Attachment 1_Statement of Work.pdf

STATEMENT OF WORK (SOW)

1.0 TITLE

National Cancer Institute (NCI) Director’s Awards Support Services.

2.0 BACKGROUND

The annual NCI Director’s Awards Ceremony recognize exceptional individual, group performance, or special efforts in support of NCI’s biomedical research mission. Award categories include merit awards, outstanding mentor awards, length of service awards, and special recognitions. Federal employees and contractors, who are eligible for group awards, are awarded certificates. These awards are presented to awardees at the NCI Director’s Awards Celebration.

3.0 OBJECTIVE

The purpose of this award is to acquire services for the final development, production, and delivery of NCI Director’s awards to be distributed as part of the NCI Director’s Awards Ceremony.

4.0 CONTRACT REQUIREMENTS

Independently, and not as an agent of the Government, the Contractor shall furnish all the necessary services, qualified personnel, materials, equipment, and facilities, not provided by the Government, and specified herein, to perform the work outlined below:

4.1 Task 1: Digital Proofs and Award Edits

Within two (2) weeks of receiving the awardee list, the Contractor shall provide the Government Technical Point of Contact (TPOC) with an initial digital proof for all award types specified in the table below, before the development of individual awards for the Government’s review. This review shall allow for a minimum of three

(3) edits as needed by the Government for each award type before final approval.

4.2 Task 2: Production of NCI Awards

The Contractor shall be responsible for developing awards per the specifications defined in the table below, and as agreed based on final approved proofs. The Contractor shall ensure that the proper awardee’s name is added to the appropriate corresponding award type. The Contractor shall then inspect awards to ensure they are free of defects or errors, and then package and label them as appropriate for delivery.

DETAILED AWARD SPECIFICATIONS

LENGTH OF SERVICE (LOS) FRAMED CERTIFICATE AND PIN (30-40 YEARS)

Only 30–40-year LOS awardees will receive a framed certificate and pin.

Award Specifications:

• NCI provides the certificates with embossed seal and the pins.

• Certificates to be addressed with the awardees names, month/year, director’s title, and the director’s digital signature.

• Gold frame with an acrylic face cover

• Frame: M17-04 Frosted Gold

• Size: 14” tall x 11” wide

• Primary Mat: Museum Solids Unbuffered Cream (4ply)

• Primary Mat size: 1.5” on all sides from the frame to the 8”x10” window cut out for the certificate. A 1” square cut out at the bottom, middle, center of the frame is made for the pin to sit in.

• Accent Mat: Museum Solids Cool Gray. The accent mat outlines the certificate window and is a backdrop to the pin window.

• The back of frame includes brackets, a wire for hanging, and bumpers on all for corners of the frame.

• The LOS pin backing is secured by a plastic bumper on the back.

Packaging Specifications for Delivery:

• Individually packed in a thick plastic fitted clear bag and secured with tape.

• Each frame is labeled with the awardee name and other awardee specific information as directed by NCI.

• Packaged for delivery as detailed on the list for delivery by NCI.

• Delivery will be consistent with standard commercial practices, to ensure awards are not damaged in transit.

LENGTH OF SERVICE (LOS) COINS (10 AND 20 YEARS)

• Each coin shall be 2”x 2” personalized with years of service imprinted.

• One (1) plastic pouch per coin. Each coin will be placed in a pouch.

Packaging Specifications for Delivery:

• All LOS coins shall be packaged by year for delivery by NCI.

• Delivery will be consistent with standard commercial practices, to ensure awards are not

LENGTH OF SERVICE (50 YEARS)

• Layout Award with Government provided language and information as specified based on the final proof.

• Etch artwork on 8” Hamilton Peak Glass Award

• Box in a padded presentation box with the awardee name

Packaging Specifications for Delivery:

• Individually packed in a molded foam box and labeled with awardee name and other information as directed by NCI.

• Packaged for delivery as detailed on the list for delivery by NCI.

• Delivery shall be consistent with standard commercial practices, to ensure awards are not

MERIT NIH BLUE PADDED FOLDER AWARDS (FEDERAL EMPLOYEES AND CONTRACTORS)

Award Specifications:

• NCI provides the NIH blue padded folders.

• Digitally printed and signed certificate.

• Layout certificates with provided information to include the awardee name, award title, subcategory, citation, month/year, director’s title, and digital signature.

• Output approved certificates.

• Full color on nice, non-textured, 100 lb. cover stock

• Size: 8.5”x10”

• Insert certificates into blue padded folders.

Packaging Specifications for Delivery:

• Individually shrink-wrapped with name on the label and other information as directed by NCI.

