01. RFQ - HHSN-21-Q-003536.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO.

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. DUNS: DUNS+4:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

5. SOLICITATION NUMBER

HHSN-21-Q-003536

6. SOLICITATION ISSUE DATE

02/11/2021

Anthony Q. Hawley anthony.hawley@nih.gov 301-496-0101 03-

12PM

11-2021

(EST)

Y

812210

$8.0 Million

X

N/A

RFQ IFB

National Institutes of Health (NIH) Clinical Center (CC) Patient Support Services Department (PSSD) 10 Center Drive Bethesda, MD 20814

CC

National Institutes of Health (NIH) Clinical Center (CC) Office of Purchasing and Contracts (OPC) Two Democracy Plaza 6707 Democracy Boulevard, Suite 106 Bethesda, MD 20892

Please see Payment and Invoice Procedures

See CONTINUATION Page

The Patient Support Services Department (PSSD) of the National Institutes of Health (NIH), Clinical Center (CC) has a continuing requirement for a complete range of Mortuary Services. These Mortuary Services include but are not limited to: preparation of human remains, embalming, cremation, funeral services, internment, and transportation. These services are for Patients who may die directly at the NIH Clinical Center or outside of the NIH Clinical Center whose remains must be transported to the NIH Clinical Center for autopsy related to a research study. These services are provided for individuals of all cultures and religious backgrounds.

Proposals Due: Thursday, March 11, 2021 at 12:00 p.m. (EDT) nih.gov byQuestions shall be emailed to anthony.hawley@

5:00 p.m. (EDT) on Thursday, February 25, 2021.

CONTRACTOR NAME/POC:

CONTRACTOR DUNS AND TIN NUMBER:

CONTRACTOR EMAIL ADDRESS:

CONTRACTOR PHONE NUMBER:

PLEASE SUBMIT ALL PROPOSALS AND SUBSEQUENT PROPOSAL MATERIALS

VIA EMAIL TO THE CONTRACTING OFFICER AT anthony.hawley@nih.gov.

See CONTINUATION Page

X X

National Institutes of Health (NIH) Clinical Center (CC) Office of Purchasing and Contracts (OPC) Two Democracy Plaza 6707 Democracy Boulevard, Suite 106 Bethesda, MD 20892

CC

CC

X

X 100

X mailto:anthony.hawley@va.gov

SOLICITATION #: HHSN-21-Q-003536

TABLE OF CONTENTS

B.1 CONTRACT ADMINISTRATION

B.2 STATEMENT OF WORK

B.3 PRICE SCHEDULE

B.4 DELIVERY SCHEDULE

SECTION C – CONTRACT CLAUSES

C.1 52.219-14 LIMITATIONS ON SUBCONTRACTING (JAN 2017)

C.2 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (JAN

2017) ………………………………………………………………………………………………26

C.3 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.4 52.216-18 ORDERING (OCT 1995)

C.5 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.6 52.216-21 REQUIREMENTS (OCT 1995)

C.7 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 34

SECTION D – CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 ATTACHMENT 1 – WAGE DETERMINATIONS AND REQUESTS – SERVICE

CONTRACT ACT (SCA) – NIH CLINICAL CENTER (BETHESDA, MD (MONTGOMERY COUNTY) ... 35

D.2 ATTACHMENT 2 – PAST PERFORMANCE QUESTIONNAIRE

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JAN 2017) 47

ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS (FEB 2012)

E.2 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (OCT

2015) ………………………………………………………………………………………………52

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JUL 2013)

………………………………………………………………………………………………53

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.7 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (NOV 2017)

B.1 CONTRACT ADMINISTRATION

All contract administration matters shall be handled by the following:

CONTRACTOR:

GOVERNMENT:

Office of Purchasing and Contracts (OPC) Two Democracy Plaza 6707 Democracy Boulevard, Suite 106 Bethesda, MD 20892

1. MORTUARY SERVICES INVOICE PROCEDURES | METHOD OF PAYMENT:

1.1 In accordance with FAR Clause 52.232-1 – Payments, the Government Purchase Card (GPC) will be the primary method of payment for all invoices submitted. GPC holders, appointed in writing by the Contracting Officer, acting within the scope of their appointed procurement authority, are authorized to make payments for all invoice submissions. The contractor will be provided a listing by the Contracting Officer, of appointed individuals authorized to make payments via GPC. The identity and position of the GPC cardholder making payments must be recorded on the contractor’s documentation.

2.1 If the selected vendor does not accept credit card payments, payment will be made using Electronic Funds Transfer (EFT) under the contract. The Selected Vendor must be registered in www.sam.gov. A copy of the invoice must be submitted to the COR and Program Specialist via secure email or secure fax. Additionally, a copy of the invoice must be submitted to the Office of Financial Management if being paid through EFT. Detailed invoicing instructions are included as an attachment to the solicitation for EFT Payments.

