2025-R-058 Amendment 003 .pdf

SECTION A – SOLICITATION/CONTRACT FORM

SOLICITATION, OFFER AND AWARD

1. CONTRACT NO.

SOLICITATION NO.

2025-R-058

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

CALL OR E-MAIL

A. NAME: Nicole Barnes Sr. Procurement & Contracting Specialist

B. TELEPHONE NO: 202-224-9321 NO COLLECT

CALLS) or 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:

001 6/26/2025

002 7/2/2025

003 7/14/2025

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, DC 20510-7205

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, Office of the Sergeant at Arms (“Senate” or “SAA”) requires installation of a comprehensive, automated parking enforcement solution (“Solution”). The SAA requires a

Contractor to provide a fully integrated Solution to include License Plate Reader (“LPR”) technology, software license, and hardware, for its indoor garages.

B.2 Description of Services

The Contractor shall provide all hardware, software, installation and implementation services, and ongoing technical support in accordance with specific requirements in Section C.

B.3 Pricing

The schedule at B.6 shall provide the Firm-Fixed-Prices (“FFP”) for the products and services offered herein under this Contract. All pricing shall be fully burdened with all administrative costs, inclusive of all travel, transportation, and other direct costs (“ODC”).

B.4 Term

This is a Contract for commercially available products or services specified and shall commence upon on the effective date for a one (1) year base period. The Contract will have four (4) one-year option periods. Exercise of option(s) will be in accordance with Section H.9, Exercise of Options.

B.5 Price Re-determination and Adjustments

The Contractor may offer a price reduction at any time effective upon the date offered by the Contractor and will apply to all services performed on or after the effective date of price change.

Price increases must be mutually agreed to and incorporated into the Contract through a modification hereto.

B.6 Pricing Schedule

B.6.1 Equipment & Services

Base Period All prices are shown in USD

Line Item # Description

Unit of Measure Quantity

Fixed Unit Price

Total Price

0001 LPR Cameras ( two cameras per location C.3.1) EACH 8 $0.00 $0.00

0002 Barrier Arms EACH 2 $0.00 $0.00

0003 Software License LOT 1 $0.00 $0.00

Peripherals (associated cables and miscellaneous hardware) LOT 1 $0.00 $0.00

0005 Project Management LOT 1 $0.00 $0.00

0006 Installation & Implementation Services LOT 1 $0.00 $0.00

0007 Warranty LOT 1 $0.00 $0.00

0008 Reserved

SUB-TOTAL $0.00

Option Period 1 All prices are shown in USD

Line Item # Description

Unit of Measure Quantity

Fixed Unit Price

Total Price

1004 Software License LOT 1 $0.00 $0.00

1009 Reserved

SUB-TOTAL $0.00

Option Period 2 All prices are shown in USD

Line Item # Description

Unit of Measure Quantity

Fixed Unit Price

Total Price

2004 Software License LOT 1 $0.00 $0.00

2009 Reserved

Option Period 3 All prices are shown in USD

Line Item # Description

Unit of Measure Quantity

Fixed Unit Price

Total Price

3004 Software License LOT 1 $0.00 $0.00

3009 Maintenance & Support LOT 1 $0.00 $0.00

SUB-TOTAL $0.00

Option Period 4 All prices are shown in USD

Line Item # Description

Unit of Measure Quantity

Fixed Unit Price

Total Price

4004 Software License LOT 1 $0.00 $0.00

4009 Maintenance & Support LOT 1 $0.00 $0.00

TOTAL – All Years $0.00

SECTION C – STATEMENT OF WORK

C.1 Background

Parking enforcement conducted by Senate Parking Operations currently involves outdated pen-to-paper documentation and violation/ticket issuance, with manual data entry and email notifications. The SAA requires Contractor support to implement a Solution to modernize the outdated process while improving efficiency and accuracy.

C.2 General Requirements

The Solution shall contain, at a minimum, License Plate Reader (“LPR”) technology, software license, and hardware to include up to eight (8) fixed LPR cameras. Solution shall also include two (2) barrier access arms with the ability to accommodate the appropriate code space, clearances, and existing slope to be compliant with Americans with Disabilities Act (“ADA”), maintenance support, and warranty.

The Solution shall have the ability to import data from the existing web-based SAA database and customer interface platform and contain administrative software to include client interface capability.

