Statement of Work - RFQ 2026-R-047.pdf

U.S. Senate, Office of the Sergeant at Arms Mail Processing Conveyor System

REQUEST FOR QUOTATION (RFQ)

STATEMENT OF WORK

1. INTRODUCTION

The United States Senate, Office of the Sergeant at Arms (SAA) requires a Contractor to provide a complete, fully operational replacement mail processing conveyor system at the SAA designated mail processing facility in Landover, Maryland. The replacement system shall support the existing mail screening workflow, integrate with the existing X-ray operational process, and replace the existing conveyor system with new conveyor equipment, controls, supports, wiring, and accessories required for a turnkey system.

The purpose of this Statement of Work (SOW) is to define the minimum technical, operational, delivery, installation, testing, acceptance, warranty, and closeout requirements for the Mail Processing Conveyor System. The Contractor shall furnish all management, supervision, labor, materials, equipment, tools, lift equipment, freight, rigging, staging, controls, electrical work, testing, documentation, training, and warranty support necessary to deliver a complete and production ready system.

2. BACKGROUND

The existing PMW conveyor system supports the SAA mail handling and X-ray screening process.

The current operating model includes an upstream gravity conveyor feeding mail into the existing X-ray machine, an accumulation and stop-and-release zone downstream of the X-ray machine, operator release through a foot switch, and a downstream conveyance and divert/sort path for processed mail.

The replacement system is required to preserve the existing mail processing workflow while improving reliability, maintainability, controls integration, and system supportability. The replacement system shall be designed and installed within the existing operational environment, subject to field verification, approved shop drawings, SAA security requirements, approved outage windows, and coordination with Senate operations.

The existing X-ray machine is not being replaced under this SOW. The Contractor shall coordinate installation and controls integration with the existing X-ray workflow and shall not modify, move, operate, or connect to the X-ray machine except as expressly authorized in writing by the SAA.

3. DESCRIPTION OF SERVICES

The Contractor shall propose, furnish, deliver, install, integrate, test, and warranty a replacement Conveyor System consisting of motorized roller conveyor, gravity conveyor, a right angle divert/sort device or equivalent mail divert function, supports, side guides, controls, wiring, sensors, emergency stops, protective features, and all associated accessories required for a complete operational system.

The Contractor shall disconnect, dismantle, remove, and dispose of the existing conveyor equipment, unless the SAA identifies components that must be retained, salvaged, or transferred for Government disposition. The Contractor shall protect surrounding facilities, equipment, finishes, the existing X-ray machine, and Senate property throughout removal, delivery, staging, installation, start-up, testing, and closeout.

4. REQUIRED TECHNICAL FEATURES

4.1 Technical Drawings

Attachment A – Technical Drawings provides the technical drawing references and component descriptions used for the existing conveyor component baseline and minimum salient characteristics for the replacement Conveyor System. The Contractor shall review Attachment A, verify the applicability of each component during the site visit and field verification, and cross reference the proposed design to the applicable Attachment A sections. The Contractor shall identify any differences between the proposed components and Attachment A.

Section Reference No.

Component Description Use

1 LSB-34 Intermediate bed; 120 inches long by 36 inches wide; 3-inch roller centers; 8-inch-deep non-pop-out frames; standard roller bearings; no speed-up spools;

Paint Code 0000.

Gravity/straight conveyor baseline reference.

2 LSB-37 90-degree curved bed; 36 inches wide; 3-inch roller center system with 2-inch roller center setup; speed up spools; 8-inch-deep non-pop-out frames; high-speed roller bearings.

Curved gravity/conveyor baseline reference near X-ray workflow.

3 LSB-443,

LSB-445,

LSB-474

Intermediate PE accumulator beds; right hand shaft; 60-inch and 120-inch lengths by 36 inches wide; 3-inch roller centers; 30-inch accumulation zones;

8-inch-deep non-pop-out frames; standard roller bearings; Paint Code 0000.

Accumulation/motorized conveyor baseline reference.

4 LSB-473 Drive bed PE accumulator; right hand shaft; 60 inches long by 36 inches wide;

3-inch roller centers; 30-inch accumulation zones; standard bearings; 75 FPM operating speed; 2 HP mounted control; PS256A-03B1 control; #800967 direct drive.

Drive/accumulation section baseline reference.

