U.S. Senate Oracle eProcurement Renewal

Amendment / Modification

This document is an Addendum to Commercial Agreements that becomes a binding part of any contract with 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 Procurement Regulations, or SAA/Senate needs. Any conflicting terms in the Contractor's License Agreement will be null and void, superseded by this Addendum and Senate Purchase Order clauses.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. Such clauses are deemed 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 defense under the control of the U.S. Department of Justice.
• Automatic Renewals: The SAA does not agree to automatic renewal provisions that may violate the Anti-Deficiency Act. Licenses or services tied to periodic payments will not renew automatically without prior express written SAA approval.
• Audit: Clauses granting the Contractor the right to audit the SAA's use of software licenses are not accepted. The SAA may conduct a self-audit upon request.
• Taxes and Fees: The SAA is not responsible for any taxes or additional charges beyond the agreed contract price, including late fees, termination fees, or maintenance fees.
• Incorporating Other License Terms: Terms from other documents or websites are not binding unless submitted with the proposal. Unilaterally revised terms after award are not enforceable.
• 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. Forum and venue for proceedings are dictated by Federal law and Regulations.
• Dispute Resolution: The SAA does not agree to mandatory arbitration. Disputes must be resolved according to Part 4 of the Regulations. Binding arbitration is not utilized. Claims are determined under the Federal Tort Claims Act. Contractors must proceed diligently with performance while disputes are pending.
• 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 SAA does not agree to clauses permitting unilateral termination by the Contractor. The Contractor shall not unilaterally revoke, terminate, or suspend rights granted to the SAA. Recourse for alleged breach must be made under Part 4 of the 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 hold contract information in strict confidence and not use it except to evaluate their 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: The SAA may terminate for default under specific circumstances, such as failure to deliver or perform. The SAA is not liable for unaccepted services/supplies in case of termination for cause.
• Termination for Convenience: The SAA may terminate for convenience if in its best interest, liable only for services rendered prior to termination.
• Gratuities: The SAA may terminate for default if gratuities are offered to secure favorable treatment.
• Availability of Funds: Payment obligations are 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 (also referred to as End User License Agreement, Terms of Service, Maintenance Agreement, etc.) when it becomes part of a contract with the SAA.

This document does not appear to be a solicitation, RFP, or RFQ, and therefore does not contain submission deadlines or evaluation criteria. It clarifies terms and conditions that will govern any resulting contract. Bidders should review these terms carefully to understand the SAA's requirements and limitations regarding commercial agreements.

Form / Attachment / Pricing Sheet

This document is a pricing table for Solicitation 2026-R-059. Bidders are required to provide a quotation for the specified products or services on a Firm-Fixed-Price basis. Shipping is to be F.O.B. Destination.

• The table lists specific software licenses and support, including:
  • PeopleSoft Enterprise eProcurement - Application User Perpetual (Lines 0001, 0012)
  • PeopleSoft Enterprise Financials - Application User Perpetual (Line 0002)
  • PeopleSoft Enterprise Purchasing - Application User Perpetual (Lines 0003, 0007, 0008)
  • Oracle Data Relationship Management Suite - Record Perpetual (Line 0004)
  • Oracle Hyperion Planning Plus - Application User Perpetual (Line 0005)
  • Micro Focus Visual COBOL for Windows for 1 Named User (Line 0006)
  • PeopleSoft Enterprise eProcurement - Application User Support (Lines 0009, 0010)
  • PeopleSoft Enterprise Financials - Application User Support (Line 0011)
• All listed items currently have a Unit Price and Total Price of $0.00.
• The period of performance for these items is 05/30/2025 to 05/29/2026.
• Bidders must indicate if their quotation is Open Market or subject to a GSA Schedule/NASA SEWP/Other GWAC.
• Mandatory vendor information includes Company Name, Open Market/GSA/NASA SEWP status, TAX ID NO., DUNS or Unique Entity Identifier, Signature, and Printed Name/Title/Date.

Bidders must complete this pricing table to submit their quotation. The prices provided will be valid until 05/30/2026. Failure to comply with the instructions may result in rejection of the quotation. The SAA reserves the right to reject non-compliant quotations.

Form / Attachment / Pricing Sheet

This document outlines the standard "Purchase Order Clauses" that apply to this specific Purchase Order. It details the terms and conditions that govern the agreement between the Senate (SAA) and the Contractor.

