Pricing Table - RFQ 2026-R-007 Hair Care Point-of-Sale System.xlsx
XLSX spreadsheet 373 KB Posted
- Attached to
- U. S. Senate Hair Care Point-of-Sale System
- Solicitation number
- 2026-R-007
- Issued by
-
United States Senate
About this file
This is a Pricing Table and Specifications document for Request for Quotation (RFQ) 2026-R-007 issued by the U.S. Senate Office of the Sergeant at Arms (SAA) for a Hair Care Point-of-Sale (POS) System. Quotations must be submitted on a firm-fixed-price basis with F.O.B. Destination to Washington, DC, with pricing valid through July 31, 2026. The base year pricing period runs from August 1, 2026 through July 31, 2027, followed by five optional one-year renewal periods. Offerors must provide pricing for the Hair Care POS System, data migration, reporting customization, integration services, and maintenance/technical support for the base year, with optional features available. Option years (2027-2032) cover maintenance and technical support only. The document specifies 155 detailed minimum requirements and optional features across multiple functional areas including self-service customer portal capabilities, appointment scheduling and management, calendar/appointment book functionality, administrator and receptionist user rights, workflow creation, inventory management, comprehensive reporting, integrations with Office 365 and QuickBooks, and payment processing compliance.
The specifications mandate a responsive web-based design supporting desktop browsers and mobile devices with 99.9% uptime, 256-bit encryption for all data, 508 accessibility compliance, and a 4-second response time during peak usage. The system must support appointment confirmations via email and text, automated reminders, color-coded calendar functions, and role-based security controls. Data migration services must transfer all existing appointment, scheduling, and business report data from the Senate's proprietary local database. Installation, testing, and training must be completed within the base year contract period, culminating in a 30-day acceptance testing phase requiring 30 consecutive business days of failure-free operation. Contractor personnel requiring unescorted Senate building access must pass background checks and be U.S. citizens. The contractor must provide SOC 2 Type II audit evidence, maintain all data exclusively within the continental United States, deliver eight bound user manuals, and provide telephone and on-site technical support. Deliverables include a project kickoff within 7 days of award, contract management plan within 14 days, data migration completion by month three, go-live phases by months six and nine, and monthly progress reports with weekly tracking updates.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Attach A-Pricing Table
| SAA Request for Quotation | 2026-R-007 |
| 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 July 31, 2026.
| 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" 8/1/2026 - 7/31/2027 | |||||||
| 0001 | Hair Care POS System | EA | 1 | $0.00 | $0.00 | ||
| 0002 | Data Migration | LOT | 1 | $0.00 | $0.00 | ||
| 0003 | Reporting Customization | LOT | 1 | $0.00 | $0.00 | ||
| 0004 | Integration | LOT | 1 | $0.00 | $0.00 | ||
| 0005 | Maintenance and Technical Support | LOT | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| OPTIONAL FEATURES | |||||||
| 0004 | Optional Features | EA | 1 | $0.00 | $0.00 | ||
| 0005 | EA | 1 | $0.00 | $0.00 | |||
| 0006 | EA | 1 | $0.00 | $0.00 | |||
| 0007 | EA | 1 | $0.00 | $0.00 | |||
| 0008 | EA | 1 | $0.00 | $0.00 | |||
| SUB-TOTAL | $0.00 | ||||||
| OPTION YEAR 1 - 8/1/2027 - 7/31/2028 | |||||||
| 1001 | Hair Care POS System Maintenance and Technical Support | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| OPTION YEAR 2 - 8/1/2028 - 7/31/2029 | |||||||
| 2001 | Hair Care POS System Maintenance and Technical Support | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| OPTION YEAR 3 - 8/1/2029 - 7/31/2030 | |||||||
| 3001 | Hair Care POS System Maintenance and Technical Support | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| OPTION YEAR 4 - 8/1/2030 - 7/31/2031 | |||||||
| 4001 | Hair Care POS System Maintenance and Technical Support | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| OPTION YEAR 5 - 8/1/2031 - 7/31/2032 | |||||||
| 5001 | Hair Care POS System Maintenance and Technical Support | 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 Senate Hair Care Point-of-Sale System ("Hair Care POS System" or "POS System"). The Offeror shall indicate if the Hair Care POS 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 Hair Care POS System proposed; including other Hair Care POS Systems that are capable of exceeding the minimum requirements and optional features. All prices quoted shall remain valid until July 31, 2026. | Meets/ | |||
| Exceeds | Standard (S)/ Option (O) | COMMENTS: | ||
| (contractor shall provide details on any requirement exceeded by the proposed Hair Care POS System below or if "Meets/Exceeds" or "Standard(S)/Option(O)" does not apply.) | Are all of these requirements mandatory? We do not indicate that or indicate which are optional - AEH | |||
| MINIMUM REQUIREMENTS | ||||
| Specifications - General: | ||||
| 1 | Solution shall have an interface for Users/Customers Self-Service Portal (Web Accessible) | Are there specific third-party solutions it must integrate with? - AEH | ||
| 2 | Solution shall have the ability to integrate into third party solutions. | |||
| 3 | Solution shall have a responsive design so application will automatically size to PCs, phones, tablets, etc. | |||
| 4 | Solution shall have the capability to assign or set contractors as the default option based on the type of services they provide. | Do we mean "contractors" as in the company providing the POS or the independent contractors serving as stylists in Senate Hair Care? - aEH | ||
| 5 | Solution shall have the ability to cancel whole transactions quickly including processing refunds as needed and sending receipts of cancelled transactions to customer and admins. | |||
| 6 | Solution shall have a visual pointer, button, check box, or other indicator for easy selection. | |||
| 7 | Solution shall maintain a minimum uptime of 99.9% annually outside of normal maintenance window activity (contractor-defined). | |||
| 8 | Solution shall scale to ensure that there is no loss of performance during peak usage times (e.g. click-through response not to exceed 4 seconds). | |||
| 9 | Solution shall be section 508 compliant. | |||
