Attachment_1_-Statement_of_Work-Mortuary_Services_8-9-19_FINAL.pdf

NATIONAL INSTITUTES OF HEALTH

CLINICAL CENTER

SOCIAL WORK DEPARTMENT

STATEMENT OF WORK-MORTUARY SERVICES

P a g e 1 | 15 SOW-Dated 8-9-2019

BACKGROUND INFORMATION

The Clinical Center (CC) is a research hospital which is utilized by the various Institutes and Centers (ICs) of the National Institutes of Health (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.

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)

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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:

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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:

P a g e 4 | 15 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

P a g e 5 | 15 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

P a g e 6 | 15 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

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 http://www.irs.gov/

P a g e 7 | 15 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 (ie. 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.

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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.

http://www.irs.gov/

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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.

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.

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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 information pertaining to specific Clinical Center research participants is protected from unauthorized use or disclosure by the Privacy Act of 1974. The Contractor shall comply with the Privacy Act of 1974 (Privacy Act of 1974 | OPCL | Department of Justice) and be subject to the provisions of the Privacy Act as it pertains to the collection, maintenance and use of Personally Identifiable Information from research participants. The contractor, its officers and employees, along with any subcontractor(s) their officers and employees, are all subject to the requirements and regulations established by the Act. In particular, they must preserve the confidentiality of all information pertaining to the performance of this contract and are prohibited by the Government from sharing this information except for the express purpose of providing services for the National Institutes of Health. All material, equipment, data or information furnished by the Government for use in the performance of this contract must be kept in the secure possession of the contractor or its subcontractors and must be returned at the request of the Government.

II. BURIAL REQUIREMENTS:

The contractor shall have an effective business approach to handle burial needs for all religious or cultural services which may be required and for services to be provided on or around weekends, Government Holidays, Religious Holidays, and Government Closures.

III. FACILITY REQUIREMENTS:

All facilities must meet the standard funeral home requirements established by local, state and federal laws. The contractor's building shall have complete facilities for maintaining the highest standards of solemnity, reverence, assistance to the next of kin and for prescribed ceremonial services. The contractor's preparation room shall be clean, sanitary, and adequately equipped. The contractor's funeral home, furnishings, grounds and surrounding area shall present a clean and well-kept appearance.

All facilities must be within a 25 mile radius of the NIH Clinical Center (10 Center Drive, Bethesda, MD 20892).

IV. INFECTIOUS DISEASE REPORTING/REQUIREMENTS

Contractors working in the NIH Clinical Center must ensure that they comply with all applicable federal and state government regulations regarding control of infectious diseases in health care http://www.justice.gov/opcl/privacy-act-1974

P a g e 11 | 15 facilities. Contractors should consult the specific regulations for further details, exemptions, documentation, and record-keeping requirements. Contractor requirements include, but are not limited to:

• Hepatitis B Vaccine – Personnel at risk for occupational exposure to blood (human blood, human blood components, and products made from human blood) or other potentially infectious materials shall be offered the hepatitis B vaccine within 10 working days of the initial assignment unless the worker has previously received the complete hepatitis B immunization series, antibody testing has revealed that the worker is immune, or the vaccine is contraindicated for medical reasons. The primary series of three appropriately timed immunizations should be completed as indicated.

Personnel who decline the hepatitis B immunization must sign the mandatory declination, as specified in the Occupational Safety and Health Administration (OSHA) Bloodborne Pathogen standard. The contractor shall maintain worker records for at least the duration of employment plus 30 years, in accordance with the standard. (29 CFR Part 1910.1030, OSHA Occupational Exposure to Bloodborne Pathogens)

• Universal Precautions Training – Personnel at risk for occupational exposure to blood or other potentially infectious materials must receive annual training in universal precautions. For workers in the Clinical Center and/or credentialed to provide patient care, this training is routinely offered by the Hospital Epidemiology Service. Contractors must either provide annual training to their employees who are at risk for occupational exposure or ensure that they receive training through the Hospital Epidemiology Service. Contractors must maintain training records for three years, according to the standard. (29 CFR Part 1910.1030, OSHA Occupational Exposure to Bloodborne Pathogens)

• Occupational Exposures to Blood or other Potentially Infectious Materials – Personnel who experience occupational exposure to blood or other potentially infectious materials shall be offered medical evaluation and post-exposure evaluation and follow-up. The contractor shall maintain these records for at least the duration of employment plus 30 years, in accordance with the standard. (29 CFR Part 1910.1030, OSHA Occupational Exposure to Bloodborne Pathogens). The Occupational Medical Service (OMS) provides emergency clinical evaluation and post-exposure treatment to NIH employees, contract personnel, and visitors on campus who report an exposure to potentially infectious materials. Incidents involving exposure to human blood and body fluids must be reported immediately to OMS and their immediate the supervisor. If the exposure involves a primate retrovirus, OMS also offers chemoprophylaxis and serologic monitoring. Contractors are responsible for follow-up of exposures other than those involving primate retroviruses.

V. Information and Physical Access Security Contractors/subcontractor personnel working in the NIH Clinical Center must ensure that they comply with all applicable federal and state government regulations regarding the access to, or use of, Personally Identifiable Information (PII), including instances of remote access to or physical removal of such

P a g e 12 | 15 information beyond agency premises or control. The NIH, Clinical Center Information and Security policy can be found in Attachment V, Security and Privacy Language for Information and Information Technology Procurements Version 2.2.

