2025-R-075 (RFQ) Pricing Table.xlsx
XLSX spreadsheet 131 KB Posted
- Attached to
- U. S. Senate Color Digital Press
- Solicitation number
- 2025-R-075
- Issued by
-
United States Senate
About this file
This document is a Request for Quotation (RFQ) from the U.S. Senate Office of the Sergeant at Arms (SAA) for a Color Digital Press. The solicitation seeks a color digital press with extensive technical specifications, including capabilities such as printing up to 85 images per minute, supporting various paper stocks from 20lb bond to 130lb cover, and featuring advanced technologies like clear toner application, color management, and variable print capabilities. The procurement includes a base year of equipment purchase (10/1/2025 - 09/30/2026) with optional maintenance years extending through 09/30/2031.
Key submission details include a quote deadline of August 15, 2025 at 12:00 PM EST, with quotes to be emailed to Acquisitions@saa.senate.gov. The RFQ requires comprehensive documentation, including a site survey, installation, training for six operators across two shifts, and a rigorous 30-consecutive-business-day acceptance testing period. Vendor responsibilities include onsite installation, training, technical support, and a one-year warranty covering all parts and labor. The solicitation also includes provisions for trade-in of existing equipment (a Ricoh C7210sx) and requires vendors to provide past performance references from similar product deployments within the last three calendar years.
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Attach A - Pricing Table
| SAA Request for Quotation | 2025-R-075 |
| 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 | Color Digital Press | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| OPTIONAL FEATURES | |||||||
| 0002 | Color Digital Press 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 | Color Digital Press Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 2 - 10/1/2027 - 09/30/2028 | |||||||
| 2001 | Color Digital Press Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 3 - 10/1/2028 - 09/30/2029 | |||||||
| 3001 | Color Digital Press Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 4 - 10/1/2029 - 09/30/2030 | |||||||
| 4001 | Color Digital Press Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 5 - 10/1/2030 - 09/30/2031 | |||||||
| 5001 | Color Digital Press Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| TOTAL | |||||||
| TOTAL | $0.00 |
| MANDATORY VENDOR INFORMATION: |
| Company Name: |
| Open Market/GSA/NASA SEWP: |
| TAX ID NO.: |
| DUNS or Unique Entity Identifier: |
| Signature: |
| Printed Name/Title/Date: |
Attach B-Specifications
| The table below lists the “Minimum Requirements” and “Optional Features Desired” for the Color Digital Press System ("Color Digital Press" or "Press"). The Offeror shall indicate if the Color Digital Press System proposed meets or exceeds, and if standard or option each item under "Minimum Requirements". The Offeror is also encouraged to offer additional or optional features to the Color Digital Press System proposed; including other Color Digital Press System that is capable of exceeding the minimum requirements and optional features. All prices quoted shall remain valid until December 31, 2025. | Meets/ | ||
| Exceeds | Standard (S)/ Option (O) | Price ($) |
(If any.)
COMMENTS:
(Offeror shall provide details on any requirement exceeded by the proposed Color Digital Press below.)
| MINIMUM REQUIREMENTS | |
| Specifications - Color Digital Press: | |
| 1 | Color Digital Press shall print a minimum of 85 images per minute. |
Please specify equipment details in Comments section.
2 Color Digital Press shall print on 20lb bond - 130lb cover, coated or uncoated stocks, and on 8mil,10mil, and 11mil polyester at a minimum of 85 images per minute.
Please specify equipment details in Comments section.
3 Color Digital Press shall not use fuser oil, allowing for a streak-free, offset-like finished product.
Please describe method in Comments section.
4 Color Digital Press shall apply clear toner and invisible red toner, as a spot application or by flooding the printed image, at up to 85 images per minute to create a watermark effect or to add an element of security.
Please specify equipment process in Comments section.
5 Color Digital Press shall have color management technology.
Please specify equipment details in Comments section.
6 Color Digital Press shall print at up to 2400 X 2400 dpi.
Please specify equipment details in Comments section.
7 Color Digital Press shall automatically adjust the printed sheet to provide front-to-back registration, within +/- 0.5mm.
Please specify equipment details in Comments section.
8 Color Digital Press shall allow Operator to create and store in memory custom paper and alignment profiles for specific jobs and stocks.
Please specify equipment details in Comments section.
9 Color Digital Press shall have a decurler for delivery of flat printed sheets.
Please specify equipment details in Comments section.
10 Color Digital Press shall have a cooling module to assure stack quality.
Please specify equipment details in Comments section.
11 Color Digital Press shall have variable print technology, text and image.
Please specify equipment details in Comments section.
12 Color Digital Press shall have a total minimum paper capacity of 5,000 sheets.
Please specify equipment details in Comments section.
