Solicitation Capitol Operations 2026-R-035.pdf

SECTION A – SOLICITATION/CONTRACT FORM

SOLICITATION, OFFER AND AWARD

1. CONTRACT NO.

SOLICITATION NO.

2026-R-035

2. TYPE OF SOLICITATION

3. EFFECTIVE DATE

See Block 21

4. REQUISITION/ PURCHASE NO.

5. ISSUED BY CODE 6. ADDRESS THE OFFER TO (if other than Item 5) Office of the Sergeant at Arms United States Senate Senate Office Building Washington, DC 20510-7207

Office of the Sergeant at Arms United States Senate Attn: CONTRACT Department Washington, DC 20510-7207

SOLICITATION

7. FOR INFORMATION

CALL OR E-MAIL

A. NAME: Tonia Courtney

B. TELEPHONE NO: 202 224-5658 NO COLLECT CALLS) or EMAIL:

acquisitions@saa.senate.gov and zemirah_courtney@saa.senate.gov

8. TABLE OF CONTENTS

SEC DESCRIPTION PAGE(S) SEC DESCRIPTION PAGE(S)

PART I – THE SCHEDULE

A SOLICITATION/CONTRACT FORM I CONTRACT CLAUSES

B SUPPLIES OR SERVICES AND PRICE/COSTS

C STATEMENT OF WORK J LIST OF ATTACHMENTS

D PACKAGING AND MARKING K REPRESENTATIONS AND

CERTIFICATIONS

E INSPECTION AND ACCEPTANCE L INSTRUCTIONS, CONDITIONS

AND NOTICES TO OFFERORS

F DELIVERIES OR PERFORMANCE

G CONTRACT ADMINISTRATION DATA M EVALUATION FACTORS FOR

AWARD

H SPECIAL CONTRACT REQUIREMENTS N CONTRACTOR PROPOSAL

OFFER (Must be fully completed by Offeror)

9. In compliance with the above, the undersigned agrees, if this offer is accepted within ____ calendar days (90 calendar days unless a different period is inserted by the Offeror) from the date of receipt of offers specified above, to furnish any of the items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the specified schedule.

10. ACKNOWLEDGEMENT OF

AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

(The Offeror acknowledges receipt of amendments to the SOLICITATION for Offerors and related documents numbered and dated:

11A. NAME AND

ADDRESS

TIN

NO

Dunn & Bradstreet

12. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

OF

OFFEROR

OFFER (Type or Print)

11B. TELEPHONE NO.

11C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS IN SCHEDULE

13. SIGNATURE 14.DATE SIGNED

AWARD (To be completed by Senate)

15. ACCEPTED AS TO ITEMS

NUMBERED

16. AMOUNT

In accordance with purchase orders issued under this CONTRACT

17. SUBMIT INVOICES IN ACCORDANCE with Section G.4.2 Submission of Invoices

ITEM

18. ADMINISTERED BY (If other than Item 5) CODE 19. PAYMENT WILL BE MADE BY CODE

Office of the Sergeant at Arms United States Senate Financial Department Washington, DC 20510-7205

20. NAME OF CONTRACTING OFFICER

David W. Baker

UNITED STATES SENATE (signature of Contracting Officer) 21. DATE SIGNED

IMPORTANT — Award will be made on this Form, or other authorized official written notice mailto:acquisitions@saa.senate.gov

SECTION B - SERVICES AND PRICE

B.1 Scope

The United States Senate Office of the Sergeant at Arms (SAA), Office of Capitol Operations (Capitol Operations) is seeking contractor support to provide a comprehensive leadership training and professional development program to enhance leadership skills for the SAA Capitol Operations personnel.

B.2 Background

Capitol Operations provides essential services throughout the United States Capitol, United States Senate Office Buildings, and United States Capitol Visitor Center. Capitol Operations comprises nearly 200 employees with positions ranging from executives to management to individual contributors. Historically, Capitol Operations has focused on developing the leadership skills of individual contributors and front-line managers as they advance in their careers. Moving beyond this traditional focus, Capitol Operations is expanding its approach by providing tools such as training, peer-to-peer support, mentorship, and stretch assignments to strengthen current leaders and build the bench of those with leadership potential which constitute a leadership program and its objectives.

B.3 Pricing

Unit Pricing for the Fixed Labor Hour (LH) rates on Attachment 1- Pricing Table, shall be fully burdened with all administrative costs, inclusive of local travel, local transportation, and other direct costs (ODCs).

B.4 Award Type

The SAA will issue a Labor Hour contract using fixed price labor rates.

B.5 Term

The term of this Contract includes a base term of 12 months and four separate 12-month option periods. Exercise of options will be in accordance with Section H.9 Exercise of Options.

