Digital Mirrorless Camera Kits
ID: 2023-R-063Type: Solicitation
Overview

Buyer

SENATE, THETHE UNITED STATES SENATE SERGEANT AT ARMSSENATE SERGEANT AT ARMSWashington, DC, 20510, USA

NAICS

Audio and Video Equipment Manufacturing (334310)

PSC

VIDEO RECORDING AND REPRODUCING EQUIPMENT (5836)

Original Source

https://sam.gov/opp/0b193ae8c84d40afb574c5af11c28cc5/view
Timeline
    Description

    The United States Senate, Office of the Sergeant at Arms, has issued a Request for Quotation (RFQ) for digital mirrorless camera kits. The Senate seeks to acquire brand name photography equipment, including camera bodies, lenses, flash units, and accessories, with a focus on Sony and Nikon products. The RFQ emphasizes compliance with federal laws restricting certain telecommunications equipment and information systems.

    Offerors are required to provide a comprehensive solution, including End User License Agreements and authorization to sell to the federal government. Firms must physically inspect and later remove existing trade-in equipment, primarily Nikon DSLR cameras and accessories. The trade-in equipment list can be found in 'Attach-C Trade-In Equipment.' A site visit is highly recommended for potential offerors to view the trade-in items and understand the requirements, but attendance is not mandatory. The event will take place on July 25, 2024, between 2:00 and 4:00 PM EST, as detailed in 'Attach-B Site Visit.'

    Quotations must be submitted via email by 12:00 PM EST on July 29, 2024, to Acquisitions@saa.senate.gov, with the subject line "ATTN: Charles Blalock, 2024-R-063." The Senate seeks firm-fixed prices for each product, and the contract will be awarded based on the lowest price and technical acceptability.

    The Sergeant at Arms issues purchase orders with strict provisions, prioritizing Senate procurement regulations and federal law. Vendors must adhere to cybersecurity measures and data protection guidelines, and ensure the supremacy of Senate data. The order also outlines payment terms and acceptance procedures.

    The US Senate has outlined requirements for commercial agreements, emphasizing the avoidance of conflicting clauses and financial liabilities. Contractors must agree to uphold confidentiality and data protection, and be aware of the Senate's right to terminate agreements.

    Interested parties should closely review the instructions and requirements document and ensure they can comply with the strict submission and compliance deadlines.

    For further clarification, contact Charles Blalock at charles_blalock@saa.senate.gov or via phone at 202-841-3876.