| 10 | Solution shall support the latest releases of leading desktop browsers, including: Chrome, Firefox, IE, Edge, Safari. | |||
| 11 | Solution shall have Windows 11 OS or newer compatibility. | |||
| 12 | Solution shall automatically send receipts to customers via email after payment. | |||
| 13 | Solution shall use a roles-based security model to facilitate the principal of least-privilege. | |||
| 14 | Solution shall implement data encryption with a minimum strength of 256-bit for all data in transit and at rest. | |||
| 15 | Solution shall have unauthenticated and authenticated appointment scheduling. | |||
| Specifications - Interface for Self Service (Receptionist and Customer): | ||||
| 16 | Solution shall offer a mechanism for customers to check in by themselves on their personal phone, tablet or computer. | |||
| 17 | Solution shall user group permissions that allow for appointment management (scheduling, cancelling, modifying). | |||
| 18 | Solution shall allow Admin users to cancel appointment even if scheduled by customer and allow Admin users to turn off or on waitlist based on type of appointment. | |||
| 19 | Solution shall allow Front Desk Receptionists to cancel an appointment even if scheduled by customer. | |||
| 20 | Solution for self-service shall have required fields for first & last name. | |||
| 21 | Solution for self-service shall have required fields for phone number and email. | |||
| 22 | Solution shall allow customer reschedule and automatically update the old appointment time in the system, also sending updates to the stylist and schedule | |||
| 23 | Solution shall not allow customer to schedule multiple individuals into one appointment. | |||
| 24 | Solution shall direct customers to call if they need further assistance and for rushed or double appointments etc. by providing the Hair Care phone number on each page. | |||
| 25 | Solution shall have the ability to add different services in one appointment | |||
| 26 | Solution shall have the ability to send a reminder of the appointment 15 minutes before the scheduled time | |||
| 27 | Solution shall have a configurable indicator to classify and differentiate clients based on priority level (e.g., VIP status). | |||
| 28 | Solution waitlist shall maintain the order people sign up. | |||
| 29 | Solution shall ensure customers cannot view the identities of others who have booked appointments during a specific time slot. | |||
| 30 | Solution shall support the addition of self-service access for external customers. | |||
| 31 | Solution for self-service shall have required fields for email. | |||
| 32 | Customers shall have access to view available appointments and different stylist's availability. | |||
| 33 | Solution shall generate one (1) confirmation message. | |||
| 34 | Solution shall allow the customer to cancel and reschedule up to 24 hours before appointment. Within 24 hours, cancellation is only possible by an Admin users through customer calling hair care | |||
| 35 | Solution shall generate an email to authenticate customer data and reset account password when a customer cannot remember their password. | |||
| 36 | Solution shall list updated pricing for all services while searching for appointments or services to book. | |||
| 37 | Solution shall have wait list for appointment times. | |||
| 38 | Solution shall have a link for easy cancelling available in email or text message notifications. Except in the 24hr timeframe. | |||
| 39 | Solution shall allow customer to filter/search based on type of appointment and time. | |||
| 40 | Solution shall send the appointment confirmation when removed from the waitlist. | |||
| 41 | Solution shall automatically suggest to fill open availability in schedule with the top waitlisted customer by sending out a text/email to that customer asking them to confirm the waitlisted appointment within 1 hour of receiving the text. | |||
| 42 | Solution shall hold the open spot for the wait listed people until confirmed or by a certain time and then move to the next waitlisted customer. | |||
| 43 | Solution shall allow comments from the scheduling customer. | |||
| 44 | Solution shall allow customers to see available schedule in an easy to see schedule/ master Calendar. | |||
| 45 | Solution shall allow customer to filter/search based on date of appointment. | |||
| 46 | Solution shall allow customer to filter/search based on hair care contractor associated with appointment. | |||
| 47 | Solution scheduling tool shall have ability to link to descriptions of types of appointments to aid in customer selecting type. | |||
| 48 | Solution shall allow customer to filter/search based on day of week. | |||
| 49 | Solution shall allow customer to choose method of appointment confirmation (email vs text, vs phone) during self-scheduling. | |||
| Specifications - Confirmations and Reminders (Receptionist and Customer): | ||||
| 50 | Solution shall provide notifications to administrative users when an email confirmation notice fails to be delivered. | |||
| 51 | Solution shall allow administrative users to configure parameters for appointment reminders across all appointment types, including the frequency of reminders and the number of days prior to the appointment when reminders are sent. | What is the difference between "configure' in 51 and "edit" in 52 for parameters? - AEH | ||
| 52 | Solution shall enable administrative users to edit parameters for appointment reminders across all appointment types, including the frequency of reminders and the number of days prior to the appointment when reminders are sent. | |||
| 53 | Solution shall have the capability to send the confirmation notice to the customer that corresponds to the type of appointment that has been scheduled and allow customers to add to their (Outlook, Google, Apple) calendars. | |||
| 54 | Solution shall have the capability to customize confirmation notices for each type of appointment. | |||
| 55 | Solution shall allow all Hair Care staff to resend initial confirmation notices in the event an email is not successfully delivered. | |||
| 56 | Solution shall have automatic confirmations by email to the customer who will attend the appointment. Solution must have the capability to send a minimum of one reminder of the scheduled appointment prior to the appointment. | |||
| 57 | Solution shall have the capability to format confirmation notices to meet Sergeant At Arms' need for branding purposes. | |||
| 58 | Solution shall have an option that can be selected which prevents confirmations to the Front Desk Receptionists scheduling the appointment. | |||