B.6 Price Re-determination and Adjustment

The Contractor may offer a price reduction at any time effective upon the date offered by the Contractor and will apply to all rates on or after the effective date of price change. Price increases must be mutually agreed to and incorporated into the contract through a modification hereto.

SECTION C - STATEMENT OF WORK (SOW)

C.1 Requirements

C.1.1 During the Contract term, Contractor shall be a United States company with an active registration in the System for Award Management (SAM) database, https://www.sam.gov/.

Contractor shall ensure that all information contained in its SAM registration remains current, complete, and accurate during the period of performance of an award and until final payment is made by the Senate. Contractor shall provide a .pdf copy of its current SAM registration with its proposal to the SAA.

C.1.2 The Contractor must demonstrate experience in leadership program design and facilitation, including a pre-program and post-program assessment, coaching, organizational development, and experience in aligning leadership development with topics to include but not limited to, succession planning and business strategy.

C.1.3 The Contractor shall be geographically located within 50 miles of the National Capital Region (NCR) and the SAA will not reimburse travel costs without prior written SAA approval.

C.2 Description of Services

C.2.1 The Contractor will provide a comprehensive set of deliverables that ensure a well-structured and impactful leadership program. This includes but is not necessarily limited to, program design, facilitation, assessments, participant engagement, mentorship integration, and final reporting.

C.2.3 Within the (10) calendar days of award, the Contractor shall schedule and facilitate a kickoff meeting to understand the Capitol Operations goals, establish objectives, clarify roles and responsibilities, and set expectations of the program.

C.2.4 Prior to the start of the leadership program, Capitol Operations leadership will collaborate with the Contractor to establish a schedule. The schedule must align with the Senate calendar and operations to avoid disruption of daily services the cohort participants provide the Senate community.

C.2.5 The Contractor will be responsible for a set of deliverables that ensures a comprehensive, well-structured, and impactful leadership program. This includes program design, facilitation, assessments, participant engagement, mentorship integration, and final reporting. The Contractor will submit all educational content for review and approval by the SAA.

C.2.6 The Contractor will work with the SAA to create the framework for the leadership program with directors, managers/supervisors, and individual contributors requiring distinct design efforts and different goals and objectives. The Contractor shall design, coordinate, and deliver the program to include, but not limited to:

a) Conducting monthly in-person workshops with designated participants lasting 120 minutes https://www.sam.gov/ per session.

b) Conducting monthly virtual coaching sessions with designated participants lasting 60 minutes per participant.

c) Conducting monthly virtual meetings with Capitol Operations leadership to serve as a critical alignment and accountability mechanism.

d) Providing a Findings and Recommendations Report as a final deliverable. Based on the feedback of the final deliverable, adjustments to the leadership program may be required for the option year cohort(s).

C.3 Pre- and Post-Program Assessments

C.3.1 During pre-assessment the Contractor shall be responsible for assessing the cohort’s leadership competencies through multiple assessment methods.

C.3.2 During post-assessment the Contractor shall be responsible for a structured opportunity for cohort participants to provide feedback and evaluate their experience.

C.4 Leadership Program Structure and Implementation Plan

C.4.1 Ten (10) calendar days after the kickoff meeting, the Contractor will be responsible for developing a comprehensive outline that serves as the framework for the leadership program. This outline shall clearly articulate the monthly themes, learning objectives, delivery methods, and key milestones that will guide the cohort through the program. The framework must also incorporate participant engagement activities, Capitol Operations leadership involvement, assessments, and supporting resources to ensure a well-structured, practical and measurable program experience.

C.4.2 Peer-to-peer support, mentorship, and stretch assignments must be integrated into the leadership program.

C.4.3 The Contractor will design and facilitate opportunities for peer-to-peer support within the cohort, fostering collaboration, trust, and shared learning among participants. This will include structured activities and discussions that encourage participants to rely on one another for feedback, problem-solving, and perspective-sharing throughout the program. The Contractor will ensure that peer connections are intentionally cultivated as an integral part of the leadership development experience. Peer-to-peer alignment should be discussed with Capitol Operations leadership.

C.4.4 Within the leadership framework, the Contractor will integrate a mentorship element for participants during the period performance of the contract.

C.4.5 The Contractor will collaborate with Capitol Operations leadership and, in some cases, departmental management to design and incorporate stretch assignments that allow participants to apply program concepts in real-world scenarios. These assignments should challenge participants to step beyond their current responsibilities, strengthen leadership capabilities, and deliver tangible value to the SAA. The Contractor will provide guidance on the structure, expectations, and evaluation of stretch assignments to ensure they are aligned with program objectives.

