records. If requested, the Contractor shall propose pilot tests of emerging capabilities using de-identified or publicly releasable content to validate potential benefits.

C.5 Delivery Schedule

The proposal shall include a comprehensive draft deliverable schedule in accordance with table C.5 below.

All proposed timelines must be realistic, detailed, and clearly articulated. A finalized delivery schedule shall be provided to the COR for approval post-award. The schedule shall include, but not be limited to, the following key milestones and deliverables. The Contractor and its subcontractors shall not use any artificial intelligence (AI) models or associated information systems in performance of this Contract

Table C.5 - Delivery Schedule Deliverable Delivery date (business days after award) Project management plan Within 10 days of award Project kick-off meeting Within 14 days of award Assessment, discovery and gap analysis Finalized implementation and migration plans Test plan Training plan Solution installation and implementation Data migration from legacy OnBase system End-user training System documentation Acceptance testing start Project accepted and launched Legacy system deprecation

SECTION D – EVALUATION, INSPECTION AND ACCEPTANCE

D.1 Definitions

D.1.1 The term "Services," as used in this Section, includes services, workmanship, and documentation furnished or utilized in the performance of services, records, and information from the Contractor relating to contract administration functions

D.1.2 The term "Acceptance," as used in this Section, means the act of Contracting Officer or other authorized representative of the SAA by which the SAA assumes for itself, or approves specific services, as partial or complete performance of the Contract.

D.1.3 The term "Correction," as used in this Section, means the elimination of a defect by the Contractor.

D.2 Responsibility for Evaluation and Acceptance

CORs are responsible for performing evaluation and ensuring adequate records are kept supporting acceptance or rejection. Acceptance will be made by the applicable COR; rejections, if necessary, will be made by the SAA Contracting Officer. Acceptance of the services provided will be accomplished by the applicable COR through evaluation.

D.3 Inspection - General Requirements

D.3.1 The SAA shall have the right with reasonable notice to send its representative into areas assigned for the Contractor employees' use at any time for inspection or other purposes approved by the Contracting Officer.

D.3.2 All SAA facilities utilized by the Contractor in performance of work under this Contract shall be subject to inspection by the SAA or its delegates.

D.3.3 The SAA shall permit access and provide the necessary means to do so for all services provided by the Contractor under this Contract.

D.4 Inspection of Goods/Services

D.4.1 The SAA has the right to inspect and evaluate all goods and services provided or performed under this Contract at all reasonable times and in a manner that will not unduly delay the work.

D.4.2 If any of the goods or services provided or performed are found not to conform with Contract requirements, the SAA may require Contractor to provide a correction or to re-perform the services again in conformity with Contract requirements, at no increase in Contract amount. The goods and services offered the SAA must, at a minimum, include the technical features and functionality certified by the Contractor and such portions or elements of the Contractor's proposal as incorporated into the Contract.

D.5 Responsibility for Inspection and Acceptance

Acceptance of the products or services provided will be accomplished by the cognizant COR or his or her designees through inspection and quality assurance in accordance with the Contract. The COR or his or her designees will inspect or review the goods/services provided by the Contractor to ensure conformance to the applicable specifications and requirements set forth in this Contract, including those portions of the Contractor's proposal incorporated into the Contract.

SECTION E – RESERVED

SECTION F – PERFORMANCE

F.1 Deliverable Item

The Contractor shall complete all work hereunder in accordance with the Contract, including delivery of all goods and services, effective from the date of the Contract or notice to proceed issued by the Contracting Officer. All written deliverables shall be delivered in Microsoft Word format.

F.2 Place of Performance

All work to be completed under this Contract shall be at the Contractor's site(s), via remote communications, or on-site at the SAA facilities under this Contract, unless written authorization is obtained in advance from the SAA Contracting Officer.