2. GOVERNMENT PURCHASE CARD (GPC) PAYMENT AND INVOICE PROCEDURES:

1.1 Invoice Requirements

A. An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions 1 through 12, below, in addition to the requirements of FAR 32.9. If the invoice does not comply with these requirements, the Contractor will be notified of the defect within seven (7) days after the date the designated billing office received the invoice (3 days for meat, meat food products, or fish, and 5 days for perishable agricultural commodities, dairy products, edible fats or oils) with a statement of the reasons why it is not a proper invoice. (See exceptions under III. below.) Untimely notification will be taken into account in the computation of any interest penalty owed the Contractor.

1. Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, e-mail and mailing address of point of contact).

2. Remit-to address (Name and complete mailing address to send payment).

3. Remittance name must match exactly with name on original order/contract. If the

Remittance name differs from the Legal Business Name, then both names must appear on the invoice.

4. Invoice date.

5. Unique invoice #s for all invoices per vendor regardless of site.

http://www.sam.gov/

6. NBS document number formats must be included for awards created in the NBS:

Contract Number; Purchase Order Number; Task or Delivery Order Number and Source Award Number (e.g., Indefinite Delivery Contract number; General Services Administration number); or, BPA Call Number and BPA Parent Award Number.

7. Data Universal Numbering System (DUNS) or DUNS + 4 as registered in the Central Contractor Registration (CCR).

8. Federal Taxpayer Identification Number (TIN). In those exceptional cases where a contractor does not have a DUNS number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice. The VIN is the number that appears after the contractor’s name on the face page of the award document.

9. Identify that payment is to be made using a three-way match.

10. Description of supplies/services that match the description on the award, by line billed.*

11. Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately.

12. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award.*

2.1 Payment Procedures

I. After the award of this contract, the selected vendor should begin submitting invoices on a CASE-BY-CASE BASIS. Invoices must be itemized listing the charges for the supplies and services as referenced in the Price Schedule. Payment will be processed within thirty (30) days via the Government Purchase Card upon receipt of a proper invoice.

I. The Vendor shall submit the invoice electronically on a company letterhead to the following e-mail address: CC-PSSDMortuaryInvoices@mail.nih.gov, referencing the Contract Number with service dates.

All questions regarding the submission of invoices shall be directed to the following individual:

NAME: Karen Kaczorowski, Chief, PSSD ROLE: Contracting Officer’s Representative (COR)

PHONE: 301-496-2341

EMAIL: kkaczoro@cc.nih.gov

3. ELECTRONIC FUNDS TRANSFER (EFT) PAYMENT AND INVOICE PROCEDURES:

[X] FAR 52.232-34, Payment by Electronic Funds Transfer – Other Than System for Award Management

ELECTRONIC INVOICING INSTRUCTIONS FOR NIH CONTRACTORS/VENDORS

The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: Prompt Payment (Jan 2017) FAR 52.232-25. Highlights of this clause and NIH implementation requirements follow:

I. INVOICE REQUIREMENTS

B. An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions 1 through 12, below, in addition to the requirements of FAR 32.9. If the invoice does not comply with these requirements, the Contractor will be notified of the defect mailto:CC-PSSDMortuaryInvoices@mail.nih.gov mailto:kkaczoro@cc.nih.gov within seven (7) days after the date the designated billing office received the invoice (3 days for meat, meat food products, or fish, and 5 days for perishable agricultural commodities, dairy products, edible fats or oils) with a statement of the reasons why it is not a proper invoice. (See exceptions under III. below.) Untimely notification will be taken into account in the computation of any interest penalty owed the Contractor.

1. Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, e-mail and mailing address of point of contact).

2. Remit-to address (Name and complete mailing address to send payment).

3. Remittance name must match exactly with name on original order/contract. If the

Remittance name differs from the Legal Business Name, then both names must appear on the invoice.

4. Invoice date.

5. Unique invoice #s for all invoices per vendor regardless of site.

6. NBS document number formats must be included for awards created in the NBS:

Contract Number; Purchase Order Number; Task or Delivery Order Number and Source Award Number (e.g., Indefinite Delivery Contract number; General Services Administration number); or, BPA Call Number and BPA Parent Award Number.

7. Data Universal Numbering System (DUNS) or DUNS + 4 as registered in the Central Contractor Registration (CCR).

8. Federal Taxpayer Identification Number (TIN). In those exceptional cases where a contractor does not have a DUNS number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice. The VIN is the number that appears after the contractor’s name on the face page of the award document.

9. Identify that payment is to be made using a three-way match.

10. Description of supplies/services that match the description on the award, by line billed.*

11. Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately.

12. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award.*

∗ NOTE: If your invoice must differ from the line items on the award, please contact the Contracting

Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid.

C. Shipping costs will be reimbursed only if authorized by the Contract/Purchase Order. If authorized, shipping costs must be itemized. Where shipping costs exceed $100, the invoice must be supported by a bill of lading or a paid carrier's receipt.

II. ELECTRONIC INVOICE SUBMISSION INSTRUCTIONS

A. Invoice Instructions for NIH Fixed-Price Type Contracts are listed below. Following the instructions provided below are paramount to ensure a “proper/correct/accurate” invoice is submitted pursuant to FAR 32.9 therefore ensuring timely payment for supplies delivered or services performed.

