U.S. Senate Industrial Web-fed Press System

Solicitation / RFP / RFQ

This document provides instructions and requirements for submitting quotes in response to Request for Quotation (RFQ) 2026-R-050 for an Industrial Web-fed Press System.

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

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

• If EULA 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 them to sell the product to the Federal Government in the USA.

• For telecommunications equipment, provide an OEM STATEMENT OF COMPLIANCE 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, on the PRICING TABLE Excel Worksheet. PDF or image formats will not be accepted.

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

• Offerors must demonstrate a clear understanding of requirements and capability to provide the Industrial Web-fed Press System and associated support services.

• The procurement is a competitive source selection.

• Award will be made on a best-value (trade-off) basis.

• The award will be subject to attached PURCHASE ORDER CLAUSES and ADDENDUM TO COMMERCIAL AGREEMENTS (if applicable), and GWAC terms and conditions (if applicable).

• Questions must be submitted via email to Acquisitions@saa.senate.gov with subject line “ATTN: Charles Blalock Questions for 2026-R-050” by 12:00pm ET on or before May 29, 2026. Telephone or fax questions will not be accepted.

• All documents must be emailed to Acquisitions@saa.senate.gov with subject line “ATTN: Charles Blalock RFQ 2026-R-050” by 12:00pm ET on June 17, 2026.

• Evaluation will be based on technical specifications, past performance of similar products/services, and proposed price.

• Technical approach is more important than past performance.

• Technical approach and price are approximately equal in importance for best-value tradeoff analysis.

• The SAA reserves the right to reject quotations that fail to include all required RFQ line items or deviate from specifications.

• The SAA will not provide debriefings.

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

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

• This RFQ does not obligate the SAA to reimburse costs incurred in preparing or submitting a quotation, nor does it commit the SAA to purchase or contract for any item.

• Supply of products from foreign distributors or channels or from foreign countries is not acceptable.

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 outlines terms that are considered unacceptable to the SAA due to conflicts with Federal law, US Senate Procurement Regulations, or SAA/Senate needs. These unacceptable terms will be null and void and superseded by the Addendum and Senate Purchase Order clauses.

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. Click-wrap or browse-wrap agreements do not bind the SAA.
• Third-Party Claims / Indemnification: Clauses giving the Contractor control over third-party claims or disputes involving intellectual property infringement are modified. The Contractor shall indemnify and hold harmless the SAA from third-party claims, with the SAA having the right to participate in 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 maintenance. Any renewal requires prior express written SAA approval.
• Audit: Clauses granting the Contractor the right to audit the SAA's use of software licenses are not permitted. The SAA may conduct a self-audit upon request.
• 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 License Terms: Terms from other documents or websites are not binding unless submitted with the proposal. Third-party terms cannot be incorporated by reference without bilateral modification.
• Venue; Choice of Law: The agreement is governed by Federal law and Regulations. Any language subjecting the SAA to state or foreign law, or prescribing a different forum or venue for proceedings, is deleted.
• Dispute Resolution: Mandatory arbitration is not agreed to. Disputes must be resolved per Regulations. Binding arbitration is not utilized. Claims are determined under the Federal Tort Claims Act. Contractors must proceed diligently with performance during pending disputes.
• Equitable or Injunctive Remedies: The SAA does not consent to equitable or injunctive relief, except as permitted by Federal law for copyright, trademark, or patent infringement.
• Unilateral Termination by Contractor: The Contractor cannot unilaterally terminate or suspend the contract. Recourse for alleged breach must be made under 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 endorsement.
• Confidentiality: Contractors must hold contract information in strict confidence and not use it except for internal evaluation.
• 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: The SAA may terminate for default if the Contractor fails to deliver or perform, or fails to make progress, and does not cure the failure within a specified period.
• Termination for Convenience: The SAA may terminate for convenience in its best interest.
• Gratuities: The SAA may terminate for default 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 without prior SAA approval is prohibited, except for assignment of payment to a financial institution.

This Addendum modifies and supersedes specific terms within the Contractor's License Agreement, impacting sections related to obligations, claims, renewals, audits, taxes, dispute resolution, termination, and assignment.

This document does not appear to be a solicitation and therefore does not directly impact proposal submission deadlines or evaluation factors. However, it clarifies terms that will govern any resulting contract.

Form / Attachment / Pricing Sheet

This document is Attachment A, the Pricing Table for Solicitation 2026-R-050, and Attachment B, the Specifications for an Industrial Web-fed Press System and optional Web-fed Finishing Line Equipment. Bidders must use these documents to provide quotations and specify how their proposed equipment meets or exceeds the minimum requirements.