13 Color Digital Press shall allow auto tray switching and reloading while running a job.
Please specify equipment details in Comments section.
14 Color Digital Press shall run stock sizes ranging from 8.5" X 11"- to 12" X 19", 20lb bond - 130lb cover as well as 8mil,10mil, and 11mil polyester.
Please specify equipment details in Comments section.
15 Color Digital Press shall allow Operator to exchange toner cartridges while running a job.
Please specify equipment details in Comments section.
16 Color Digital Press shall have an top output tray for easy access to short runs.
Please specify equipment details in Comments section.
17 Color Digital Press shall have diagnostics software to alert and guide the Operator on the step-by-step routine tasks to keep the Press performing as it should.
Please list the software details in the comments section.
18 Color Digital Press shall have fusers, drums, waste toner bottles that are quickly and easily replaced by Operator.
Please specify equipment details in Comments section.
19 Color Digital Press shall register each and every printed sheet for consistent print.
Please specify equipment details in Comments section.
20 Color Digital Press shall have a post-processing tray or interposer for inserting pre-printed or full-bleed pre-printed sheets including sheets produced using clear toner technology.
Please specify equipment details in Comments section.
21 Color Digital Press shall be modular in design to facilitate upgrades or additions for other finishing options.
Please specify equipment details in Comments section.
22 Color Digital Press shall provide automatic duplexing from each paper tray at a rate up to 85 images per minute, including various media weights of 20lb bond - 130lb cover, coated or uncoated, 8mil,10mil, and 11mil polyester.
Please specify equipment details in Comments section.
23 Color Digital Press shall have an Integrated Scanner.
Please specify equipment details in Comments section.
24 Please provide a drawing of the machine and what comes standard and what is an optional feature, including footprint, layout, etc.
Please specify details in the comments section.
| Electrical and Proposed Equipment Requirements and Specifications: | |
| 25 | The Color Digital Pressshall be UL certified. |
| 26 | Specify electrical requirements for the Color Digital Press in the comments section. |
Please specify details in the comments section.
27 Specify all electrical requirements for any supported components of the Color Digital Press (power conditioners, Vacuum accessary, unwinders, etc.…) Please specify details in the comments section.
| Proposed Environmental Requirements and Specifications: | |
| 28 | Describe room temperature and humidity range for the Color Digital Press. Please specify details in the comments section. |
Please specify details in the comments section.
29 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.
30 Describe floor leveling requirements for the Color Digital Press.
Please specify details in the comments section.
31 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.
32 Describe lighting requirements for the Color Digital Press.
Please specify details in the comments section.
| Paper Handling: | |
| 33 | Offeror shall provide color calibration using our current Apogee/Wasatch RIP system and provide onsite user training in calibrating the Color Digital Press using various techniques and or equipment. |
Please specify details in the comments section.
34 Color Digital Press shall print on synthetic or digital polyester stock (8mil,10mil, & 11mil) simplex & duplex.
Please specify details in the comments section.
35 Color Digital Press shall specify, store and retrieve custom paper sizes for all paper supply trays.
Please specify details in the comments section.
36 Color Digital Press shall allow operator to replenish stocks while running a job.
Please specify details in the comments section.
37 Color Digital Press shall have Interposer or Post-Processing tray for pre-printed stocks. Specify sheet amount and size limitations.
Please specify details in the comments section.
| Finishing Options: | |
| 38 | Color Digital Press shall have bi-folding and saddle stitching to automatically create books, coated or uncoated. |
Please specify details in the comments section.
39 Top exit tray. Please provide capacity.
Please specify details in the comments section.
40 Color Digital Press shall have the option to Face Trim Saddle Stitched books.
Please specify details in the comments section.
41 Color Digital Press shall have multi-position single or dual stapling.
Please specify details in the comments section.
42 Color Digital Press shall have a built in system for controlling humidity.
Please specify in comment section.
| Support the following printer languages: | |
| 43 | Must support PDF document file format. |
Please specify details in the comments section.
44 Must support industry-standard job definition format (JDF) and job messaging format (JMF).
Please specify details in the comments section.
45 Must indicate whether or not a specific software needs to be installed in order to support JDF and JMF.
Please specify details in the comments section.
