Instructions - RFQ 2026-R-047.pdf

RFQ Instructions V4 | February 2022

The following are the instructions and requirements for the completion and submission of quotes in response to Request for Quotation 2026-R-047 (RFQ) Mail Processing Conveyor System.

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 is 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. The United States Senate, Office of the Sergeant at Arms (SAA), will conduct a site visit conference on July 13, 2026, at 8:00am ET, as described in Section 9.9 of the Statement of Work (SOW). Offerors are strongly encouraged and expected to inspect the facility and equipment associated with any contract awarded under this solicitation.

To facilitate site visit preparations and security processing, Offerors shall register by emailing Acquisitions@saa.senate.gov and Keona_Smallwood@saa.senate.gov with subject line “ATTN: Site Visit Registration for 2026-R-047” no later than 12:00pm ET on July 10, 2026. Offerors shall provide all attendee information by the registration deadline to support entry into the Government facility.

3. Questions shall be submitted by Offerors only via email to Acquisitions@saa.senate.gov with subject line “ATTN: Charles Blalock Questions for 2026-R-047” no later than 12:00pm ET on July 20, 2026. Questions via telephone, fax, or any means other than email shall not be accepted. Responses to all Offerors’ written questions will be distributed by email.

4. Send above documents via e-mail to Acquisitions@saa.senate.gov with subject line

“ATTN: Charles Blalock RFQ 2026-R-047” no later than 12:00pm ET on July 30, 2026.

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 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.

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 an entire quotation if the Offeror fails to include all required RFQ line items from the Pricing Table Excel Worksheet, or if any proposed line item deviates from the specifications set forth therein. Only quotations submitted in full compliance with all requirements contained in, or incorporated by reference into, this solicitation will be considered for award. Offerors shall demonstrate a clear understanding of the solicitation requirements and the capability to provide the requested Mail Processing Conveyor System and associated support services. The SAA further reserves the right to reject any quotation that does not fully address the requirements set forth in the Excel Worksheet (Attach B – Requirements Matrix). Technical capability will be evaluated based on the information provided in the quotation. Quotations that fail to meet the solicitation requirements, including quotations containing cursory responses that merely restate or paraphrase the specifications, requirements, tasks, or deliverables in the Excel Worksheet, may be determined technically unacceptable and eliminated from further consideration. This RFQ does not obligate the SAA to reimburse any costs incurred in the preparation or submission of a quotation, nor does it commit the SAA to purchase or contract for any item under this solicitation.

7. This procurement is a competitive source selection 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, based upon its evaluation of the Offeror information submitted in response to this RFQ. Specifically, the SAA will evaluate Factor 1 - technical specifications of the Mail Processing Conveyor System, Factor 2 - past performance of similar products and services being purchased within the past three (3) calendar years, and Factor 3 - proposed price (including list price, optional items, and maintenance). Of the two technical factors, Factor 1 is more important than Factor 2. For purposes of the best value tradeoff analysis, Technical Factors 1 and 2, combined, are equal in importance to Factor 3 - Price. The Senate will make a source selection decision on a best value (trade-off) basis, and the award will be subject to 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.