U.S. Senate Motorola Radio System Maintenance Support Services

Solicitation / RFP / RFQ

This solicitation is for maintenance, repair, and support services for an encrypted Motorola P25 radio system used by the United States Senate, Office of the Sergeant at Arms (SAA). The services are required at multiple sites within the National Capitol Region (NCR) and cover various radio frequencies.

• Comprehensive on-site maintenance, repair, and support services.

• Troubleshooting, fault isolation, and diagnostics of failed or malfunctioning equipment.

• Configuration, installation, and integration of replacement equipment.

• Maintenance of a local office within 50 miles of the NCR with full-time staff.

• Proficiency/certification in Motorola equipment installation and use.

• Annual maintenance and technical support for integrated software and hardware.

• Services to be performed in accordance with manufacturer specifications and approved system configurations.

• Support includes on-site troubleshooting, corrective maintenance, preventive maintenance, configuration management, and coordination/documentation.

• Services must adhere to technical specifications, regulatory requirements, and industry best practices for Motorola Project 25 (P25) radio systems.

• Support is tiered (Tier 1: Telephone, Tier 2: On-site/Remote Routine, Tier 3: On-site/Remote Immediate) with defined response times and severity levels.

• A Customer Support Manager must be provided as key personnel.

• Contract Type: Firm Fixed Price (FFP).

• Period of Performance: One-year Base Period, with four (4) one-year option periods.

• Estimated Value: Not explicitly stated in this section, but pricing is detailed in Section B.6.1.

• Proposals must be submitted in two volumes: Technical and Price & Administrative.

• Technical and Administrative questions are due by June 5, 2026, via email only.

• Proposals are due by 12:00 PM on June 22, 2026, via email only.

• Transmissions are limited to 6 MB; multiple submissions must be numbered.

• Proposals will be evaluated on a best-value basis, considering Technical Approach (most important), Past Performance, and Price.

• The SAA reserves the right to award based on initial proposals or conduct discussions.

• No specific set-aside is mentioned.

• Contractor personnel must be U.S. citizens or meet specific eligibility requirements.

• Background checks and security clearances are required for personnel with unescorted access or network access.

• The solicitation includes detailed sections on contract administration, inspection and acceptance, performance, special contract requirements (security, key personnel), contract clauses, representations and certifications, and instructions for offerors.

• Attachments include: J-01 Radio Equipment Schedule and J-02 U.S. Sergeant at Arms Standard Operating Procedures (SOPS) for Cybersecurity.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire (PPQ) for Solicitation 2026-R-041, "Motorola Radio System Maintenance Support Services." It is used to gather information from offerors regarding their past performance on previous contracts.

• Contract/Project/Task Order Information: Section A requires the offeror to provide details about the contract for which they are seeking a past performance reference, including:
  • Name of Offeror/Subcontractor
  • Contract/Task Order Number
  • Contract Type
  • Project Name
  • Period of Performance
  • Brief Description of Work
• Reference Information: Section B requires the reference to provide their contact details and role in managing the contract.
• Performance Assessment: The questionnaire includes 8 questions assessing various aspects of the contractor's performance, such as fulfilling requirements, delivery, problem-solving, personnel, program management, and cost management. A rating scale (EX, VG, S, MG, US, N/A) is provided for each question, along with space for comments.
• Overall Assessment: Questions 9 and 10 ask if the respondent would contract with the contractor again and for any further comments.

Bidders must complete Section A to identify the contract they are referencing. They should then provide this questionnaire to the appropriate reference who can accurately assess their past performance. The completed questionnaire will be used by the Source Selection Evaluation Board as part of the overall evaluation of the offeror's past performance.

Other / Unclassified

This document, "U.S. Sergeant at Arms Standard Operating Procedures (SOPS) for Cybersecurity," outlines the comprehensive cybersecurity policies and procedures for the U.S. Senate Sergeant at Arms (SAA) and its contractors. It details requirements for protecting Senate information systems and data, including:

• Information Systems Security Policy: Covers general policies for Senate unclassified systems and networks.
• SAA Cybersecurity Policy: Addresses protection of information throughout its lifecycle, including contractor responsibilities.
• Office of the Chief Information Officer (CIO) Cybersecurity Policy: Outlines objectives and responsibilities for ensuring security, confidentiality, and integrity of Senate IT resources.
• Non-Disclosure of Sensitive Information: Defines sensitive information and the rules for its handling.
• Access to Senate Office Information: Details procedures and risks associated with accessing Senate office systems and data.
• Project Management: Emphasizes integrating security into project design and deployment.
• System Administration: Outlines security measures for system administrators, including password management, backups, and incident reporting.
• Computer User Guidelines: Provides instructions for all users on responsibilities, basic computer care, securing work areas, password selection, and protection against viruses and unauthorized software.
• Classified National Security Information: Details procedures for handling classified information.
• Remote Network Access: Covers requirements for multi-factor authentication (MFA) and hardware tokens (MFAT).
• Perimeter Email Filtering: Explains Senate expectations for email privacy and monitoring.
• Access to Restricted Areas: Outlines security practices for accessing restricted areas within Senate buildings.
• Senate ID Card: Details the issuance, use, and care of Senate identification cards.
• Contractor Responsibilities for Cybersecurity: Specifies adherence to NIST standards, risk assessments, software updates, incident response plans, cybersecurity training, and supply chain security.
• Senate System Remote Access Authorization Form: A form for authorizing contractor remote access to office servers.
• Cybersecurity Responsibilities Acknowledgement: A form for users to acknowledge their understanding of responsibilities.

This document is highly relevant for potential bidders as it establishes the cybersecurity standards, policies, and procedures that contractors must adhere to when working with the U.S. Senate Sergeant at Arms. It details requirements for data protection, access control, incident reporting, and overall system security. Bidders must understand these requirements to ensure their proposals and subsequent contract performance will meet the Senate's stringent cybersecurity expectations.