C.2.1 The Contractor shall be responsible for providing the following items for the installation and programming of the Solution including, but not necessarily limited to:

a. Equipment, Licenses, Materials, Site Survey;

b. Labor;

c. Warranty;

d. Installation;

e. Testing, Commission, and on-site training;

f. Inventory of supplies utilized for Project Management; and

g. On-going Customer Support Services.

C.2.1.1 The Contractor will construct or provide all support infrastructures necessary for the successful installation and operation of the Solution. The Contractor shall coordinate with the Architect of Capitol (“AOC”) for necessary electrical and architectural infrastructure requirements. Cameras must have the capability to be mounted on existing light poles at the design and discretion of AOC, Office of the Chief Engineer (“OCE”), and SAA in coordination with AOC's Design Standards and Historic Preservation Guidelines.

C.2.1.1.1 AOC design shall include:

a. Equipment pads based on vendor equipment selection and drawings;

b. Conduits/pathways to remote mounted equipment such as cameras;

c. Pathways into the buildings for connection to building network systems; and

d. Power connections from AOC owned electric panels to vendor provided single point of connection.

C.2.1.1.2 Vendor design shall include:

a. All locations for vendor provided equipment such as card readers, cameras, vehicle barriers, sensors, etc;

b. Specifications for wire types/quantities for connection to Senate telecom network and other systems to be installed in AOC provided pathways such as connections to cameras;

c. Specifications/calculations for all power requirements for vendor provided equipment;

and

d. Coordination with AOC on locations for mounting equipment and complying with AOC historic preservation and Architecture Review Board comments.

C.2.1.2 Components of the Solution can reside either on premise or cloud storage.

C.2.1.3 The Contractor shall perform a mandatory site survey within five (5) business days after contract award. The Contractor will provide an initial draft design to be reviewed by the SAA and AOC. The SAA and AOC will provide review and feedback of the draft design to the Contractor.

Upon receipt of review and feedback, the Contractor shall provide a final design.

The Contractor shall furnish, engineer, install, and test the newly installed equipment to industry or Original Equipment Manufacturer (OEM) specifications. The Contractor shall install new LPR cameras and barrier arms as identified and/or comply with the requirements provided under Section C.6.

C.2.1.4 The Contractor shall be responsible for assembling all components and disposing of any packaging material once the installation is complete.

C.2.1.5 The Contractor shall complete installation and have the Solution ready for testing and acceptance within nine (9) months from the date of contract award. The Contractor shall coordinate daily work hours with the designated SAA Contracting Officer’s Representative (“COR”). Any technical questions regarding the installation of the Solution or its technical operation shall be directed to the designated COR.

C.3 Solution Equipment, Materials, Hardware Installation Requirements

C.3.1 The Contractor shall install up to eight (8) LPR cameras, one at each of the following locations. The cameras shall be capable of capturing both entrance and exit of vehicles. Each location shall have one (1) camera to capture vehicles upon entering, and one (1) camera to capture vehicles upon exiting.

a. Hart Senate office building (SOB) garage entrance (C Street, NE);

b. Russell SOB garage entrance (Delaware Avenue, NE);

c. Russell SOB inside garage entrance (New Jersey Avenue, NW); and

d. Dirksen SOB garage entrance (northside).

C.3.2 The Contractor shall install the two (2) barrier arms, one at each of the following locations:

a. Hart SOB garage entrance (C Street, NE); and

b. Russell SOB garage avenue (Delaware Avenue, NE).

The Contractor shall validate the appropriate length of barrier arms.

C.3.3 The SAA and AOC will provide the exact position for the applicable camera installation at each of the locations. The Contractor shall provide site plans for locations of cameras and associated equipment. The Contractor shall coordinate with the SAA and AOC on the use of existing poles, or other identified locations.

The Contractor shall provide electrical specifications and an electrical diagram for all installed components of the Solution. The Contractor shall provide all locations of Contractor provided equipment, specifications for wire types, quantities required, and requirements for connecting to building systems, and power requirements.

Contractor to also include any necessary architectural requirements for the installation of the Solution.

