20260609 EPL SOW-26-008623.pdf

STATEMENT OF WORK (SOW)

Instructions: This document should be used for the acquisition of SERVICES. Instructions (and sample language) for completion are in red, and should be excluded from the completed document.

1.0 TITLE

Storage and distribution services for 438.75 cu ft of paper research and pathology reports; and 1,670.12 cu ft of pathology paraffin embedded tissue blocks and tissue fixed slides used in the Laboratory of Pathology, CCR, NCI.

2.0 BACKGROUND

The Laboratory of Pathology provides diagnostic services for the Clinical Center at the National Institutes of Health. The department provides pathological diagnosis of specimens submitted incidental to standard care and clinical investigation of National Institutes of Health patients and submitted by outside health organizations. As a result of our clinical and research missions, pathology blocks, slides, images, and hardcopy patient reports must be stored and available indefinitely. LP must continue to store a certain portion of these patient materials offsite due to space limitations in building 10. LP currently archives 438.75 cubic feet (351 boxes) of research documents and clinical patient records; 1,670.12 cubic feet of paraffin embedded pathology tissue blocks, and stained slides dating back to the 1980’s that are still requested for recruits and reviewed by clinical and research staff. EPL Archives facilities are environmentally controlled and protected against hazards, and the company provides GLP-compliant archive services and is the only storage facility we’ve utilized for archiving and all our materials are presently located there. LP has now been relocated as of July 2015; the onsite high-density storage facility has been renovated but is inadequate space for what has been stored offsite to remedy the storage problem.

It would be beneficial to keep the materials where they’re stored now unless there’s a newer facility closer to the NIH Campus to make it cost effective to move all the materials. As archived material is needed, EPL provides a one-day turnaround to provide us with our necessary reports or slides, which ensures adequate turnaround times for LP’s services provided to our NIH researchers and clinicians. In addition, LP’s material has been stored at EPL for over a decade, and it would be unfeasible to move to another facility due to the potential cost it would take to package, inventory, and transport to another facility but we understand to find out, it must be advertised.

2.1 OBJECTIVE

Contractor will maintain written records (inventory and transaction records) on each Deposit Materials consisting of correspondence between Contractor and the Depositor, information provided by Depositor on the type of material included in the Deposit Material and designation of Depositor’s ownership of the Deposit Materials. Depositor may review these records with respect to the Deposit materials, with the exception of locator codes, and copies may be obtained or originals inspected at the location where Contractor stores such records or Contractor’s principal place of business.

3.0 SCOPE

Contractor shall provide storage and distribution services for 438.75 cubic feet (351boxes) of paper research and pathology reports; and 1,670.12 cubic feet of pathology paraffin embedded tissue blocks and tissue-fixed slides. Materials are already stored at the contractor’s facility in Sterling, VA. The Government shall have access to the Materials. Occasionally, the government shall request retrieval of Material for clinical or research applications, and then the Material is returned to storage (tissue blocks & slides) on some cases. Additionally, the government shall request paper records for clinical cases that we do not have electronically (older material that used manual paper methods). Materials (tissue blocks, slides and paper) shall be stored in a climate-controlled environment at the Contractor’s Storage Facility.

Material(s) are irreplaceable patient samples, and the Contractor shall ensure all environmental hazards are prevented (i.e. protection from fire, flood, smoke, and insects).

4.0 CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS

All Contractor employees who handle Material(s) shall be trained in cGMP regulations and in the specific standard operating procedures for their activities. All Contractor employees who maintain government’s Material(s) shall be trained and acknowledge compliance with the HIPAA and Privacy Act. Contractor shall provide evidence that personnel are qualified to handle the government’s Material(s) and have been trained and acknowledge compliance with adherence to the laws that govern patient privacy.

5.0 TYPE OF ORDER

This is a firm fixed price purchase order.

6.0 PERIOD OF PERFORMANCE

Period of Performance shall be for (12) months one-year Base period with four option periods.

Base: Aug. 2026 – July. 2027 Option 1: Aug. 2027 – July. 2028 Option 2: Aug. 2028 – July. 2029 Option 3: Aug. 2029 – July. 2030 Option 4: Aug. 2030 – July. 2031

7.0 PLACE OF PERFORMANCE

EPL Archives Storage Facility

45610 Terminal Drive, Sterling VA 20166

8.0 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

Contractor will maintain written records (inventory and transaction records) on each Deposit Materials consisting of correspondence between Contractor and the Depositor, information provided by Depositor on the type of material included in the Deposit Material and designation of Depositor’s ownership of the Deposit Materials. Depositor may review these records with respect to the Deposit materials, with the exception of locator codes, and copies may be obtained, or originals inspected at the location where Contractor stores such records or Contractor’s principal place of business.

9.0 PAYMENT

Payment shall be made _(monthly in arrears)______. Payment authorization requires submission and approval of invoices to the COR and NIH OFM, in accordance with the attached payment provisions listed below:

The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: PROMPT PAYMENT (JUL 2013) FAR 52.232-25. Highlights of this clause and NIH implementation requirements follow:

I 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 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 II., 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.

B. 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.

C. Mail an original and 1 copy of the itemized invoice to:

National Institutes of Health Office of Financial Management, Commercial Accounts

2115 East Jefferson Street, Room 4B-432, MSC 8500 Bethesda, MD 20892-8500

For inquiries regarding payment call: (301) 496-6088

In order to facilitate the prompt payment of invoices, it is recommended that the vendor submit a photocopy of the invoice to the “Consignee” designated for the acquisition in blocks 6A – 6E of the face page of the Order/Award document.

II. INVOICE PAYMENT

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.

III. 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.

IV. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS

SUBCONTRACTORS, FAR 52.232-40 (DEC 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.

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.