| 59 | Solution shall allow Front Desk Receptionists to update a customer’s preferred communication method for receiving confirmation notices. | |||
| 60 | Solution shall have an option that can be selected which prevents confirmations to the Hair Care Contractor who will be conducting the appointment. | |||
| 61 | Solution shall send automatic confirmations by text to the customer who will attend the appointment. | |||
| 62 | Solution shall require customers who self-schedule appointments to confirm the appointment using their selected preferred confirmation method (e.g., email, text, or phone), such as by entering a code, clicking a link, or responding to a call. | |||
| Specifications - Calendar and Appointment Book: | ||||
| 63 | Solution shall provide a Calendar/Appointment Book that is presented in a calendar format. | |||
| 64 | Solution shall provide a Calendar/Appointment Book accessible through a web-based interface. | |||
| 65 | Solution shall allow users to reschedule appointments within the Calendar/Appointment Book to an alternative date. | |||
| 66 | Solution shall enable the Calendar/Appointment Book to capture and store required statistical information. | |||
| 67 | Solution shall allow the Calendar/Appointment Book to support color coding for different appointment types. | |||
| Specifications - Administrator Rights: | ||||
| 68 | Solution shall allow administrative users to set and edit rules that control required fields during appointment creation (e.g., phone number required). | |||
| 69 | Solution shall allow administrative users to edit rules governing required fields during appointment creation, including removing previously required fields (e.g., phone number no longer required). | |||
| 70 | Solution shall allow administrative users to mark an open or available appointment slot as unavailable when Hair Care Contractors become unavailable, as an exception to the template. | |||
| 71 | Solution shall allow administrative users to edit business rules for all appointment types on an exception basis, including appointment slot length and appointment day. | |||
| 72 | Solution shall allow administrative users to edit rules regarding what customer information is included in appointments sent to the Hair Care calendar. | |||
| 73 | Solution shall allow administrative users to create and manage calendar configuration templates for all appointment types and locations, at a minimum on an annual basis. The template shall support creation of Hair Care Contractors’ availability, definition of appointment availability parameters, and establishment of business rules for all appointment types. | |||
| 74 | Solution shall have the ability to open appointments when Hair Care Contractors' availability is confirmed. | |||
| 75 | Solution shall allow administrative users to set rules regarding what customer information is included in appointments sent to the Hair Care Contractors’ calendar. | |||
| 76 | Solution shall allow administrative users to edit parameters for appointment availability through the solution. | |||
| 77 | Solution shall allow administrative users to edit Hair Care Contractors’ availability through the solution. | |||
| 78 | Solution shall allow administrative users to edit and configure user access within inventory control. | |||
| Specifications - User Rights (Receptionist): | ||||
| 79 | Solution shall automate the generation of a Customer ID and require it as a mandatory field for all appointment types. | |||
| 80 | Solution shall allow Front Desk Receptionists to edit existing customer information stored in the system while scheduling an appointment, including name, client type, Customer ID, phone number, and email address. | |||
| 81 | Solution shall allow Front Desk Receptionists to reschedule customer appointments across all types and locations, including adjustments to type, location, specialist, time, day of the week, and date. | |||
| 82 | Solution shall allow Front Desk Receptionists to cancel or remove existing customer appointments for all types and locations. | |||
| 83 | Solution shall generate a warning message when a Front Desk Receptionist selects an appointment slot that has already been booked by another Front Desk Receptionist for a different customer. | |||
| 84 | Solution shall allow Front Desk Receptionists to save customer data to the appointment slot mutually agreed upon with the customer. | |||
| 85 | Solution shall generate a warning message if a pending appointment is saved with any required field left incomplete. | |||
| 86 | Solution shall allow Front Desk Receptionists to enter new customer information into the system while scheduling an appointment, including name, Customer ID, phone number, and email address. | |||
| 87 | Solution shall allow Front Desk Receptionists to search and filter all open and available appointments by appointment type. | |||
| 88 | Solution shall have the capability of reviewing appointment availability based on business rules in the event of an appointment change i.e. appointment is cancelled 3 days before it is scheduled, so solution should now close this slot based on 10-day business rule. | |||
| 89 | Solution shall have the ability to flag appointments for special accommodations for the customer including a disability, hard of hearing, interpreter. | |||
| 90 | Solution shall allow Front Desk Receptionists to search and filter all open and available appointments by date. | |||
| 91 | Solution shall allow Front Desk Receptionists to set the default search function to appointment type. | |||
| 92 | Solution shall allow Front Desk Receptionists to search and filter all open and available appointments by day of the week. | |||
| 93 | Solution shall allow Front Desk Receptionists to search and filter all open and available appointments by time of day or timeframe. | |||
| 94 | Solution shall have the ability to enter customer information for walk-in/quick service appointments. | |||
| 95 | Solution shall allow Front Desk Receptionists to save a pending appointment as a draft when any non-required field is left blank. | |||
| 96 | Solution shall allow Front Desk Receptionists to search and filter all open and available appointments by disability specialists. | |||
| 97 | Solution shall allow Front Desk Receptionists to search and filter all open and available appointments by individual specialist. | Is "specialist" the same reference as "contractors" above? - AEH | ||
| 98 | Solution shall allow Front Desk Receptionists to configure payment types. | |||
