2025-R-073 (RFQ) Pricing Table.xlsx
XLSX spreadsheet 131 KB Posted
- Attached to
- U. S. Senate Digital Flatbed Cutter
- Solicitation number
- 2025-R-073
- Issued by
-
United States Senate
About this file
This document is a Request for Quotation (RFQ) for a Digital Flatbed Cutter issued by the U.S. Senate Office of the Sergeant at Arms (SAA). The RFQ seeks a digital flatbed cutter with specific technical requirements, including the ability to process and cut materials up to 4' x 8', cut various materials like window cling, banner material, and foam board, and operate with precision cutting capabilities. The procurement includes a base year (10/1/2025 - 09/30/2026) and optional maintenance years through 09/30/2031, with pricing to remain valid until December 31, 2025.
Key requirements include on-site installation within 90 calendar days of contract award, comprehensive training for six operators across two shifts, a 30-day acceptance testing period, and one-year maintenance support with technical telephone support from 8:00 AM to 9:30 PM. The vendor must provide a site survey, remove existing equipment, deliver and install the new cutter, and offer warranty coverage for materials and workmanship. Quotes are due by August 15, 2025 at 12:00 PM EST, to be submitted via email to Acquisitions@saa.senate.gov with a specific subject line referencing the RFQ number.
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Other files
| File | Type | Posted |
|---|---|---|
| Purchase Order Clauses.pdf | ||
| Section 208 Compliance Certificate.pdf | ||
| Addendum to Commercial Agreements.pdf | ||
| 2025-R-073 (RFQ) Instructions.pdf |
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Attach A-Pricing Table
| SAA Request for Quotation | 2025-R-073 |
| PRICING TABLE |
1) The U.S. Senate Office of the Sergeant at Arms (SAA) requests a quotation for the products or services specified below. THE ENTIRE REQUEST FOR QUOTATION (RFQ) CONSISTS OF THIS PRICING TABLE, INSTRUCTIONS & SUBMISSION REQUIREMENTS, CONTRACT CLAUSES, AND ADDENDUM TO COMMERCIAL AGREEMENTS (IF APPLICABLE).
2) The Offeror shall provide a quotation for the products or services listed below on a Firm-Fixed-Price basis. Shipping shall be on a F.O.B. Destination basis, United States Senate, Washington, DC 20510, and Offeror shall identify separately any shipping/handling charges.
3) Offeror shall state below if quotation is Open Market, or subject to a GSA Schedule/NASA SEWP/Other GWAC.
4) Price quotes shall be valid until December 31, 2025.
| 5) The SAA reserves the right to reject Offeror’s quotation if not compliant with the INSTRUCTIONS & SUBMISSION REQUIREMENTS of this RFQ. | |||||||
| All prices are shown in USD | |||||||
| Line Item # | Manufacturer / | ||||||
| Part Number | Description | Unit of Measure | Quantity | Unit Price | Total Price | ||
| BASE YEAR - "Estimated" 10/1/2025 - 09/30/2026 | |||||||
| 0001 | Digital Flatbed Cutter | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| OPTIONAL FEATURES | |||||||
| 0002 | Digital Flatbed Cutter Optional Features | EA | 1 | $0.00 | $0.00 | ||
| 0003 | EA | 1 | $0.00 | $0.00 | |||
| 0004 | EA | 1 | $0.00 | $0.00 | |||
| 0005 | EA | 1 | $0.00 | $0.00 | |||
| 0006 | EA | 1 | $0.00 | $0.00 | |||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 1 - 10/1/2026 - 09/30/2027 | |||||||
| 1001 | Digital Flatbed Cutter Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 2 - 10/1/2027 - 09/30/2028 | |||||||
| 2001 | Digital Flatbed Cutter Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 3 - 10/1/2028 - 09/30/2029 | |||||||
| 3001 | Digital Flatbed Cutter Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 4 - 10/1/2029 - 09/30/2030 | |||||||
| 4001 | Digital Flatbed Cutter Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 5 - 10/1/2030 - 09/30/2031 | |||||||
| 5001 | Digital Flatbed Cutter Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| TOTAL | |||||||
| TOTAL | $0.00 |
| MANDATORY VENDOR INFORMATION: |
| Company Name: |
| Open Market/GSA/NASA SEWP: |
| TAX ID NO.: |
| DUNS or Unique Entity Identifier: |
| Signature: |
| Printed Name/Title/Date: |
Attach B-Specifications
| The table below lists the “Minimum Requirements” and “Optional Features Desired” for the Digital Flatbed Cutter. The Offeror shall indicate Digital Flatbed Cutter proposed meets or exceeds, and if standard or option each item under "Minimum Requirements." The Offeror is also encouraged to offer additional or optional features to the Digital Flatbed Cutter proposed; including other Flatbed Cutter that is capable of exceeding the minimum requirements and optional features. All prices quoted shall remain valid until December 31, 2025. | Meets/ | ||
| Exceeds | Standard (S)/ Option (O) | Price ($) |
(If any.)