5 LSB-477 Drive bed; 36 inches long by 36 inches wide; 3-inch roller centers; 8-inch-deep non-pop-out frames; standard roller bearings; 70 FPM operating speed; 2 HP direct drive; no automatic frequency control.

Drive section baseline reference.

6 LSB-478 Intermediate PE accumulator bed; right-hand shaft; 30 inches long by 36 inches wide; 3-inch roller centers; 30-inch accumulation zones; standard roller bearings; Paint Code 0000.

Short accumulation section baseline reference.

7 LSB-479 Right angle two-way transition bed; 48 inches long by 36 inches wide; 3-inch roller centers; 16-inch-deep non-pop-out frames; five transfer belts; standard configuration; no speed-up spool.

Divert/sort transition baseline reference.

4.2 Requirements Matrix

Technical requirements are listed in the Excel Worksheet (Attach B – Requirements Matrix).

Offerors shall complete the Requirements Matrix and indicate whether the proposed system does not meet, meets, or exceeds each requirement. Requirements designated as Mandatory (M) must be met for a proposal to be eligible for award, unless the SAA determines, in writing, that an exception is acceptable.

4.3 Existing Utilities and Site Conditions

a) The SAA will identify the existing power feed available for reuse. The Contractor shall field verify voltage, phase, ampacity, disconnect location, grounding, overcurrent protection, and suitability for the proposed system before connecting equipment.

b) The existing compressed air source currently in use is identified as a Quincy QGB-20 compressor, Serial No. UN070392, 20 HP, 208V, three phase. If the proposed Conveyor System requires compressed air, the Contractor shall field verify available capacity, pressure, connection points, air quality, and required regulators, valves, hoses, tubing, fittings, or other pneumatic appurtenances. No new compressor shall be furnished or installed unless specifically approved by the SAA.

4.4 Brand Names

Brand names, model names, or proprietary terms used in this solicitation or attachments are used only to describe the functional concept, required operating sequence, salient characteristics, or performance standard. Offerors may propose equal or better solutions that satisfy all material requirements of the solicitation. Any deviation from the required operating sequence, dimensions, controls, or interfaces shall be clearly identified in the proposal and is subject to SAA approval.

5. REQUIREMENTS AND SPECIFICATIONS

5.1 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.

5.2 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.

5.3 Motorized Roller Conveyor Requirements

The Contractor shall provide motorized conveyor sections as necessary to support the approved layout and operational workflow. The following characteristics are minimum requirements for the proposed Conveyor System and shall be confirmed through field verification and SAA approved shop drawings:

Element Minimum Requirement

Overall motorized conveyor length Approximately 134 linear feet, subject to final SAA approved layout and field verification.

Width between frames Approximately 34 inches, unless an approved equivalent is required to match existing workflow, Attachment A, or field conditions.

Conveyor elevation Approximately 34.5 inches top-of-conveyor elevation, subject to ergonomic, X-ray, and interface verification.

Roller centers Approximately 2-inch roller centers for motorized roller conveyor sections unless otherwise approved.

Controls 24V DC controls or SAA approved equivalent suitable for accumulation, stop/release, divert, and safety functions.

Power Existing power feed shall be field verified; Contractor shall confirm feed type, load capacity, and electrical compatibility for the proposed system.

Supports Floor supports and all mounting hardware required for a stable, level, aligned, and serviceable installation.

5.4 Gravity Conveyor Requirements

The Contractor shall provide gravity conveyor sections required for infeed, curves, downstream discharge, and continuity of the approved mail processing workflow. The following characteristics are minimum requirements for the proposed Conveyor System and shall be confirmed through field verification and SAA approved shop drawings:

Element Minimum Requirement

Straight gravity conveyor length Approximately 28.5 linear feet, subject to final layout and field verification.

Curves Two 90-degree curves near the X-ray workflow area or approved equivalent curve configuration necessary to maintain the required path.

Overall width Approximately 36 inches.

Between rail width Approximately 33 inches.

Elevation Set high/elevation to align with the existing X-ray workflow, motorized conveyor sections, operator access, and ergonomic requirements.

Supports Floor supports and all required bracing, leveling devices, and hardware for a stable and serviceable installation.

5.5 Divert/Sort Device Requirements

The Contractor shall provide a divert/sort device that supports the required operational modes and integrates with the downstream conveyor path. The divert/sort device shall be a Heavy-Duty Dual Motor configuration, or an equal or superior solution, that satisfies all functional, dimensional, safety, durability, controls, and integration requirements.

