SOLICITATION NOTICE
V -- Transportation Services for the NCI Office of the Director
- Notice Date
- 8/17/2018
- Notice Type
- Presolicitation
- NAICS
- 485999
— All Other Transit and Ground Passenger Transportation
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions, 9609 Medical Center Drive, Room 1E128, Rockville, Maryland, 20852, United States
- ZIP Code
- 20852
- Solicitation Number
- N02CO85005-33
- Archive Date
- 8/24/2018
- Point of Contact
- William T. Neal, Phone: 2402765433, Jolomi Omatete, Phone: 2402766561
- E-Mail Address
-
william.neal@nih.gov, jolomi.omatete@nih.gov
(william.neal@nih.gov, jolomi.omatete@nih.gov)
- Small Business Set-Aside
- Woman Owned Small Business
- Description
- Title: Transportation Services for the NCI of the Director Document Type: Combined Synopsis/Solicitation Notice Solicitation Number: N02CO85005-33 Proposed Posted Date: 08/17/2018 Proposed Response Date: 08/23/2018 3:00 PM ET Classification Code: R499 - Other Professional Services NAICS Code: 485999 - All Other Transit and Ground Passenger Transportation Business Size Standard: $15.0 million Contracting Office Address Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions, 9609 Medical Center Drive, Room 1E134, Bethesda, MD 20892, UNITED STATES. Non-USPS mail such as Fedex, UPS and other private carriers please use Rockville, MD 20850. This is a combined synopsis/solicitation for commercial items, prepared in accordance with format in FAR 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation and a separate written solicitation will not be issued. This solicitation: No. N02CO85005-33 includes all applicable provisions and clauses in effect through FAR FAC 2005-99 (July 2018) simplified procedures for commercial items. Only one award will be made as a result of this solicitation. This will be awarded a firm fixed price order. The period of performance will be September 1, 2018 through August 31, 2019 months from the date of award of the contract. BACKGROUND The NCI Director and other high level staff members are required to attend Congressional budget hearings, meet with international dignitaries, and speak at various meetings in and around the DC metro area. Due to the importance of these meetings and the valuable time of the Director, Deputy Director and others, it is imperative that they be able to spend as little time traveling to these meetings as possible. Having a driver available at all times and at a moment's notice for this purpose has been found to be the most effective solution. OBJECTIVE The purpose of this acquisition is to procure transportation services for the NCI Director and other high-level staff members. The NCI Immediate Office of the Director owns a vehicle that is specifically assigned and reserved for this purpose and needs a contracted driver to be available as necessary. The driver will need to be on-site and be available as described in the Scope below SCOPE The contractor shall provide an insured licensed driver who will operate a variety of light motor vehicles to accommodate the National Cancer Institute. The contractor shall transport the Director and other key staff members to designated destinations in and around the Washington, D.C. metro area, including Maryland and Virginia. As such, a good working knowledge of the locations of various government offices, Capitol Hill and traffic patterns in the metropolitan area is required. Over the past year the average driving time per week is 16 hours. Trips will vary from short drives on the NIH campus to NCI Ft Detrick in Maryland, to the Pentagon, White House, Health and Human Services located in the Humphrey Building, and Capitol Hill in the District of Columbia. The Contractor shall review the NCI director's schedule to determine approximately how many trips will be required for the coming month. The Contractor shall be available on short notice (notice may be as little as fifteen minutes), be available to work outside normal working hours and be reachable via wireless e-mail access. An estimate of 8 overtime hours may be provided per month. The contractor shall perform and adhere to the following: Contractor-Operated Motor Vehicles The contractor shall use the motor vehicle for official government purposes only. Motor vehicles shall only be operated by personnel who meet applicable Federal, State, local law. Motor vehicle operators shall have the following items in his or her possession while operating a Government vehicle: a. A valid driver's license from a state, the District of Columbia, Puerto Rico or a U.S. territory/possession; b. A valid agency personal identification card; and, c. A daily driving log. The contractor shall complete the NIH Form 1382-2 Motor Vehicle Trip Ticket annually. Smoking is prohibited in all Government and leased passenger vehicles. This policy includes the vehicles assigned to NCI. Authority to operate any motor vehicle may be suspended or revoked for cause at any time. The authority shall not be restored until the operator involved has been found to be fully qualified. Records of such suspensions shall be annotated and recorded in the driver's qualification record. Safety Belts The contractor shall ensure that all occupants of the vehicle comply with Executive Order 12566, "Safety Belt Use Requirements For Federal Employees," which mandates use of safety belts in Federal vehicles and on Federal property and Executive Order 13043. The contractor shall take additional precautions