COMMENTS:
(Offeror shall provide details on any requirement exceeded by the proposed Digital Flatbed Cutter below.)
| MINIMUM REQUIREMENTS | |
| Specifications - Digital Flatbed Cutter: | |
| 1 | The Digital Flatbed Cutter shall be capable of processing and cutting material up to a maximum size of 4' wide X 8' Long. |
Please specify equipment details in the comments section.
2 The Digital Flatbed Cutter shall have a maximum cutting speed of 45 inches per second using single and double edge cut out tool.
Please specify equipment details in the comments section.
3 The Digital Flatbed Cutter shall be able to cut, score, and kiss cut sheets and rigid media materials (i.e. Window cling, banner material, mesh, pole banner material, leather, and polyester blended fabrics etc.) up to 1 inch thick.
Please specify material compatibility and thickness range in the comments section.
4 The Digital Flatbed Cutter shall be able to process, and cut up to 48" wide x 96" length on 3/16 inch foam board of all shapes and sizes without ripping the foam board.
Please list thickness range, in the comment section.
5 The Digital Flatbed Cutter shall be able to process and cut up to 48" wide x 96" length on 1/4 inch PVC of all shapes and sizes without leaving rough edges on the PVC.
Please list thickness range, in the comment section.
6 The Digital Flatbed Cutter shall be able to process and cut up to 48" wide x 96" long length on 1/4 inch Plexi-glass of all shapes and sizes without leaving sharp edges on the Plexi-glass.
Please list thickness range, in the comment section.
7 The Digital Flatbed Cutter shall be able to control the media material being cut throughout the entire process to eliminate skewing and ensure accurate cutting and delivery of the finished product. The preferred method shall be a vacuum stationary flatbed to hold print media in place.
Please specify equipment details in the comments section.
8 The Digital Flatbed Cutter shall have both a hand held scanner and an automatic camera system to locate jobs on cutting table.
Please specify the software to support the scanning hardware in the comments section.
9 The Digital Flatbed Cutter shall come with multiple tools for cutting different materials. Please list all tools included with initial setup, if any.
Please specify tooling details in the comments section.
10 The Digital Flatbed Cutter shall come with tools to switch out various cutting tools or have an automated feature to assist in switching cutting tools.
Please specify tooling details in the comments section.
11 The Digital Flatbed Cutter shall have user-friendly tool calibration capabilities following tool changes.
Please specify equipment details in the comments section.
12 The Digital Flatbed Cutter shall come with a automatic height sensor to prevent cutting too deep or not cutting deep enough.
Please specify automation details in the comments section.
13 The Digital Flatbed Cutter should be able to automatically measure the material thickness rather than operator using a digital caliper.
Please specify the automation details in the comments section.
14 The Digital Flatbed Cutter shall come with a vacuum device to suction up any debris from the router to maintain a clean work environment.
Please specify vacuum details in the comments section.
15 The Digital Flatbed Cutter shall work along with current RIP for Senate Flatbed Printers. Explain how your Cutter works with the ONYX Thrive RIP.
Please specify details in the comments section.
16 The Digital Flatbed Cutter shall have little to no maintenance for everyday use and performance.
Please specify maintenance details in the comments section.
17 The Digital Flatbed Cutter system RIP processor shall have virus protection or be fully compatible with the Senate (Symantec) virus protection software, with upgrade capabilities.
Please specify details in the comments section.
18 The Digital Flatbed Cutter shall be able to process multiple jobs, including different file formats simultaneously.
Please list the file formats in the comments section.
19 Please state if there is a sacrificial mat or just a base mat.
Please specify details in the comments section.
| Electrical and Proposed Equipment Requirements and Specifications: | |
| 20 | The Digital Flatbed Cutter shall be UL certified. |
| 21 | Specify electrical requirements for the Digital Flatbed Cutter in the comments section. |
Please specify details in the comments section.
22 Specify all electrical requirements for any supported components of the Digital Flatbed Cutter (power conditioners, vacuum accessary, unwinders, etc.)
Please specify details in the comments section.
| Proposed Environmental Requirements and Specifications: | |
| 23 | Describe room temperature and humidity range for the Digital Flatbed Cutter. |
Please specify details in the comments section.
24 Describe the ventilation features, as it pertains to controlling airborne contaminants and odors from the cut out tools.
Please specify details in the comments section.
25 Describe floor leveling requirements for the Digital Flatbed Cutter.
Please specify details in the comments section.
