Attachment_3_FOAddendum_2014.docx

ADDENDUM TO TERMS AND CONDITIONS OF PURCHASE ORDER

“HIV/AIDS Community Information Outreach Project 2014”

A. ADDENDUM

1. TRANSPORTATION & SHIPPING TERMS

The F.O.B. point for this Purchase Order is indicated in block 11 of page 1 of the Purchase Order document. The following provides an explanation of F.O.B. points as defined in the FAR, Part 47, and are applicable to this Purchase Order.

"F.O.B." means free on board. This term is used in conjunction with a physical point to determine (a) the responsibility and basis for payment of freight charges and (b) unless otherwise agreed, the point at which title for goods passes to the buyer or consignee.

"F.O.B. Origin" means free on board at origin; i.e., the seller or consignor places the goods on the conveyance by which they are to be transported. Unless this Purchase Order provides otherwise, the cost of shipping and risk of loss are borne by the buyer or consignee (Government).

ATTACHMENT 3

RFQ No. NIHLM2014106(B) Full and Open

For this Purchase Order, "F.O.B. Origin" is to be interpreted as "F.O.B. Origin Freight Prepaid." All items will be delivered to the Division of Specialized Information Services (SIS), National Library of Medicine/NIH, 6707 Democracy Blvd., Suite 510, Bethesda, Maryland 20892-5467. The vendor is responsible for prepaying the freight charges and shall bill freight charges as a separate line item on the invoice.

"F.O.B. Destination" means free on board at destination; i.e., the seller or consignor delivers the goods on seller's conveyance at destination. Unless the Purchase Order provides otherwise, the cost of shipping and risk of loss are borne by the seller or consignor (Contractor).

For this Purchase Order, "F.O.B. Destination" is to be interpreted as "F.O.B. Destination, within Consignee's Premises." The vendor will prepay all freight charges and will deliver to the Division of Specialized Information Services (SIS), National Library of Medicine/NIH, 6707 Democracy Blvd., Suite 510, Bethesda, Maryland 20892-5467. The vendor may not bill for shipping charges, except as described under "Special Shipping/Handling Charges" below.

2. SPECIAL SHIPPING/HANDLING CHARGE (FOR F.O.B. DESTINATION ONLY)

Special shipping/handling charges for overnight express shipments, shipments requiring special shipping containers and shipments requiring wet/dry ice may be authorized under this Purchase Order. "F.O.B. Special" means that special shipping or handling charges are authorized as specifically detailed in an addendum to the Purchase Order. For those items, delivery will be to a specific room with the building specified at the time of order. The vendor is responsible for prepaying the special shipping/handling charges and shall bill for them as a separate line item.

3. DELIVERY OF MATERIAL/SERVICES

Delivery schedules will be negotiated by the authorized ordering official at the time the order is placed. The delivery of goods and services must be performed between the hours of 8:30 a.m. and 4:30 p.m., Monday through Friday, except when special arrangements are made by the ordering official.

All shipments delivered herein shall be addressed as directed by the ordering official and marked as indicated below.

Purchase Order Number: HHSN2762012#####P Division of Specialized Information Services (SIS) National Library of Medicine/NIH 6707 Democracy Blvd., Suite 510 Bethesda, MD 20892-5467

4. All shipments/deliveries/services under this purchase order shall be accompanied by a delivery ticket or packing slip and shall contain the following:

e. Quantity, Unit Price and Extension of Each Line Item, Less any Applicable

g. Name, Building and Room Number of Person Placing Order

h. Delivery/Consignee Address

Upon delivery, the receiving activity shall sign the packing slip/delivery ticket and retain one copy. One copy may subsequently be required to support the invoice.

5. REPORTING REQUIREMENTS

During the course of the project, the organization shall prepare and submit the following reports:

1. Quarterly Reports: Include a narrative description of the activities during the reporting period and the activities planned for the ensuing reporting period. As a minimum, this report shall include progress toward the major objectives of the project and any problems encountered and steps taken to resolve them. Quarterly reports should be submitted every 3-4 months (ex. Oct-Dec, Jan-Mar, April-June, and July-Sept).

2. Final Report: The final report shall be submitted on or before the tenth day after the end of the performance period. (A sample copy of the final report format is attached).

Copies of the above items shall be addressed and delivered to the following individuals in the quantities specified below:

Report # of Copies Addressee

Services (SIS)

National Library of Medicine/NIH 6707 Democracy Blvd., Suite 105 Bethesda, MD 20892-5488

**Quarterly Reports and Final Reports submitted must include a purchase order number (i.e. HHSN2762013#####P) **

6a. INSPECTION AND ACCEPTANCE

Inspection and acceptance will be at destination, unless otherwise provided. Until delivery and acceptance, and after any rejections, risk or loss or damage will be on the vendor unless loss or damage results from negligence of the Government.

