Ordering Instructions and GPC Information.docx

ORDERING INFORMATION

1. ORDERING INFORMATION:

1.1. The Contractor shall provide animal testing services, as described in the PWS and associated contract documents when requested by the Contracting Officer (CO), an authorized Government Purchase Card (GPC) Ordering Officer or authorized representative during the ordering period specified in paragraph 1.6. below. Orders made hereunder may be written, via a Delivery Order issued on a SF1449 by the CO, or oral, via notification from an authorized GPC Ordering Officer.

1.1.1. Animal testing services purchased under the IDIQ shall be limited to the items specified in the PWS.

1.2. The following offices are hereby authorized to place orders under the IDIQ:

US Army Medical Research Acquisition Activity (USAMRAA) 808 Schrieder Street Fort Detrick, Maryland 21702

US Army Medical Institute of Infectious Diseases (USAMRIID) 1425 Porter Street Fort Detrick, Maryland 21702

US Army Medical Institute of Infectious Diseases (USAMRIID) 8100 Research Plaza Fort Detrick, MD 21702

1.3. For orders falling below $25,000.00, USAMRIID Government Purchase Card (GPC) Ordering Officers will be placing phone/email orders directly with the contractor for one-time deliveries. GPC Ordering Officers will provide a GPC Order Number, for tracking and identification purposes, and a credit card number at the time the orders are placed. The GPC Order Number shall consist of the IDIQ Number followed by the Fiscal Year the order is placed and GPC Order Number. For example: HT942525DXXXX-25-0001.

The GPC Ordering Officer(s) authorized to place orders directly with the contractor are listed below:

To be completed at time of award

1.4. For orders exceeding $25,000.00, a USAMRAA Contracting Officer (CO) will order equipment against the IDIQ contract through issuance of written delivery orders, via a SF 1449, signed by the CO. Delivery Order will be executed in writing by the CO and transmitted electronically via e-mail.

1.4.1. Written delivery orders shall contain the following “minimum” information:

- Date of Order

- IDIQ Number and order number

- Item Number, description, quantity, and unit price

- Delivery Date and place of delivery

- Accounting and appropriation data

- Payment Office address

- Invoicing Instructions

1.4.2. Except as specified in paragraphs 1.2. and 1.3. above, no order, statement, or conduct of Government personnel who visit the contractor's facility or in any other manner communicate with contractor personnel during the performance of this contract shall constitute a change under the "Changes" clause of this contract.

1.4.3. The contractor shall not comply with any order, direction or request of Government personnel unless it is issued in writing and signed by the CO; is ordered by an authorized GPC Ordering Officer referenced in paragraph 1.2. above, or, pursuant to specific authority otherwise included as a part of this contract.

1.4.4. The CO is the only person authorized to approve changes in any of the requirements of this contract and, notwithstanding provisions contained elsewhere in this contract, the said authority remains solely the CO's. In the event the contractor effects any change at the direction of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in charges incurred as a result thereof.

1.5. All items ordered under the IDIQ shall be shipped FOB Destination.

1.6. The IDIQ contract shall consist of one, 60-month ordering period. The estimated ordering period is 30 September 2025 through 29 September 2030.

1.7. The contractor shall identify all correspondence, reports, and other pertinent papers in connection with the IDIQ by imprinting thereon the Delivery Order and IDIQ number, plus any other references furnished by the CO.

1.8. Modification to the contract may be requested by either party by contacting the Contracting Officer, in writing. The Contracting Officer shall review and reserves the right to issue or reject the requested modification. All parties shall be notified in writing should any modification requests be sent.

1.8.1. No verbal statement by any person, and no written statement by anyone other than the Contracting Officer (CO), or his/her authorized representative acting within the scope of his/her authority, shall be interpreted as modifying or otherwise affecting the terms of this contract. All requests for interpretation or modification shall be made in writing to the CO or Contract Specialist.

1.9. Certification by the Government of satisfactory goods or services provided is contingent upon the contractor performing in accordance with the terms and conditions of the IDIQ and all delivery orders issued against the IDIQ. Items shall be returned to the contractor if they do not meet the specifications in the Delivery Order at receipt inspection.

2. CONTRACTORS ORDERING ADDRESS AND PAYMENT INFORMATION:

3. DELIVERY:

3.1. Unless otherwise agreed to, all final deliveries under this contract must be accompanied by a delivery ticket/sales slip and at a minimum must contain the following information:

- Contract Number

- Date of Order

- Place of Delivery

- Name of Contractor

- Name of Authorize Caller

- Itemized list of supplies

- Quantity and unit price

3.2. The contractor shall provide specified animal testing service to the following locations on the date specified in each order. Services will be accepted Monday – Friday, 0800 – 1500 hours at the various locations referenced in 1.2 and as coordinated with the POCs specified in 3.3 below.

3.3. All services shall be coordinated with the following Points of Contact (POCs):

USAMRIID POC: To be completed at time of award

4. REPORTS:

4.1. Quarterly GPC Report of Orders - The contractor and GPC Ordering Officer(s) shall each submit an electronic, quarterly report of GPC purchases within 15 calendar days after the close of each quarter. Each quarter will end on 31 March, 30 June, 30 September and 31 December. The reports shall be from the first day of the quarter to the last day of the quarter. Reports shall reflect, at a minimum, IDIQ number, delivery order number, date of order, item description, quantity ordered, total dollar amount of each delivery order, and authorized ordering official’s name. Reports shall be sent via email to the COR, Contracting Officer and the Contract Specialist. Refer to Attachment 1 - Quarterly GPC Report of Orders for a sample report.

4.2. The IDIQ will be reviewed annually starting in October 2025 and revised as necessary to conform to the requirements of the Federal Acquisition Regulation.

4.2.1. The contractor shall provide the Contracting Office with a copy of any changes to the price list no more than once a year to incorporate into the IDIQ contract.

5. INVOICING:

5.1. A copy of the invoice for each order (Written Delivery Orders and GPC Orders) shall be submitted to the Contracting Officer’s Representative (COR), via email, within 30 days of delivery.

5.2. All invoices for written delivery orders, issued by the CO, shall be submitted in Wide Area Workflow (WAWF) in accordance with the invoicing instructions in each delivery order.

5.3. The Government point of contact may reject or require correction of any deficiencies found in the invoice or receiving report. In the event of a rejected invoice or receiving report, the contractor shall be notified in writing by the Government point of contact with the specific reasons for rejection.

6. MINIMUM GUARANTEE

6.1. The guaranteed minimum order under the IDIQ resultant from this solicitation is $25,000.00. The guaranteed minimum is a single order that is placed as the initial order after contract award.

7. CONTRACTING OFFICER’S AUTHORITY

The Contracting Officer (CO) assigned to this contract has responsibility for ensuring the performance of all necessary actions for effective contracting, ensuring compliance with the terms of the contract and safeguarding the interests of the United States in its contractual relationships. The CO is the only individual who has the authority to enter into, administer, or terminate this contract and is the only person authorized to approve changes to any of the requirements under this contract, and notwithstanding any provision contained elsewhere in this contract, this authority remains solely with the CO. It is the Contractor’s responsibility to contact the CO immediately if there is even the appearance of any technical direction that is or may be outside the scope of the contract. The Government will not reimburse the Contractor for work the CO did not authorize and/or for work outside the scope of the contract. The Contractor shall immediately notify the CO for clarification when a question arises regarding the authority of any person to act for the CO under the contract.