Element Minimum Requirement

Functional modes Round robin divert, manual call button divert, and straight-through operation.

Controls Integrated control logic, motor control card(s), cabling, sensors, and release/divert controls required for the approved sequence of operations.

Physical integration Transfer plates, side guides, helper rollers, adjustable legs, bracing, and transition components required to maintain safe product transfer.

Element Minimum Requirement

Drawing cross-reference Coordinate with Attachment A Section 7, Right-Angle Two-Way Transition Bed, Reference No.

LSB-479, or approved equivalent.

Maintainability Design shall permit reasonable maintenance access, replacement of wear components, cleaning, and inspection without unnecessary disruption to adjacent equipment.

5.6 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 and Section 208 compliance documentation if required by the RFQ from the OEM, for SAA review.

5.7 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.

5.8 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.

6. DELIVERY, REMOVAL, AND FACILITY PROTECTION

6.1 Delivery, Freight, Unloading, and Staging Requirements

The Contractor shall be responsible for freight, delivery coordination, receiving, unloading, handling, rigging, lift equipment, staging, protection of delivered materials, and movement of equipment through the facility. Delivery and staging shall be coordinated with the COR in advance and shall be conducted only during SAA approved timeframes.

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.

6.2 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.

6.3 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.

7. RESPONSIBILITIES

7.1 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. Contractor shall disclose any potential health or safety concerns related to the operation or proximity of the proposed equipment. This includes, but is not limited to, emissions (e.g., ozone, VOCs, noise), heat output, moving parts, or any other condition that may pose a risk to operators or personnel working near the equipment. If applicable, contractor must provide documentation outlining recommended safety precautions, required personal protective equipment (PPE), and any environmental or occupational health considerations.

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 directions 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.

7.2 SAA Responsibilities

a) Designate a Contracting Officer's Representative (COR) or other authorized point of contact to coordinate technical matters and site access.

b) Provide reasonable access to the work area, subject to Senate operations, security requirements, escort availability, and approved outage windows.

c) Review Contractor submittals, schedules, shop drawings, plans, and deliverables within a reasonable time.

d) Identify existing Government furnished information available to support the project, including available drawings, site restrictions, and known operational constraints.

e) Provide access to representative mail items or operational test conditions as needed for functional testing and SAA Acceptance Testing.

8. TASKS AND DELIVERABLES

8.1 Kickoff Meeting, Field Verification, and Project Plan

Within ten (10) business days after award, the Contractor shall conduct a kickoff meeting and perform field verification of existing conditions. The Contractor shall submit a Project Plan and Schedule that identifies all activities, tasks, deliverables, procurement activities, long lead items, submittals, fabrication milestones, delivery milestones, outage activities, installation activities, testing, training, acceptance, and closeout requirements.

8.2 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.

8.3 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.

8.4 Equipment Delivery, Unloading, and Staging

The Contractor shall be responsible for all freight, delivery coordination, unloading, handling, rigging, and staging of equipment. The Contractor shall coordinate staging locations, dock usage, delivery times, access requirements, forklift requirements, and movement through the facility with the SAA in advance. All delivered materials shall be protected from damage and stored in an orderly manner.

8.5 Removal of Existing Conveyor

The Contractor shall disconnect, dismantle, remove, and dispose of the existing conveyor equipment. Removal shall be performed in a manner that protects surrounding equipment and minimizes disruption to Senate operations. The work area shall be left clean and free of debris at the conclusion of each work period and upon completion of the work.

8.6 Installation, Integration, and Start-Up

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.

8.7 Training and Documentation

The Contractor shall provide operator familiarization and basic maintenance training for SAA designated personnel after successful start-up. At project closeout, the Contractor shall provide as-built drawings, operating manuals, maintenance manuals, parts information, warranty documentation, recommended preventive maintenance information, troubleshooting guidance, and support contact information.

8.8 Deliverables Summary

Deliverable Minimum Due Date / Trigger Required Content

Kickoff Meeting and Field Verification

Within 10 business days after award

Kickoff agenda, confirmed points of contact, site verification activities, constraints, and initial coordination requirements.

Project Plan and Schedule Within 10 business days after award or as approved by SAA

Milestones, long-lead items, submittals, fabrication, delivery, outage, installation, testing, training, acceptance, and closeout.