C.5 Leadership Program Calendar

C.5.1 The Contractor will develop a comprehensive calendar for the program that includes all cohort sessions, activities, assignments, and Capitol Operations leadership touchpoints. This calendar will be finalized prior to program launch in collaboration with Capitol Operations leadership and will align with Capitol Operation’s business operations to minimize disruption to daily services.

C.5.2 To ensure full attendance, a program timeline shall be submitted to the Contracting Officer Representative (COR) or the Capitol Operations Point of Contact (POC) thirty (30) calendar days in advance of the program start date. The timeline should include all events, corresponding dates, and action items for participants. The target timeline schedule should be Tuesday through Thursday between 9 a.m. and 5 p.m. ET except for holidays. The Senate legislative calendar will also be used for scheduling purposes.

C.6 Leadership Program Documentation

C.6.1 The Contractor will provide all program materials needed to support the initiative. This will include detailed session agendas, facilitator guides, participant handouts, supporting agendas, PowerPoint presentations, and related materials.

C.6.2 The Contractor will prepare materials to ensure clarity and engagement from the onset.

Deliverables will include a welcome packet or introductory guide outlining program goals and expectations, as well as a comprehensive calendar detailing all sessions, assignments, and deadlines.

C.6.3 The Contractor may request administrative support from Capitol Operations to coordinate access to meeting rooms, printing of materials and audio-video resources.

C.7 Leadership Program Assessments

C.7.1 The Contractor will recommend an assessment tool to establish a baseline of participant capabilities prior to the start of the program. If the SAA owns this tool, the Contractor will collaborate with SAA resources to administer and score the assessment. If not, the Contractor will design, administer and score the assessment. This task must include self-assessments, 360-degree feedback and/or manager input where appropriate.

C.7.2 The Contractor will be fully responsible for a post-program assessment that will allow the cohort to evaluate the effectiveness of the leadership program.

C.8 Facilitation and Delivery

C.8.1 The Contractor will be responsible for facilitating all program components, including monthly 120-minute workshops (in-person), monthly 60-minute coaching sessions (virtual), and Capitol Operations leadership meetings (virtual). Delivery methods must incorporate interactive approaches that foster engagement and practical application.

C.8.2 The Contractor must also provide access to virtual platforms to facilitate coaching and Capitol Operations leadership meetings. Microsoft Teams is preferred.

C.8.3 The Capitol Operations leadership meetings will allow the Contractor to provide regular progress updates to ensure alignment, accountability, review progress, participation levels, emerging themes and make any necessary program adjustments.

C.8.4 The Contractor shall submit all program content for review and approval by the SAA in advance to ensure alignment and preparation prior to each session.

C.9 Findings and Recommendations Report

At the conclusion of the leadership program, the Contractor will prepare a comprehensive final report that summarizes assessment results, program outcomes and participant feedback. This report must include:

a) Actionable recommendations for sustaining leadership development with an emphasis on building long-term bench strength for the organization.

b) Suggestions for structuring and enhancing future cohorts, incorporating lessons learned and best practices from the completed program.

SECTION D - PACKAGING AND MARKING

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SECTION E - INSPECTION AND ACCEPTANCE

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SECTION F - DELIVERIES AND PERFORMANCE

F.1 Deliverable Item

The Contractor shall complete all work hereunder in accordance with the Contract, including delivery of all goods and services, effective from the date of the Contract and/or notice to proceed.

All plans and reports shall be delivered in the most current Microsoft format. Text items shall also be delivered as notes in the most current Microsoft Word format.

F.2 Hours of Operation

The Contractor shall be available to perform services during normal Senate operating hours Monday through Friday 9a.m to 6p.m. ET excluding weekends and holidays.

F.3 Place of Performance

The place of performance will be the at the United States Capitol Complex, Washington, DC.

F.4 Delay in Performance

The Contractor shall be liable for default unless non-performance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as acts of God or the public enemy, and acts of the Government in either its sovereign or contractual capacity.

SECTION G - ADMINISTRATION

G.1 Contracting Officer

Administration of this contract will be performed by the Sergeant at Arms Contracting Officer (CO) or the CO's delegates. The Contracting Officer is authorized to make modifications and render decisions, including but not limited to, changes in the scope of work and monetary additions or deletions, subject to the United States Senate authority delegated to them. No changes shall be effective without a modification of the contract. All communications pertaining to administrative matters under this contract should be addressed to:

David W. Baker Contracting Officer

Telephone Number: 202-224-2547 SAA Mobile Number: 202-316-9169 Email: david_baker@saa.senate.gov

G.2 Contracting Officer's Representative

G.2.1 The Contracting Officer will designate a COR for this contract. The COR is assigned the responsibility to (a) provide technical direction to the Contractor within the constraints of the SOW, (b) monitor and oversee the daily performance of the Contractors, (c) realign constants resources to fulfill requirements as long as limits, if specified are not exceeded, (d) authorize all invoices for payment, and (e) perform final inspection and acceptance of all deliverables including reports and invoices. If the invoice is not acceptable for certification, the Contracting Officer shall be notified in writing with the detailed reason for rejection. Additionally, the COR will inspect, accept, or reject all work performed and resolve day to day matters directly with the Contractor.