• Packaged for delivery as detailed on the list for delivery by NCI.

• Delivery shall be consistent with standard

OUTSTANDING MENTOR AWARD (OMA)

• Vertical Gem Cut Award with 7”W x 8”H x 2” D at the base.

• Layout award with provided awardee information, and engraved with a deep etch 5”W x 6.5”H

• Box in a padded presentation box with the name

Packaging Specifications for Delivery:

• Individually packed in a molded foam box and labeled with awardee name as directed by NCI.

• Packaged for delivery as detailed on the list for delivery by NCI.

• Delivery shall be consistent with standard

5.0 GOVERNMENT RESPONSIBILITIES

The Government shall be responsible for providing the Contractor with all awardee information by award type. Additionally, the Government shall provide the Contractor with coins, pouches, LOS certificates and pins, and NIH blue padded folders. All government-provided materials shall remain the sole property of the US Government. Any excess materials provided shall be promptly returned upon completion of all tasks associated with the Purchase Order.

6.0 TYPE OF ORDER

This is a Firm-Fixed- Price Purchase Order.

7.0 PERIOD OF PERFORMANCE

The Period of Performance shall consist of one (1) 12-month base period, plus four (4), 12-month option periods as follow:

Base Period: January 31, 2025 to January 30, 2026 Option Period 1: January 31, 2026 to January 30, 2027 Option Period 2: January 31, 2027 to January 30, 2028 Option Period 3: January 31, 2028 to January 30, 2029 Option Period 4: January 31, 2029 to January 30, 2030

8.0 PLACE OF PERFORMANCE

All services shall be performed at the Contractor's facility.

9.0 PRICE SCHEDULE

Item # NCI Award Estimated

Quantity Price Per Award

Estimated Total

1 Digital Proofs and Award Edits 24 TBD TBD

2 Length of Service (LOS) Coins in Pouches (10 – 20 years)

0 TBD TBD

3 Gold frame with 30 Year Length of Service certificate and pin

25 TBD TBD

4 Gold frame with 40 Year Length of Service certificate and pin

25 TBD TBD

5 50-Year Length of Service Award 5 TBD TBD

7 Merit NIH Blue Padded Folder Awards (Federal Employees/Contractors)

500 TBD TBD

8 Outstanding Mentor Award (OMA) 3 TBD TBD

Ceiling Price: TBD

*Note: Estimated Quantities are provided for each NCI Award type to establish the Price Per unit and overall ceiling price for line items. Actual quantities of any individual NCI Award may vary. The NCI award items and quantities are subject to change for each option period.

9.1.1 Delivery report shall be sent to the Technical Point of Contact (TPOC) indicating the number of NCI Awards furnished.

9.1.2 A final report shall be sent to the TPOC indicating the number of awards furnished throughout the period of performance and broken down by award type.

10.0 CEILING PRICE

(a) The parties estimate that performance of this contract will not cost the Government more than the Ceiling Price specified in the Schedule.

(b) The Government is not obligated to reimburse the Contractor for costs incurred in excess of the Ceiling Price; and the Contractor is not obligated to continue performance under this contract in excess of the Ceiling Price specified in the Schedule, until the Contracting Officer (i) notifies the Contractor in writing that the Ceiling Price has been increased and (ii) provides a revised Ceiling Price of performing this contract.

(c) No notice, communication, or representation in any form other than that specified in paragraph (b) of this clause, or from any person other than the Contracting Officer, shall affect this contract’s Ceiling Price to the Government. In the absence of the specified notice, the Government is not obligated to reimburse the Contractor for any costs in excess of the Ceiling Price.

(d) Changes shall not be considered an authorization to exceed the Ceiling Price to the Government specified in the Schedule, unless they contain a statement increasing the Ceiling Price.

(e) Funds remaining following receipt of the Final Invoice may be unilaterally de-obligated by the Government.

(f) This contract is divisible. In the case of default, the Contractor shall be paid for units delivered and accepted. The Contractor’s responsibility for default shall only be with respect to uncompleted work, and undelivered items.

11.0 DELIVERY

The Contractor shall coordinate delivery and tracking information with the NCI Technical Point of Contact (TPOC), TBD at award. All shipping/handling (including FOB) and delivery fees shall be included in item pricing. Depending on the location of the ceremony the awards shall be delivered to one (1) of two (2) possible delivery as followings:

Delivery Location One:

9609 Medical Center Drive Rockville MD, 20850

OR

Delivery Location Two:

NIH Bethesda Campus 9000 Rockville, Pike Bethesda, MD 20892

In addition to the individual award packaging specifications annotated under Section 4.3, shipments of awards from the Contractor’s facility to the Government’s must be packaged together in a manner that will protect awards from damage. Any award deemed to be damaged will not be accepted, and replacement awards shall be provided. Awards must be delivered to either location a minimum of two (2) days prior to award ceremony.