46 Color Digital Press shall be compatible with Fiery rip software for color management, workflow automation, etc.
Please list the software details in the comments section.
| Installation, Initial Test and Training: | |
| 47 | Offeror shall perform a site survey at the U.S. Senate and provide a site plan with all necessary power requirements. Vendors 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. |
| 48 | Offeror shall deliver, install and set-up, and initial test the Color Digital Press at the Senate site. 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's Representative (COR). |
| 49 | During equipment installation, Offeror must provide or bear all furnish expenses such as rigging services required to erect, start, test, and adjust such proposed equipment. |
| 50 | Offeror shall provide a detailed checklist of the Color Digital Press properly performing each function, as well as the proper operation of additional features that the Color Digital Press may perform upon delivery. This is to verify the proper operation of the Color Digital Press prior to the start of the Senate's 30-day acceptance testing period. |
| 51 | Offeror shall provide onsite training to six (6) operators divided between two shifts (7:30 AM - 4:00 PM & 1:00 PM - 9:30 PM) on all the functions of the Color Digital Press including the scanner, work station software, printer and RIP/Server, 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 variable print technology, text and image including the clear ink technology;
c) Offeror shall provide onsite training on performing routine maintenance including replacing belts and corotrons.
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: | |
| 52 | Senate will provide written notification to Offeror of the successful installation of the Color Digital Press, completion of training, and the receipt of all documentation from the Offeror. This written notification will signify delivery of the Color Digital Press to the Senate for the start of the Senate's 30-day acceptance testing period. |
| 53 | Acceptance of the Color Digital Press 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 Color Digital Press under load or while being fully utilized. Acceptance testing ends when the Color Digital Press has met the standards of performance by operating for a period of thirty (30) consecutive business days (7:30 AM to 9:30 PM) without failure or downtime of any kind. The Color Digital Press, for purposes of acceptance testing, is defined as all components and equipment which consist of the Color Digital Press. [Note: Failure downtime is a period of time in which the Color Digital Press is not reliably operable due to intermittent or consistent failure so that any component or portion of the Color Digital Press can not be used, or that those components or portions of the Color Digital Press will not operate in accordance with the Color Digital Press specifications. |
| 54 | If the Color Digital Press 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 Color Digital Press (including the entire Color Digital Press if necessary). The acceptance testing period shall begin again after the Color Digital Press has been fixed and/or the replacement of the designated parts. If the Color Digital Press had another failure downtime within the next 30 consecutive days of the re-start of acceptance testing period, the Senate may reject the Color Digital Press 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 Color Digital Press until a suitable replacement printer is installed and functioning in accordance with the printer specifications. |
| Documentation: | |
| 55 | Offeror shall provide two (2) bound copies of the user manual. |
| 56 | Offeror shall provide the necessary rights in data to the Senate to customize, use, and reproduce the documentation to meet its user support needs. |
| 57 | 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: | |
| 58 | Color Digital Press 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: |
| 59 | Technical telephone support and troubleshooting from 7:30 AM - 9:30 PM. |
| 60 | Four (4) business hour on-site service response time during business hours, 8:00 AM - 5:00 PM, Monday - Friday. |
| 61 | Technical services and support to be provided by Offeror certified technicians. |
| 62 | All service calls identified as recurring problems will automatically be escalated by the Offeror. |
| 63 | All labor, materials and/or parts furnished by Offeror. |
| Warranty: Offeror shall submit its Warranty together with the RFQ: | |
| 64 | Offeror shall warrant that the Color Digital Press shall be free from defects in materials and workmanship for a period of one (1) year. The Warranty shall commence on the day after the Color Digital Press 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 Color Digital Press proves defective during the warranty period, the Offeror shall: |
| 65 | Repair the Color Digital Press by means of telephone support or on-site service at no charge for materials, parts and/or labor, |
| 66 | Replace the Color Digital Press with a comparable Color Digital Press at no charge, or |
| 67 | Remove the Color Digital Press at no charge, and return all payments made to the Offeror, less a reasonable allowance for usage. |
| Optional Features: | |
| 68 | Please list any additional software/equipment options needed with prices for the Color Digital Press; including optional features. |
See Attach A-Price Table "Optional Features"
| Consumables: | |
| 69 | Offeror shall provide a list of corresponding consumables with prices of its proposed Color Digital Press. Please list any additional inks or varnish options needed with prices for the Color Digital Press. |
See Attach C-Consumables
| Trade-In: | |
| 70 | 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
&"Arial,Bold"Attachment A - List of Requirements &"Arial,Bold" Color Digital Press
&"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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&9&T, &D &9Page &P of &N
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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. | |||||
| Black (Qty 1 per year) | ||||||
| Cyan (Qty 2 per year) | ||||||
| Magenta (Qty 1 per year) | ||||||
| Yellow (Qty 1 per year) | ||||||
| Internal Finisher Staple Refill Type M (Qty 1 per year) | ||||||
| Internal Finisher Staple Refill Type T (Qty 1 per year) | ||||||
| Waste Bottle (Qty 3 per year) |
&"Arial,Bold"
Attach D-Trade-In Equipment
| Equipment Model and Features | Serial Number | Volume | Trade-In Value |
| Ricoh C7210sx | C889L500225 | Color = 1,016,368 |
B/W = 407,987 5th Color = 102,975 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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