Attachment A - Pricing Table:

• Requires firm-fixed-price quotations on a F.O.B. Destination basis.
• Includes line items for a Base Year (10/1/2026 - 09/30/2027) and five optional Maintenance Years (10/1/2027 - 09/30/2032).
• Requires Offerors to state if their quotation is Open Market or subject to a GSA Schedule/NASA SEWP/Other GWAC.
• Price quotes must be valid until September 30, 2026.
• Requires mandatory vendor information including Company Name, Tax ID, and DUNS or Unique Entity Identifier.

Attachment B - Specifications:

• Details "Minimum Requirements" and "Optional Features Desired" for the Industrial Web-fed Press System and optional Web-fed Finishing Line Equipment.
• Vendors must indicate if their proposed equipment "Meets/Exceeds" and if it is "Standard (S)/Option (O)" for each requirement.
• Includes detailed specifications for the press system (e.g., print quality, speed, substrate compatibility, software, security compliance) and finishing line equipment (e.g., sheeter, unwinder, perforating, folding, cutting, waste evacuation).
• Outlines Network Protocols, Electrical Requirements, Environmental Requirements, Space Requirements, Hardware/Software/Offeror Security Compliance, Installation, Testing, Training, Documentation, Maintenance, and Warranty requirements.

Bidders must complete the pricing table and specifications sheet to submit a compliant quote. The specifications detail the exact technical, operational, security, and logistical requirements for the printing system and associated finishing equipment. Failure to comply with the "INSTRUCTIONS & SUBMISSION REQUIREMENTS" may result in quotation rejection.

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 the OEM's adherence to specific legal restrictions.

• The statement asserts compliance with Section 208 of the Legislative Branch Appropriations Act, 2020, and the Further Consolidated Appropriations Act, 2020 (P.L. 116-94).
• This legislation prohibits the acquisition of certain telecommunications equipment and high-impact or moderate-impact information systems, as defined by NIST Special Publication 199.
• The form requires the Name and Title of a Certifying Officer, their Signature, and the Date of certification.

Bidders may need to provide this completed form to demonstrate that the equipment or systems proposed for the opportunity comply with the specified federal regulations concerning telecommunications equipment procurement. This is crucial for ensuring the legality and security of the procured items.

Form / Attachment / Pricing Sheet

This document outlines the standard clauses that apply to a Purchase Order (PO) issued by the Sergeant at Arms (SAA) of the U.S. Senate. It establishes the terms and conditions governing the agreement between the SAA and the Contractor.

• Authority: Defines the issuing authority and the process for modifications.
• Order of Precedence: Specifies the hierarchy of documents in case of conflict (Pricing Table, SOW, PO Clauses, etc.).
• Security: Requires contractor compliance with Senate security regulations.
• Acceptance: Outlines the SAA's right to inspect and reject non-conforming goods/services.
• Incorporating other Terms by Reference: Rejects terms referenced as hyperlinks or in other documents unless submitted in full text with the quotation.
• Price: Details how price reductions and increases are handled.
• Taxes: States the U.S. Senate is tax-exempt.
• Changes: Allows the Contracting Officer to make changes via modification or change order.
• Payment and Invoicing: Specifies invoicing procedures, required invoice content, and payment timelines.
• Advertising: Restricts contractor's use of Senate's name in advertising and requires pre-approval for promotional materials.
• Gratuities: Outlines termination for offering gratuities.
• Conflict of Interest: Requires contractor to warrant no conflict of interest and cooperate with investigations.
• Termination for Cause/Convenience: Details the SAA's rights to terminate the order.
• Excusable Delay: Defines conditions for excusable delays.
• Disputes: Rejects contractor-specific dispute resolution clauses, requiring adherence to Senate regulations and federal law.
• Senate Data Protection: Defines terms related to Senate data and outlines contractor obligations for protection, notification, and non-disclosure.
• Cybersecurity: Requires contractor to implement reasonable security measures for IT assets and data.
• Data Transfer: Mandates secure handling and no transfer of Senate Data to third parties or outside the U.S.
• Artificial Intelligence Training: Reserves rights for Senate offices regarding the use of Senate data for AI training.
• Data Return: Requires return or destruction of Senate Data upon order conclusion.
• Incident Notification: Mandates reporting of security incidents compromising Senate Data.
• Personnel Security: Outlines requirements for contractor personnel, including background checks and eligibility.
• 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 changes in ownership.
• Government Indemnification: Rejects contractor-seeking indemnification.
• Contractor Indemnities: Rejects clauses that violate DOJ's jurisdictional statute.
• Renewals: Rejects clauses for automatic renewals.
• Option to Extend the Term: Allows for extension of 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: Designates communication channels and states the order is the sole agreement.

This document is crucial for any vendor awarded a Purchase Order by the SAA. It details the fundamental legal and administrative framework of the contract, including critical aspects like order of precedence, payment terms, data protection, security requirements, and termination clauses. Bidders must understand these clauses to ensure compliance and successful performance. It also explicitly rejects many common contractor-specific terms, highlighting the Senate's specific requirements.