G.3 Identification of Correspondence

All correspondence and data submitted by the Contractor under this contract shall reference the contract number, when applicable.

G.4. Payment and Invoicing

G.4.1 The Contractor shall email invoice(s) in PDF format toAP@saa.senate.gov after acceptance of services and/or deliverables by the COR or Capitol Operations POC. Do not email invoices to the Contracting Officer, the Contracting Officer’s Representative, the Buyer, POC or include the invoices with physical deliveries. Contractor questions regarding payment status should be directed to the email address above.

G.4.2 The SAA shall make payment to the Contractor after receipt and acceptance of invoices and approval by the Contracting Officer or the Contracting Officer’s designee. The SAA is not bound to the payment due dates on the vendor’s invoice and will pay within a reasonable time. The SAA does not pay state and local sales taxes, late payment fees, interest, penalties, or equivalent charges.

All Contractor Specific Terms requiring the U.S. Senate to pay any future fees, charges, or penalties are hereby rejected The SAA is not subject to the Prompt Payment Act, 31 U.S.C. § 3901

et. seq.

G.4.3 The invoice shall contain at a minimum: the company letterhead with name, address, telephone number, remittance address, Accounts Receivable department email address, invoice number, billing date, account number, amount due, purchase order number and line number; a description of the product and / or service including quantity and unit cost with reference to the purchase order line number; and period of performance for services rendered.

G.4.5 For Labor-Hour contracts, the Contractor shall provide, at a minimum, an invoice that reflects a breakdown by task, hourly rate, and hours worked and billed. The invoice shall match individual reports submitted to the SAA every two weeks for use by the Contracting Officer’s Representative in reconciling and verifying invoices for payment.

G.4.6 Electronic invoices for payment must be submitted as a non-editable, searchable Portable Document Format (PDF) file. The Contractor shall ensure invoices are submitted in the correct format, are legible, and contain the required information. Invoices are subject to acceptance and will be rejected and returned to the Contractor for correction if in error or incomplete. Invoices shall be emailed to AP@saa.senate.gov. The subject line of the email must contain the vendor name, purchase order number, and invoice number.

G.4.7 Payments are made by direct deposit. Contractor shall contact the Senate Disbursing Office (Vendor_Requests@Disbursing.Senate.gov) to enroll in the direct deposit payment service.

Contractor shall provide the Disbursing Office with a current IRS Form W-9 and signed SAA substitute W-9 form deposit. If Contractor does not support direct deposit, Contractor shall allow an additional two-to-four weeks for check payments mailed through the United States Postal Service (USPS).

mailto:toAP@saa.senate.gov

G.5 Electronic Funds Transfer Payment

G.5.1 The United States Senate Disbursing Office (“Disbursing Office”) on behalf of the SAA may elect to send the Contractor a Payee/Company Information Form to be completed and signed by the appropriate company official.

G.5.2 The Contractor shall designate a single financial agent capable of receiving and processing the electronic funds transfers (EFT). The Contractor shall pay all fees and charges for receipt and processing of transfers.

G.5.3 If an uncompleted or erroneous transfer occurs because the Disbursing Office failed to use the Contractor provided EFT information in the correct manner, the U.S. Senate remains responsible for (a) making a correct payment, and (b) assisting Contractor in the recovery of any erroneously directed funds.

G.5.4 If an uncompleted or erroneous transfer occurs because Contractor provided EFT information was incomplete at the time of Disbursing Office release of the EFT payment transaction instruction to the Federal Reserve System, and (a) the funds are no longer under the control of the payment office, the SAA is deemed to have made payment and the Contractor is responsible for recovery of any erroneously directed funds; or, (b) if the funds remain under the control of the payment office, the SAA retains the right to either make payment by mail or suspend the payment.

G.5.5 The Contractor agrees that the Contractor's financial agent may notify the SAA of a change to the routing transit number, Contractor account number, or account type. The Contractor agrees that the information provided by the agent to the SAA is deemed to be correct information as if it were provided by the Contractor.