Note: Access to the NIH campus is restricted. As such all Contractor personnel shall be required to access campus via designated entrances where they are subject to security screening.

12.0 INSPECTION AND ACCEPTANCE CRITERIA

Pursuant to FAR clause 52.212-4, all work described in the SOW to be delivered under this contract is subject to final inspection and acceptance by an authorized representative of the Government. The authorized representative of the Government is the NCI Technical Point of Contact (TPOC), who is responsible for inspection and acceptance of all services, materials, or supplies to be provided by the Contractor.

The Technical Point of Contact (TPOC) is:

TBD at Award

Regardless of format, all digital content or communications materials produced as a deliverable under this purchase order, shall conform to applicable Section 508 Standards to allow Federal employees and members of the public with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by Federal employees or by members of the public who are not individuals with disabilities. Remediation of any materials that do not comply with the applicable Section 508 requirements as set forth below, shall be the responsibility of the Contractor.

HHS guidance regarding accessibility of documents can be found at:

https://www.hhs.gov/web/section-508/accessibility-checklists/index.html

Federal government-wide guidance regarding accessibility of documents can be found at https://www.section508.gov/, including the documents describing the preferred method of authoring and testing documents produced in Microsoft Word 2013 or later, Microsoft Excel, and files formatted as PDF.

13.0 PAYMENT

Payment shall be made upon delivery, inspection, and acceptance of billed items. 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 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 considered 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.

https://www.hhs.gov/web/section-508/accessibility-checklists/index.html https://www.section508.gov/

7. Unique Entity Identifier (UEI) which is in the System for Award Management (SAM) and replaces the Dun & Bradstreet Data Universal Numbering System (DUNS) number.

8. Federal Taxpayer Identification Number (TIN). In those rare cases where a contractor does not have a UEI 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.

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.

B. NIH is using a phased transition approach from the NIH Office of Financial Management (OFM) Electronic Invoice Submission instructions to the Department of Treasury’s Invoice Processing Platform (IPP). This award will transition to IPP in the future. It is the Contractor/Vendor’s responsibility to periodically check the OALM IPP website and be prepared to transition to IPP on the designated transition date.

Until the Contractor/Vendor has transitioned to IPP as specified on the OALM IPP websitehttps://oalm.od.nih.gov/IPP>, the Contractor/Vendor must follow step-by-step instructions as stated in the NIH/OFM Electronic Invoicing Instructions for NIH Contractors/Vendors, which is included as an attachment and is on the website at https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files Questions concerning the transition to IPP should be directed to NIH-IPPinvoicing@mail.nih.gov. Questions concerning this award should be directed to the NIH Contracting Officer.

https://oalm.od.nih.gov/IPP https://oalm.od.nih.gov/IPP https://oalm.od.nih.gov/IPP https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files mailto:NIH-IPPinvoicing@mail.nih.gov

If this award is a parent indefinite delivery award or a Blanket Purchase Agreement Set-Up, then HHSAR 352.232-71 applies to all task/delivery orders or Blanket Purchase Agreement calls issued under this award.

The Contractor shall submit a copy of the electronic invoice to the following NCI TPOC:

Name- TBD at Award Email Address- TBD at Award

For inquiries regarding the status of invoices, contact OFM Customer Service via email at ofm_customer_service@incontactemail.com or via phone at 301-496-6088. To send your inquiries via other available communication methods refer to the OFM Customer Service website at https://ofm.od.nih.gov/Pages/Customer-Service.aspx.

Note: The OFM Customer Service is open Eastern Standard Time Monday – Friday from 8:30 a.m. to 5:00 p.m. and is closed between 12:00 p.m. to 1:00 p.m.

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.

mailto:ofm_customer_service@incontactemail.com https://ofm.od.nih.gov/Pages/Customer-Service.aspx

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 (March 2023)

(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, including this paragraph (c), in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial products or commercial services.

V. HHSAR 352.232-71 Electronic Submission of Payment Requests (February 2, 2022)

(a) Definitions. As used in this clause— Payment request means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), ‘‘Content of Invoices’’ and the applicable Payment clause included in this contract.

(b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Department of Treasury Invoice Processing Platform (IPP) or successor system. Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site.

(c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with HHS procedures.

(d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer’s written authorization with each payment request.

http://www.ipp.gov/