U.S. Senate Duo Renewal

Form / Attachment / Pricing Sheet

This document, "Purchase Order Clauses," outlines the standard terms and conditions that apply to a Purchase Order issued by the Sergeant at Arms (SAA) Contracting Officer. It serves to define the legal and operational framework for the agreement between the SAA and the Contractor.

• Authority: Defines the SAA Contracting Officer's authority and the requirement for written Change Orders for modifications.
• Order of Precedence: Establishes the hierarchy of documents in case of conflict, prioritizing the Pricing Table, Scope of Work, Purchase Order Clauses, and then Contractor Specific Terms, with the latter being subject to consistency with Senate regulations and federal law.
• Security: Requires the Contractor to comply with all Senate security regulations.
• 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: States that referenced terms are not applicable unless submitted in full text with the quotation; modifications after award require bilateral modification.
• Price: Allows for price reductions at any time but requires mutual agreement for price increases.
• Taxes: Clarifies that the United States Senate is tax-exempt.
• Changes: Outlines the Contracting Officer's ability to make changes via modification or change order.
• Payment and Invoicing: Details invoicing procedures, required invoice content, and payment timelines, noting the SAA is not bound by vendor invoice due dates and does not pay state/local sales taxes or late fees.
• Advertising: Rejects clauses referencing advertising and prohibits unauthorized use of Senate information for promotional purposes.
• Gratuities: Outlines termination for offering gratuities and associated penalties.
• Conflict of Interest: Requires the Contractor to warrant no conflict of interest and cooperate with investigations.
• Termination for Cause/Convenience: Reserves the SAA's right to terminate for cause or convenience.
• Excusable Delay: Defines conditions for excusable delays.
• Disputes: Rejects Contractor Specific Terms regarding disputes, requiring adherence to 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 processes seeking disclosure, and not disclose without authorization.
• Cybersecurity: Mandates commercially 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 outside the U.S.
• Artificial Intelligence Training: Reserves Senate rights 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: Outlines requirements for contractor personnel, including U.S. citizenship, background checks, and disclosure of arrests/convictions.
• 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 Specific Terms referencing customer indemnities.
• Contractor Indemnities: Rejects terms that give the Contractor sole control over litigation.
• Renewals: Rejects clauses for automatic renewals.
• Option to Extend the Term of the Order: Allows for extension via written notice.
• Recovery for Fraud: Preserves the U.S. Government's right to recover for fraud.
• Warranty: States Contractor warrants items are merchantable and fit for purpose.
• General: Designates Acquisitions@saa.senate.gov for communications and states the Order is the sole agreement.

This document is critical for any potential bidder as it defines the fundamental contractual obligations, rights, and restrictions that will govern the performance of the work. Key areas of importance include the order of precedence for contract documents, invoicing and payment procedures, data protection and cybersecurity requirements, personnel security vetting, and termination clauses. Understanding these clauses is essential for accurately assessing the feasibility and cost of bidding, and for ensuring compliance if awarded the contract.

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 and modifies terms of the Contractor's License Agreement to ensure compliance with Federal law and US Senate Procurement Regulations.

Key modifications and clarifications include:

• Unauthorized Obligations: Clauses requiring the SAA to pay future fees, penalties, interest, attorney fees, legal costs, or to indemnify the contractor are unenforceable and deemed stricken.
• Third-Party Claims / Indemnification: Clauses giving the Contractor control over third-party claims are modified. The Contractor shall indemnify and hold harmless the SAA from such claims, with the SAA's participation 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 software maintenance. Renewals require prior express written SAA approval.
• Audit: Clauses granting the Contractor rights to audit the SAA's use of software are not accepted. The SAA may conduct a self-audit if requested.
• 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 Terms: Terms from other documents or websites are not binding unless submitted with the proposal. Third-party terms cannot be incorporated by reference after award without modification.
• Venue; Choice of Law: The agreement is governed by Federal law and Regulations. State or foreign law provisions are deleted.
• Dispute Resolution: Mandatory arbitration is not agreed to. Disputes must be resolved according to Senate Regulations. Binding arbitration is not utilized. Performance must continue during disputes.
• Equitable or Injunctive Remedies: The SAA does not consent to equitable or injunctive relief, except as permitted by Federal law.
• Unilateral Termination by Contractor: The Contractor cannot unilaterally revoke, terminate, or suspend rights granted to the SAA. Recourse for alleged breach must follow Senate Regulations.
• Unilateral Modification: The Contractor cannot unilaterally change license terms. Material changes require a bilateral modification.
• Advertisement: The Contractor shall not reference SAA contracts in advertising in a way that implies SAA approval or endorsement.
• Confidentiality: The Contractor must protect contract information and not use it except for internal evaluation of the relationship with the SAA.
• Data Protection After Contract Termination: Contractor must return or destroy all SAA/Senate information within 30 days of termination.
• Termination for Default/Convenience: Outlines SAA's rights for termination due to contractor default or for convenience, and the SAA's liability in each case.
• Gratuities: Termination for default may occur if gratuities are offered to Senate employees.
• Availability of Funds: Payment is contingent upon the availability of appropriated funds.
• Assignment by Licensor: Assignment of SAA contracts requires prior SAA approval, except for assignment of payment to a financial institution.