SECTION H - SPECIAL REQUIREMENTS

H.1 Order of Precedence

Any inconsistencies in this Solicitation or contract shall be resolved by giving precedence in the following order:

a) The schedule of services of this contract and the SOW;

b) The Assignment, Disputes, Payments, Invoice, and Compliance with Laws paragraphs of this Contract;

c) Addenda to Contract;

d) Other documents, exhibits, and attachments to the contract including, but not limited to, the Contractor's proposal or quote.

H.2 Interpretation of Requirements

No interpretation of any provision of this contract, including applicable specifications, shall be binding on the SAA unless furnished or agreed to in writing by the Contracting Officer.

H.3 Reserved

H.4 Information Security System and Malware-Free

H.4.1 In performing this contract, the Contractor is subject to Senate information technology (IT) data and system security procedures (See Section H.10) and by its continuing performance of this contract certifies that all components of any IT systems including all hardware and software it uses or provides are free of known malicious code, including but not limited to ransomware, viruses, or Trojan horses, or any other known threats to the Senate IT environment.

H.4.2 The Contractor shall perform regular security control reviews of its system(s) and shall ensure that all hardware and software security updates (including, but not limited to, anti-malware updates, operating system and application security patches, firmware updates, and related actions) and any other remediation processes deemed necessary by the SAA are tested and applied prior to connecting said systems to the Senate IT infrastructure. Systems (including, but not limited to, hardware, software, firmware, cloud, or related systems) not required to support performance of this contract shall not be installed by the Contractor in the Senate IT environment if not first identified and approved in writing by the SAA.

H.4.3 The SAA shall reserve the right to perform or have a third party perform, as necessary, vulnerability assessments and any other analysis of Contractor system(s) used within the Senate IT environment and take any necessary action to ensure that these systems do not threaten the confidentiality, integrity, or availability of Senate information systems. The Contractor shall remediate any issues raised by the SAA in a manner approved by the SAA IT security branch prior to returning systems to normal operations within the Senate environment.

H.4.4 The Contract entered into by and between the Contractor and the SAA and any applicable signed invoices submitted for services provided by the Contractor to the SAA shall constitute the Contractor's acceptance and compliance with the terms and conditions set forth in this section.

H.5 Reserved.

H.6 Modifications and Additions/Adjustments

Administrative changes, e.g. address corrections, are approved by the Contracting Officer. All other changes, modifications, additions, or deletions, which change the scope of this Contract, must be prepared in writing, as formal modifications, and signed by both parties. Modifications may be subject to approval by the Committee on Rules and Administration, pursuant to the Senate Procurement Regulations.

H.7 Severability

If any portion of this Contract is determined to be either contrary to law or otherwise unenforceable, then that provision will be deemed to be omitted from the contract, but only to the extent necessary to relieve the deficiency. All other provisions of the contract, including such portions of the omitted clause as are not determined to be contrary to law or unenforceable, will remain in full force and effect.

H.8 Technology Upgrades - Reserved.

H.9 Exercise of Options

After the base term, this Contract is renewable in one-year increments, at the discretion of the SAA, for up to four (4) additional periods. The Contracting Officer will give written notice of intent to renew to the Contractor before this Contract is to, for each subsequent option period after the base year. Solicitations for similar products or services may be issued by the SAA prior to the expiration of this Contract.

H.10 Security

H.10.1 The Contractor shall comply with the latest version of Senate Standard Operating Procedures (SOPS) for Cybersecurity.

H.10.2 Personnel Security

This clause is only applicable to contracts with personnel who meet the following criteria:

a) have been or will be issued a Senate ID badge ordered by the SAA to allow for unescorted access to Senate buildings.

b) will conduct work that requires access to the Senate network; or

c) have been or will be issued a SAA device, including laptop, tablets, or mobile phones.

H.10.2.1 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.

H.10.2.2 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:

a) U.S. Senate Contractor Background Information Questionnaire

b) Non-Disclosure Certification Form

c) Software and Security Certification Form

d) 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 or his/her designee, as required:

e) USCP Form CP-491 Request for Check for Criminal History Records

f) Certification of eligibility to work in the United States

g) 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 Contract. 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.

H.10.2.3 Contractor personnel that require background checks shall not commence work on this Contract 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 in H.4.3.2 above. 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.

H.10.2.4 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 Contract. 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 Contract.

H.10.2.5 The Contractor is responsible for duly informing their contractor personnel of the reporting requirement as specified in H.10.2.5.1 below.

H.10.2.5.1 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.

H.10.2.6 Contractor personnel must complete background checks prior to their initial contract or agreement term and prior to each time their contract or agreement renews (excluding when an option period is exercised), regardless of the awardee.

H.10.2.7 Contractor personnel must complete a background check if their employer assigns them to a different Senate contract.

H.10.2.8 Contractor personnel must complete a background check if they previously left the contract and then return to the same active contract.

