Instructions - RFQ 2025-R-038 Fleet and Transportation Management Solution and KeyTrack Solution.pdf

RFQ Instructions V6 | August 2023

The following are the instructions and requirements for the completion and submission of quotes in response to Request for Quotation RFQ 2025-R-038 for Fleet & Transportation Management Solution &

KeyTrack Solution

INSTRUCTIONS:

1. The Offeror must, through authorized representatives, sign and return the PRICING TABLE (Excel

Worksheet), with mandatory vendor information completed in Excel format; and

a. If there are any applicable End User License Agreements (EULA) and/or other referenced

Contract Terms and Conditions, the Offeror must include them in the quote;

b. If any EULA or Contract Terms or Conditions are provided, the Offeror must sign and return the ADDENDUM TO COMMERCIAL AGREEMENTS (PDF). The Original Equipment

Manufacturer (OEM), if applicable, is also encouraged to sign this Addendum;

c. If the offeror is a reseller, the Offeror must sign and return a current statement from the

OEM that the Offeror is authorized by the OEM to sell the product to the Federal

Government in the USA;

d. If telecommunications equipment or high-impact or moderate-impact information systems are being offered, the Offeror must return the OEM STATEMENT OF

COMPLIANCE, signed by the OEM, certifying that it is in compliance with Section 208 of the Legislative Branch Appropriations Act, 2020.

2. Offerors may submit questions about this RFQ no later than 12:00 Noon ET on March 21, 2025, via email: acquisitions@saa.senate.gov Attention: Nicole A. Barnes.

3. Send above documents via e-mail to Acquisitions@saa.senate.gov with subject line “ATTN: Nicole A.

Barnes 2025-R-038” by 12:00 Noon ET on April 7, 2025. Early submissions are encouraged. E-mails that do not reference the RFQ Number in the subject line may not be accepted.

SUBMISSION REQUIREMENTS:

1. Offeror must have an active registration in the System for Award Management (SAM) database, https://www.sam.gov/, and must provide its DUNS or Unique Entity Identifier (see PRICING TABLE

Excel worksheet). Offeror shall ensure that all information contained in its SAM registration is current, complete, and accurate during the period of performance of an award until final payment is made by the Senate.

2. If a reseller, Offeror must supply the products directly from the OEM, OEM authorized distributors, or

OEM authorized distribution channels in the USA only. Offeror shall provide a current statement from the OEM that the Offeror is authorized by the OEM to sell the product to the Federal Government in the USA. The Sergeant at Arms (SAA) reserves the right to verify this with the OEM or its distributor.

Supply of products from foreign distributors or channels or from foreign countries is not acceptable.

RFQ Instructions V6 | August 2023

3. Section 208 of the Legislative Branch Appropriations Act, 2020, located within the Further

Consolidated Appropriations Act, 2020 (P.L. 116-94) prohibits the acquisition of certain telecommunications equipment as well as high-impact or moderate-impact information systems, as defined for security categorization in the National Institute of Standards and Technology’s (NIST)

Federal Information Processing Standard Publication 199, “Standards for Security Categorization of

Federal Information and Information Systems.” Offeror must provide an OEM Statement of

Compliance verifying that they are in compliance with Section 208 of the Legislative Branch

Appropriations Act, 2020. Statement of Compliance provided by a non-U.S. company is not acceptable.

4. Offeror shall provide Firm-Fixed-Prices on a F.O.B. Destination basis, net of shipping/handling charges if any, for each product or service listed on the PRICING TABLE Excel Worksheet. Portable Document

Format (PDF) or other images of the pricing table will not be accepted.

5. Offeror quotation must include all applicable end user license agreements, any contract terms and conditions, or terms offerors use in sales to government agencies. Any terms and conditions referenced as hyperlinks, or in other documents including third party terms, are not applicable to this order unless submitted in full text, in searchable PDF, with the quotation. If terms or conditions are provided, then the Offeror must sign and return the ADDENDUM TO COMMERCIAL AGREEMENTS

(see included PDF file) with the quotation. The SAA also encourages the OEM, if applicable, to sign and return the ADDENDUM TO COMMERCIAL AGREEMENTS.

6. The SAA reserves the right to reject the entire quotation if any of the required RFQ line items from the PRICING TABLE Excel Worksheet are missing from the quotation or differ from the specifications contained therein. This request does not commit the SAA to pay any costs incurred in the preparation and submission of this quotation, nor to purchase or contract for any item on this RFQ.

7. This procurement is in accordance with Senate Procurement Regulations. Offeror may submit an open market quotation or a quotation in accordance with NASA SEWP, GSA Schedule, or other GWAC contracts. The Senate will be making one award, if any, on a Lowest Price Technically Acceptable basis governed by the attached PURCHASE ORDER CLAUSES and ADDENDUM TO COMMERCIAL

AGREEMENTS (if applicable), and the GWAC terms and conditions (if applicable). The SAA will not provide debriefings.