6b. INSPECTION AND ACCEPTANCE PERIOD

The Government reserves the right to an inspection period of not more than five (5) calendar days from the date of receipt of supplies or services prior to acceptance. The receiving report, entered into the National Institutes of Health (NIH) System by the appropriate official, constitutes acceptance and will be acknowledged to the payment office NIH, Office of Financial Management (OFM), no later than five (5) calendar days after receipt of supplies or services.

7. BILLING INSTRUCTIONS

The invoice instructions and directions for submission of a “proper” invoice are listed below. Invoices may be submitted daily, weekly, or monthly at the discretion of the Contractor, however, invoices shall not be submitted until goods have been delivered or services performed.

1. Invoices shall be submitted concurrently as follows:

a. The original summary invoice as detailed below to the following designated office.

Mail all Original Invoices Directly to:

National Institutes of Health/OFM Commercial Accounts, Rm. 4B432 2115 East Jefferson Street, MSC 8500 Bethesda, MD 20892-8500

Inquiries relating to payment may be directed to:

Chief, Accounts Payable Section, OFM, APB - Telephone: (301) 496-6088, between the hours of 8:30 a.m. – 4:30 p.m. (EST).

b. One Copy of the summary invoice and one copy of the detailed invoice to:

Division of Specialized Services (SIS) National Library of Medicine/NIH 6707 Democracy Blvd., Suite 510 Bethesda, MD 20892-5467

ATTN: COR

2. Summary invoice

This invoice must summarize the charges and include the following information:

· Name and address of the Contractor/Vendor.

· Name of the Office of Acquisitions.

· Central Point of Distribution.

· Identification of whether payment is to be made using a two-way or three-way match.

· Invoice date.

· Order number, and where applicable, main agreement number (e.g., Purchase Order, BPA, contract).

· Description, quantity, unit of measure, unit price, and extended price of supplies delivered or service performed.

· Shipping and payment terms (e.g., shipment number and date of shipment, prompt payment discount terms).

· Name and complete mailing address where payment is to be sent per ACH information on record.

· Name (where practicable), title, telephone number and mailing address of person to be notified in event of a defective invoice.

· DUNS number or DUNS+4, as registered in CCR.

· Vendor Identification Number. (Note: This only applies to new purchase orders, task/delivery orders, and BPAs awarded on/after June 4, 2007. The Vendor Identification Number is a 7 digit number that appears after the vendor’s name on the face page of the award document in the block where the contractor’s name and address appear.)

· Any other information or documentation required by the order (e.g., evidence of shipment).

NIH contractors and vendors are also reminded that it is their responsibility, unless exempt by FAR 4.1102(a), to ensure the completeness and accuracy of the information in the Central Contractor Registration (CCR) database. Contractors and vendors that are not registered in CCR must ensure that NIH has current, accurate, and complete data to process its payment requests. The Government is not responsible for late payments that result from inaccurate or incomplete data

8. PROMPT PAYMENT

FAR 52.232-25, Prompt Payment (OCT 2008) is supplemented with the following:

a. The Prompt Payment Act, Public Law 97-177, (96 Stat. 85, 31 U.S.C. 1801) is applicable to payments under this purchase order and requires payment to vendors of interest on overdue payments and improperly taken discounts.

b. Determinations of interest due will be made in accordance with the provision of the Prompt Payment Act and the above referenced clause.

9. RETURNED INVOICES

Invoices will be returned for: 1) failing to cite an order number; 2) citing an invalid order number; or 3) having other discrepancies on the invoice.

Resolution and correction of the invoice will require the vendor to contact the ordering official (Person placing the order).

10. PROJECT OFFICER

The following Contracting Officer’s Representative (COR) will represent the Government for the purpose of this delivery order:

TBD

The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the Statement of Work and any other technical performance requirements; (3) performing technical evaluations as required; (4) performing technical inspections and acceptance required by this delivery order; and (5) assisting in the resolution of technical problems encountered during performance.

The Contracting Officer is the only person with authority to act as agent of the Government under this delivery order. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the Statement of Work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the Contractor of any costs incurred during the performance of this delivery order; or (5) otherwise change any terms and conditions of this delivery order.

The Government may unilaterally change it’s COR designation.

11. EQUIPMENT PURCHASES

Projects involving the purchase of computer equipment should submit the following information to the NLM Office of Acquisitions:

· Price Quotes: Three price quotes from 3 different vendors for the selected computer item.

· Memo: The Memo shall state the selection of the vendor and item, including justification for the selection.

Mail the correspondence to:

Robin Hope Contracting Officer Office of Acquisitions (OA) National Library of Medicine/NIH 6707 Democracy Blvd., Suite 105 Rockville, MD 20894-5488 Fax: (301) 402-0642 hoperv@mail.nlm.nih.gov

Submissions to NLM should be sent by E-mail.

The Contracting Officer will provide written authorization for purchase of computer equipment, upon satisfactory review of your request.