H.10.2.9 At a minimum, contractor personnel must complete a background check every six (6) years.

H.10.2.10 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 Contract.

H.11 Network Data and Information Security

Contractor shall use all appropriate care, in accordance with Senate Standard Operating Procedures for Information Technology, for maintaining the integrity of the Senate network when Contractor personnel have network access either local or remote. Senate information is confidential material and must be protected, in accordance with Acknowledgement of Information Privacy Policies, from loss disclosure and electronic penetration.

H.12 Identification Badges

The Contractor shall see that each employee as well as key personnel has a United States Senate identification/access badge if necessary. United States Senate procedures will be followed with regard to Contract employees. The Contractor will work with the COR in obtaining identification/access badges if the SAA determines that an employee requires a badge.

H.13 Intellectual Property Rights

The SAA shall have unlimited, royalty free, rights in all data and products produced in the performance of this Contract, and in all products and data delivered under this contract (except for restricted computer software) including software, technical data, manuals or instructional and training material for installation, operation, or routine maintenance and repair of items, components, or processes delivered or furnished for use.

The term "Software" as used in this Section means computer programs, computer databases, and documentation thereof. The term also includes data identifying its source, functional characteristics, and performance characteristics, and specifically includes the source code, algorithm, processes, formulae, and flow charts of the software.

The Contractor agrees that all intellectual and data rights in the software shall become the exclusive property of the U.S. Senate. The Contractor agrees to transfer all rights, title, and interest in the software to the U.S. Senate. With respect to manuals concerning pre-existing Contractor products, the U.S. Senate shall have an unlimited license to use copies of these manuals.

If the Contractor creates for the Senate any software (Developed Work) as specified in the Contract issued hereunder, all the Contractor's services shall be considered work for hire and the Senate shall have all rights of ownership in the Developed Work. The U.S. Senate shall have a non-exclusive right to use any software received from the Contractor to the extent embedded in the Developed Work. The Contractor shall have no rights in Developed Work except as mutually agreed to in advance in writing by the parties.

The Contractor grants to the U.S. Senate a non-exclusive, perpetual, non-transferable royalty free license to use the ideas, know-how, or techniques, which may be used or provided by the Contractor as a result of performing the Statement of Work issued hereunder, including any enhancements made to the Contractor's software source code or to the documentation. Intellectual property rights shall convey to the U.S. Senate upon full payment for all products and data delivered under this CONTRACT.

H.14 Restricted Rights Software

The Contract shall notify the COR if the Contractor will use its proprietary information in the performance of this contract. Contractor's proprietary information is provided to the U.S. Senate in accordance with the terms of the Contractor's license that is provided with the Contractor's or third-party equipment supplied by Contractor for the Senate under this contract. The Contractor represents and warrants that its proprietary information was developed at private expense and contain confidential information or trade secrets of the Contractor or its suppliers and licensors.

H.15 Liability

H.15.1 Workers' compensation and employer's liability

The Contractor is required to comply with applicable Federal and State workers' compensation and occupational disease statutes. Employer's liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

H.15.2 General Liability

a) The Contractor shall have bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

b) Property damage liability insurance shall be required only in special circumstances as determined by the Senate's Contracting Officer.

c) Automobile liability. The Contractor shall have automobile liability insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the CONTRACT. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims.

d) Aircraft public and passenger liability. When aircraft are used in connection with performing the CONTRACT, the Contractor shall have aircraft public and passenger liability insurance. Coverage shall be at least $200,000 per person and $500,000 per occurrence for bodily injury, other than passenger liability, and $200,000 per occurrence for property damage. Coverage for passenger liability bodily injury shall be at least $200,000 multiplied by the number of seats or passengers, whichever is greater.

H.16 Limitations of Funds

The SAA may allot funds incrementally to the contract up to the full contract value. The Contractor shall notify the Contracting Officer or his or her designee in writing whenever it has reason to believe that the costs it expects to incur under this contract in the next sixty (60) days, when added to all costs previously incurred, will exceed 75 percent of the total funding amount so far allotted to the contract by the SAA.

SECTION I - CLAUSES

I.1 Changes

I.1.1 The Contracting Officer may at any time, by written order, make changes, within the general scope of this contract, in the manner and method of delivery of services, provided however the changes are within the Contractor's capability and in accordance with U.S. Senate Procurement Regulations. If any such change causes an increase or decrease in the cost of, or the time required for, the performance of any part of the work under this contract, an equitable adjustment shall be made in the contract price or delivery schedule, or both, and the contract shall be modified in writing accordingly. Any claim by the Contractor for adjustment under this clause must be asserted within thirty (30) calendar days from the date of receipt by the Contractor of the notification of change; provided, however, that the Contracting Officer, if he or she decides that the facts justify such action, may receive and act upon any such claim asserted at any time prior to final payment under this contract. Where the cost of property made obsolete or excess as a result of a change is included in the Contractor's claim for adjustment, the Contracting Officer shall have the right to prescribe the manner of disposition of such property.

