S02_Addendum.doc

ATTACHMENT 1

ADDENDUM TO TERMS AND CONDITIONS OF PURCHASE ORDER

(Revised: June 19, 2013) NIHLM2014114-Expert Services for Bibliographic Assistance for Cataloging of Germanic and Romance Language Monographs and Multi-Part Items

A. ADDENDUM

1.

YEAR 2000 COMPLIANCE

Year 2000 Compliance--Service Involving the Use of Information Technology

The vendor agrees that each item of hardware, software, and firmware used under this purchase order shall be able to accurately process date data (including but not limited to, calculating, comparing and sequencing) from, into and between the twentieth and twenty-first centuries and the Year 1999 and the Year 2000 and leap year calculations.

2.

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. 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 National Library of Medicine, Cataloging and Metadata Management Section, 8600 Rockville Pike, Building 38, Rm. 1N08, Bethesda, Maryland 20894. The cataloged monographs will be mailed/returned at the contractor’s expense.

3.

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.

4.

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 TBD National Library of Medicine

8600 Rockville Pike

Building 38A Loading Dock

Bethesda, Maryland 20894

5.

PARTIAL DELIVERIES

Payment on partial deliveries is authorized upon receipt of a proper invoice or evidence of receipt of goods or services, whichever is later.

6.

DELIVERY TICKETS

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

a.

Name of Vendor b.

Purchase Order Number c.

Date of Purchase d.

Itemized List of Supplies or Services e.

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

Date of Delivery or Shipment 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.

7.

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.

8.

INSPECTION AND ACCEPTANCE PERIOD

The Government reserves the right to an inspection period of not more than ten (10) business days from the date of receipt of supplies or services prior to acceptance. The receiving report, entered into the National Institutes of Health (NIH) Business System (NBS) by the appropriate official, constitutes acceptance and will be acknowledged to the payment office NIH, Office of Financial Management (OFM), no later than ten (10) calendar days after receipt of supplies or services. Please reference the Statement of Work for full information regarding inspection and acceptance requirements.

9.

PROMPT PAYMENT DISCOUNTS

The Prompt Payment Discount period, if any, shall commence on the final date of the billing period, or on the date of the receipt of a proper invoice for all deliveries accepted during the billing period, whichever is later.

10.

BILLING INSTRUCTIONS

The vendor shall submit an original invoice. Invoices shall be submitted monthly.However, invoices shall not be submitted until goods have been delivered or services performed.

The Contractor/Offeror's name and Vendor Identification Number must agree with the vendor's name and Vendor Identification Number on the purchase order.

Mail all Original Invoices Directly to:

National Institutes of Health OFM, Commercial Accounts, Room 4B-432 2115 East Jefferson St. MSC 8500 Bethesda, Maryland 20892-8500 In addition, the Contractor is required to submit invoices electronically to the COR.

The contact information of the COR will be provided at the time of the award.

For simplified acquisitions, the procedures for submitting invoices to the Office of Financial Management, Commercial Accounts, remain the same. However, effective June 4, 2007, payment requests under simplified acquisitions will be slightly modified. For Blanket Purchase Agreement Records of Call (which will be renamed BPA Calls), Purchase Orders, Professional Services Orders, Repair Orders, and Reprint Orders (all of which will be renamed Purchase Orders), and Contract Records of Call (which will be renamed task orders/delivery orders), the following information must be included on all invoices:

· Name and address of the Contractor/Vendor.

· Invoice date.

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

· Central Point of Distribution: NLM COAC (always)

· Payment is to be made using: a three-way match (always)

· Freight or Delivery Charges: All freight and delivery charges must be identified as a separate line item on the invoice.

· 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.

If you have any questions, please contact your Contracting Officer or Contract Specialist.

Inquiries relating to payment may be directed to:

Accounts Payable Section, OFM

Telephone: (301) 496-6088

In order to facilitate the prompt payment of invoices for "Service Type Purchase Orders" e.g. Professional Services, Programming Services, it is recommended that the vendor submit a photocopy of the invoice to the Project Officer designated for the acquisition.

11.

PROMPT PAYMENT

FAR 52.232-25, Prompt Payment (JUN 1997) 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.

12.

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. A valid order number consists of a four (4) alpha characters (HHSN), a three (3) digit number (276), a four (4) fiscal year digit number, follow with a five (5) digit number and an alpha character, e.g. HHSN200712345P or HHSN200712345U.

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

13.

OPTION PROVISIONS

a. FAR 52.217-8, Option to Extend Services (NOV 1999) “(a)… The Contracting Officer may exercise the option by written notice to the Contractor within thirty (30) calendar days prior to the expiration date of the purchase order.”

b. FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000)

“(a) The Government may extend the term of this delivery order by written notice to the Contractor within the period of performance of the delivery order; provided that the Government shall give the Contractor a preliminary written notice of its intent to extend at least thirty (30) days before the delivery order expires.”

“(c) The total duration of this delivery order, including the exercise of any option under this clause, shall not exceed 60 months.”

c. Base and Option Period Quantities/Periods of Performance

Base Period: Period of Performance: on or about June 1, 2014-May 31, 2015

Task I-II = 600-1500 titles cataloged Option Period One: Period of Performance: on or about June 1, 2015-May 31, 2016

Option Period Two: Period of Performance: on or about June 1, 2016-May 31, 2017

Option Period Three: Period of Performance: on or about June 1, 2017—May 31, 2018

Option Period Four: Period of Performance: on or about June 1, 2018-May 31, 2019