(1) Invoices shall be submitted in the following manner:

o The Contractor shall submit an Electronic Copy of the Invoice via email to the Contract Specialist and to the designated Contracting Officer’s Representative (COR). The Invoice shall be transmitted as an attachment via e-mail in a format compatible with the computer systems at NIH [e.g., MS Word, MS Excel, or Adobe Portable Document Format (PDF)]. The purpose of submitting an Electronic Copy of the Invoice to the aforementioned individuals is to ensure accuracy/completion. The COR will validate the contents of the invoice (i.e. Accurate Quantities of Services

Received, Pricing, etc.) and will enter receiving for the Invoice provided. The Contract Specialist will validate that the contents of the invoice are accurate and correct. If changes are required, the Contract Specialist will provide notification of these revisions. Once the invoice is deemed accurate and complete by the Contract Specialist, a follow-up email will be provided to the Contractor by the Contract Specialist directing the Company to submit the invoice to the Office of Financial Management (OFM), Commercial Accounts.

(2) Upon receipt of the finalized invoice from the Contract Specialist, the Contractor/Vendor shall:

o Submit an Electronic Copy of the Invoice via email to the NIH Centralized Invoice in accordance with the instructions provided below:

4 Steps to Create the Invoice Submission Email

Step 1:

Send invoices to the following email address:

invoicing@nih.gov

Step 2:

Subject line must follow this format for the invoice you are submitting (see note* below)

Step 3:

Attach the invoice to the email as either a PDF or Word document.

See Reminders below.

Step 4:

In the body of the email, type “Correspondence Email:” followed by your email address.

PLEASE READ THE BELOW INSTRUCTIONS THOROUGLY BEFORE SUBMITTING YOUR INVOICE

ELECTRONICALLY.

*Note: The key words (Vendor, PO, and Invoice), Colon (:) character following the keywords and the PIPE (|) character must be present to identify the information. The pipe (|) character is entered by pressing and holding the shift key and the backslash (\) key at the same time. The term “PO” is being used as a generic term to identify the award number [purchase order, contract, Blanket Purchase Agreement (BPA) call, task or delivery order] and must be used in the subject line, regardless of the specific type of your award.

How to Properly Format the Subject Line of Your Email

EXAMPLE 1 – If Your Contract Includes a Contract Number AND an Order Number or Call Number:

Vendor: Name of the Contractor or Vendor|PO:Contract Number/Order Number or Call Number|Invoice:9999999

EXAMPLE 2 – If Your Contract ONLY Includes a Contract Number:

Vendor: Name of the Contractor or Vendor|PO:Contract Number|Invoice:9999999 EXAMPLE 3 – If Your Contract ONLY Includes an Order Number:

Vendor: Name of the Contract or Vendor|Order Number|Invoice:99999999

Screenshot of How to Locate the Contract Number and Order Number on Your SF 1449 (SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS Form)

The screenshot below shows where the Contract Number and Order Number are located on the SF 1449.

The SF 1449 is provided to you by the NIH Contracting Officer upon awarding the contract. Please use the information on your SF 1449 to populate the correct Contract Number and Order Number in the subject line of your email invoice submission.

The Contract Number is required in order to process all invoices. The Contract Number is the same as the “PO” on the invoice email subject line. The Order Number is only applicable for certain contracts and can be found in field number 4, on the SF 1449 form. If your SF 1449 does not include an Order Number, then follow EXAMPLE 2 above to ensure the Subject line of your email is properly formatted.

Screenshot of How to Locate the Contract Number on Your SF 1447 (SOLICITATION/CONTRACT Form)

The screenshot below shows where the Contract Number is located on the SF 1447. The SF 1447 is provided to you by the NIH Contracting Officer upon awarding the contract. Please use the information on your SF 1447 to populate the correct Contract Number in the subject line of your email invoice submission.

The Contract Number is required in order to process all invoices. The Contract Number is the same as the “PO” on the invoice email subject line.

Screenshot of How to Locate the Contract Number and Release Number on Your OF 347 (ORDER FOR SUPPLIES OR SERVICES Form)

The screenshot below shows where the Contract Number and Order Number are located on the OF 347.

The OF 347 is provided to you by the NIH Contracting Officer upon awarding the contract. Please use the information on your OF 347 to populate the correct Contract Number (if any) and Order Number in the subject line of your email invoice submission.

The Order Number is required in order to process all invoices. If there is no Contract Number, the Order number is the same as the “PO” on the invoice email subject line. The Contract Number is only applicable for certain contracts and can be found in field number 2, Contract Number, on the OF 347 form. If your OF 347 does not include a Contract Number, then follow EXAMPLE 3 on page 2 to ensure the Subject line of your email is properly formatted.

Subject Line Examples

For your reference, below is a chart listing examples of the correct and incorrect subject lines. Note:

These are just examples, you must enter the applicable information for the invoice you are submitting.