I.1.2 Failure to agree to any adjustment shall be a dispute concerning a question of fact within the meaning of the clause of this contract entitled "Disputes." However, nothing in this clause shall excuse the Contractor from proceeding with the contract until changed.

I.2 Assignment of Claim

I.2.1 Any assignment made regarding this contract shall be made pursuant to the provisions of the Assignment of Claims Act of 1940, as amended (31 U.S.C. §3727, 41 U.S.C. §6305).

I.2.2 In no event shall copies of this contract or any plans, specifications, or other similar documents relating to work under this contract, if marked Top Secret, Secret, or Confidential, be furnished to any assignee of any claim arising under this contract or to any person not entitled to receive the same. However, a copy of any part of this contract so marked may be furnished, or any information contained herein may be disclosed to such assignees upon the prior written authorization of the Contracting Officer.

I.3 Disputes

Except as otherwise provided in this contract, all disputes arising under this contract which are not disposed of by agreement shall be decided by the Sergeant at Arms, who shall reduce his/her decision to writing and mail or otherwise furnish a copy thereof to the Contractor.

The decision of the Sergeant at Arms will be final and conclusive unless, within thirty (30) working days from the date of receipt of such copy, the Contractor mails or otherwise furnishes to the Contracting Officer, a written appeal addressed to the Chairman of the Senate Committee on Rules and Administration. The notice of appeal, which must be signed by the Contractor or by an attorney acting on the contractor's behalf, and which may be in letter form, shall indicate that an appeal is intended and shall refer to the Sergeant at Arms Decision and identify the contract by number. The notice of appeal should include a statement of the reasons why the determination decision is considered to be erroneous.

The Chairman of the Committee on Rules and Administration for the U.S. Senate, acting on behalf of the Committee, may ask the Comptroller General for a recommendation on the appeal. The decision of the Chairman or his duly authorized representative for the determination of such appeals shall be final and conclusive. Pending final decision of a dispute, the Contractor shall proceed diligently with the performance of the contract and in accordance with the Contracting Officer's directions.

I.4 Data Transfer

The Contractor shall take all steps reasonably necessary to ensure that Senate Data is treated securely and no transfer of Senate Data will take place to a third party or jurisdiction outside of the United States.

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 contract.

I.5 Benefits to Members of Congress

No member of, or delegate to Congress shall be admitted to any share or part of the proceeds of this contract, or to any direct benefit that may arise thereupon. If this contract is entered into with a corporation for its general benefit, then members of, or delegates to Congress, as shareholders, may benefit from any indirect benefit that accrues from this contract in the manner that any shareholder would benefit.

I.6 Conflict of Interest

The Contractor certifies and warrants that the Contractor has no conflict of interest, direct or indirect, financial, or otherwise, which would be applicable to the performance of the obligations covered by this contract. If an allegation of a conflict of interest is brought to the attention of the U.S. Senate, the Contractor agrees to fully cooperate with any investigation of the allegation(s), and will disclose to the U.S. Senate any other contract(s) to which the Contractor is party, public or private, or which the Contractor undertakes during the period of this contract including contracts entered into during the period of this contract which includes duties to be fulfilled after the termination of the contract.

I.7 Gratuities

I.7.1 The Senate may, by written notice to the Contractor, terminate the right of the Contractor to proceed under the contract if it is found after notice and hearing, by the Chairman, U.S. Senate Committee on Rules and Administration or his duly authorized representative, that gratuities (in the form of entertainment, gifts, or otherwise) were offered or given by the Contractor, or any agency or representative of the Contractor, to any employee of the Senate with a view toward securing a contract or securing favorable treatment with respect to awarding or amending or the making of any determination with respect to the performance of such contract; provided, that the existence of the facts upon which the Chairman or his duly authorized representative makes such findings shall be in issue and may be reviewed in any competent court.

I.7.2 In the event this contract is terminated as provided in paragraph I.7.1 hereof, the SAA shall be entitled (a) to pursue the same remedies against the Contractor as it could pursue in the event of a breach of the contract by the Contractor, and (b) as a penalty in addition to any other damages to which it may be entitled by law, to exemplary damages in an amount (as determined by the Chairman or his duly authorized representative) which shall be not less than three (3) nor more than ten (10) times the cost incurred by the Contractor in providing any such gratuities, to any other rights and remedies provided by law or under this contract.