| Specifications - Workflow Creation: | ||||
| 99 | Solution shall allow custom workflows of automated processes to be created within the scheduling software, including the generation and distribution of daily email reports. | |||
| 100 | Solution shall define workflows that determine the required appointment type and based on that type, present available appointment times using information gathered from customer responses. | |||
| 101 | Solution shall have the capability to initiate web API calls and use the returned data to drive workflow activities, including lookup and validation of customer-entered information. | |||
| Specifications - Inventory Module: | ||||
| 102 | Solution shall able to provide functionality to enter and manage both retail and professional inventory with the name of the product, brand, contractor, cost, sale price, and amount on hand. | |||
| 103 | Solution shall provide the capability to print labels from the inventory entered | |||
| 104 | Solution shall have the ability to able to create, save and edit purchase orders easily. | |||
| Specifications - Reporting: | ||||
| 105 | Solution shall have the ability to create, save and edit purchase orders easily. | |||
| 106 | Solution shall have the capability of tracking edits done to any appointment including user who made the change, time and date of the change and detail of what was changed. | |||
| 107 | Solution shall have the capability of tracking who enters the original appointment. | |||
| 108 | Solution shall have the capability to customize reports for ad-hoc purposes. | |||
| 109 | Solution shall have the capability of producing reports in various formats including excel, csv, PDF. | |||
| 110 | Solution shall have the capability of reporting on appointment history including reschedules, cancellations and no shows. | |||
| 111 | Solution shall have the capability to produce on demand real time reports. | |||
| 112 | Solution shall have the capability of reusing reports that are used often as templates. | |||
| 113 | Solution shall have the capability to access raw data from databases for manipulation and automation. | |||
| Data Migration: | ||||
| 114 | Offeror shall provide guidance, staff, and resources to migrate all data from current system into the new solution. Data is stored in proprietary database tables locally on servers within the Senate network, to which access will be provided to access, ingest, map, and include in the solution. Including data on appointments, scheduling, and business reports. Data should be maintained in a correct state and no one should be able to improperly modify it, either accidentally or maliciously. | |||
| Reporting Customization: | ||||
| 115 | Service Performance Report: Solution shall list all trouble tickets, including tickets not qualifying for refunds/credits. | |||
| 116 | Daily Sales Report: Solution shall generate daily sales reports that can assist with tracking and reconciling daily bank deposits. | |||
| 117 | Cash Reconciliation Report: Solution shall report and track all transactions affecting cash between the beginning and ending cash balances | |||
| 118 | Client Performance: Solution shall provide detailed sales reports and analysis for individual stylists, including service and product sales, to help assess performance and productivity. | |||
| 119 | Inventory Reports (Transfers, Receipts and COGS): Solution shall offer comprehensive inventory reporting, including tracking Professional and Retail Inventory, as well as tracking the Cost of Goods Sold (COGS), to manage stock levels effectively and optimize profit margins. | |||
| 120 | Gratuity Reports: Solution shall have the ability to manage, track, distribute and report individual stylists’ gratuity. | |||
| Integration with Office 365, QuickBooks, Payment Processing : | ||||
| 121 | Solution shall support appointment confirmation and customer calendar entry with compatibility across standard email formats. The solution shall allow Senate employees to designate either a Senate-issued or personal email address for contact and shall provide the ability to receive calendar invitations compatible with Outlook, Google, and Apple. The solution shall also allow schedulers to create appointments and send confirmations to multiple designated email addresses, including those of others (e.g., a scheduler sending confirmation to a Senator’s email address). | |||
| 122 | Solution add-ins shall be deployable using Microsoft System Center Configuration Manager (SCCM). | |||
| 123 | Solution shall have secure online payment processing for services and deposits. It should integrate with major payment gateways and offer SSL encryption for transactions. Payments should be accepted by all major credit cards including tap to pay functionality such as Apple Pay and Google Pay. | |||
| 124 | Solution shall ensure that all payment systems comply with the Bureau of the Fiscal Service Card Acquiring Service (CAS) requirements (fiscal.treasury.gov/cas). | |||
| 125 | Solution shall integrate with the payment processing for amounts due for services by selecting the appointment completed. Staff should not manually enter payment amounts into the payment processing gateway. | |||
| 126 | Solution shall be compatible with QuickBooks Desktop and QuickBooks Online to enable efficient exchange of financial data for bookkeeping and financial management. The solution shall also provide the ability to export data in .IFF file format for import into QuickBooks Desktop. | |||
| Installation, Initial Test and Training: | ||||
| 127 | Contractor shall develop and finalize, under Support Operations direction, the level of services and resources that shall be provided to the Senate under this Contract. The Contractor shall gather and validate the SAA’s requirements for the Senate Hair Care POS System through conducting discussions with SAA personnel and use of industry best practices. The Contractor shall identify gaps between the SAA’s requirements and its findings. The Contractor shall submit a Contract Management Plan for review and approval by the Senate. The Contractor shall incorporate the changes approved by the SAA, if any, and provide and implement the final Program Plan to the SAA. This Plan shall be delivered in draft not later than three week following the award of the Contract. |
The Contractor shall participate in weekly meetings to discuss the Plan and be prepared to present and discuss the following:
a) Activities planned for the week;
b) Work 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.