This Addendum modifies and supersedes conflicting terms within the Contractor's License Agreement, including but not limited to clauses related to unauthorized obligations, third-party claims, automatic renewals, audits, taxes, venue, dispute resolution, termination, and assignment.

This document does not appear to directly alter submission deadlines or evaluation criteria for an existing solicitation. However, it establishes specific terms and conditions that will govern any resulting contract, which bidders should consider when preparing their proposals.

Solicitation / RFP / RFQ

This document provides instructions and requirements for submitting quotes in response to Request for Quotation (RFQ) 2026-R-029 for U.S. Senate Duo Renewal.

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

• Include any applicable End User License Agreements (EULA) and/or referenced Contract Terms and Conditions.

• If EULAs or Contract Terms are provided, the ADDENDUM TO COMMERCIAL AGREEMENTS (PDF) must be signed and returned. The Original Equipment Manufacturer (OEM) is encouraged to sign this Addendum.

• Resellers must provide a current statement from the OEM authorizing them to sell the product to the Federal Government in the USA.

• For telecommunications equipment or high-impact/moderate-impact information systems, an OEM STATEMENT OF COMPLIANCE is required, certifying compliance with Section 208 of the Legislative Branch Appropriations Act, 2020. Statements from non-U.S. companies are not acceptable.

• Offerors must provide Firm-Fixed-Prices on a F.O.B. Destination basis. PDF or images of the pricing table will not be accepted.

• All applicable end user license agreements, contract terms, and conditions must be submitted in full text, searchable PDF. Hyperlinked terms are not applicable unless submitted in full.

• 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 under NASA SEWP, GSA Schedule, or other GWAC contracts.

• Quotes must be submitted via e-mail to Holly_McDonald@saa.senate.gov.

• The subject line must be "2026-R-029".

• Submission deadline is 5:00 PM on February 3, 2026.

• Early submissions are encouraged.

• 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 and provide their DUNS or Unique Entity Identifier.

• SAM registration must be current, complete, and accurate.

• Supply of products must be directly from the OEM, OEM authorized distributors, or OEM authorized distribution channels in the USA. Supply from foreign distributors or channels is not acceptable.

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

• The SAA will not provide debriefings.

Form / Attachment / Pricing Sheet

This document is a pricing table for Solicitation 2026-R-029, issued by the U.S. Senate Office of the Sergeant at Arms (SAA). It is part of the entire Request for Quotation (RFQ), which also includes instructions, submission requirements, contract clauses, and any addenda.

• Products/Services: Cisco Duo Premier Edition (Part Number: DUO- PREMIER) and Cisco Duo Premium Support (Part Number: SVS-DUO-SUP-P).
• Period of Performance: April 15, 2026, to April 14, 2027.
• Pricing Basis: Firm-Fixed-Price.
• Shipping: F.O.B. Destination, United States Senate, Washington, DC 20510. Shipping/handling charges must be identified separately.
• Quote Validity: Prices must be valid until April 25, 2026.
• GSA/GWAC Status: Offerors must state if their quotation is Open Market or subject to a GSA Schedule/NASA SEWP/Other GWAC.
• Mandatory Vendor Information: Fields for Company Name, Open Market/GSA/NASA SEWP status, TAX ID NO., DUNS or Unique Entity Identifier, Signature, and Printed Name/Title/Date are required.

Bidders must use this table to provide their firm-fixed prices for the specified Cisco Duo licenses and support. The pricing is for a one-year period of performance. Offerors must ensure their quotes are valid until April 25, 2026, and comply with all submission requirements outlined in the full RFQ. Failure to comply may result in rejection of the quotation.

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, as amended by the Further Consolidated Appropriations Act, 2020 (P.L. 116-94).

• The statement confirms compliance with the prohibition on acquiring certain telecommunications equipment and high-impact or moderate-impact information systems.
• Compliance is defined according to the National Institute of Standards and Technology's (NIST) Federal Information Processing Standard Publication 199, "Standards for Security Categorization of Federal Information and Information Systems".
• Requires the Name and Title of a Certifying Officer, their Signature, and the Date.

Bidders may be required to submit 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 ensures that the offered solutions do not include prohibited items.