Field Verification Report Before fabrication of configuration sensitive items

Verified dimensions, elevations, power/interface conditions, access constraints, staging locations, risks, and recommended adjustments.

Shop Drawings and Product Data

Before fabrication of configuration sensitive items

Layout, elevations, supports, side guides, controls, electrical and pneumatic interfaces, components, dimensions, clearances, and product data.

Deliverable Minimum Due Date / Trigger Required Content

Deviation Matrix With quotation;

updated with shop drawings

All deviations from the SOW, Attachment A, operational workflow, or approved configuration, including proposed equivalency rationale.

Installation, Safety, Testing, and Commissioning Plan

Before installation/cutover Outage approach, staffing, equipment, safety controls, lockout/tagout, testing sequence, acceptance readiness criteria, and contingency approach.

Status Reports As agreed by SAA and Contractor Progress, planned work, issues, risks, mitigation actions, required Government actions, and schedule changes.

Training Materials and O&M Documentation

At or before closeout Operating manuals, maintenance manuals, parts information, warranty information, troubleshooting, and recommended maintenance activities.

As-Built Documentation Draft after installation; final within 30 calendar days after successful SAA Acceptance Test

Final layout, equipment placement, custom manufactured equipment drawings, wiring paths, controls, and final system configuration information.

9. TESTING, COMMISSIONING, AND ACCEPTANCE

9.1 Contractor Testing and Commissioning

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.

9.2 Acceptance Test

The Conveyor System installed by the Contractor, after meeting the material requirements of Contractor performed installation, testing, and commissioning, shall constitute the operational system for the SAA Acceptance Test. The warranty period shall begin after the Conveyor System successfully completes the SAA Acceptance Test.

The Conveyor System shall meet all material technical specifications required for the replacement system. SAA acceptance testing will emphasize operational, functional, safety, and reliability performance under load or while being fully utilized. Acceptance testing begins on the in-service date after end-to-end testing of the complete Conveyor System installed by the Contractor and ends when the complete replacement system has operated for thirty (30) consecutive calendar days without System Failure Downtime, as defined in Section 9.3.

For purposes of final acceptance, the term Conveyor System means all functional subsystems, associated hardware, software, terminal equipment, controls, wiring, connectivity, accessories, and other elements that constitute the Conveyor System as approved by the SAA and required by this SOW.

9.3 System Failure Downtime

System Failure Downtime means any period in which the complete and integrated replacement system is not reliably operable due to intermittent or consistent failure, such that any component or portion of the Conveyor System for which the Contractor is responsible cannot be used or does not operate in accordance with the specifications.

If the complete and integrated Conveyor System does not meet the standards of performance during the initial thirty (30) consecutive calendar days from the in-service date, the acceptance test shall continue on a day-to-day basis until the standard of performance has been met for thirty

(30) consecutive calendar days.

System Failure Downtime shall not include failures caused by misuse, abuse, or accident by employees of the SAA or Senate, acts of God, electrical outages not caused or contributed to by the Conveyor System or the Contractor, or other events beyond the reasonable control of the Contractor. The Contractor is responsible for demonstrating that any period of downtime was not caused by System Failure Downtime.

9.4 Failure to Meet Acceptance Requirements

If the replacement Conveyor System cannot be accepted within thirty (30) days of the in-service date due to System Failure Downtime, the Contractor shall, at its own expense, repair or replace defective parts of the Conveyor System, including the entire Conveyor System if necessary. The acceptance testing period shall begin again after replacement or repair of the designated parts.

If the replacement Conveyor System cannot be accepted due to System Failure Downtime within ninety (90) calendar days of the in-service date, the SAA may reject the installed Conveyor System and terminate the contract for default in accordance with applicable contract terms. The Contractor shall not remove the installed Conveyor System until a suitable replacement is installed and functioning in accordance with the specifications, unless otherwise directed by the

SAA.

9.5 As-Built Documentation

The Contractor shall update and provide draft detailed schematic layouts reflecting final as-built placement of equipment, custom manufactured equipment drawings, wiring paths, controls, pneumatic connections if applicable, and operational layout of the replacement Conveyor System upon completion of installation and acceptance testing for SAA review and approval.

The Contractor shall prepare final as-built documentation for the replacement Conveyor System.

The final as-built documentation shall be delivered no later than thirty (30) calendar days after successful completion of the SAA Acceptance Test.

9.6. Warranty and Optional Maintenance Support

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 email 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.