• The NIH is a non-smoking campus. All contract employees must adhere to this policy while on campus grounds.

VI. ADDITIONAL REQUIREMENTS:

The contractor shall maintain appropriate insurance coverage for company vehicles, general liability, and worker compensation coverage with a certificate of insurance naming NIH as an additional insured.

The contractor shall maintain 24 hour access to a Certified Cargo Screening Facility (CCSF) approved by the Transportation Security Administration (TSA) for shipment of remains on both domestic and international flights.

The contractor shall maintain a Statement of Good Standing or similar certification from the licensing board of morticians in the state where the vendor facility is licensed should such be required.

The contractor shall maintain a Statement of Good Standing from the State Department of Assessments and Taxation (SDAT in MD) in the jurisdiction of the vendor facility.

VII. ADULT CLOTHING:

The contractor shall provide undergarments (t-shirt, underwear and socks), suit, shirt and tie for men. The contractor shall provide full length dress, slip, bra, panties and hose for women. The contactor shall provide slippers or shoes. Next of kin may choose to, but shall not be compelled to, provide their own clothing for the body.

VIII. CHILD CLOTHING:

The contractor shall provide undergarments, shirt and pants for boys. The contractor shall provide undergarments, dress and stockings/tights for girls. The contactor shall provide slippers or shoes.

Next of kin may choose to, but shall not be compelled to, provide their own clothing for the body.

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X. ACCESS TO CC MORGUE

Contractor representative must contact the NIH CC Admissions Office to gain access to the NIH CC Morgue. Both the on-site contractor representative and a NIH CC Admissions assistant must verify the identity of the remains prior to their removal from the NIH CC.

CONTRACTOR REQUIREMENTS FOR SUB-CONTRACTING

The Contractor shall be permitted to sub-contract with other vendors who provide specialty services on an as needed basis to fulfill religious requirements, cultural preferences or other needs. The Contractor must ensure that the sub-contractors meet the minimum requirements outlined in this Statement of Work.

GOVERNMENT RESPONSIBILITIES

The Government will provide the Contractor with a temporary identification badge which shall be worn at all times while on duty. The identification badge will contain a photograph of the employee, with employee name and an expiration date.

Vehicle access must occur through the Commercial Vehicle Inspection Facility (CVIF), located on Rockville Pike, between North Drive and Wilson Drive in Bethesda, MD. For questions about campus access, please contact the ORS Information Line at orsinfo@mail.nih.gov or 301-594-6677, TTY - 301- 435-1908. More information about security requirements for campus access is located at http://www.nih.gov/about-nih/visitor-information . Please note that weapons and cannabis are strictly prohibited on campus.

The Government will allow the Contractor limited, as needed, access to the NIH CC Morgue.

The Government will provide the death certificate signed by the Medical Certifier of the deceased, for those research participants who expire at the NIH Clinical Center. No other government-furnished property will be included in this contract.

INSPECTION AND ACCEPTANCE REQUIREMENTS: PERFORMANCE MEASURES

Evaluations of the Contractor's performance will be conducted periodically throughout the contract period of performance. These evaluations may include unannounced site visits. Performance will be measured against those standards set forth in the statement of work and elsewhere in the contract as well as those standards in the NIH Contractor Performance System. Poor or unsatisfactory performance may result in discontinuance of part or the entire contract. Formal performance reviews will be conducted at least mailto:orsinfo@mail.nih.gov http://www.nih.gov/about-nih/visitor-information

P a g e 14 | 15 annually in accordance with procedures set forth in the NIH Contractor Performance System. A formal, written follow up is required to be submitted to the CO within one week (5 business days) of his/her request as part of any inquiry that results from customer complaints.

CONTRACT DELIVERABLES

Number

Name

Frequency

Quantity

001 Infectious Disease Reporting Hepatitis B Vaccine

Universal Precautions Training

Occupational Exposures to Blood or other Potentially Infectious Materials

Within 10 working days of initial assignment

Annually

As needed

002 Provide Services Level Agreement Report on how PII data is protected once in your possession.

Notification of data breach

Within 30 days after the effective date of award

As required

003 Contractor Employee Non-Disclosure

Agreement – must be signed by each employee and subcontractors not to disclosure non-public Department information under this acquisition. If new employees are hired agreement should be completed with 1 to 2 days.

Due at time of contract award and as required(for new employees)

004 Facility inspection (cleanness and sanitary of preparation room, funeral home furnishings, grounds, and surrounding area cleanness and well-kept appearance. Size and condition of chapel

As required

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Accurate Invoice Submission

Bi-weekly

006 Timely Communication with Next-of-Kin and NIH As required, on every case

PERIOD OF PERFORMANCE

Estimated, one (1) six month base period beginning around Sept 15, 2019 and one six month option period.

FUNDING

The Government intends to make a firm fixed-price award, with some cost reimbursable components.

PAYMENT STRUCTURE

After the award of this contract, the selected vendor shall begin submitting invoices on a case by case basis. Invoices must be itemized listing the charges for supplies and services as referenced in Attachment II-Supplies and Services-Price/Cost Schedule. Payment will be processed within thirty (30) days from receipt of a proper invoice.

If the selected vendor accepts credit card payments, payment will be made using the government purchase card.. This method greatly expedites payment being received by the vendor.

If the selected vendor does not accept credit card, payment will be made using Electronic Funds Transfer (EFT) under the contract. 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.

NIH KEY CONTACTS

Shall be added before award.

http://www.sam.gov/