2025-R-074 (RFQ) Pricing Table.xlsx
XLSX spreadsheet 131 KB Posted
- Attached to
- U. S. Senate Flatbed Printer System
- Solicitation number
- 2025-R-074
- Issued by
-
United States Senate
About this file
This document is a Request for Quotation (RFQ) 2025-R-074 for a Flatbed Printer System issued by the U.S. Senate Office of the Sergeant at Arms (SAA). The solicitation seeks a comprehensive flatbed printer system with extensive technical specifications, including the ability to print on cut sheets and rigid media up to 3 inches thick, print up to 48" x 96" on various materials, use UV LED inks, and print at a minimum resolution of 600 x 600 dpi. The base contract period is from 10/1/2025 to 09/30/2026, with optional maintenance years extending through 09/30/2031.
Key requirements include on-site installation within 90 calendar days of contract award, training for six operators across two shifts, a 30-day acceptance testing period, and comprehensive maintenance support. The vendor must provide technical telephone support, four-hour on-site service response time, and a one-year warranty. Quotes are due by August 15, 2025 at 12:00 PM EST, submitted via email to Acquisitions@saa.senate.gov with a specific subject line referencing the RFQ number. The solicitation includes provisions for trade-in of an existing Vanguard VR5D Flatbed Printer and requires detailed documentation of the proposed printer system's capabilities.
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Attach A - Pricing Table
| SAA Request for Quotation | 2025-R-074 |
| 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 | Flatbed Printer System | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| OPTIONAL FEATURES | |||||||
| 0002 | Flatbed Printer System 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 | Flatbed Printer System Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 2 - 10/1/2027 - 09/30/2028 | |||||||
| 2001 | Flatbed Printer System Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 3 - 10/1/2028 - 09/30/2029 | |||||||
| 3001 | Flatbed Printer System Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 4 - 10/1/2029 - 09/30/2030 | |||||||
| 4001 | Flatbed Printer System Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 5 - 10/1/2030 - 09/30/2031 | |||||||
| 5001 | Flatbed Printer System Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| TOTAL | |||||||
| TOTAL | $0.00 |
| MANDATORY Offeror INFORMATION: |
| Company Name: |
| Open Market/GSA/NASA SEWP: |
| TAX ID NO.: |
| DUNS or Unique Entity Identifier: |
| Signature: |
| Printed Name/Title/Date: |
Attach B-Specifications
| The table below lists the “Minimum Requirements” and “Optional Features Desired” for the Flatbed Printer System. The Offeror shall indicate Flatbed Printer System proposed meets or exceeds, and if standard or option each item under "Minimum Requirements." The Offeror is also encouraged to offer additional or optional features to the Flatbed Printer System proposed; including other Flatbed Printer System that is capable of exceeding the minimum requirements and optional features. All prices quoted shall remain valid until December 31, 2025. | Meets/ | ||
| Exceeds | Standard (S)/ Option (O) | Price ($) |
(If any.)
COMMENTS:
(Offeror shall provide details on any requirement exceeded by the proposed Flatbed Printer System below.)
| MINIMUM REQUIREMENTS | |
| Specifications - Flatbed Printer System: | |
| 1 | Flatbed Printer System shall be able to print on cut sheets and rigid media materials up to a minimum of 3 inches thick. |
Please specify equipment details in Comments section.
2 Flatbed Printer System shall be able to print and process up to 48" wide x 96" length on 3/16 inch foam board, 1/4 inch PVC, 1/4 inch Plexiglass and other rigid materials.
Please specify equipment details in Comments section.
3 Flatbed Printer System shall have an ample media feed intake table, and delivery table to facilitate easy handling of large size poster boards up to 48" x 96" or bigger.
Please specify equipment details in Comments section.
4 Flatbed Printer System shall be able to control the media material being printed throughout the printing process to ensure positive feeding, eliminate skewing and ensure accurate printing and delivery of the finished product. The preferred feeding method shall be vacuum assisted stationary flatbed to hold print media in place.
Please describe method in Comments section.
5 Flatbed Printer System shall use UV LED inks.
Please specify equipment details in Comments section.
6 Flatbed Printer System printheads shall have the ability to jet variable droplet sizes - as little as 6 picoliters for fine detail, with gradients up to 40 picoliters to print dense solid colors without banding.
Please specify equipment details in Comments section.
7 Flatbed Printer System shall be able to print a minimum resolution of 600 x 600 dpi.
Please specify equipment details in Comments section.