| 128 | Contractor shall deliver, install, set-up, and initial test the Senate Hair Care POS System. Time of delivery for installation and set-up, and initial test shall be mutually agreed upon and coordinated between the Contractor and the Senate's COR. Much of all work will be performed virtually or on senate sites between the hours of 8:00 AM and 5:00PM local, eastern standard time, Monday through Friday, excluding normally observed federal holidays. |
| 129 | Contractor shall provide a detailed checklist of the Senate Hair Care POS System, properly performing each function, as well as the proper operation of additional features that the POS System may perform upon delivery. Contractor shall assist the Senate with the installation and implementation of the POS System. The Contractor will verify the proper operation of the POS System prior to the start of the Senate's 30-day acceptance testing period. |
| 130 | Contractor shall assist the Senate with the introduction, training, and education of Senate Hair Care employees about the POS System to maximize its utilization. The training schedule shall be mutually agreed upon between Contractor and the Senate. |
a) Contractor offers train the trainer education either onsite or remote.
b) Contractor offers online tools that could be used for training.
c) Contractor offers dedicated account manager for questions and issues.
| 131 | The Contractor must provide one (1) ten (10) day session of professional services aimed at enabling new customers to quickly and effectively attain real, tangible outcomes and secure quick wins. |
| Acceptance Testing: | |
| 132 | The Senate will notify the Contractor of the successful installation of the Hair Care POS System, completion of training, and the receipt of all documentation from the Contractor. This written notification will signify delivery of the POS System to the Senate for the start of the Senate's 30-day acceptance testing period. |
| 133 | Acceptance of the Hair Care POS 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 App while being fully utilized. Acceptance testing ends when the App has met the standards of performance by operating for a period of thirty (30) consecutive business days (8:00 AM to 9:00 PM) without failure or downtime of any kind. [Note: Failure downtime is a period of time in which the POS System is not reliably operable due to intermittent or consistent failure so that any feature or portion of the app can not be used, or that those features or portions of the app will not operate in accordance with the app specifications.] |
| 134 | If the Hair Care POS System had a failure downtime within 30 days of the start of acceptance testing period, the Contractor shall, at its own expense, fix and/or update any defective features or parts of the POS System. The acceptance testing period shall begin again after the POS System has been fixed and/or updated. If the POS System has another failure downtime within the next 30 consecutive days of the re-start of acceptance testing period, the Senate may reject the POS System entirely and terminate the contract for default. The Contractor shall return all payments if any had been made to Senate; and liability, if any, made up until the point of rejection; and release the Senate from all future payments. |
| Personnel Security Processing: | |
| 135 | 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. Individual Contractor personnel 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: |
(1) U.S. Senate Contractor Background Information Questionnaire
(2) Non-Disclosure Certification Form
(3) Software and Security Certification Form
(4) U.S. Sergeant at Arms Standard Operating Procedures (SOPS) for Cybersecurity (latest version) Cybersecurity Responsibilities Acknowledgement
The individual Contractor personnel shall also provide all of the following information to the USCP, as required:
(5) USCP Form CP-491 Request for Check for Criminal History Records
(6) Certification of eligibility to work in the United States
(7) 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 Order. 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. | This is a contract clause - not a system requirement - AEH | We have the personal security clause in the Senate puirchase order clauses. If there a reason this is here? - RMH | ||
| 136 | 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. | |||
| 137 | Contractor personnel that require background checks shall not commence work on this Order 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 as expeditiously as practicable following the submission of all the documentation specified. 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. | |||
| 138 | The Contractor shall immediately inform the SAA when there is a change in the eligibility status to work in the U.S. of any Contractor personnel performing under this Order. 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 Order. | |||
| 139 | The Contractor is responsible for duly informing their contractor personnel of the reporting requirement as specified in (e)(1) below. |
(1) Contractor personnel who were notified that their background check was completed or approved must inform SAA Human Resources if they were arrested by law enforcement, convicted of violating a criminal statute (including pleas of guilty and nolo contendere) or issued an arrest warrant during the duration of their contract or agreement within two (2) business days of the arrest or conviction. Under no circumstances may an individual be authorized to use or attempt to use the fact of their connection with the Senate as a means of escaping criminal arrest, prosecution, or liability (including for traffic violations). Contractor personnel must disclose this information to SAA Human Resources directly via email at SAAbackgrounds@saa.senate.gov.