Reminders

• Effective December 1, 2020, OFM will no longer accept hard copy vendor invoices sent to the OFM billing office via any shipping services (i.e., USPS, FedEx, UPS, DHL, etc.) or those delivered by any in-person drop off. OFM will not accept any invoices postmarked and/or delivered in-person on/after December 1, 2020. Please follow the electronic submission instructions on page 1. Failure to follow the above electronic submission instructions will result in invoice processing delays.

• Only invoices should be sent to the following mailbox: invoicing@nih.gov. Please do not send emails to this mailbox requesting a status of your invoice(s) and do not include the invoicing@nih.gov email address in your correspondence with NIH Institutes/Centers.

• You must submit only one invoice per email.

• Follow the system size limits that apply to the email and each invoice: individual email attachments cannot exceed 5 megabytes each; and the email plus all attachments cannot exceed a total of 30 megabytes.

• Clearly identify a valid and complete contract number on each invoice.

• Clearly identify an accurate DUNS number on each invoice.

• DO NOT include confidential information such as Social Security Numbers (do not include TIN if it is a Social Security Number).

The invoice attached to the email must be in a PDF or Word format. The date/time that a valid invoice is submitted electronically to the email box (invoicing@nih.gov) will be the same date/time logged as the invoice is received by NIH.

Questions?

Please direct inquiries regarding the status of invoices such as receipt of invoices, due date, or payment of invoices to the OFM Commercial Accounts Branch, Customer Service Office. The OFM Customer Service contact information and of methods to contact are available at the following OFM website https://ofm.od.nih.gov/Pages/Customer-Service.aspx and below.

Subject Line Correct Incorrect Vendor: XYZ Corp|PO:HHSN299202000053J/75X98019S00848|Invoice:XYASAD

XYZ Corp|PO # HHSN299202000053J \75X98019S00848|Invoice # XYASAD

XYZ Corp| HHSN299202000053J \75X98019S00848|Invoice # XYASAD

XYZ Corp| HHSN299202000053J \75X98019S00848| XYASAD

Vendor: XYZ Corp,PO: HHSN299202000053J \75X98019S00848,Invoice:XYASAD

Vendor: XYZ Corp|PO:HHSN299202000053J|Invoice:XYASAD

Vendor: XYZ Corp|PO:HHSN311201600011U|Invoice:XYASAD mailto:invoicing@nih.gov https://ofm.od.nih.gov/Pages/Customer-Service.aspx

The Customer Service Office is open Monday – Friday from 8:30 am to 5:00 pm (Eastern Standard Time) and is closed daily between 12:00 pm to 1:00 pm (Eastern Standard Time). The Customer Service Office phone number is 301-496-6088.

Instructions for Contractor/Vendor Courtesy Copy Electronic Invoice Submission to the Contracting Officer (CO):

The Contractor/Vendor shall send a cc: copy to the NIH Contracting Officer and the NIH Contracting Officer’s Representative (COR) stated in the award and the NIH Program point of contact when submitting the invoice to NIH/OFM for payment.

III. INVOICE PAYMENT

A. A. Except as indicated in paragraph B., below, the due date for making invoice payments by the designated payment office shall be the later of the following two events:

1. The 30th day after the designated billing office has received a proper invoice.

2. The 30th day after Government acceptance of supplies delivered or services performed.

B. The due date for making invoice payments for meat and meat food products, perishable agricultural commodities, dairy products, and edible fats or oils, shall be in accordance with the Prompt Payment Act, as amended.

IV. INTEREST PENALTIES

A. An interest penalty shall be paid automatically, if payment is not made by the due date and the conditions listed below are met, if applicable.

1. A proper invoice was received by the designated billing office.

2. A receiving report or other Government documentation authorizing payment was processed and there was no disagreement over quantity, quality, or contractor compliance with a term or condition.

3. In the case of a final invoice for any balance of funds due the contractor for supplies delivered or services performed, the amount was not subject to further settlement actions between the Government and the Contractor.

B. Determination of interest and penalties due will be made in accordance with the provisions of the Prompt Payment Act, as amended, the Contract Disputes Act, and regulations issued by the Office of Management and Budget.

V. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS SUBCONTRACTORS, FAR

52.232-40 (December 2013)

a. Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor.

b. The acceleration of payments under this clause does not provide any new rights under the prompt Payment Act.

c. Include the substance of this clause, include this paragraph c, in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial items.

(End of Clause)

1. SOLICITATIONS: Proposals for furnishing the supplies or services in the Schedule will be received at the address specified in Block 9 of SF 1449, or if hand carried, to the address shown in block 9, until the date and time specified in Block 8. CAUTION - LATE Submissions, Modifications, and Withdrawals: See provision 52.212-1. All offers are subject to all terms and conditions of this solicitation.

2. ACKNOWLEDGEMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NUMBER DATE

3. MISSING PAGES: It is the responsibility of the offeror to examine this solicitation to verify that he or she has received all pages. In addition, in compiling this package, some pages may have been duplicated. If the offeror feels that pages are missing or duplicated, the offeror is encouraged to contact the Contracting Officer at the telephone number shown in Block 7B, Standard Form 1449, Solicitation/Contract/Order for Commercial Items.

4. ORDER PROCESSING SEQUENCE: The National Institutes of Health (NIH), Clinical Center (CC), Office of Purchasing and Contracts (OPC) is the only activity authorized to issue orders under this contract.

5. NOTICE TO PROSPECTIVE AWARDEE(S): Prospective Awardee(s) MUST be registered in the

System for Award Management (SAM) at https://www.sam.gov/SAM/, PRIOR TO AWARD and through Final Payment, and must complete the Online Representations and Certifications Applications (ORCA) at https://www.sam.gov/SAM/ PRIOR TO AWARD and through Final Payment.

CONTRACT WILL NOT BE AWARDED UNTIL SAM REGISTRATION HAS BEEN COMPLETED

AND VERIFIED.

https://www.sam.gov/SAM/ https://www.sam.gov/SAM/

6. GOVERNMENT HOLIDAYS:

Holidays observed by the Federal Government:

New Year’s Day January 1st Martin Luther King, Jr.’s Birthday Third Monday in January

President’s Day Third Monday in February Memorial Day Last Monday in May

Independence Day July 4th Labor Day First Monday in September

Columbus Day Second Monday in October Veterans Day November 11th

Thanksgiving Day Fourth Thursday in November Christmas Day December 25th

7. ADDITIONAL INFORMATION FOR OFFERORS:

∗ Contract Type: The Federal Government intends to award a Firm-Fixed Price (FFP) Indefinite- Delivery Indefinite-Quantity Contract Type in accordance with FAR 16.504. Attention should be directed to FAR Clauses 52.216-18 “Ordering” and 52.216- 19 “Order Limitations”, which are a part of this solicitation/contract.

∗ Non-Personal Services Contract: The services provided in the contract will involve non-personal services. The personnel rendering the services of the contract are not subject, either by contract terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

• PRE-BID SITE VISIT: Due to limited access to the NIH Clinical Center and subsequent sites as a result of the current COVID-19 Pandemic, a Pre-Bid Site Visit will not be facilitated. However, NIH Clinical Center Maps, pictures, etc. will be provided upon request. These resources will be made available at the conclusion of the question and answering period and will be posted via an Amendment to the Solicitation.

B.2 STATEMENT OF WORK

PROJECT TITLE: Mortuary Services Project

DEPARTMENT: National Institutes of Health (NIH), Clinical Center (CC) Patient Support Services Department (PSSD)

BACKGROUND INFORMATION

The National Institutes of Health (NIH) Clinical Center (CC) is a research hospital which is utilized by the various Institutes and Centers (ICs) of the NIH. The NIH enrolls research participants in protocols with the purpose of conducting clinical research at the CC. The NIH CC has a continuing requirement to provide a complete range of Mortuary Services for indigent NIH research participants and non-indigent research participants from all cultures and religions, including, but not limited to, preparation of the body, embalming, cremation, funeral services, interment and/or transportation of remains.

PURPOSE AND OBJECTIVES FOR THIS PROCUREMENT

The type of circumstances in order from least to most common for this requirement are:

I. An indigent research participant expires at the NIH CC and Mortuary Services are provided in the DC Metro Area. The volume of requests for Mortuary Services varies from year to year. In Fiscal Year (FY) 2018, there were approximately 8 requests for this type of service.

II. An indigent research participant expires at the NIH CC and his/her remains are prepared and then transported to his/her home state/country. The volume of requests for Mortuary Services varies from year to year. In FY 2018, there were approximately 13 requests for this type of service.

III. A non-indigent research participant expires in another facility or in their home state and their remains are transported to the NIH CC in Bethesda, MD for autopsy; or the research participant expires at the NIH CC and an autopsy is performed at the NIH CC. After autopsy, the remains are prepared and returned to their home state/country.

IV. A non-indigent research participant expires at the NIH CC and his/her remains are prepared and then transported to his/her home state/country. The volume of requests for Mortuary Services post-autopsy varies from year to year. In FY 2018, there were approximately 20 requests for this circumstance.

DESCRIPTION OF TECHNICAL REQUIREMENTS (by scenario)

I. An indigent research participant expires at the NIH CC and Mortuary Services are provided in the DC Metro Area

A. PREPARATION OF THE BODY:

The contractor shall pick-up the body within eight (8) hours from the time of NIH CC request, or sooner if required due to religious or cultural requirements as designated by the next of kin. Total preparation [if desired by the next of kin, and authorized by the NIH on the completed and signed Indigent Burial Services Form (Attachment III)] shall include:

o Complete embalming. Embalming of remains will be prepared in strict accordance to the regulations and guidelines specified by law;

o Cosmetics;

o Dressing of body; and o Placement in a casket.