    Point(s) of Contact
    Charles Blalock
    (202) 841-3876
    charles_blalock@saa.senate.gov
    Files
    Title
    Posted
    2024-R-063 (RFQ) Digital Mirrorless Camera Kits_7.24.24.xlsx
    The U.S. Senate's Sergeant at Arms office seeks quotations for a firm-fixed-price contract to supply a comprehensive range of photography equipment, accessories, and lighting kits. The main goods include various camera bodies, lenses, flash units, memory cards, card readers, and camera grips, with a particular focus on Sony and Nikon brands. Offerors are expected to physically inspect and later remove existing trade-in equipment, which is primarily comprised of Nikon DSLR cameras, lenses, and flash units, from the government premises. Vendors have until August 31st, 2024, to submit their quotations, and a site visit is scheduled for July to view the trade-in items. The procurement's primary goal is to acquire a extensive set of photography gear, with the potential for trade-ins to offset some costs.
    2024-R-063 (RFQ) Digital Mirrorless Camera Kits_7.26.24.xlsx
    The U.S. Senate's Sergeant at Arms office seeks quotations for a firm-fixed-price contract to supply a comprehensive range of photography equipment, accessories, and lighting kits. The main goods include various camera bodies, lenses, flash units, memory cards, card readers, and camera grips, with a particular focus on Sony and Nikon brands. Offerors are expected to physically inspect and later remove existing trade-in equipment, which is primarily comprised of Nikon DSLR cameras, lenses, and flash units, from the government premises. Vendors have until August 31st, 2024, to submit their quotations, and a site visit is scheduled for July to view the trade-in items. The procurement's primary goal is to acquire advanced photography gear, with an emphasis on compatibility and accessories for seamless integration into the existing setup.
    2024-R-063 (RFQ) Digital Mirrorless Camera Kits.xlsx
    2024-R-063 (RFQ) Instructions.pdf
    The government seeks quotes for Request for Quotation 2024-R-063, focusing on the procurement of digital mirrorless cameras. Offerors are required to provide comprehensive information in response, including End User License Agreements and authorization to sell to the federal government. The request emphasizes compliance with Section 208 of the Legislative Branch Appropriations Act, 2020, which restricts the acquisition of certain telecommunications equipment and information systems. Firm-fixed prices are sought for each product, with submissions due by 12:00 PM EST on July 29, 2024. A site visit is planned to allow potential offerors to inspect the trade-in equipment. The procurement process is competitive, with selections based on the lowest price and technical acceptability, and the government reserves the right to reject incomplete or non-compliant quotations.
    2024-R-063 Bidders Questions and Answers_7.24.24.pdf
    The government agency seeks to procure digital mirrorless camera kits and encourages vendors to offer the best pricing for a potential trade-in of existing equipment. The emphasis is on providing a comprehensive solution, with the option to quote trade-in values remotely, as on-site inspections are not mandatory. The agency seeks detailed pricing information and encourages vendors to attend a site visit to gain a better understanding of the requirements. However, participation in the site visit is not a prerequisite for submitting a quote.
    Addendum to Commercial Agreements - Version 3.0 - May 2023.pdf
    The Addendum outlines the US Senate's requirements for commercial agreements, emphasizing terms related to unauthorized obligations, indemnification, automatic renewals, audits, taxes, dispute resolution, and termination. The Senate seeks to avoid clauses that conflict with federal regulations or create financial liabilities. It emphasizes the dominance of federal law and prohibits the inclusion of state or foreign laws. The Senate also rejects provisions related to equitable relief, unilateral termination, and advertising, aiming to protect its interests. Contractors are expected to uphold confidentiality and data protection upon contract termination. The Senate reserves the right to terminate agreements for default or convenience, with funding availability being a prerequisite for binding contracts. This Addendum ensures the Senate's interests are prioritized and contractors are aware of the terms they are agreeing to should their proposals be accepted.
    Purchase Order Clauses - Version 6.0 - October 2023.pdf
    The Sergeant at Arms issues a purchase order with provisions governing the acquisition of goods and services. The order emphasizes the supremacy of Senate procurement regulations and federal law while outlining acceptance, security, and payment terms. Vendors must accept deliverables and submit invoices electronically, with detailed information. The Senate seeks to protect its data, requiring contractors to notify Senate offices of any legal requests for disclosure and ensuring confidential information's security and return. The contractor is responsible for incorporating these terms into agreements with subcontractors. Cybersecurity measures, incident reporting, and data protection are mandatory, with strict guidelines for handling Senate data, including a prohibition on transferring it outside the US. The Senate doesn't recognize automatic renewals or contractor indemnities. Instead, the Indemnification right is reserved for the government. Contractors must notify the Senate of changes in control or bankruptcy and are bound by warranties of merchantability and fitness for purpose. This order also stipulates that only federal laws applicable to the Senate will apply, and the Senate reserves the right to terminate for cause or convenience. Key dates and evaluation criteria are not explicitly mentioned in this file.
    Section 208 Compliance Certificate - Version 3.0 - February 2022.pdf
    The procurement objective of this government agency is to ensure compliance with federal laws restricting the acquisition of certain telecommunications equipment and information systems. The focus is on mitigating security risks by procuring equipment that adheres to the National Institute of Standards and Technology's (NIST) security categorization guidelines. The statement seeks assurance from Original Equipment Manufacturers (OEMs) that they are aware of and comply with these regulations. This is a crucial step in the procurement process, as it helps vet potential suppliers and ensure the security of sensitive information.
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