F.3 Delay in Performance

F.3.1 In the event the Contractor encounters difficulty in meeting the performance or whenever the Contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this Contract, the Contractor shall promptly notify the responsible COR by telephone or e-mail, or in the COR's absence, the SAA Contracting Officer. If the applicable COR determines that the difficulty, anticipated difficulty, or potential difficulty in meeting performance requirements is significant in nature, the applicable COR shall immediately notify the SAA Contracting Officer and require the Contractor to follow up in writing, giving pertinent details, provided, however, that this data shall be informational only in character. This provision shall not be construed as a waiver by the SAA of any delivery schedule or date, or any rights provided under this Contract.

F.3.2 The Contractor shall take whatever actions are necessary to ensure continuous provision of products or services specified in this Contract.

F.3.3 The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as acts of God or the public enemy and acts of the Government in either its sovereign or contractual capacity.

F.3.4 If in the opinion of the SAA Contracting Officer, the Contractor falls behind in performance of duties under this Contract, the Contractor shall take such steps as may be necessary to improve progress, and the Contracting Officer may require increased days of work.

SECTION G – CONTRACT ADMINSTRATION DATA

G.1 Contract Administration

Administration of this Contract will be performed by the SAA Contracting Officer (CO) or the CO's delegates. The Contracting Officer is authorized to make contractual modifications and render contractual decisions, including but not limited to, changes in the scope of work and monetary additions or deletions, subject to the United States Senate authority delegated to them. No changes shall be effective without a modification of the Contract. All communications pertaining to contractual and/or administrative matters under this Contract should be addressed to:

David W. Baker Contracting Officer Office of the Sergeant at Arms Email: acquisitions@saa.senate.gov United States Senate U.S. Capitol Building, S-151 Washington, DC 20510-7207 Telephone Number: (202) 224-2547

G.2 Contracting Officer's Representative (COR)

G.2.1 The Contracting Officer will designate Contracting Officer's Representatives (CORs) under this Contract who will be responsible for providing direction and control during performance of the Contract.

The CORs are responsible for performing evaluations and ensuring that adequate records support acceptance or rejection. Acceptance will be made by the CORs.

G.2.2 Designated by the Contracting Officer, the CORs are assigned the responsibility to (1) provide technical direction to the Contractor(s) within the constraints of the SOW, (2) monitor and oversee the daily performance of the Contractor, (3) realign Contractor resources to fulfill contract requirements as long as specified contractual limits are not exceeded, (4) authorize all invoices for payment, and (5) perform final inspection and acceptance of all deliverables including reports and invoices. If the invoice is not acceptable for certification, the Contracting Officer shall be notified in writing with the detailed reason for rejection.

Additionally, the CORs will inspect, accept or reject all work performed and resolve day to day matters directly with the Contractor.

G.2.3 The CORs are identified in the table below:

Name/Title Phone Email

To Be Determined

G.3 Payment and Invoicing

G.3.1 The Contractor shall email invoice(s) in PDF format to AP@saa.senate.gov after acceptance of deliverables by the Contracting Officer or the Officer’s designee. Do not email invoices to the Contracting Officer, the Contracting Officer’s Representative, the Buyer, or include the invoices with physical deliveries. Contractor questions regarding payment status should be directed to the email address above.

G.3.2 The SAA shall make payment to the Contractor after receipt and acceptance of invoices and approval by the Contracting Officer or the Officer’s designee. The SAA is not bound to the payment due dates on the vendor’s invoice and will pay within a reasonable time. The SAA does not pay state and local sales taxes, late payment fees, interest, penalties, or equivalent charges. All Contractor Specific Terms requiring the U.S. Senate to pay any future fees, charges, or penalties are hereby rejected The SAA is not subject to the Prompt Payment Act, 31 U.S.C. § 3901 et. seq.

G.3.3 The invoice shall contain at a minimum: the company letterhead with name, address, telephone number, remittance address, Accounts Receivable department email address, invoice number, billing date, account number, amount due, purchase order number and line number; a description of the product and / or service including quantity and unit cost with reference to the purchase order line number; and period of performance for services rendered. The invoice line numbers and descriptions must match the purchase order. Invoices must be submitted monthly or as specified in the purchase order or contract.