26 Indicate any environmental requirements of proposed equipment to obtain maximum operating efficiencies and quality. Also, describe any environmental features/benefits that makes your equipment desirable in the comment section.
Please specify details in the comments section.
27 Describe lighting requirements for the Digital Flatbed Cutter.
Please specify details in the comments section.
| Support the following network protocols: | |
| 28 | TCP/IP connection |
| Space and Proposed Operational Requirements and Specifications: | |
| 29 | The Digital Flatbed Cutter shall be able to pass through a doorway 66.5 inches wide with a maximum 82 inches height. The operational footprint area has a firm restriction width of 7 feet with a variable length. The maximum operational space shall be 7 by 10 feet with a 7-foot height limit. |
| 30 | Describe the Digital Flatbed Cutter dimensions with preferred working area in the comment section. |
Please specify details in the comments section.
31 Describe the Digital Flatbed Cutter weight in the comment section.
Please specify details in the comments section.
| Installation, Initial Test and Training: | |
| 32 | Offeror shall perform a site survey at the U.S. Senate Capitol Hill Print Facility and provide a site plan with all necessary power and pneumatic air requirements. Offeror shall disclose any potential health or safety concerns related to the operation or proximity of the proposed equipment. This includes, but is not limited to, emissions (e.g., ozone, VOCs, noise), heat output, moving parts, or any other condition that may pose a risk to operators or personnel working near the equipment. If applicable, vendors must provide documentation outlining recommended safety precautions, required personal protective equipment (PPE), and any environmental or occupational health considerations. |
| 33 | Offeror shall pay for third party if necessary to remove existing flatbed cutter and deliver new machine, this includes any equipment necessary to deliver the new machine such as a tilt-n-go. Any extra charges should be applied in the Final Quotation submitted to the US Senate. Offeror also must remove machine being traded in at no additional cost to the US Senate. |
| 34 | Offeror must deliver, install and set-up, and initial test the Digital Flatbed Cutter at the Capitol Hill site within 90 calendar days ARO (receipt of contract award). If the Offeror is unable to meet the desired delivery schedule, it may, without prejudicing evaluation of its offer, propose a delivery schedule and reason beyond the required schedule. Offeror will be responsible for decommission and removal of existing equipment. Offeror will be responsible for removal of all existing components of the existing equipment before installation and setup of new Digital Cutter System. This includes consulting and funding a licensed rigging company for removal of heavy equipment, if required. |
| 35 | Offeror shall install, set-up, and initial test the Digital Flatbed Cutter at the U.S. Senate Capitol Hill Print Facility. Delivery date and time for installation and set-up, and initial test shall be mutually agreed upon and coordinated between the Offeror and the Senate's Contracting Officer Representative (COR). |
| 36 | Offeror shall provide a detailed checklist of the Digital Flatbed Cutter, properly performing each function, as well as the proper operation of additional features that the Digital Flatbed Cutter may perform upon delivery. The Offeror will verify the proper operation of the Digital Flatbed Cutter prior to the start of the Senate's 30-day acceptance testing period. |
| 37 | Offeror shall provide onsite training to six (6) operators divided between two shifts (8:00 AM - 5:00 PM & 1:00 PM - 9:30 PM) on all the functions of the Digital Flatbed Cutter including the software interface, color management, data processes, maintenance, printer and network processing, and on the following - |
a) Offeror shall provide onsite user training on the cutter tooling technology including calibrating the cutter using various techniques;
b) Offeror shall provide onsite user training on proper use of the variable cut and scoring technology, material feeder, and roll tending for material handing;
c) Offeror shall provide onsite training on performing routine maintenance including adding and replacing consumables and consumable parts.
The training schedule shall be mutually agreed upon between Offeror and the Senate. All training shall be completed prior to the start of the Senate's 30-day acceptance testing period.
