U.S. Senate Box Truck Leases

Form / Attachment / Pricing Sheet

This document is a pricing table for Request for Quotation (RFQ) 2026-R-045, related to the lease of box trucks. It outlines the structure for submitting firm-fixed-price quotes for the vehicles and associated maintenance packages.

• Lease Structure: The pricing table details a base period of performance (9/1/2026 - 8/31/2027) and seven option periods, extending through 8/31/2033. Each period includes line items for "202X Box Truck 12-month Lease 12,000 miles" and subsequent "initial add" or option year leases.
• Pricing: Bidders are required to provide Unit Lease Price and Unit Maintenance Package Price, which sum to a Total Price for each line item. All prices are to be in USD.
• Shipping: Shipping is to be F.O.B. Destination. Any shipping/handling charges must be identified separately.
• Quote Validity: Price quotes must be valid until September 30, 2026.
• Compliance: The SAA reserves the right to reject quotations not compliant with the RFQ's instructions and submission requirements.
• Vendor Information: Fields are provided for Company Name, Open Market/GSA/NASA SEWP status, Tax ID, DUNS/UEI, and signature.

This pricing table is essential for bidders to understand the structure of the lease agreement, including the base period and potential option years. Bidders must use this template to submit their firm-fixed-price quotations for the box truck leases and maintenance, ensuring all required fields are completed accurately. The zero values currently shown in the table are placeholders and must be replaced with actual pricing. Bidders must also note the quote validity date and ensure their submission complies with all instructions to avoid rejection.

Solicitation / RFP / RFQ

This document provides instructions and requirements for submitting quotes in response to Request for Quotation (RFQ) 2026-R-045 for Box Truck Leases.

• Offerors must complete and return the PRICING TABLE (Excel Worksheet) with mandatory vendor information.

• Include any applicable End User License Agreements (EULA) or referenced Contract Terms and Conditions.

• If EULAs or Contract Terms are provided, sign and return the ADDENDUM TO COMMERCIAL AGREEMENTS (PDF).

• Resellers must provide a current statement from the Original Equipment Manufacturer (OEM) authorizing the sale of the product to the Federal Government in the USA.

• If telecommunications equipment or high-impact/moderate-impact information systems are offered, provide an OEM STATEMENT OF COMPLIANCE, signed by the OEM, certifying compliance with Section 208 of the Legislative Branch Appropriations Act, 2020.

• Provide Firm-Fixed-Prices on a F.O.B. Destination basis, net of shipping/handling charges.

• Quotations must include all applicable end user license agreements and contract terms and conditions in full text, searchable PDF format.

• The procurement is in accordance with Senate Procurement Regulations.

• Offerors may submit an open market quotation or a quotation in accordance with NASA SEWP, GSA Schedule, or other GWAC contracts.

• The award will be made on a Lowest Price Technically Acceptable basis.

• Questions must be submitted via email to Acquisitions@saa.senate.gov by 12:00pm ET on or before June 8, 2026. Only email questions will be accepted.

• Quotes must be submitted via email to Acquisitions@saa.senate.gov by 12:00pm ET on June 26, 2026.

• Subject line for questions: "ATTN: Charles Blalock Questions for 2026-R-045"

• Subject line for submissions: "ATTN: Charles Blalock RFQ 2026-R-045"

• Early submissions are encouraged.

• The SAA reserves the right to reject quotations missing required RFQ line items or those that differ from specifications.

• Offerors must have an active registration in the System for Award Management (SAM) database.

• Provide DUNS or Unique Entity Identifier.

• SAM registration must be current, complete, and accurate.

• The SAA will not provide debriefings.

• The SAA encourages the OEM, if applicable, to sign and return the ADDENDUM TO COMMERCIAL AGREEMENTS.

Form / Attachment / Pricing Sheet

This document outlines the standard Purchase Order Clauses that apply to this agreement. It details the terms and conditions governing the relationship between the Senate and the Contractor, superseding any conflicting terms in the Contractor's specific terms or proposals.

• Authority: Defines the Sergeant at Arms (SAA) Contracting Officer's authority.
• Order of Precedence: Establishes the hierarchy of documents in case of conflict, prioritizing the Purchase Order clauses over Contractor Specific Terms and quotations.
• Security: Requires contractor compliance with Senate security regulations.
• Acceptance: Outlines the SAA's right to inspect and evaluate goods/services and require corrections.
• Incorporating other Terms by Reference: Rejects terms referenced as hyperlinks or in other documents unless submitted in full text with the quotation.
• Price: States that price reductions are effective upon offer, but increases require mutual agreement.
• Taxes: Clarifies that the U.S. Senate is tax-exempt.
• Changes: Allows the Contracting Officer to make changes via modification or change order.
• Payment and Invoicing: Details invoicing procedures, submission to AP@saa.senate.gov, and payment timelines (not bound by vendor invoice due dates).
• Advertising: Rejects clauses referencing advertising and restricts promotional use of Senate work.
• Gratuities: Outlines termination for offering gratuities.
• Conflict of Interest: Requires contractors to warrant no conflicts of interest.
• Termination for Cause/Convenience: Reserves the SAA's right to terminate for cause or convenience.
• Excusable Delay: Defines conditions for excusable delays.
• Disputes: Specifies that disputes will be decided per U.S. Senate Procurement Regulations and applicable Federal law, rejecting arbitration/mediation clauses.
• Senate Data Protection: Defines terms related to Senate data and requires contractor protection and notification protocols.
• Privacy and Confidentiality: Outlines contractor obligations regarding confidential information.
• Cybersecurity: Requires contractors to take reasonable steps to protect IT assets and data.
• Data Transfer: Mandates secure treatment of Senate Data.
• Artificial Intelligence Training: Reserves Senate rights regarding AI training on Senate data.
• Data Return: Requires return or destruction of Senate Data upon order conclusion.
• Incident Notification: Mandates reporting of security incidents.
• Personnel Security: Details requirements for contractor personnel, including background checks.
• Non-Applicability: Specifies that only Federal law applicable to the U.S. Senate applies.
• Assignment: Subject to Anti-Assignment statutes.
• Change in Control: Requires notification of ownership changes.
• Government Indemnification: Rejects contractor indemnification clauses.
• Contractor Indemnities: Rejects clauses violating DOJ's jurisdictional statute.
• Renewals: Rejects automatic renewal clauses.
• Option to Extend the Term: Allows SAA to extend the order.
• Recovery for Fraud: Preserves U.S. Government's right to recover for fraud.
• Warranty: States contractor warrants items are merchantable and fit for purpose.
• General: Addresses communications and supersedes prior agreements.