8 Flatbed Printer System shall be capable of printing of a minimum 400 sq. ft. per hour in quality print mode (or equivalent), with no apparent banding of print passes on foam core and other media.
Please specify equipment details in Comments section.
9 Flatbed Printer System shall have automatic printhead adjustments to ensure (automatic alignment and registration of printheads) proper alignments for a quality print job.
Please specify equipment details in Comments section.
10 Flatbed Printer System shall be capable of printing edge to edge on media to eliminate any final trimming, and result in full bleed print.
Please specify equipment details in Comments section.
11 Flatbed Printer System shall be able to print ADA compliant domed braille on rigid substrates including acrylic, PVC and Plexiglass.
Please specify compliance and all substrates in the comment section.
12 Flatbed Printer System printheads shall have both an automatic and manually activated purge, and printhead cleaning System capabilities.
Please specify equipment details in Comments section.
13 Flatbed Printer System printhead cleaning process shall be contained in a way to prevent contamination of the work area from spilled inks or chemicals.
Please specify equipment process in Comments section.
14 Flatbed Printer System shall be able to print a minimum of four colors (CMYK) for realistic reproductions in the same manner as offset printing.
Please specify equipment details in Comments section.
15 Flatbed Printer System shall be able to print White ink.
Please specify equipment details in Comments section.
16 Flatbed Printer System ink supply shall be delivered from an ink disbursing System that requires no cleaning or maintenance.
Please specify equipment details in Comments section.
17 Flatbed Printer System shall have shuttered UV lamps with proper UV protection in place to protect the operator/s while the printer is in operation.
Please specify compliance and all substrates in the comment section.
18 Flatbed Printer System shall be able to process multiple jobs, including different file formats simultaneously.
Please list the file formats in the comments section.
19 Flatbed Printer System RIP processor shall have virus protection or be fully compatible with the Senate (Symantec) virus protection software, with upgrade capabilities.
Please specify equipment details in Comments section.
| 20 | Flatbed Printer System shall not require external ventilation. |
| 21 | Flatbed Printer System shall provide self cleaning option to speed up process of daily maintenance on machine. |
Please specify maintenance details in Comments section.
22 Flatbed Printer System RIP shall be software based, and not proprietary. RIP shall be a separate unit from the printer to enable upgrade of one or the other individually. RIP shall be upgradeable through either software or hardware. RIP shall be able to process files while simultaneously printing other files. Compatibility with ONYX Software is preferred.
Please list the software details in the comments section.
| Electrical and Proposed Equipment Requirements and Specifications: | |
| 23 | The Flatbed Printer System shall be UL certified. |
| 24 | Specify electrical requirements for the Flatbed Printer System. |
Please specify details in the comments section.
25 Specify all electrical requirements for any supported components of the Flatbed Printer System (power conditioners, glue heaters, slitters, unwinders, feed tables, three knife trimmers, etc.…) Please specify details in the comments section.
| Proposed Environmental Requirements and Specifications: | |
| 26 | Describe room temperature and humidity range for the Flatbed Printer System. |
Please specify details in the comments section.
27 Describe the ventilation features, as it pertains to controlling airborne contaminants and odors from the print heads.
Please specify details in the comments section.
28 Describe floor leveling requirements for the Flatbed Printer System.
Please specify details in the comments section.
29 Indicate any environmental requirements of proposed equipment to obtain maximum operating efficiencies and quality. Describe any environmental features/benefits that makes your equipment desirable in the comment section.
Please specify details in the comments section.
30 Describe lighting requirements for the Flatbed Printer.
Please specify details in the comments section.
| Support the following network protocols: | |
| 31 | TCP/IP connection |
| Space and Proposed Operational Requirements and Specifications: | |
| 32 | Flatbed Printer 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 15 feet with and length of 9 feet. |
| 33 | Describe the Flatbed Printer System dimensions with preferred working area in the comment section. |
Please specify details in the comments section.