140 Contractor personnel must complete background checks prior to their initial contract, order or agreement term and prior to each time their contract, order, or agreement renews (excluding when an option period is exercised), regardless of the awardee.
(1) Contractor personnel must complete a background check if their employer assigns them to a different Senate contract or order.
(2) Contractor personnel must complete a background check if they previously left the contract or order and then return to the same active contract or order.
(3) At a minimum, contractor personnel must complete a background check every six (6) years.
(4) The Contractor shall incorporate the terms of this Section in any agreement with subcontractors, third-party partners, and suppliers furnishing supplies or services under this Order.
| Privacy and Data Security: | |||
| 141 | Contractor shall recognize that the Senate Sergeant at Arms (SAA) retains full ownership of all SAA data. All information gathered, developed, analyzed, or produced under this contract shall remain the property of the SAA and shall be protected against unauthorized or inadvertent modification, disclosure, destruction, or use. | ||
| 142 | Contractor shall ensure that the SAA has the ability to export data to the SAA network for records retention, as deemed necessary by the SAA. | ||
| 143 | Contractor shall provide evidence of a SOC 2 Type II audit, or a similarly recognized audit, completed within eighteen (18) months prior to the date of contractor evaluation. | ||
| 144 | Contractor shall ensure that all SAA data resides exclusively within the continental United States. | ||
| Documentation: | |||
| 145 | Contractor shall provide eight (8) bound copies of the user manual. | ||
| 146 | Contractor shall provide the necessary rights in data to the Senate to customize, use, and reproduce the documentation to meet its user support needs. | ||
| 147 | Contractor shall provide all required documentation to the Senate COR in advance of the commencement of the 30-day acceptance testing period. | ||
| Maintenance, Technical, and Training Support: | |||
| 148 | Technical telephone support and troubleshooting from 8:00am-9:00pm | ||
| 149 | Four (4) business hour on-site service response time during business hours, 8am-5pm, Monday - Friday (EST). | ||
| 150 | Technical services and support to be provided by Contractor certified technicians. | ||
| 151 | All service calls identified as recurring problems will automatically be escalated by the Contractor. | ||
| 152 | All labor, materials and/or equipment furnished by Contractor. | ||
| Optional Features: | |||
| 153 | Please list any additional software options needed with prices for the Hair Care POS System; including optional features. | ||
| See Attach A-Price Table "Optional Features" | There is no such Attachment in the Pricing Table - AEH | ||
| Deliverable Schedule: | |||
| 154 | Contractor shall meet the proposed delivery schedule. |
See Attach C-Delivery Schedule
| Past Performance: | |
| 155 | Contractor shall provide past performance references for similar products and services. |
See Attach-D Past Performance
&"Arial,Bold"Attachment A - List of Requirements &"Arial,Bold"2011-R-040 Color 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"2011-R-040 Color Digital Press
&"Arial,Bold"Attachment A - List of Requirements &"Arial,Bold"RFQ-2019-062 Color Digital Press
&"Arial,Bold"Attachment A - List of Requirements &"Arial,Bold"2011-R-040 Color Digital Press
&9&T, &D &9Page &P of &N
&9&T, &D &9Page &P of &N
&9&T, &D &9Page &P of &N
&9&T, &D &9Page &P of &N
&9&T, &D &9Page &P of &N
&9&T, &D &9Page &P of &N
Attach C-Delivery Schedule
| Line | Deliverable | Deliverable Due Date | Delivery Method | Deliver to Personnel |
| 1 | Project Kickoff | Within 7 days of contract award | Online | COR |
| 2 | Contract Management Plan | Within 14 days of contract award | COR | |
| 3 | Development, Data Migration | 1st Quarter or first 3 months of contract year | COR | |
| 4 | Test site available | within first two months of contract year | Access granted | COR |
| 5 | All implementation work is complete and available for testing for UAT. | 2nd Quarter of CY or first 6 months of contract year | COR | |
| 6 | Go – Live Phase 1: Launch internal implementation. | 3rd Quarter of CY or first 9 months of the contract year | Access granted | COR |
| 7 | Go – Live Phase 2: Launch external site | 4th Quarter of CY or first 12 months of the contract year | Access granted | COR |
| 8 | Monthly report to Contracting Officer's Representative (COR) summarizing activities and accomplishments, as well as any recommendations, if applicable. (Electronic format – Microsoft Word) | Monthly on 1st day of the month | COR | |
| 9 | Tracking document (spreadsheet) indicating progress of each requirement updated weekly. Data shall include follow-up necessary and expected milestone dates. (Format TBD by COR) | Monthly on 1st day of the month | COR | |
| 10 | Weekly meetings on the progress of deliverables | Weekly | Online | COR |
Attach D-Past Performance
| Offeror Name |
| Offeror POC Phone / Email |
| Offeror shall provide Past Performance references for similar products and services |
| 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):
&"Arial,Bold"&11Attachment E:
Past Performance Reference &"Arial,Bold"&11Plastic Coil Binder System &"Arial,Bold"&11 2007-R-038
&"Arial,Bold"&11Attachment E:
Past Performance Reference &"Arial,Bold"&11Plastic Coil Binder System &"Arial,Bold"&11 2007-R-038
&"Arial,Bold"&11Attachment E:
Past Performance Reference &"Arial,Bold"&11Plastic Coil Binder System &"Arial,Bold"&11 2007-R-038
&"Arial,Bold"&11Attachment E:
Past Performance Reference &"Arial,Bold"&11RFQ-2019-062 Color Digital Press
&"Arial,Bold"&11Attachment E:
Past Performance Reference &"Arial,Bold"&11Plastic Coil Binder System &"Arial,Bold"&11 2007-R-038 image1.emf oleObject91.bin oleObject92.bin oleObject93.bin oleObject94.bin oleObject95.bin oleObject96.bin oleObject97.bin oleObject98.bin oleObject99.bin oleObject100.bin oleObject2.bin oleObject101.bin oleObject102.bin oleObject103.bin oleObject104.bin oleObject105.bin oleObject106.bin oleObject107.bin oleObject108.bin oleObject109.bin oleObject110.bin oleObject3.bin oleObject111.bin oleObject112.bin oleObject113.bin oleObject114.bin oleObject115.bin oleObject116.bin oleObject117.bin oleObject118.bin oleObject119.bin oleObject120.bin oleObject4.bin oleObject121.bin oleObject122.bin oleObject123.bin oleObject124.bin oleObject125.bin oleObject126.bin oleObject127.bin oleObject128.bin oleObject129.bin oleObject130.bin oleObject5.bin oleObject131.bin oleObject132.bin oleObject133.bin oleObject134.bin oleObject135.bin oleObject136.bin oleObject137.bin oleObject138.bin oleObject139.bin oleObject140.bin oleObject6.bin oleObject141.bin oleObject142.bin oleObject143.bin oleObject144.bin oleObject145.bin oleObject146.bin oleObject147.bin oleObject148.bin oleObject149.bin oleObject150.bin oleObject7.bin oleObject151.bin oleObject152.bin oleObject153.bin oleObject154.bin oleObject155.bin oleObject156.bin oleObject157.bin oleObject158.bin oleObject159.bin oleObject160.bin oleObject8.bin oleObject161.bin oleObject162.bin oleObject163.bin oleObject164.bin oleObject165.bin oleObject166.bin oleObject167.bin oleObject168.bin oleObject169.bin oleObject170.bin oleObject9.bin oleObject171.bin oleObject172.bin oleObject173.bin oleObject174.bin oleObject175.bin oleObject176.bin oleObject177.bin oleObject178.bin oleObject179.bin oleObject180.bin oleObject10.bin oleObject181.bin oleObject182.bin oleObject183.bin oleObject184.bin oleObject185.bin oleObject186.bin oleObject187.bin oleObject188.bin oleObject189.bin oleObject190.bin oleObject11.bin oleObject191.bin oleObject192.bin oleObject193.bin oleObject194.bin oleObject195.bin oleObject196.bin oleObject197.bin oleObject198.bin oleObject199.bin oleObject200.bin oleObject12.bin oleObject201.bin oleObject202.bin oleObject203.bin oleObject204.bin oleObject205.bin oleObject206.bin oleObject207.bin oleObject208.bin oleObject209.bin oleObject210.bin oleObject13.bin oleObject211.bin oleObject212.bin oleObject213.bin oleObject214.bin oleObject215.bin oleObject216.bin oleObject217.bin oleObject218.bin oleObject219.bin oleObject220.bin oleObject14.bin oleObject221.bin oleObject222.bin oleObject223.bin oleObject224.bin oleObject225.bin oleObject226.bin oleObject227.bin oleObject228.bin oleObject229.bin oleObject230.bin oleObject15.bin oleObject231.bin oleObject232.bin oleObject233.bin oleObject234.bin oleObject235.bin oleObject236.bin oleObject237.bin oleObject238.bin oleObject239.bin oleObject240.bin oleObject16.bin oleObject241.bin oleObject242.bin oleObject243.bin oleObject244.bin oleObject245.bin oleObject246.bin oleObject247.bin oleObject248.bin oleObject249.bin oleObject250.bin oleObject17.bin oleObject251.bin oleObject252.bin oleObject253.bin oleObject254.bin oleObject255.bin oleObject256.bin oleObject257.bin oleObject258.bin oleObject259.bin oleObject260.bin oleObject18.bin oleObject261.bin oleObject262.bin oleObject263.bin oleObject264.bin oleObject265.bin oleObject266.bin oleObject267.bin oleObject268.bin oleObject269.bin oleObject270.bin oleObject19.bin oleObject271.bin oleObject272.bin oleObject273.bin oleObject274.bin oleObject275.bin oleObject276.bin oleObject277.bin oleObject278.bin oleObject279.bin oleObject280.bin oleObject20.bin oleObject281.bin oleObject282.bin oleObject283.bin oleObject284.bin oleObject285.bin oleObject286.bin oleObject287.bin oleObject288.bin oleObject289.bin oleObject290.bin oleObject21.bin oleObject291.bin oleObject292.bin oleObject293.bin oleObject294.bin oleObject295.bin oleObject296.bin oleObject297.bin oleObject298.bin oleObject299.bin oleObject300.bin oleObject22.bin oleObject301.bin oleObject302.bin oleObject303.bin oleObject304.bin oleObject305.bin oleObject306.bin oleObject307.bin oleObject308.bin oleObject309.bin oleObject310.bin oleObject23.bin oleObject311.bin oleObject312.bin oleObject313.bin oleObject314.bin oleObject315.bin oleObject316.bin oleObject317.bin oleObject318.bin oleObject319.bin oleObject320.bin oleObject24.bin oleObject321.bin oleObject322.bin oleObject323.bin oleObject324.bin oleObject325.bin oleObject326.bin oleObject327.bin oleObject328.bin oleObject329.bin oleObject330.bin oleObject25.bin oleObject331.bin oleObject332.bin oleObject333.bin oleObject334.bin oleObject335.bin oleObject336.bin oleObject337.bin oleObject338.bin oleObject339.bin oleObject340.bin oleObject26.bin oleObject341.bin oleObject342.bin oleObject343.bin oleObject344.bin oleObject345.bin oleObject346.bin oleObject347.bin oleObject348.bin oleObject349.bin oleObject350.bin oleObject27.bin oleObject351.bin oleObject352.bin oleObject353.bin oleObject354.bin oleObject355.bin oleObject356.bin oleObject357.bin oleObject358.bin oleObject359.bin oleObject360.bin oleObject28.bin oleObject361.bin oleObject362.bin oleObject363.bin oleObject364.bin oleObject365.bin oleObject366.bin oleObject367.bin oleObject368.bin oleObject369.bin oleObject370.bin oleObject29.bin oleObject371.bin oleObject372.bin oleObject373.bin oleObject374.bin oleObject375.bin oleObject376.bin oleObject377.bin oleObject378.bin oleObject379.bin oleObject380.bin oleObject30.bin oleObject381.bin oleObject382.bin oleObject383.bin oleObject384.bin oleObject385.bin oleObject386.bin oleObject387.bin oleObject388.bin oleObject389.bin oleObject390.bin oleObject31.bin oleObject391.bin oleObject392.bin oleObject393.bin oleObject394.bin oleObject395.bin oleObject396.bin oleObject397.bin oleObject398.bin oleObject399.bin oleObject400.bin oleObject32.bin oleObject401.bin oleObject402.bin oleObject403.bin oleObject404.bin oleObject405.bin oleObject406.bin oleObject407.bin oleObject408.bin oleObject409.bin oleObject410.bin oleObject33.bin oleObject411.bin oleObject412.bin oleObject413.bin oleObject414.bin oleObject415.bin oleObject416.bin oleObject417.bin oleObject418.bin oleObject419.bin oleObject420.bin oleObject34.bin oleObject421.bin oleObject422.bin oleObject423.bin oleObject424.bin oleObject425.bin oleObject426.bin oleObject427.bin oleObject428.bin oleObject429.bin oleObject430.bin oleObject35.bin oleObject431.bin oleObject432.bin oleObject433.bin oleObject434.bin oleObject435.bin oleObject436.bin oleObject437.bin oleObject438.bin oleObject439.bin oleObject440.bin oleObject36.bin oleObject441.bin oleObject442.bin oleObject443.bin oleObject444.bin oleObject445.bin oleObject446.bin oleObject447.bin oleObject448.bin oleObject449.bin oleObject450.bin oleObject37.bin oleObject451.bin oleObject452.bin oleObject453.bin oleObject454.bin oleObject455.bin oleObject456.bin oleObject457.bin oleObject458.bin oleObject459.bin oleObject460.bin oleObject38.bin oleObject39.bin oleObject40.bin oleObject41.bin oleObject42.bin oleObject43.bin oleObject44.bin oleObject45.bin oleObject46.bin oleObject47.bin oleObject48.bin oleObject49.bin oleObject50.bin oleObject51.bin oleObject52.bin oleObject53.bin oleObject54.bin oleObject55.bin oleObject56.bin oleObject57.bin oleObject58.bin oleObject59.bin oleObject60.bin oleObject61.bin oleObject62.bin oleObject63.bin oleObject64.bin oleObject65.bin oleObject66.bin oleObject67.bin oleObject68.bin oleObject69.bin oleObject70.bin oleObject71.bin oleObject72.bin oleObject73.bin oleObject74.bin oleObject75.bin oleObject76.bin oleObject77.bin oleObject78.bin oleObject79.bin oleObject80.bin oleObject1.bin oleObject81.bin oleObject82.bin oleObject83.bin oleObject84.bin oleObject85.bin oleObject86.bin oleObject87.bin oleObject88.bin oleObject89.bin oleObject90.bin image2.emf
File details come from the government source that posted it. Updated .