C.3.4 The Contractor shall provide, install, and activate a mobile application or equivalent with appropriate data plan for the daily storage and retrieval of 1000s of images upon demand as well as remote camera viewing for LPR monitoring.

a. The data plan should include a minimum of 50 GB and be in compliance with a CJIS certified Microsoft Azure server.

b. The total image size per read should be at a minimum of 127 kb.

c. The capability to store images for the standard retention period of 30 days for real images and have the capability to increase storage if needed.

d. If a cloud storage solution is proposed, it shall be hosted in the United States. Storageand processing of data shall not leave the United States of America.

Federal Risk and Authorization Management Program (“FedRAMP”) certified is preferred but not required.

C.4 Software Requirements

The Contractor shall provide required LPR related technology to enable full functionality of the comprehensive Solution.

C.4.1. Software Licenses

C.1.4.1 The Contractor shall provide software licenses which grant the Senate a perpetual, non-exclusive license to the software used to operate the Solution. The Contractor shall provide LPR camera licenses and mapping licenses compatible with Windows and Mac operating Solutions.

C.4.1.2 Contractor shall provide sufficient data storage solution for license plate images.

C.5 Project Management

The Contractor shall provide project management services to manage and implement the Solution.

C.5.1 Project Manager

The Contractor will assign a Project Manager who will coordinate the activities to be performed under this Contract. The Project Manager must be designated as Key Personnel (see Section H.3).

C.5.1.1 The Contractor's Project Manager must have the following knowledge and skills:

a. Minimum of three (3) years of experience managing technical government projects;

b. Comprehensive knowledge of parking enforcement solutions;

c. Familiarity with a wide range of tasks and technologies related to parking enforcement products including but not limited to LPR cameras, mobile handheld devices, administrative software, and barrier arms;

d. Knowledge of all phases of LPR camera and barrier arm installation, Solution setup, and programming from inception to completion;

e. Record of timely delivery of detailed documentation and adherence to agreed upon deadlines; and

f. Effective written and oral communication skills as well as interpersonal skills, including tact and diplomacy.

C.5.1.2 The Project Manager shall work with the Senate’s COR directly and will serve as the point-of-contact for all communications, escalation of issues, and responsibilities under this Contract.

The Project Manager will perform, at a minimum, the following activities:

a. Serve as central point of contact for procurement and delivery of the Solution equipment and materials and all service delivery issues within Contractor’s control;

b. Manage Contractor tasks and resources associated with the services and coordinate activities with the Senate;

c. Conduct meetings to communicate roles, responsibilities, and schedule activities;

d. Use standard industry recognized project management tools and methodologies to create and delivery and installation plan;

e. Employ a reporting mechanism to identify project tasks, next steps, and issues; and

f. Any task or other action not listed herein, but implicitly necessary to perform the

Contract.

C.6 Pre-Install Activities

The Contractor, with assistance from the SAA, shall complete the pre-install activities listed below prior to implementation services.

C.6.1 Installation & Implementation Plan and Schedules

The Contractor and the SAA will mutually agree in writing on the installation plan and schedule (the “Installation Plan”). The Installation Plan will be distributed, by the SAA, to Solution stakeholders and end-users identified prior to the commencement of scheduled Solution equipment installation. The SAA will promptly notify the Contractor of any conflicts in order to finalize the schedule prior to the scheduled installation date. The Installation Plan shall be delivered in draft not later than two (2) weeks following the award of the Contract.

The Installation Plan shall indicate the equipment to be installed, the number and types of cables proposed, recommended outlet locations, and contain a comprehensive project plan to include work breakdown structure, milestones showing completion dates, progression, and other logic leading to a successful project design, installation, and implementation.

C.6.2 Communications with SAA

The Contractor is expected to provide prompt, consistent, and clear communication with the SAA COR and other SAA staff as required for completion of the Contract.

C.6.2.1 The Contractor shall attend a kickoff meeting to discuss the plans.

C.6.2.2 The Contractor shall provide consistent and prompt oral, telephone, and email communication to ensure information on project progress is shared with the COR and SAA staff.

The Contractor shall respond to the SAA requests within a timely and adequate manner or within a 24-hour business day.

C.6.2.3 The Project Manager shall conduct, at a minimum, biweekly meetings with the COR to review performance. Contractor shall provide biweekly updates by Fridays at 5:00 PM (ET) as follows:

a. Activities planned for the week;

b. Work and deliverables completed during the period;

c. Status of ongoing activities;

d. Activities planned for the following period;

e. Problems or issues projected or identified;

f. Alternatives and/or recommended solution(s) for identified or projected problems or issues; and

g. Known or projected resources (staff and funding) and schedule impacts.