G.3.4 For Labor-Hour and Time and Material contracts and task orders, the Contractor shall provide, at a minimum, an invoice that reflects a breakdown by task, hourly rate, hours worked and billed, and other direct costs. The invoice shall match individual reports submitted to the SAA every two weeks for use by the Contracting Officer’s Representative in reconciling and verifying invoices for payment.

G.3.5 Electronic invoices for payment must be submitted as a non-editable, searchable Portable Document Format (PDF) file. The Contractor shall ensure invoices are submitted in the correct format, are legible, and contain the required information. Invoices are subject to acceptance and will be rejected and returned to the Contractor for correction if in error or incomplete. Invoices shall be emailed to AP@saa.senate.gov. The subject line of the email must contain the vendor name, purchase order number, and invoice number.

G.3.6 Payments are made by direct deposit. Contractor shall contact the Senate Disbursing Office (Vendor_Requests@Disbursing.Senate.gov) to enroll in the direct deposit payment service.

Contractor shall provide the Disbursing Office with a current IRS Form W-9 and signed direct deposit authorization form with banking information. If Contractor does not support direct deposit, Contractor shall allow an additional two-to-four weeks for check payments mailed through the United States Postal Service (USPS).

G.4 Electronic Funds Transfer (EFT) Payment

G.4.1 The U.S. Senate Disbursing Office (Disbursing Office) on behalf of the SAA may elect to send the Contractor a Payee/Company Information Form to be completed and signed by the appropriate company official. The Contractor shall designate a single financial agent capable of receiving and processing the electronic funds transfers. The Contractor shall pay all fees and charges for receipt and processing of transfers.

G.4.2 If an uncompleted or erroneous transfer occurs because the Disbursing Office failed to use the Contractor provided EFT information in the correct manner, the U.S. Senate shall remain responsible for:

i. making a correct payment, and

ii. assisting Contractor in the recovery of any erroneously directed funds.

G.4.3 If an uncompleted or erroneous transfer occurs because the Contractor provided EFT information was incomplete at the time of Disbursing Office releases the EFT payment transaction instruction to the Federal Reserve System, and

a. If the funds are no longer under the control of the payment office, the SAA is deemed to have made payment, and the Contractor is solely responsible for recovery of any erroneously directed funds; or

b. If the funds remain under the control of the payment office, the SAA shall have the right to either make payment by written check via mail or suspend the payment.

G.4.4 The Contractor or its Contractor's agent (i.e., bank) may notify the Contracting Officer in writing of a change to the routing transit number, Contractor account number, or account type. The Contractor agrees that the information provided by the agent to the SAA Contracting Officer is deemed to be correct information as if it were provided by the Contractor.

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 Order of Precedence

Any inconsistencies in this solicitation or Contract shall be resolved by giving precedence in the following order:

1. The schedule of supplies/services of this Contract and the SOW;

2. The Assignment, Disputes, Payments, and Invoice paragraphs;

3. Other documents, exhibits, and attachments to the Contract including but not limited to the

Contractor's proposal or quote.

H.2 Interpretation of Contract Requirements

No interpretation of any provision of this Contract, including applicable specifications, shall be binding on the SAA unless furnished or agreed to in writing by the Contracting Officer or his/her designated representative.

H.3 Key and Other Personnel

H.3.1 The Contracting Officer can designate key personnel under the Contract. Key personnel may not be changed or reassigned during the first ninety (90) days of performance on this Contract without the prior written approval of the SAA Contracting Officer, which shall not be unreasonably withheld.

H.3.2 During the period of performance of this Contract, key personnel substitutions shall not be permitted unless such substitutions are necessitated by an individual's sudden illness, personal hardship, death or termination of employment or requested by the Contracting Officer or COR. In any of these events, the Contractor shall promptly notify the Contracting Officer and provide the information required in paragraph H.3.3.