The contractor shall complete the preparation of the body within two (2) calendar days from the time the remains are picked up from the NIH CC, unless religious and/or cultural traditions dictate a shorter timeframe. If there is an issue outside the control of the contractor that prevents timely completion of services, the contractor must inform the NIH CC Admissions Office, as well as the decedent’s next of kin, providing the reason for the delay and the new expected completion time. Communication must occur as soon as the delay is known. Communication with next of kin should take place during daylight hours, but no more than 8 hours after determining there will be a delay.

B. LOCAL FUNERAL SERVICE:

If authorized on the Indigent Burial Services Form, the contractor shall provide a standard casket (if for a child, the casket shall be of appropriate length to accommodate the child's size); conduct formal services which allow for at least two (2) hours of visitation in a chapel or a church which will hold a minimum of 50 people; and provide 2 to 3 personnel, including at least one (1) licensed funeral director or mortician, to conduct the service. Specified religious or cultural requests must be honored and services conducted in accordance with the next-of-kin’s stated religious or cultural preferences, to the extent practicable by law and regulation.

C. LOCAL INTERMENT:

The contractor shall obtain all necessary local permits and certifications. The contractor shall secure and procure a local burial plot, when requested, with a cemetery with which they have an agreement. The contractor shall accommodate specific needs, including but not limited to procuring oversized plots or arranging for services outside normal business hours, as required due to physical requirements or religious and cultural traditions, at additional expense to the Government. Quotes shall be submitted for all non-indigent services. Before any such services are rendered that are expected to cost more than 15% above the standard cost under this contract as defined in the attached Schedule of Supplies and Services (Attachment II), the contractor must receive prior approval from the NIH CC Admissions Office. The contractor shall provide the following, at a minimum:

• Casket spray;

• Transportation of the casket with the body therein in a funeral coach;

• Transportation for at least seven passengers in an appropriate vehicle to the gravesite; and

• After care grief counseling services, provided on site, by a licensed funeral director, at no additional cost.

• If the next of kin chooses not to use the cemetery with which the contractor has an agreement, the next of kin are responsible for the full cost of the interment.

There is no option to deviate from the standard coverage under this contract.

D. CREMATION (WITH FUNERAL HOME VIEWING SERVICES, IF REQUESTED):

The contractor shall provide a casket with a cardboard insert and conduct formal viewing services, if the next of kin desires, before cremation. If requested, the contractor shall allow for at least two hours of visitation in a chapel or a church which will hold a minimum of 50 people, and provide 2 to 3 personnel, including at least one (1) licensed funeral director or mortician, to conduct the viewing services. The contractor has full responsibility for:

• Obtaining signature on the forms required by law authorizing cremation;

• Performing the cremation;

• Providing a permanent metal, marble or wooden urn suitable for human cremains to the next of kin. The urn must meet the following minimum requirements:

o The urn must be no less than 200 cubic inches in volume;

o The inside of the metal urn shall be constructed of polished metal; and o The urn must be engraved in the next of kin’s language of choice or must contain an engraved name plate. Engraving must include, at a minimum, the person's name, year of birth and year of death, and if the next of kin wishes, a brief personalized phrase;

o All urns must meet regulatory requirements for their intended purpose (i.e. if an urn is to be interred, it must meet those regulatory standards).

• Shipping the cremains to the designated immediate next of kin, if requested. Cremains may only be shipped by registered mail with a return receipt via the United States Postal Services (USPS). The contractor shall adhere to all USPS, US Customs, and foreign Consulate requirements for foreign shipment. Cremains must be shipped within 2 business days of completion of the cremation.

• If there is an issue outside the control of the contractor that prevents timely completion of services or shipment of cremains, the contractor must inform the CC Admissions Office, as well as the decedent’s next of kin.

Communication with the CC Admissions Office must occur immediately, and communication with the next of kin must occur within 8 hours of determining there will be a delay.

II. An indigent research participant expires at the NIH CC and his/her remains are prepared and then transported to his/her home state/country.

A. PREPARATION OF THE BODY FOR SHIPMENT:

The contractor shall pick-up the body within eight (8) hours from the time of NIH CC request, or sooner if required due to religious or cultural requirements as designated by the next of kin. Total preparation [if desired by the next of kin and authorized by the NIH on the completed and signed Indigent Burial Services Form (Attachment III)], or required by the state or foreign Government involved, shall include:

o Complete embalming. Embalming of remains shall be prepared in strict accordance to the regulations and guidelines specified by law of the state or the Government of the country involved;

o Dressing body in unionalls or similar garment to prevent leakage if appropriate;

o Cosmetics;

o Dressing of body; and o Placement in a basic non-sealer casket or a sealer casket, as required by the state involved. The contractor shall provide special banding (tape) around the casket when required by foreign Governments.

The contractor shall complete the preparation of the body within two (2) calendar days from the time the remains are picked up from the NIH CC, unless religious and/or cultural traditions dictate a shorter timeframe. If there is an issue outside the control of the contractor that prevents timely completion of services, the contractor must inform the NIH CC Admissions Office immediately, as well as the decedent’s next of kin within eight (8) hours of determining there will be a delay.