| Acceptance Testing | |
| 38 | The Senate will notify the Offeror of the successful installation of the Digital Flatbed Cutter, completion of training, and the receipt of all documentation from the Offeror. This written notification will signify delivery of the Digital Flatbed Cutter to the Senate for the start of the Senate's 30-day acceptance testing period. |
| 39 | Acceptance of the Digital Flatbed Cutter by the Senate will be determined by the fulfillment of the requirements to the satisfaction of the Senate. Acceptance testing by Senate personnel will emphasize the operational, functional and reliability factors of the Digital Flatbed Cutter while being fully utilized. Acceptance testing ends when the Digital Flatbed Cutter has met the standards of performance by operating for a period of thirty (30) consecutive business days (8:00 AM to 9:30 PM) without failure or downtime of any kind. The Digital Flatbed Cutter, for purposes of acceptance testing, is defined as all components and equipment which consist of the Digital Flatbed Cutter. [Note: Failure downtime is a period of time in which the Digital Flatbed Cutter is not reliably operable due to intermittent or consistent failure so that any component or portion of the Digital Flatbed Cutter can not be used, or that those components or portions of the Digital Flatbed Cutter will not operate in accordance with the Digital Flatbed Cutter specifications. |
| 40 | If the Flatbed Cutter had a failure downtime within 30 days of the start of acceptance testing period, the Offeror shall, at its own expense, fix and/or replace any defective part or parts of the Flatbed Cutter (including the entire Flatbed Cutter if necessary). The acceptance testing period shall begin again after the Flatbed Cutter has been fixed and/or the replacement of the designated parts. If the Flatbed Cutter had another failure downtime within the next 30 consecutive days of the re-start of acceptance testing period, the Senate may reject the Flatbed Cutter entirely and terminate the contract for default. The Offeror shall return all payments if any had been made to Offeror; and liability, if any, made up until the point of rejection; and release the Senate from all future payments. The Offeror shall not remove the Flatbed Cutter until a suitable replacement printer is installed and functioning in accordance with the printer specifications. |
| Documentation: | |
| 41 | Offeror shall provide two (2) bound copies of the user manual. |
| 42 | Offeror shall provide the necessary rights in data to the Senate to customize, use, and reproduce the documentation to meet its user support needs. |
| 43 | All documentation shall be provided to the Senate COR prior to the start of the 30-day acceptance testing period. |
| Maintenance, Technical and Training Support: | |
| 44 | The Digital Flatbed Cutter operational down-time beyond 24 hours is unacceptable to the Senate. Offeror shall provide One (1) Year Maintenance and Technical Support which shall include but not be limited to: |
| 45 | Technical telephone support and troubleshooting from 8:00 AM to 9:30 PM. |
| 46 | Four (4) business hour on-site service response time during business hours, 8:00 AM - 5:00 PM, Monday - Friday. |
| 47 | Technical services and support to be provided by Offeror certified technicians. |
| 48 | All service calls identified as recurring problems will automatically be escalated by the Offeror. |
| 49 | All labor, materials and/or parts furnished by Offeror. |
| Warranty: Offeror shall submit its Warranty together with the RFQ: | |
| 50 | Offeror shall warrant that the Digital Flatbed Cutter be free from defects in materials and workmanship for a period of one (1) year. The Warranty shall commence on the day after the Senate's 30-day acceptance testing period ends and the Digital Flatbed Cutter has been accepted by the Senate (See "Acceptance Testing" section above). The Warranty shall be for all labor, equipment, materials and/or parts furnished by Offeror. If the Digital Flatbed Cutter proves defective during the warranty period, the Offeror shall: |
| 51 | Repair the Digital Flatbed Cutter by means of telephone support or on-site service at no charge for materials, parts and/or labor. |
| 52 | Replace the Digital Flatbed Cutter with a comparable Flatbed Cutter at no charge. |
| Optional Features: | |
| 53 | Please list any additional software/equipment options needed with prices for the Digital Flatbed Printer System; including optional features. |
See Attach A-Price Table "Optional Features"
| Consumables: | |
| 54 | Offeror shall provide a list of corresponding consumables and additional cutting tools with prices of its proposed Digital Flatbed Cutter and of its optional features. |
See Attach C-Consumables
| Trade-In: | |
| 55 | Trade-in of current equipment. |
See Attach D-Trade-In Equipment
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Attach C-Consumables
| CONSUMABLE | STANDARD FEATURE | OPTIONAL FEATURE | CORRESPONDING FEATURE FOR THIS CONSUMABLE | COST | YIELD | USAGE HOURS |
| Please indicate if feature is standard or optional. | Provide name and description of the feature this consumable supports. |
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Attach D-Trade-In Equipment
| Equipment Model and Features | Serial Number | Volume | Trade-In Value |
| Aristo TL48 Flatbed Cutter | CC 0217-0410 | ||
| Offeror will be responsible for the machines removal from the premises |
Attachment E: Potential Trade In Equipment Perfect Binder
Attach E-Past Performance
| Offeror Name |
| Offeror POC Phone / Email |
| Offeror shall provide Past Performance references for simular products and services within the past three (3) calendar years. |
| Reference 1 | |
| A | Client / Customer |
| POC | |
| Address | |
| Phone |
B Contract number:
C Period of performance:
D Description of service provided (enter below):
| Reference 2 | |
| A | Client / Customer |
| POC | |
| Address | |
| Phone |
B Contract number:
C Period of performance:
D Description of service provided (enter below):
| Reference 3 | |
| A | Client / Customer |
| POC | |
| Address | |
| Phone |
B Contract number:
C Period of performance:
D Description of service provided (enter below):
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