H.3.3 All proposed substitutions must have qualifications that are equal to or higher than the qualifications of the person to be replaced. The Contracting Officer or designee will evaluate such request and will notify Contractor of the SAA's approval or disapproval thereof on substitutions within twenty (20) business days.

H.3.4 The Contracting Officer reserves the right to approve or disapprove the assignments of all personnel assigned to the performance of this Contract.

H.4 Security

H.4.1 Cybersecurity Standard Operating Procedures

H.4.1.1 The Contractor shall comply with the latest version of U.S. Sergeant at Arms Standard Operating Procedures (SOPS) for Cybersecurity (see Attachment J-01).

H.4.2 Network Data and Information Security

H.4.2.1 Contractor shall use all appropriate care, in accordance with U.S. Sergeant at Arms Standard Operating Procedures (SOPS) for Cybersecurity (see Attachment J-01) for maintaining the integrity of the Senate network when Contractor personnel have network access either local or remote. Senate information is confidential material and must be protected, in accordance with Cybersecurity Responsibilities Acknowledgement from loss disclosure and electronic penetration.

H.4.3 Personnel Security

H.4.3.1 Contractor personnel are required to be citizens of the United States of America (U.S.) or meet the eligibility requirements for Government of the United States employee compensation as specified in Public Law 111-117, Section 704.

H.4.3.2 The United States Capitol Police (USCP), on behalf of the Senate shall conduct background checks for all Contractor personnel that require unescorted access to Senate buildings or access to the Senate network and/or systems. The Contractor shall provide (on forms to be provided by the Senate) all of the following information to the Contracting Officer or his/her designee for each of the Contractor personnel that require background checks:

a. USCP Form CP-491 (version 05/18) Request for Check for Criminal History Records

b. Vendor Employee Background Information and Certification and Authorization to Release

Information

c. Non-Disclosure Certification & Software and Security Certification

d. Proof of citizenship and eligibility to work in the United States

e. U.S. Sergeant at Arms Standard Operating Procedures (SOPS) for Cybersecurity (latest version)

f. FD-258 Fingerprinting Card (if applicant is outside of Washington Metropolitan area)

This information shall be provided to the Contracting Officer or his/her designee at least two weeks prior to assigning personnel to work under this Contract. Upon notification, Contractor personnel located within the Washington Metropolitan area shall promptly report to the USCP Fairchild Building for fingerprinting. Contractor personnel located outside of the Washington Metropolitan area shall proceed to their local law enforcement agency for fingerprinting.

H.4.3.3 Contractor personnel that require background checks shall not commence work on this Contract until such time as the Contractor is notified, in writing, by the Contracting Officer or their designee that an individual's background check has been completed and approved or that a temporary waiver has been granted until such time as the background check is completed. Such notification shall be made by the SAA no later than ten (10) business days following the submission of all the documentation specified in H.10.2.2 above. Contractor personnel that do not require unescorted access to Senate buildings or access to the Senate network and/or systems may perform work upon the Contract commencement date.

H.4.3.4 The Contractor shall immediately inform the SAA when there is a change in the eligibility to work in the U.S. status of any Contractor personnel performing under this Contract. The Contractor shall immediately remove any Contractor personnel when information is obtained that makes the Contractor believe that person has ceased to be a responsible individual and should no longer work under this Contract.

H.4 Reserved

H.5 Delegation of Authority

The Contractor may delegate to its representative’s authority in the performance of this Contract. Such delegation does not absolve the Contractor of accountability for performance of the Contract. All delegations of authority to fulfill the obligations of this Contract will be made in writing to the SAA Contracting Officer.

H.6 Modifications and Additions/Adjustments

Administrative changes, e.g., address corrections, are approved by the SAA Contracting Officer, and all other changes, modifications, additions or deletions, which change the scope of this Contract, must be prepared in writing as formal modifications signed by both parties. Modifications may be subject to approval by the Committee on Rules and Administration, pursuant to the Senate Procurement Regulations.