B. FUNERAL HOME VIEWING (OPTIONAL):

The contractor shall conduct formal viewing services, if the next of kin desires a local viewing before shipment of the remains. If requested, the contractor shall allow for at least two hours of visitation in chapel or a church which will hold a minimum of 50 people, and provide 2 to 3 personnel, including at least one (1) licensed funeral director or mortician, to conduct the service. The contractor shall provide a rental casket for the Viewing services.

C. SHIPMENT OF REMAINS:

Completion of shipment of remains to their final destination must occur as soon as possible but no later than three (3) business days after receiving the remains from the NIH CC and completing requested preparation and viewing services (if any).

The contractor shall secure all necessary paperwork (as required by the state or foreign Government involved) within two (2) business days from the time of NIH CC request. The contractor shall contact the state or foreign Government involved to determine what documents shall be needed for the transportation of the body. The contractor shall pay all fees required for foreign shipments. The reimbursement of fees is not to exceed actual cost.

The contractor shall make arrangements for air travel including procuring the flight for the remains. Airfare shall be reimbursed at the actual cost of the airline used. Airfare is based upon airline rate for travel to destination and weight and size of shipment. Receipts must be provided for validation of Airfare/Cargo rates.

The contractor shall transport the casket to a common carrier for shipment within three (3) business days from the time of NIH CC request. If flight scheduling difficulties arise, the contractor must immediately notify the NIH CC Admissions Office. Due to the fact that the process of shipping remains involves third party vendors and Governments, exceptions to these strict timelines will be granted on a case-by-case basis by the NIH CC Admissions Office. Transportation will be reimbursed only to major airports. Ground transport from the airport to the interment site will only be reimbursed within a 50-mile radius of the airport.

In the event that shipment of remains entirely via ground transportation is less expensive to the Government, this method will be used by the contractor. The reimbursement of mileage cost shall be based in accordance with the regulation set forth in the current IRS Standard Mileage Rates at www.irs.gov. The contractor should obtain prior approval (on a case by case basis) from the NIH CC Admissions Office before using ground transportation to transport remains beyond a 50 mile radius. Documentation of mileage, including a GPS-mapping program printout including the starting address, the end address and the total mileage is required and must be attached for validation of charges.

If there is an issue outside the control of the contractor that prevents timely completion of services, the contractor must inform the NIH CC Admissions Office immediately, as well as the decedent’s next of kin within eight (8) hours of determining there will be a delay.

III. A non-indigent research participant expires in another facility or in their home state and their remains are transported to the NIH CC in Bethesda, MD for autopsy; or the research participant expires at the NIH CC and an autopsy is performed at the NIH CC. After autopsy, the remains are prepared and returned to their home state/country.

The NIH CC will provide the contractor with a completed NIH CC Funeral Home Services Request Form (Non-Indigent) (Attachment IV), which specifies the services the NIH CC is requesting.

A. COST ESTIMATES:

Prior to NIH commencing services related to autopsies, the contractor will provide a complete and accurate quote itemizing cost estimates, both per item and total. The actual invoiced cost cannot exceed this estimate by more than 15%.

B. COORDINATION WITH THE OUT OF STATE FUNERAL HOME OR LOCAL

FUNERAL HOME ON SHIPMENT OF REMAINS TO THE NIH CC AND RETURN

SHIPMENT:

http://www.irs.gov/

For research participants that expire outside the NIH CC and are transported to the NIH CC for autopsy, the contractor shall use the NIH CC Funeral Home Services Request Form to direct the out of state or local funeral home on how the body should be prepared before it is transported to the NIH CC. The contractor shall communicate and obtain documentation with the specific requirements for preparation of the body and/or condition that the body is to be returned to the out of state or local funeral home in (i.e. embalmed or not).

The contractor shall adhere to the following guidance when preparing remains designated for transfer to the NIH CC for autopsy:

• Frozen remains will not be accepted for autopsy.

• Do not embalm remains.

• Methods of freezing (i.e. ice packs) shall be removed immediately upon discovery.

• Remains shall be refrigerated when not in transit.

If clarification is needed on any of these items for a specific case, the contractor shall call the NIH CC Admissions Office for further guidance.

The following communication guidelines shall apply to all NIH CC requests for transfer of remains:

• Updates on the status and timeline of transfers to the NIH CC must be provided to the NIH CC Admissions Office and must occur a minimum of twice per calendar day until the remains are received – once in the morning (8am-10am) and once in the afternoon (2pm-4pm); communication should occur frequently enough for the NIH CC to be aware of changes, delays, or issues with the transport.

• The contractor shall uncrate remains at the funeral home in a timely fashion not to exceed 1-2 hours after arrival at the local funeral home.

The following timelines to complete the transfer of remains to the NIH CC apply. Deviations from these timelines must be communicated with the NIH CC Admissions Office:

1. For research participants that expire in the local area (Metro DC) or within 100 miles of the NIH CC, transfer of remains for autopsy must occur within four to eight (4-8) hours of the NIH CC request.