9.7 Installation Schedule and Transition Requirements

Exact installation dates depend on the SAA operating schedule, Senate operations, site access, security requirements, equipment lead times, and approved outage windows. At this time, the anticipated start date for major installation activities is during the third quarter of 2026, subject to change by the SAA. The Contractor shall take advantage of Senate recesses, weekends, holidays, and other approved outage windows to perform tasks that could affect SAA services to its customers.

The target transition approach is one coordinated outage to the maximum extent practicable when the Senate is out of session, during a weekend or holiday, unless the SAA approves an alternate schedule. The Contractor shall provide a realistic installation and transition plan demonstrating its ability to complete the work safely and within the operational environment.

Planned Period Target Activities

Friday Evening or Saturday Disconnect power to the existing conveyor, initiate lockout/tagout, begin dismantling, and begin installation of the new Conveyor System as authorized by the approved outage plan.

Saturday/Sunday Continue removal and installation activities, including controls work, electrical integration, cable routing, supports, alignment, and transition components.

Sunday/Monday Complete mechanical and electrical installation, perform start-up, conduct Contractor testing and commissioning, and resolve punch list items.

Monday/Tuesday Morning Perform final readiness checks and turn over the Conveyor System for SAA operational use, subject to successful completion of required testing.

The SAA shall not be liable for delays caused by changes to the Senate schedule, access limitations, security requirements, or other Government operational constraints outside the Contractor's control, except as expressly provided in the contract. The Contractor shall design a strategy and schedule that minimizes operational downtime and shall identify schedule dependencies, long lead constraints, outage requirements, and required SAA decisions in its proposal and project schedule.

The Contractor and the SAA acknowledge that the final schedule may need to be amended as Senate operations, security requirements, equipment lead times, or approved outage windows change. The Contractor shall coordinate final installation dates with the SAA and shall not proceed with outage activities until authorized.

9.8 PERFORMANCE

Period of Performance

The period of performance will include a base period for system design, field verification, fabrication, delivery, removal of the existing Conveyor System, installation, integration, testing, training, closeout, SAA Acceptance Testing, and twelve (12) months of warranty support after successful completion of the SAA Acceptance Test.

The Contractor shall identify the estimated equipment lead time, fabrication time, delivery time, and installation duration in its quotation and Project Plan. The Contractor's quotation shall include a current, binding, and project specific lead time calculated from SAA approval of required shop drawings or order release, as applicable.

The SAA may include up to five (5), one-year optional maintenance support periods if included in the resulting order. Optional maintenance, if requested, shall be separately priced and shall identify preventive maintenance activities, response times, covered parts, exclusions, and escalation procedures.

Place of Performance

The place of performance will be at the SAA designated mail processing facility for the Conveyor System replacement project. The location for this requirement is 6330 Columbia Park Road, Landover, MD 20785. The SAA may designate additional Senate facilities, loading docks, staging areas, storage areas, or other locations as necessary to support delivery, unloading, installation, testing, acceptance, training, and closeout activities.

The Contractor shall coordinate all access, staging, deliveries, escorts, facility protection, and worksite requirements with the SAA before performing work at any Senate or SAA-designated facility.

9.9 SITE VISIT AND PRE-QUOTATION INSPECTION

The SAA anticipates conducting a site visit conference to allow potential Offerors to obtain a better understanding of the production environment, site conditions, equipment interfaces, access constraints, staging constraints, and operational requirements associated with the work.

Attendance and Facility 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 with 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.

Registration and Security Processing

To facilitate site visit preparations and security processing, Offerors shall contact the individual identified in the RFQ instructions to make arrangements for attendee entry into the Government facility. Offerors shall provide all attendee information required by the SAA by the registration deadline stated in the RFQ.

Item Information

Site Visit Date(s) July 13, 2026

Site Visit Time 8:00am ET

Location 6330 Columbia Park Road, Landover, MD 20785; Front Lobby.

Registration Contact Register by emailing Keona_Smallwood@saa.senate.gov and Acquisitions@saa.senate.gov no later than 12:00pm ET on July 10, 2026.

Effect of Site Visit Statements

Notwithstanding any remarks, clarifications, responses, or discussions provided during the site visit, the RFQ and this SOW remain unchanged unless changed by written amendment issued by the SAA. It is each Offeror's responsibility to seek written clarification of any perceived ambiguity in the RFQ, this SOW, any attachments, or any amendment before submitting a quotation.