RFQ 2026-R-062 Instructions.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 2026-R-062 for Hoteling Software for offices, desks, conference rooms, and/or workspaces within an office building(s).

The United States Senate Sergeant at Arms intends to award a firm fixed price contract to provide and implement a hoteling and conference room scheduling solution. This system will also serve as a space assignment tracker to allow the SAA to understand where staff are located throughout Senate spaces.

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.

e. If access to the network is required or personnel need unescorted access to the

Senate buildings, than the personnel security clause is applicable.

2. Offeror must provide a clear and cohesive technical solution that addresses all the requirements in the attached requirement matrix and delivery schedule. The contractors proposed technical solution must

3. Send above questions via e-mail to Mashonda_walston@saa.senate.gov and cc

Acquisitions@saa.senate.gov with subject line “ATTN: Mashonda Walston 2026-R-062” by 1:00 pm ET on August 24, 2026.

4. Send above documents via e-mail to Mashonda_walston@saa.senate.gov and cc Acquisitions@saa.senate.gov with subject line “ATTN: Mashonda Walston RFQ 2026-R- 062” by 1:00 pm ET on September 3, 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 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.

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. Travel reimbursement is not authorized on this order. The contractor is responsible for any travel expenses incurred.

8. 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 Best Value Tradeoff 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.

9. Technical and Price Quotation

The technical and price quote shall be submitted as separate volumes.

Technical Quotation

The Offeror shall submit a brief written technical approach and timeline to meet the requirements of the requirements matrix and deliverable schedule, not exceeding 10 pages. The technical approach shall include the solution and implementation plan.

Price Quotation

The Offeror shall submit a price quotation as a separate volume using the attached pricing table (Attachment 1). The table must be signed by an authorized representative of the company.

The Offeror shall propose the labor categories and hours necessary to accomplish the requirements of the requirements matrix and deliverable schedule.

The Offeror shall clearly identify any assumptions, exceptions, or dependencies, if any, made by the Offeror regarding its pricing.

These assumptions, exceptions, and dependencies shall be included in the quote.

10. Evaluation Criteria

This is a best value, competitive source selection in accordance with the Senate Procurement Regulations. The SAA will be making one award, if any, on a Best Value Tradeoff basis. The Offeror may submit an open market quotation or a quotation in accordance with NASA Solutions for Enterprise-Wide Procurement (SEWP), General Services Administration (GSA) Federal Supply Schedule (FSS), or other Government-Wide Acquisition Contract (GWAC) contracts.

Evaluation of all quotes submitted by the Offerors will be made in accordance with the three (3) factors outlined in this section (technical approach, past performance, and price).

The three factors are as follows:

• Factor 1- Technical Approach

• Factor 2- Past Performance

• Factor 3- Price

For the purposes of best value tradeoff analysis, between the evaluation factors, Technical is more important than Past Performance. The importance of the Price Factor is less important than Technical Approach and Past Performance Factors, combined. The importance of Price as a factor could become greater where Contractors’ technical approaches are evaluated as more equal.

Following an evaluation and, where appropriate, a tradeoff analysis, the Senate may make a single award to the Contractor, determined to represent the best value to the Congress. The SAA reserves the right to make an award based on other than the lowest quoted price, according to the evaluation factors. The Senate reserves the right not to award a contract depending on the quality of the responses and the availability of funds. The SAA will not provide debriefings.

A detailed description of each of these factors is provided in the sections below.

Technical Approach – Factor 1

Technical approach will be evaluated by an assessment of the Offerors’ proposed technical approach to meet the SAA requirements and deliverables as demonstrated by information contained in the technical quotation. The emphasis in this factor is on the ability of the Offeror to demonstrate its ability to successfully perform the Senate requirements.

The Senate will evaluate Offerors on their entire proposed technical approach for the project. The following are the key criteria that will be used to evaluate the Offeror’s technical approach:

a. Clear and concise approach that meets or exceeds the Solicitation’s requirements;

b. Comprehensive methodology, technique, or plan to accomplish the project;

c. Offeror‘s capability to meet the stated requirements;

d. Demonstration of the necessary understanding, expertise, personnel, and experience to successfully accomplish the proposed work; and

e. Clear and thorough demonstration of capabilities, knowledge, and related experience to perform the project;

Past Performance– Factor 2

The Offeror must submit the following for both the Offeror and Subcontractors at no more than 2 pages each:

a. Three (3) project references completed and/or ongoing within the last five (5) years for work or services similar to the solicitation requirements. Contracts listed may include those entered into with the Federal Government, agencies of state and local governments, and commercial customers. The reference shall include the following information for each Contract:

1. Name of Customer contracting activity (department, division, section, e.g. if applicable);

2. Name and address of Customer;

3. Contract number, if any;

4. Contract type;

5. Period of Performance;

6. POC or Contracting Officer, telephone number and e-mail address;

7. Program manager, telephone number, and email address; and

8. List of teaming partners and Subcontractors, if any.

For each Past Performance reference submitted, the Offeror shall provide the Past Performance Questionnaire, attached to this Solicitation as ATTACHMENT 6 – PAST PERFORMANCE QUESTIONNAIRE, to the Program Manager or appropriate point of contact for the project reference promptly, and request that it be completed and emailed directly to Mashonda_walston@saa.senate.gov cc acquisitions@saa.senate.gov, with “Attn. Mashonda Walston 2026-R-062 Past Performance Questionnaire” in the Subject field by September 3, 2026.

Price – Factor 3

The SAA will review and evaluate the quotation for completeness, accuracy and reasonableness.

A determination will be made as to whether the Offeror has properly understood the quotation instructions and properly completed the pricing table. Blanks or zeros in the pricing columns, and/or mathematical mistakes are subject to clarification for confirmation of the Offerors’ intent.

The Offerors’ quotations will be checked for mathematical correctness to include checking arithmetic in all computations and making sure that all prices/costs are summarized correctly.

The Offerors are placed on notice that any quotations that are unrealistic in terms of technical commitment or unrealistically low in rates will be deemed reflective of an inherent lack of technical competence or indicative of failure to comprehend the complexity and risk of contract requirements and may be grounds for rejection of the quotation.