2. For research participants that expire in a major metropolitan center outside the Metro DC area, where direct flights are available to one of the 3 local DC airports (DCA, BWI or IAD), transfer of remains to the NIH CC must occur no more than 36 hours from the time of the NIH CC request. If there is delay in meeting this timeline due to unforeseen circumstances, such as inclement weather, the CC Admissions Office must be contacted.

3. For all other research participants that expire outside these defined areas, transfer of remains to the NIH CC must occur no later than 48 hours after the NIH CC request. If there is delay in meeting this timeline due to unforeseen circumstances, such as inclement weather, the CC Admissions Office must be contacted.

The contractor shall work with the designated Funeral Home chosen by the next of kin to secure all necessary paperwork for the shipment of the remains to the NIH CC in adherence with the above timelines, and for the return shipment of the remains to the home state/country within two (2) business days from the time of NIH CC request. The contractor is responsible for coordinating with the outside funeral home and will communicate any deviance in pricing from the original quote to the NIH CC Admissions Office prior to finalizing arrangements. The contractor must furnish all receipts for full reimbursement from the Government. Oversight and monitoring of these activities will be performed by the Government.

The contractor shall make arrangements for air travel including procuring the inbound and return flight for the remains. Airfare will be reimbursed at the actual cost of the airline used.

Airfare is based upon airline rate for travel to destination and weight and size of shipment.

Shipment of remains should occur as soon as possible, in order to adhere to timelines stated above. Due to the fact that the process of shipping remains involves third party vendors and Governments, exceptions to these strict timelines will be granted on a case-by-case basis. Any requests for exceptions to these terms must be communicated to the NIH CC Admissions Office immediately upon of discovery of the delay, and must include new estimated times for completing services.

Contractors shall comply with all Transportation Security Administration (TSA) requirements whenever using a common carrier for shipment of remains. Contractors must have 24 hour access to a Certified Cargo Screening Facility (CCSF). Transportation will be reimbursed only to major airports. Ground transport from the airport to the destination will only be reimbursed within a 50-mile radius of the airport.

In the event that shipment of remains entirely via ground transportation is less expensive to the Government, this method will be used by the contractor. The reimbursement of mileage cost shall be based in accordance with the regulation set forth in the current IRS Standard Mileage Rates at www.irs.gov. The contractor should obtain prior approval (on a case by case basis) from the NIH CC Admissions Office before using ground transportation to transport remains beyond a 50 mile radius. Documentation of mileage, including a GPS-mapping program printout including the starting address, the end address and the total mileage is required and must be attached for validation of charges.

If there is an issue outside the control of the contractor that prevents timely completion of services, the contractor must inform the NIH CC Admissions Office immediately, as well as the decedent’s next of kin within eight (8) hours of determining there will be a delay.

The contractor shall provide payment to the out of state or local Funeral Home for their services and then be reimbursed by the Government.

C. COLLECTION OF REMAINS AND TRANSPORTATION TO THE NIH CC MORGUE (IF

APPLICABLE):

The contractor shall pick-up up the remains from the airport immediately upon their arrival and transport them to the NIH CC Morgue for autopsy.

D. COLLECTION OF REMAINS FROM NIH CC MORGUE AND PREPARATION OF THE

BODY FOR RETURN SHIPMENT:

The contractor shall pick-up the body from the NIH CC within eight (8) hours from the time of NIH CC request and prepare it for return shipment. Total preparation (if desired by next of kin/IC or required by the state involved) shall include complete embalming, cosmetics, dressing of body and placement in a basic non-sealer casket or a sealer casket, as required by the state involved.

Embalming of remains should be prepared in strict accordance to the regulations and guidelines specified by law of the state involved. The contractor shall complete the preparation of the body within two (2) calendar days from the time of NIH CC request. If there is an issue outside the control of the contractor that prevents timely completion of services, the contractor must inform the NIH CC Admissions Office immediately, as well as the decedent’s next of kin within eight (8) hours of determining there will be a delay.

http://www.irs.gov/

E. TRANSPORTATION OF REMAINS TO AIRPORT FOR RETURN SHIPMENT:

The contractor shall drop off the remains at the airport. The contractor shall coordinate with the out of state funeral home for the remains to be picked up at the out of state airport and is required to confirm receipt.

Contractors shall comply with all Transportation Security Administration (TSA) requirements whenever using a common carrier for shipment of remains. Contractors must have 24 hour access to a Certified Cargo Screening Facility (CCSF).

CONTRACTOR REQUIREMENTS

I. PERMITS/CERTIFICATES:

The contractor shall meet all state, local and international licensing requirements and obtain and furnish all necessary health department and shipping permits at no additional cost to the Government. The contractor shall ensure that all necessary health department permits are in order for disposition of the remains. The contractor will issue up to three (3) death certificates to the next of kin, if requested. The Government will provide the death certificate signed by the Medical Certifier of the deceased only for those research participants who expire at the NIH CC.

PRIVACY ACT:

All…