C.7 Reserved

C.8 Solution Installation

The Contractor shall install the Solution at designated Senate garages. The Contractor shall exercise care when installing LPR cameras and barrier arms so as not to damage any vehicles or existing infrastructure.

C.8.1 The SAA will provide the exact LPR camera and barrier arm installation specifications, to include location, height, direction, and other special instructions, to the Contractor during a site survey to occur no later than five (5) business days following the date of contract award.

C.8.2 Programming

C.8.2.1 The Contractor shall program new LPR cameras to operate in designated locations.

C.8.2.2 The Contractor shall provide startup testing, commissioning, and training on the operation of the solution.

C.8.3 Equipment Labeling

C.8.3.1 The Contractor shall apply SAA-supplied asset tracking labels to LPR cameras, barrier arms, according to SAA standards in Attachment J-01 Asset Tag Placement Guidance.

C.8.3.2 Upon completion of the Solution installation, the Contractor shall deliver to the SAA an accurate and up-to-date inventory of all equipment delivered, noting any issues encountered – e.g., equipment where the manufacturer has enacted the warranty for resolution. The Contractor shall return to the affected installation site(s) as necessary to conclude replacement or repair once replacement parts have been delivered or service by the manufacturer has been completed.

C.9 Workplace Guidelines

The Contractor shall comply with standard Occupational Safety and Health Administration guidelines during all site visits and work.

C.9.1 Trash Removal

The Contractor shall appropriately dispose of trash at installation sites and properly clean the installation area.

C.10 Warranty and Support

C.10.1 The Contractor shall provide, at no additional cost, warranty services and support for three

(3) years following final acceptance of the Solution by the SAA. Warranty and support services shall include but are not be limited to:

a. Hardware maintenance;

b. Software maintenance (patches/fixes/upgrades);

c. Online support; and

d. Emergency support on nights and weekends.

The SAA shall provide Contractor access to the Solution to perform such tasks as diagnostic routines, software upgrades, and helping as necessary to resolve any Solution technical or operational problems.

C.10.1.1 The Contractor shall offer a standard equipment warranty upon its installation, with a minimum three (3) year performance and product guarantee that software applications, data plans, equipment installation, and connecting hardware shall be free from defects in material, workmanship, and fabrication.

C.10.2 The Contractor shall submit detailed warranty documentation to the COR upon final acceptance of the Solution.

C.10.3 The Contractor shall conform to the manufacturer’s certification including submittals of all required documentation to the manufacturer. The Contractor shall assure the Solution is certified and warranted by the manufacturer for the specified performance for minimum of three

(3) years.

C.10.4 The Contractor shall obtain from the manufacturer, a Registration Document, if applicable.

Upon receipt of the Registration Document and Certificate, the Contractor shall forward an electronic copy and deliver the original to the COR within sixty (60) business days of installation.

C.10.5 Any equipment whose operation or performance does not comply with the requirements of the Contract or any equipment that is damaged prior to acceptance will be held or deemed as defective, and the Contractor shall remove and properly replace at no additional cost to the SAA.

C.11 Training

The Contractor shall develop customized training materials and conduct the appropriate level of application and user training for current technical staff and nontechnical users. The Contractor shall deliver on-site comprehensive training at the Senate Parking Office or designated location during normal business hours, Monday – Friday, 8:30 a.m. ET to 5:30 p.m. ET, on how to use and maintain the Solution. The Contractor shall provide hardcopy and electronic versions of all training materials.

C.12 Maintenance and Support

C.12.1 The Contractor shall offer standard hardware and software support options for the Solution. Maintenance services and support will begin upon conclusion of the warranty and support services, as discussed in Section C.10, and shall include, but not be limited to:

a. Hardware maintenance;

b. Software maintenance (i.e., patches/fixes/upgrades); and

c. Online support.

C.12.2 Response times for the above support options should be take no more than twelve (12) business hours on weekdays and twenty-four (24) hours on weekends/federal holidays.

C.13 Acceptance Testing

The Solution must meet all the requirements set forth herein this Section C. The Contractor shall fully test the Solution following installation and implementation, as specified in the Implementation Plan, and shall make the test results available to the designated COR. The Senate will then conduct a period of thirty (30) business days acceptance testing.