H.7 Severability

If any portion of this Contract is determined to be either contrary to law or otherwise unenforceable, then that provision will be deemed to be omitted from the Contract, but only to the extent necessary to relieve the deficiency. All other provisions of the Contract, including such portions of the omitted clause as are not determined to be contrary to law or unenforceable, will remain in full force and effect.

H.8 Technology Upgrades

During the life of this Contract, the SAA may, at its option, permit the Contractor to substitute as orderable items, technologically advanced goods and services, which become commercially available after the date of Contract award, provided that any substitute items are at least technically equal to the items replaced.

Recommended technology upgrades must be proposed by the Contractor in written proposal form and acceptance by the SAA in writing of the Contractor's recommendations will be evidenced by issuance of a contract modification authorizing such technology upgrade.

H.9 Exercise of Options

After the base term, this Contract is renewable in one-year increments, at the discretion of the Senate, for up to five (5) additional periods, at prices specified in Section B.6.1. The SAA may extend the term of this Contract by written notice to the Contractor during the period of performance of this Contract;

provided that the SAA gives the Contractor a preliminary written notice of its intent to extend at any time before the order expires. The preliminary notice does not commit the SAA to an extension.

H.10 Incorporation of Offeror's Proposal

The Contractor's proposal dated _____________ is hereby incorporated into and made a part of this Contract.

H.11 Intellectual Property Rights

The SAA shall have unlimited, royalty free, rights in all data and products produced in the performance of this Contract, and in all products and data delivered under this Contract (except for restricted computer software) including software, technical data, manuals or instructional and training material for installation, operation, or routine maintenance and repair of items, components, or processes delivered or furnished for use. "Software," as used in this provision, means computer programs, computer data bases, and documentation thereof. The term also includes data identifying its source, functional characteristics, and performance characteristics, and specifically includes the source code, algorithm, processes, formulae, and flow charts of the software. The Contractor agrees that all intellectual and data rights in the software shall become the exclusive property of the Senate. The Contractor agrees to transfer all rights, title, and interest in the software to the Senate. With respect to manuals concerning pre-existing Contractor products, the SAA shall have an unlimited license to use copies of these manuals.

If the Contractor creates for the SAA any software ("Developed Software") as specified in the Contract or any task order issued hereunder, all the Contractor's services shall be considered work for hire and the SAA shall have all rights of ownership in the Developed Software. The SAA shall have a non-exclusive right to use any software received from the Contractor to the extent embedded in the Developed Software.

The Contractor shall have no rights in Developed Software except as mutually agreed to in advance in writing by the parties.

The Contractor grants to the SAA a non-exclusive, perpetual, non-transferable royalty free license to use the ideas, know-how, or techniques, which may be used or provided by the Contractor as a result of performing the Statement of Work on any task order issued hereunder, including any enhancements made to the Contractor's software source code or to the documentation. Intellectual property rights shall convey to the SAA upon full payment for all products and data delivered under this Contract.

H.12 Restricted Rights Software

Contractor's commercial software and commercial computer software documentation are provided to the SAA in accordance with the terms of the Contractor's written software license that is provided with the Contractor's or third-party equipment purchased by Contractor for the SAA under this Contract. The Contractor represents and warrants that commercial software or computer documentation was developed at private expense and contain confidential information or trade secrets of the Contractor or its suppliers and licensors.

H.13 Liability

H.13.1 Workers' Compensation and Employer's Liability The Contractor is required to comply with applicable Federal and State workers' compensation and occupational disease statutes. Employer's liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

H.13.2 General Liability

a. The Contractor shall have bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

b. Property damage liability insurance shall be required only in special circumstances as determined by the Senate's Contracting Officer.

c. Automobile liability. The Contractor shall have automobile liability insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract.