Pricing Table - RFQ 2026-R-047.xlsx
XLSX spreadsheet 42 KB Posted
- Attached to
- U. S. Senate Mail Processing Conveyor System
- Solicitation number
- 2026-R-047
- Issued by
-
United States Senate
About this file
This is a Pricing Table for RFQ 2026-R-047 issued by the United States Senate Office of the Sergeant at Arms (SAA) for a replacement mail processing conveyor system. Offerors must submit quotations on a firm-fixed-price basis with F.O.B. Destination to Washington, DC 20510, and identify shipping and handling charges separately. The pricing table includes a base year line item (October 1, 2026 – September 30, 2027) for a complete Mail Processing Conveyor System, followed by five optional maintenance years (2027-2032) for equipment maintenance support. Offerors must indicate whether their quotation is from open market or subject to a GSA Schedule, NASA SEWP, or other GWAC vehicle. All price quotes must remain valid until September 30, 2026.
The RFQ requires submission of completed pricing tables, requirements matrices, and past performance references demonstrating similar work within the past three calendar years. Offerors are strongly encouraged to conduct mandatory site visits for facility inspection and field verification before submitting quotations. The submission deadline is 12:00 p.m. Eastern Time on July 30, 2026, via email to Acquisitions@saa.senate.gov with "ATTN: Charles Blalock, 2026-R-047" in the subject line. The requirements matrix confirms minimum specifications including design integration with existing X-ray equipment, accumulation and divert/sort functionality, NEMA 1 or better control panels, comprehensive safety features, warranty support for twelve months, and contractor responsibility for complete installation, testing, training, and closeout.
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Attach A-Pricing Table
| SAA Request for Quotation | 2026-R-047 |
| 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 September 30, 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" 10/1/2026 - 09/30/2027 | |||||||
| 0001 | Mail Processing Conveyor System | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| OPTIONAL FEATURES | |||||||
| 0002 | Optional Features | EA | 1 | $0.00 | $0.00 | ||
| 0003 | EA | 1 | $0.00 | $0.00 | |||
| 0004 | EA | 1 | $0.00 | $0.00 | |||
| 0005 | EA | 1 | $0.00 | $0.00 | |||
| 0006 | EA | 1 | $0.00 | $0.00 | |||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 1 - 10/1/2027 - 09/30/2028 | |||||||
| 1001 | Mail Processing Conveyor System Equipment Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 2 - 10/1/2028 - 09/30/2029 | |||||||
| 2001 | Mail Processing Conveyor System Equipment Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 3 - 10/1/2029 - 09/30/2030 | |||||||
| 3001 | Mail Processing Conveyor System Equipment Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 4 - 10/1/2030 - 09/30/2031 | |||||||
| 4001 | Mail Processing Conveyor System Equipment Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| MAINTAINENCE OPTION YEAR 5 - 10/1/2031 - 09/30/2032 | |||||||
| 5001 | Mail Processing Conveyor System Equipment Maintenance | EA | 1 | $0.00 | $0.00 | ||
| SUB-TOTAL | $0.00 | ||||||
| TOTAL | |||||||
| TOTAL | $0.00 |
| MANDATORY VENDOR INFORMATION: |
| Company Name: |
| Open Market/GSA/NASA SEWP: |
| TAX ID NO.: |
| DUNS or Unique Entity Identifier: |
| Signature: |
| Printed Name/Title/Date: |
Attach B-Requirements Matri
| The table below lists the “Minimum Requirements” and “Optional Features Desired” for the Mail Processing Conveyor System ("Conveyor System" or "System"). The Offeror shall indicate if the Mail Processing Conveyor System proposed meets or exceeds, and if standard or option each item under "Minimum Requirements". The Offeror is also encouraged to offer additional or optional features to the Mail Processing Conveyor System proposed. All prices quoted shall remain valid until September 30, 2026. | Meets/ | ||
| Exceeds | Standard (S)/ Option (O) | Price ($) |
(If any.)
COMMENTS:
(Offeror shall provide details on any requirement exceeded by the proposed Color Digital Press below.)
| MINIMUM REQUIREMENTS | |
| General Technical Requirements: | |
| 1 | The Contractor shall provide a complete replacement Conveyor System that is fully installed, integrated, tested, accepted, and ready for SAA operational use. |
| 2 | The System shall be designed to operate within the existing mail processing workflow and available facility footprint, subject to field verification and SAA-approved shop drawings. |
| 3 | The Contractor shall field verify all dimensions, elevations, clearances, existing power feeds, facility interfaces, access constraints, staging areas, dock access, and equipment pathways before fabrication of configuration-sensitive items. |
| 4 | The Contractor shall identify all proposed deviations from this SOW, Attachment A, or the approved operational workflow in a written deviation matrix submitted with the Offeror's quotation and updated with the shop drawing package. |
| 5 | The Contractor shall not materially change the system design, configuration, equipment list, shop drawings, product data, installation approach, controls approach, testing approach, or schedule without written approval from the SAA Contracting Officer or authorized designee. |
| 6 | The replacement System shall be new, unused, commercially supportable, and suitable for continuous mail processing operations under the operating conditions observed during the required site visit and field verification. |
| Operational Workflow Requirements: | |
| 7 | Mail and parcels shall be placed on the gravity infeed conveyor upstream of the existing X-ray machine. |
| 8 | The System shall convey mail through the existing X-ray workflow without requiring replacement of the existing X-ray machine. |
| 9 | Mail shall stop at one accumulation zone after the X-ray machine unless released by the operator through a foot switch or equivalent SAA approved operator release device. |
| 10 | After operator release, mail shall flow through the downstream conveyor path to the divert/sort point. |
| 11 | The divert/sort function shall support round-robin operation, manual call-button operation, and straight-through operation to the downstream gravity conveyor after the curve at the end of the line. |
| 12 | The System shall include controls, sensors, logic, safety devices, and accessories necessary to perform the required stop, release, accumulation, conveyance, divert, and straight-through functions. |
| 13 | The system shall be capable of safe start-up, shut-down, emergency stop, lockout/tagout, and reset functions consistent with the approved controls design and applicable safety requirements. |
| Controls, Electrical and Integration Requirements: | |
| 14 | The Contractor shall provide all labor, materials, electrical wiring, control wiring, controls hardware, programming, sensors, interlocks, cable management, labeling, and testing required for complete system operation. |
| 15 | The Contractor may use the existing power feed only after verifying capacity, condition, compatibility, and code compliance. Any required modifications, disconnects, control panels, and terminations within the Contractor's scope shall be included in the quotation unless expressly excluded by the RFQ. |
| 16 | Control panels shall be NEMA 1 or better for the installation environment unless field conditions or applicable requirements require a higher rating. |
| 17 | Control panels and operator interfaces shall be located adjacent to the conveyor or in another SAA approved location that supports safe operation, maintenance, and troubleshooting. |
| 18 | All wiring shall be routed, protected, labeled, and installed in a neat and workmanlike manner consistent with applicable electrical requirements, manufacturer instructions, and SAA facility requirements. |
| 19 | The Contractor shall identify whether the proposed system includes any network-connected, wireless, remote-access, cloud, software, firmware, telecommunications, or information system components. Such components shall not be connected to any Senate network or remote support service unless expressly reviewed and approved by the SAA. |
| 20 | The Contractor shall provide cybersecurity, Section 208, or compliance documentation if required by the RFQ, the OEM, or SAA review. |
| Safety, Guarding, and Regulatory Requirements: | |
| 21 | The Contractor shall furnish and install all manufacturer standard and legally required safety equipment, guarding, safeguarding features, warning labels, emergency stops, controls, and lockout/tagout provisions necessary for safe conveyor operation and maintenance. |
| 22 | The Contractor shall perform work in accordance with applicable federal, state, and local laws and regulations, applicable electrical and life safety requirements, OSHA requirements, manufacturer installation instructions, and Senate facility and security requirements. |
| 23 | The Contractor shall provide a written safety approach before installation that addresses worksite control, equipment movement, lifting, powered industrial truck use, lockout/tagout, electrical work, protection of the X-ray machine, protection of adjacent areas, housekeeping, and emergency procedures. |
| 24 | Use of electric or propane lift equipment is subject to SAA facility approval, safety rules, floor loading limitations, ventilation requirements, and site-specific restrictions. The Contractor shall furnish and operate lift equipment only with properly trained personnel. |
| 25 | The Contractor shall correct unsafe conditions or deficiencies identified by the SAA before continuing affected work. |
| Finish, Marking, and Labeling Requirements: | |
| 26 | The Contractor shall provide durable finishes suitable for the mail processing environment and consistent with manufacturer recommendations. |
| 27 | Paint, coating, color, and finish shall be identified in the product data and shop drawing package. Paint Code 0000 references in Attachment A shall be treated as a baseline drawing reference unless the SAA identifies a specific finish requirement before fabrication. |
| 28 | Equipment, controls, disconnects, emergency stops, sensors, direction of flow, maintenance points, and safety warnings shall be marked and labeled in accordance with manufacturer standards and SAA approved shop drawings. |
| Delivery, Freight, Unloading, and Staging Requirements: | |
| 29 | The Contractor shall include all freight, shipping, handling, unloading, rigging, lift equipment, storage coordination, delivery surcharges, and associated delivery costs in the quotation unless expressly identified otherwise in the RFQ. |
| 30 | The Contractor shall protect all delivered materials from damage, moisture, dirt, theft, and operational interference. Materials shall be stored in an orderly manner at SAA approved staging locations. |
| 31 | The Contractor shall coordinate dock usage, delivery windows, security processing, escorts, facility access, staging locations, equipment movement routes, and floor protection with the SAA before delivery. |
| 32 | The Contractor shall not rely on SAA personnel to unload, rig, stage, move, store, or protect Contractor furnished equipment unless expressly authorized in writing. |
| Existing Conveyor Removal and Disposal Requirements: | |
| 33 | The Contractor shall disconnect, dismantle, remove, and dispose of the existing conveyor equipment in a manner that protects the facility, existing X-ray machine, surrounding equipment, and Senate operations. |
| 34 | The Contractor shall coordinate lockout/tagout, electrical disconnection, controls disconnection, equipment removal paths, staging, and disposal with the SAA before beginning removal. |
| 35 | The Contractor shall not dispose of any SAA designated retained, salvaged, sensitive, serialized, or Government-controlled property without written SAA authorization. |
| 36 | The work area shall be maintained in a clean, safe, and orderly condition. Debris, removed components, packaging, and waste shall be removed from the work area at the end of each work period and at final completion. |
| Facility Protection and Worksite Controls Requirements: | |
| 37 | The Contractor shall protect walls, floors, doors, docks, elevators, finishes, equipment, cabling, and Senate property from damage during delivery, staging, removal, installation, and closeout. |
| 38 | The Contractor shall use floor protection, barriers, signage, safety cones, and temporary controls as necessary to separate the work area from active operations and to maintain safe access for authorized personnel. |
| 39 | Any damage caused by the Contractor or its subcontractors shall be repaired to the SAA's satisfaction at no additional cost to the Senate. |
| 40 | The Contractor shall coordinate any work that could produce dust, debris, noise, odors, obstructions, electrical interruptions, or operational disruption with the COR before performing the affected work. |
| Contractor Responsibilities: | |
| 41 | Provide project management, supervision, labor, materials, equipment, tools, lift equipment, freight, delivery, unloading, staging, controls, electrical work, installation, testing, training, documentation, warranty support, and closeout for a turnkey system. |
| 42 | Perform site visits, field verification, coordination, and risk identification necessary to submit an accurate and complete the work. |
| 43 | Submit all required plans, shop drawings, product data, schedules, safety documentation, testing documentation, training materials, and closeout documentation. |
| 44 | Coordinate site access, security processing, work hours, deliveries, staging, outage windows, and work activities with the COR. |
| 45 | Comply with all SAA facility rules, security requirements, safety requirements, and direction from authorized SAA representatives. |
| 46 | Provide all required corrections, repairs, replacements, retesting, and documentation necessary for acceptance at no additional cost to the Senate when deficiencies are within the Contractor's responsibility. |
| Status Reports: | |
| 47 | During project implementation, the Contractor shall prepare and deliver status reports in a format and on a schedule agreed upon by the Contractor and the SAA. |
| 48 | Each status report shall identify goals for the reporting period, accomplishments during the period, recommendations and planned activities for the upcoming period, open issues, required Government actions, and risks to successful and timely completion. |
| 49 | The risks section shall describe each major risk, the likelihood and impact of each risk, and the mitigation strategy for eliminating or limiting the impact of each risk. |
| 50 | Upon twenty four (24) hours prior notice, the Contractor may be required to present some or all status report content orally, in writing, or both, as directed by the COR. |
| Shop Drawings, Product Data, and Installation Plans: | |
| 51 | The Contractor shall provide shop drawings and/or approval drawings showing the complete conveyor layout, elevations, conveyor sections, supports, side guides, controls, electrical interfaces, pneumatic interfaces if applicable, equipment clearances, maintenance access, and integration points. |
| 52 | The Contractor shall provide product data sheets for all major equipment and shall identify all significant components proposed for the system. |
| 53 | The Contractor shall provide an installation plan, safety approach, outage plan, testing plan, and commissioning plan for SAA review. |
| 54 | No fabrication shall proceed on configuration-sensitive items until required field verification has been completed and applicable submittals have been submitted for SAA review. |
| 55 | SAA review of submittals does not relieve the Contractor of responsibility for performance, safety, fit, operation, code compliance, accuracy, or compliance with the contract requirements. |
| Installation, Integration, and Start-Up Requirements: | |
| 56 | The Contractor shall install the new conveyor equipment, divert/sort device, supports, controls, wiring, pneumatic components if applicable, and all associated accessories required for a complete system. |
| 57 | The Contractor shall integrate the replacement system with the existing X-ray workflow and shall verify proper operation of all required control functions. |
| 58 | The Contractor shall furnish all supervision, tools, lifts, test equipment, and labor necessary for a complete installation. |
| 59 | Following installation, the Contractor shall perform start-up and place the system into operational condition. |
| Testing and Commissioning Requirements: | |
| 60 | The Contractor shall perform functional testing and commissioning of the complete installed system before requesting SAA acceptance testing. |
| 61 | Testing shall verify proper mail flow from the gravity infeed through the X-ray discharge zone and downstream conveyor path. |
| 62 | Testing shall verify stop-and-release functionality through the foot switch one zone after the X-ray machine or equivalent SAA-approved release device. |
| 63 | Testing shall verify correct divert operation in round-robin mode, manual call-button mode, and straight-through mode. |
| 64 | Testing shall verify safe operation of controls, sensors, emergency stops, guarding, safeguarding features, lockout/tagout provisions, labeling, and all other safety-related devices furnished with the system. |
| 65 | Testing shall include representative mail sizes, weights, and conditions, as available and coordinated by the SAA, to demonstrate operational performance under expected use conditions. |
| 66 | The Contractor shall document test results and correct deficiencies identified during testing before requesting acceptance. |
| Warranty and Optional Maintenance Support: Offeror shall submit its Warranty together with the RFQ | |
| 67 | The Contractor shall warrant all Contractor-performed work for twelve (12) months after successful completion of the SAA Acceptance Test unless the RFQ or resulting order establishes a longer warranty period. |
| 68 | The Contractor shall furnish the manufacturer's warranty for all software, hardware, equipment, and services provided by the Contractor at no additional cost to the Senate. The manufacturer's warranty shall cover repair or replacement of software, hardware, or equipment that is defective or does not meet the manufacturer's technical specifications. |
| 69 | If Contractor personnel are required to repair or replace warranted software, hardware, equipment, or services, they shall be on site within forty-eight (48) hours after notification by the Senate, at no additional cost to the Senate. |
| 70 | The Contractor shall provide telephone, text, or e-mail support for the Conveyor System during the warranty period. Contractor callback response time for trouble calls shall not exceed four (4) hours after SAA notification. |
| 71 | The Contractor shall provide online support and assistance only when such access is available to the Contractor and approved by the SAA. Remote access, network connection, or external connectivity is prohibited unless specifically authorized in writing by the SAA. |
| Site Visit and Pre-Quotation Inspection | |
| 72 | Offerors are strongly encouraged and expected to inspect the facility and equipment associated with any contract awarded under this solicitation. |
| 73 | During the site visit conference, attendees will be provided an opportunity to view the facility and production environment. The opportunity for inspection is strictly for viewing purposes only, unless the SAA expressly authorizes additional measurements, photographs, or other activities. |
| 74 | Offerors are expected to satisfy themselves regarding existing conditions, equipment interfaces, access constraints, staging constraints, and any other conditions that may affect performance. Failure to inspect the facility and equipment shall not constitute grounds for protest, contract claim, or adjustment after award. |
| 75 | Offerors shall not disrupt Senate operations, touch or operate existing equipment, operate the X-ray machine, or interfere with the mail-processing workflow during the site visit unless specifically authorized by the SAA. |
| Optional Features: | |
| 76 | Please list any additional software/equipment options needed with prices for the Mail Processing Conveyor System; including optional features. |
See Attach A-Pricing Table, "Optional Features"
&"Arial,Bold"Attachment A - List of Requirements &"Arial,Bold"Flatbed Cutter
&9&T, &D &9Page &P of &N
Attach C-Past Performance
| Offeror Name |
| Offeror POC Phone / Email |
| Offeror shall provide Past Performance references for simular products and services within the past three (3) calendar years. |
| Reference 1 | |
| A | Client / Customer |
| POC | |
| Address | |
| Phone |
B Contract number:
C Period of performance:
D Description of service provided (enter below):
| Reference 2 | |
| A | Client / Customer |
| POC | |
| Address | |
| Phone |
B Contract number:
C Period of performance:
D Description of service provided (enter below):
| Reference 3 | |
| A | Client / Customer |
| POC | |
| Address | |
| Phone |
B Contract number:
C Period of performance:
D Description of service provided (enter below):
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