I.7.3 The rights and remedies of the Senate and SAA provided in this clause shall not be exclusive and are in addition to any rights and remedies provided by law applicable to this contract.

I.8 Advertising

Clauses in the Contractor specific terms and conditions referencing advertising are rejected and not applicable to this contract. The Contractor shall not refer to its work with the Senate in commercial advertising, promotional materials, or press releases in such a manner as to state or imply that the product or service provided is endorsed or preferred by the Senate or is considered by the Senate to be superior to other goods or services. Without limiting the scope of any provision of the contract, the Contractor shall not use for promotional purposes any information related to the contract and shall not disclose any such information to any entity outside the Senate except by express written permission of the Contracting Officer.

The Contractor shall submit any proposed commercial advertising, promotional materials, or press releases referring to its work with this purchase order to the Contracting Officer for written approval. The Contractor shall not conduct or contribute to any news releases or press conferences pertaining to this contract or mention of the Senate as a customer without prior written approval of the Contracting Officer. This clause applies to all media, including corporate and social media web sites. The Contractor shall not use the Seal of the Senate under any circumstances in any of its materials.

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 contract.

I.9 Standards of Conduct and Restrictions

I.9.1 Contractor employees shall not solicit new business while performing task assignments at the U.S. Senate location related to performance under this contract.

I.9.2 The Contractor and its employees shall refrain from discussing with unauthorized persons any information obtained in the performance of any task assignment under this contract.

I.9.3 The Contractor and its employees shall conduct only such business as covered by this contract during periods paid by the SAA. Business not directly related to this contract shall not be conducted on U.S. Senate premises.

I.9.4 Use of the U.S. Senate's computer system(s) and/or equipment for company or personal use (other than that directly connected with this contract is strictly prohibited.

I.9.5 Contractor personnel are expected to adhere to the same professional ethical standards to which U.S. Senate personnel in a comparable position would be expected to adhere.

I.10 Examination of Records

I.10.1 The Contractor agrees that the Chairman of Senate Committee on Rules and Administration or any of his duly authorized representatives shall, until the expiration of three (3) years after final payment, have access to and the right to examine any directly pertinent books, documents, papers, and records of the Contractor involving transactions related to this contract.

I.10.2 The periods of access and examination described in paragraph I.10.1 above, for records which relate to (a) appeals under the Disputes clause of this Contract, (b) litigation or the settlement of claims arising out of the performance of this Contract, or (c) costs and expenses of this Contract as to which exception has been taken by the Chairman or any of his duly authorized representatives shall continue until such appeals, litigation, claims, or exceptions have been finally resolved.

I.11 Taxes

The contract price includes all applicable federal, state, and local taxes and duties payable by Contractor. The United States Senate including the SAA is tax exempt as federal instrumentality.

I.12 Privacy and Confidentiality

I.12.1 General. During performance of this Contract, the Contractor may have access to information and communications considered confidential by the Senate. The Contractor shall not disclose to any other person or entity any “Confidential Information” obtained from the Senate or in connection with delivery of the services related to this contract.

I.12.2 “Confidential Information” means (i) all information related to this contract, the Senate, and all information collected, processed or otherwise accessed by the Contractor in performing under this contract, and any data or information collected in connection with delivery of the services related to this contract, and (ii) all other information that is identified (orally or in writing) as confidential or of such a nature that a reasonable person would understand such information to be confidential to the Senate.

I.12.3 The Contractor shall provide notification of any loss of or unauthorized access to Confidential Information and shall use all efforts to mitigate the effect of such loss and to recover all Confidential Information. The Contractor shall (i) notify the applicable Senate Office within 24 hours of any suspected or confirmed incident of loss or unauthorized access to Confidential Information and, no later than 72 hours of identifying such incident, describe in reasonable specificity and detail all Confidential Information affected, (ii) take corrective actions to eliminate any further disclosure, and (iii) work with the Senate to investigate the incident and provide an After Action Report documenting the incident, the cause, and steps taken to resolve the matter.

I.12.4 Non-Use and Non-Disclosure of Confidential Information. The Contractor shall not (i) use Confidential Information for any purpose whatsoever other than the performance of Contractor in providing the services, or (ii) disclose Confidential Information to any third party. It is understood that Confidential Information shall remain the sole property of the applicable Senate Office. The Contractor shall take all reasonable precautions to prevent any unauthorized use or disclosure of Confidential Information. To the extent the Contractor feels it needs to disclose Confidential Information, it may do so only after obtaining written authorization from the applicable Senate Office. In the event that a Contractor receives any legal or investigative process seeking disclosure of Confidential Information, the Contractor shall follow the terms set forth in Section 18 above.

I.12.5 Failure to Comply. The Contractor shall preserve the confidentiality of all…