C.13.1 The Solution must function without failure for thirty (30) business days to pass acceptance testing. A "failure" of the Solution is defined as the inability to meet a requirement or to provide a work-around acceptable to the SAA.

C.13.2 The Contractor must provide on-site technical support during normal business hours (Monday – Friday, from 8:30 am to 5:00 pm, ET) 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) business days acceptance testing period will restart. The Solution must function without failure for thirty (30) consecutive business days in order to pass the acceptance testing.

C.13.3 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 days at the discretion of the Contracting Officer), the SAA may reject the Solution entirely and terminate the Contract for default. The Contractor shall restore the original Solution and return all payments except for the amounts for goods that have been delivered by the Contractor and retained by the SAA, and all completed services until the point of rejection and default and will release the Senate from the obligation to all future payments.

C.13.4 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.13.5 In the event of a failure to deliver an acceptable Solution in accordance with Section C, 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 specifications in Section C.

C.14 Deliverables

Deliverable Deliverable Due Date

Kickoff Meeting Within 5 business days of award

Draft Implementation Plan Within 2 weeks of award

Contractor Initial Design Package Submission Within 4 weeks of award

Contractor Final Design Package Submission Within 16 weeks of award

Design Package Finalized Within 22 weeks of award

Solution Installation Complete Within 9 months of award

Training Within 9 months of award

Weekly Status Report: Quality Assurance, Deployment and Progress Review Weekly beginning date of award

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

The COR is responsible for performing evaluation and ensuring adequate records are kept supporting acceptance or rejection. Acceptance will be made by the 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.

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 Reserved

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 United States Senate

Contracting Officer U.S. Capitol Building, S-151

Office of the Sergeant at Arms Washington, DC 20510-7207

Email: acquisitions@saa.senate.gov Telephone Number: (202) 224-2547

G.2 Contracting Officer's Representative (COR)

G.2.1 The Contracting Officer will designate a COR 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 COR is identified in the table below:

mailto:acquisitions@saa.senate.gov

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:

a. making a correct payment; and

b. 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 the 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) calendar 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-02).

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 SOPS for Cybersecurity (see Attachment J-02) 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)

g. 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.4.3.2 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.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 four (4) 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. The term "Software," as used in this

Section, 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, 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, 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 Office;

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. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims; and

d. Aircraft public and passenger liability. When aircraft are used in connection with performing the contract, the Contractor shall have aircraft public and passenger liability insurance. Coverage shall be at least $200,000 per person and $500,000 per occurrence for bodily injury, other than passenger liability, and $200,000 per occurrence for property damage. Coverage for passenger liability bodily injury shall be at least $200,000 multiplied by the number of seats or passengers, whichever is greater.

SECTION I - CONTRACT CLAUSES

The term “Contractor Specific Terms” refers to documentation provided by the Contractor in relation to End User License Agreements, Terms of Service, Maintenance Agreements, or another similar legal instrument or agreement.

I.1 Changes

I.1.1 The Contracting Officer may make changes, by modification or change order, within the general scope of this Contract. The Parties may negotiate or agree upon such changes before they are made to this Contract. The Contracting Officer may also make unilateral changes and modify this Contract by issuing a written modification or change order. The Contractor shall assert any claim for equitable adjustment within thirty days of its receipt of the modification or change order.

I.1.2 Failure to agree to any adjustment shall be a dispute concerning a question of fact within the meaning of the clause of this Contract entitled "Disputes." However, nothing in this clause shall excuse the Contractor from proceeding with the Contract until changed.

I.2 Assignment of Claim

All clauses regarding the Contractor’s right to assignment are subject to the Anti-Assignment statutes (31 U.S.C. § 3727, 41 U.S.C. § 6305). All clauses governing the Contractor’s assignment in the Contractor Specific Terms are hereby rejected.

I.3 Disputes

Clauses in the Contractor Specific Terms referencing disputes, including choice or law and venue, are rejected and not applicable to this Contract. All disputes arising under this Contract, which are not disposed of by agreement, shall be decided pursuant to the U.S. Senate Procurement

Regulations and applicable Federal law. Contractor Specific Terms that allow the Contractor to choose arbitration, mediation, or other forms of alternate dispute resolution are hereby rejected.

I.4 Benefits to Members of Congress

No member of, or delegate to Congress shall be admitted to any share or part of the proceeds of this…