This document is critical for understanding the overarching contractual obligations, compliance requirements, and the specific terms that will govern the performance of any awarded contract. Bidders must review these clauses to ensure they can meet all stipulated conditions, particularly regarding data protection, security, invoicing, and dispute resolution. It also clarifies that these clauses supersede any conflicting terms proposed by the contractor.

Amendment / Modification

This document is an Addendum to Commercial Agreements that modifies a License Agreement between a contractor and the U.S. Senate Office of the Sergeant at Arms (SAA). It clarifies terms that are unacceptable to the SAA due to conflicts with Federal law, Senate Regulations, or SAA/Senate needs. Key modifications and clarifications include:

• Unauthorized Obligations: Clauses requiring the SAA to pay future fees, penalties, interest, attorney fees, legal costs, or indemnify the contractor are unenforceable and considered stricken.
• Third-Party Claims / Indemnification: Clauses giving the Contractor control over claims involving third-party intellectual property infringement are modified. The Contractor shall indemnify and hold harmless the SAA from such claims, with the SAA participating in the defense under the control of the U.S. Department of Justice.
• Automatic Renewals: The SAA does not agree to automatic renewal provisions for licenses or software maintenance. Any renewal requires prior express written SAA approval.
• Audit: Clauses granting the Contractor audit rights of the SAA's use of software licenses are not permitted. The SAA may conduct a self-audit and provide results to the Contractor.
• Taxes and Fees: The SAA is not responsible for any taxes or additional fees beyond the agreed contract price, including late fees or termination fees.
• Incorporating Other Terms: Terms from other documents or websites are not binding unless submitted with the proposal. Third-party terms cannot be incorporated by reference after award without modification.
• Venue; Choice of Law: The agreement is governed by Federal law and Regulations. Any language subjecting the SAA to state or foreign law is deleted.
• Dispute Resolution: Mandatory arbitration is not agreed to. Disputes must be resolved per Senate Regulations. The Federal Tort Claims Act and Federal Statute of Limitations apply to claims. Contractors must proceed diligently with performance during disputes.
• Equitable or Injunctive Remedies: The SAA does not consent to clauses granting contractors equitable or injunctive relief, except as permitted by Federal law for infringement.
• Unilateral Termination by Contractor: The Contractor cannot unilaterally terminate or suspend the agreement. Recourse for alleged breach must follow Senate Regulations.
• Unilateral Modification: The Contractor cannot unilaterally change license terms. Material changes require a bilateral modification.
• Advertisement: Contractors cannot reference SAA contracts in advertising in a way that implies SAA approval or endorsement.
• Confidentiality: Contractors must maintain strict confidence of contract information and not use it except for internal evaluation of the relationship with the SAA.
• Data Protection After Contract Termination: Contractors must return or destroy all SAA/Senate information within 30 days of termination and provide a certificate of destruction.
• Termination for Default/Convenience: The SAA may terminate for default or convenience as outlined in the Addendum, with specific provisions for liability and contractor obligations during disputes.
• Gratuities: The SAA may terminate the contract if gratuities are offered to secure favorable treatment.
• Availability of Funds: Payment is contingent upon the availability of appropriated funds.
• Assignment by Licensor: Assignment of SAA contracts requires prior SAA approval, except for assignment of payment to a financial institution.

This Addendum modifies the terms of the underlying Commercial License Agreement, including but not limited to clauses related to unauthorized obligations, third-party claims, automatic renewals, audit, taxes, venue, dispute resolution, termination, advertisement, confidentiality, data protection, and assignment.

This document does not appear to be a solicitation, RFP, or RFQ, and therefore does not contain submission deadlines or evaluation criteria. However, bidders should ensure their proposals and any proposed license agreements align with these modified terms, as they will supersede conflicting terms in the contractor's standard agreement.

Form / Attachment / Pricing Sheet

This document is an Original Equipment Manufacturer (OEM) Statement of Compliance regarding limitations on telecommunications equipment procurement. It serves to confirm compliance with Section 208 of the Legislative Branch Appropriations Act, 2020, and related legislation, which restricts the acquisition of certain telecommunications equipment and information systems.

• The OEM attests to compliance with specific federal regulations prohibiting the acquisition of certain telecommunications equipment and high-impact or moderate-impact information systems.
• Definitions for security categorization are based on the National Institute of Standards and Technology's (NIST) Federal Information Processing Standard Publication 199.
• Requires the Name and Title of a Certifying Officer, their Signature, and the Date.

Bidders may be required to submit this form to demonstrate that the equipment or systems they are proposing comply with federal regulations concerning telecommunications equipment procurement. This ensures that the offered solutions do not include prohibited items as defined by the specified legislation.