The U.S. Senate Office of the Sergeant at Arms (SAA) has issued Request for Quotation (RFQ) 2026-R-008, a pricing table for products and services to be provided on a Firm-Fixed-Price basis. The RFQ includes a base year from January 1, 2026, to December 31, 2026, and three option years extending through December 31, 2029. The services requested are for Kodak Software Assurance - Technical Support (renewal) for Capture Pro Group G and Kodak Care Kit Post Warranty Extended Service Agreements for i5850 and i5850 FADGI scanners. All prices must be in USD, and shipping will be F.O.B. Destination, United States Senate, Washington, DC 20510. Offerors must identify any separate shipping/handling charges and state if their quotation is Open Market, GSA Schedule, NASA SEWP, or other GWAC. Price quotes must remain valid until January 31, 2026. The SAA reserves the right to reject non-compliant quotations.

This addendum outlines critical terms for contracts between contractors and the U.S. Senate, Office of the Sergeant at Arms (SAA), ensuring compliance with federal law and Senate Procurement Regulations. Key provisions void any contractor terms that conflict with federal law or SAA needs, giving precedence to the addendum and Senate Purchase Order clauses. Unacceptable terms include those creating Anti-Deficiency Act violations (e.g., future fees, indemnification), automatic renewals, and clauses granting contractors control over third-party claims. The addendum also restricts contractor audits of the SAA, disclaims SAA responsibility for taxes, and limits the incorporation of external license terms. Dispute resolution must follow federal law, prohibiting mandatory arbitration and unilateral termination by the contractor. Additionally, contractors cannot make unauthorized advertisements, must maintain confidentiality, ensure data protection post-termination, and cannot assign licenses without SAA approval. These terms ensure the SAA's legal and operational integrity in contractual agreements.

This document outlines the instructions and requirements for submitting quotes in response to Request for Quotation (RFQ) 2026-R-008 for Kodak Maintenance and Support Services. Key requirements include signing and returning the PRICING TABLE (Excel Worksheet) with mandatory vendor information, and providing applicable End User License Agreements (EULA) or Contract Terms and Conditions. If EULAs or terms are provided, the Offeror must sign and return the ADDENDUM TO COMMERCIAL AGREEMENTS (PDF). Resellers must provide a current OEM authorization statement. Offerors providing telecommunications equipment or high/moderate-impact information systems must submit an OEM Statement of Compliance with Section 208 of the Legislative Branch Appropriations Act, 2020. Submissions are due via email by December 26, 2025, at 12:00 Noon EST. Offerors must have an active SAM registration, supply products from OEM authorized channels in the USA only, and provide Firm-Fixed-Prices on a F.O.B. Destination basis. The Sergeant at Arms (SAA) reserves the right to reject incomplete or non-compliant quotations and will make one award, if any, on a Lowest Price Technically Acceptable basis.

This document outlines the comprehensive Purchase Order Clauses for federal government contracts administered by the Sergeant at Arms (SAA) Contracting Officer, effective December 2025. It details the authority of the Contracting Officer, the strict order of precedence for contractual documents, and essential requirements such as compliance with Senate security regulations, acceptance criteria for goods and services, and pricing conditions. The clauses also cover invoicing and payment procedures, emphasizing the SAA's tax-exempt status and non-applicability of certain federal laws like the Prompt Payment Act. Critical sections address advertising restrictions, gratuities, conflict of interest, and conditions for termination (for cause or convenience). Significant emphasis is placed on data protection, privacy, confidentiality, cybersecurity, and limitations on artificial intelligence training using Senate data. Personnel security requirements, including background checks for access to Senate facilities and networks, are detailed, along with stipulations regarding assignment, change in control, government indemnification, and automatic renewals. The document underscores the Senate's unique legal standing and the paramount importance of safeguarding Senate information and operations.

The OEM Statement of Compliance on Limitation on Telecommunications Equipment Procurement V3, issued February 2022, serves as a formal declaration from Original Equipment Manufacturers (OEMs) regarding their adherence to specific federal regulations. This document confirms that the OEM, to the best of its knowledge and belief, complies with Section 208 of the Legislative Branch Appropriations Act, 2020 (P.L. 116-94). This section prohibits the acquisition of certain telecommunications equipment and information systems categorized as high or moderate impact, as defined by the National Institute of Standards and Technology's (NIST) Federal Information Processing Standard Publication 199. The statement requires the name, title, date, and signature of a certifying officer, making it a critical document for government RFPs, federal grants, and state/local RFPs to ensure compliance with federal telecommunications and information system security standards.