34 Describe the Flatbed Printer System weight in the comment section.
Please specify details in the comments section.
| Installation, Initial Test and Training: | |
| 35 | 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. |
| 36 | Offeror shall pay for third party if necessary to remove existing flatbed printer 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. |
| 37 | During equipment installation, Offeror must provide or bear all furnish expenses such as rigging services required to erect, start, test, and adjust such Equipment. |
| 38 | Offeror must deliver, install and set-up, and initial test the Flatbed Printer System 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 Flatbed Printer System. This includes consulting and funding a licensed rigging company for removal of heavy equipment, if required. |
| 39 | Offeror shall install, set-up, and initial test the Flatbed Printer System 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). |
| 40 | Offeror shall provide a detailed checklist of the Flatbed Printer System, properly performing each function, as well as the proper operation of additional features that the Flatbed Printer System may perform upon delivery. The Offeror will verify the proper operation of the Flatbed Printer System prior to the start of the Senate's 30-day acceptance testing period. |
| 41 | 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 Flatbed Printer 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 Press' color management technology including calibrating the Press using various techniques and or equipment;
b) Offeror shall provide onsite user training on proper use of the print and ink technology, and 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 | |
| 42 | The Senate will notify the Offeror of the successful installation of the Flatbed Printer System, completion of training, and the receipt of all documentation from the Offeror. This written notification will signify delivery of the Flatbed Printer System to the Senate for the start of the Senate's 30-day acceptance testing period. |
| 43 | Acceptance of the Flatbed Printer System 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 Flatbed Printer System while being fully utilized. Acceptance testing ends when the Flatbed Printer System 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 Flatbed Printer, for purposes of acceptance testing, is defined as all components and equipment which consist of the Flatbed Printer System. [Note: Failure downtime is a period of time in which the Flatbed Printer System is not reliably operable due to intermittent or consistent failure so that any component or portion of the Flatbed Printer System can not be used, or that those components or portions of the Flatbed Printer will not operate in accordance with the Flatbed Printer System specifications. |
| 44 | If the Flatbed Printer System 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 Printer System (including the entire Flatbed Printer System, if necessary). The acceptance testing period shall begin again after the Flatbed Printer System has been fixed and/or the replacement of the designated parts. If the Flatbed Printer System had another failure downtime within the next 30 consecutive days of the re-start of acceptance testing period, the Senate may reject the Flatbed Printer System 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 Printer System until a suitable replacement printer is installed and functioning in accordance with the printer specifications. |
| Documentation: | |
| 45 | Offeror shall provide two (2) bound copies of the user manual. |
| 46 | Offeror shall provide the necessary rights in data to the Senate to customize, use, and reproduce the documentation to meet its user support needs. |
| 47 | 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: | |
| 48 | The Flatbed Printer System 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: |
| 48.1 | Technical telephone support and troubleshooting from 8:00 AM to 9:30 PM. |
| 48.2 | Four (4) business hour on-site service response time during business hours, 8am - 5pm, Monday - Friday. |
| 48.3 | Technical services and support to be provided by Offeror certified technicians. |
| 48.4 | All service calls identified as recurring problems will automatically be escalated by the Offeror. |
| 48.5 | All labor, materials and/or parts furnished by Offeror. |
| Warranty: Offeror shall submit its Warranty together with the RFQ: | |
| 49 | Offeror shall warrant that the Flatbed Printer System 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 Flatbed Printer System 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 Flatbed Printer System proves defective during the warranty period, the Offeror shall: |
| 49.1 | Repair the Flatbed Printer System by means of telephone support or on-site service at no charge for materials, parts and/or labor. |
| 49.2 | Replace the Flatbed Printer System with a comparable Flatbed Printer System at no charge. |
| Optional Features: | |
| 50 | Please list any additional software/equipment options needed with prices for the Flatbed Printer System; including optional features. |
See Attach A-Price Table "Optional Features"
| Consumables: | |
| 51 | Offeror shall provide a list of corresponding consumables and additional cutting tools with prices of its proposed Flatbed Printer System. Please list any additional inks or varnish options needed with prices for the Flatbed Printer System |
See Attach C-Consumables
| Trade-In: | |
| 52 | Trade-in of current equipment. |
See Attach D-Trade-In Equipment
&"Arial,Bold"Attachment A - List of Requirements &"Arial,Bold" Inkjet Digital Press
&"Arial,Bold"Attachment A - List of Requirements &"Arial,Bold"2011-R-040 Color Digital Press
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&"Arial,Bold"Attachment A - List of Requirements &"Arial,Bold" Inkjet Digital Press
&"Arial,Bold"Attachment A - List of Requirements &"Arial,Bold"Flatbed Cutter
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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. |
&"Arial,Bold"
Attach D-Trade-In Equipment
| Equipment Model and Features | Serial Number | Volume | Trade-In Value |
| Vanguard VR5D Flatbed Printer | VR5D-38671 | ||
| 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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