• Authority: Identifies the Sergeant at Arms (SAA) Contracting Officer as the administrator and specifies that modifications require a written Change Order.
• Order of Precedence: Establishes the hierarchy of documents in case of conflict, prioritizing the Pricing Table, then Scope of Work, then these Purchase Order Clauses, followed by other agreements and the Contractor's quotation.
• Security: Requires the Contractor to comply with all Senate security regulations and procedures.
• Acceptance: Grants the SAA the right to inspect and evaluate goods/services, with the ability to require correction or re-performance if non-conforming.
• Incorporating other Terms by Reference: Rejects any terms referenced by hyperlink or in other documents unless submitted in full text with the quotation. Post-award incorporation requires a bilateral modification.
• Price: Allows contractors to offer price reductions but requires mutual agreement for price increases.
• Taxes: States that the United States Senate is tax-exempt.
• Changes: Outlines the SAA's right to make changes via modification or change order.
• Payment and Invoicing: Details invoicing procedures, submission requirements (PDF format to AP@saa.senate.gov), payment timelines (within a reasonable time, not bound by vendor invoice dates), and rejection of certain charges (late fees, interest, penalties). Specific invoice content requirements are listed.
• Advertising: Rejects clauses referencing advertising and prohibits the Contractor from stating or implying Senate endorsement or preference. Any promotional materials require prior written approval.
• Gratuities: Allows termination for offering gratuities to secure favorable treatment.
• Conflict of Interest: Requires the Contractor to warrant no conflicts of interest and to cooperate with investigations.
• Termination for Cause/Convenience: Outlines the SAA's rights to terminate the order.
• Excusable Delay: Defines conditions for excusable delays.
• Disputes: Rejects clauses allowing Contractor choice of dispute resolution; disputes will be decided per U.S. Senate Procurement Regulations and Federal law.
• Senate Data Protection: Defines terms related to Senate data and requires contractors to protect it, notify the Senate of any legal process seeking disclosure, and not disclose without authorization.
• Privacy and Confidentiality: Establishes requirements for handling confidential information, including notification of loss or unauthorized access and non-disclosure.
• Cybersecurity: Requires contractors to take reasonable steps to protect IT assets and data, ensure adequacy of IT assets, comply with PII regulations, and establish disaster recovery plans.
• Data Transfer: Requires secure treatment of Senate Data and no transfer to third parties or outside the US.
• Artificial Intelligence Training: Reserves rights for the Senate regarding the use of Senate data for AI training.
• Data Return: Requires return or destruction of SAA or Senate Data upon order conclusion.
• Incident Notification: Mandates reporting of security incidents to the SAA Security Operations Center.
• Personnel Security: Details requirements for contractor personnel, including citizenship, background checks, and information disclosure.
• Non-Applicability: Specifies that only Federal law applicable to the U.S. Senate applies, excluding certain acts like the Prompt Payment Act.
• Assignment: Governed by Anti-Assignment statutes; Contractor Specific Terms are rejected.
• Change in Control: Requires notification of changes in ownership, bankruptcy, etc.
• Government Indemnification: Rejects Contractor Specific Terms referencing customer indemnities.
• Contractor Indemnities: Rejects Contractor Specific Terms that violate DOJ statutes.
• Renewals: Rejects Contractor Specific Terms for automatic renewals.
• Option to Extend the Term of the Order: Outlines the process for extending the order.
• Recovery for Fraud: States that U.S. Government rights to recover for fraud are unimpaired.
• Warranty: Contractor warrants items are merchantable and fit for purpose; these terms govern over conflicting commercial warranties.
• General: Designates Acquisitions@saa.senate.gov for communications and states the Order constitutes the sole agreement.

This document is critical for understanding the contractual obligations, payment terms, security requirements, data handling protocols, and termination conditions that will govern the performance of the work under this Purchase Order. Bidders must review these clauses carefully to ensure compliance and to assess the full scope of their responsibilities and the government's expectations.

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 high-impact or moderate-impact information systems.

• The statement requires the OEM to represent, to the best of its knowledge and belief, its compliance with the specified legislation.
• It references the National Institute of Standards and Technology's (NIST) Federal Information Processing Standard Publication 199 for definitions of security categorization.
• The form includes fields for the Name and Title of the Certifying Officer, their Signature, and the Date.

Bidders may be required to submit this statement as part of their proposal to demonstrate compliance with federal regulations concerning telecommunications equipment. It indicates a specific regulatory requirement that may affect the products or services offered.

Solicitation / RFP / RFQ

This document provides instructions and requirements for submitting quotes in response to Request for Quotation 2026-R-059 for U.S. Senate SAA eProcurement Renewal.

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

• Include any applicable End User License Agreements (EULA) and/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 them to sell the product to the Federal Government in the USA.

• For telecommunications equipment or high-impact/moderate-impact information systems, 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.

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

• 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.

• Submit documents via e-mail to Holly_McDonald@saa.senate.gov with the subject line “2026-R-059”.

• Submission deadline: Friday, May 15, 2026, by 5 PM.

• E-mails without the RFQ Number in the subject line may not be accepted.

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

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

• Products must be supplied directly from the OEM, OEM authorized distributors, or OEM authorized distribution channels in the USA.

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

• Statement of Compliance provided by a non-U.S. company is not acceptable.

• This request does not commit the SAA to pay any costs incurred in preparation or submission, nor to purchase or contract for any item.

• The SAA will not provide debriefings.