when driving in special conditions, such as at night, during the winter, in fog, and on freeways. Drivers are required to drive defensively and to be prepared for the mistakes of others. Safe and Proper Operation of Motor Vehicles Individuals issued motor vehicles are responsible for the safe and proper operation of the vehicle, including: a. Performing a pre-operational inspection of the vehicle to assure that all safety equipment (lights, wipers etc.) are operational and that all fluids are within operating manual requirements. b. Locking and securing the vehicle when it is not in use; c. Observing traffic and parking regulations (vehicle operators are responsible for any and all fines associated with traffic and parking violations); d. Complying with the "Government Vehicle Operator's Guide to Operating Responsibility, Service Requirements and Emergency Procedures" booklet in the glove compartment of the vehicle. This booklet contains accident reporting procedures and instructions for paying for fuel and other services or repairs needed. The employee's organization reimburses all other incidental expenses (e.g., parking fees, tolls) through the Form SF 1164 "Claim for Reimbursement for Expenditures on Official Business." Security Procedures for Vehicles Security of Government vehicles is, primarily, the responsibility of the operator. All vehicle operators will: • Lock the vehicle when it is not in use. • Remove keys from the ignition of an unattended vehicle. • Close all the vehicle windows when it is not in use. • Park the vehicle in a well-lit area. • Immediately report any suspicious activity to the NIH police or the local police department if the vehicle is located off-campus. Official Use of Motor Vehicles Government motor vehicles shall be used only for official purposes. Government vehicles shall not be used for transportation between an individual's home and place of employment without the expressed written approval of the Secretary of Health and Human Services. Federal, HHS and NIH regulations prohibit the use of vehicles as transportation to or from unofficial activities including, but not limited to trips to banks, credit unions and stores. This prohibition includes stopovers for personal reasons during official trips. All Government-owned and leased motor vehicles shall be operated and used by HHS officers, employees and contractors in a manner that does not bring discredit or public ridicule to the Department, or the appearance of impropriety. Hand Held Phones and other Wireless Devices The General Services Administration‘s FMR Bulletin B-2 discourages the use of hand held wireless phones while operating Government Vehicles. A number of states and local jurisdictions have made it illegal to use hand held wireless phones while operating a motor vehicle. To enhance motor vehicle safety, anyone operating a Government vehicle is not permitted to use a hand-held wireless phone or other wireless devices while the vehicle is moving. If the operator of a Government vehicle is ticketed or involved in an accident due to the use of a hand-held phone or other device, the operator will be fully responsible for any legal action that may result. Motor vehicle operator shall park vehicles to use hand held wireless phones or other wireless devices. Use in moving vehicles is prohibited. Reporting Accidents All motor vehicle accidents shall be reported to the NIH Fleet Manager. Accidents that have been determined to be the fault of the government motor vehicle operator may be reviewed by a Board of Survey. If gross negligence has been determined, a copy of the results of the Board of Survey shall be provided to the Department Fleet Manager. Standard Form 91, Motor Vehicle Accident Report, or suitable NIH form should be completed by the vehicle operator at the time and scene of the accident, even if damage to the vehicle is not noticeable. In addition, a Standard Form 94, Statement of Witness, should be completed by any witness to the accident. Accidents involving motor vehicle managed by the GSA Fleet must be reported to GSA in accordance with FPMR 101-39.4. - See attached web address https://policymanual.nih.gov/26101-38- or here http://olao.od.nih.gov/division-logistics-services/transportation-management-branch/government-vehicles-agency-assigned#vehicleUsage 1.0 TYPE OF ORDER This is a firm fixed price purchase order. 2.0 PERIOD OF PERFORMANCE The period of performance shall be from September 1, 2018 through August 31, 2019. 3.0 PLACE OF PERFORMANCE NIH/NCI - 9000 Rockville Pike, Bethesda MD, 20892 8.0 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE A report of the number of trips taken each month, and number of hours driven shall be submitted electronically to the COR in Microsoft Word or Excel 2016, unless approved by the COR, every three months, per the following deliverable schedule: DELIVERABLE DELIVERABLE DESCRIPTION / FORMAT REQUIREMENTS DUE DATE Sept.-Nov. Trips Dec.-Feb. Trips Mar.-May Trips June-Aug Trips Number of Trips and Hours Driven Report in MS Word or Excel format 15 days after end of third month PROVISIONS AND CLAUSES The following FAR provisions and clauses apply to this acquisition: FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (November 2017) - with Addenda [Representation By Corporations Regarding an Unpaid Delinquent tax Liability or a Felony Conviction Under Any Federal Law and FAR 52.204-6, Unique Entity Identifier (October 2016)] FAR 52.212-4, Contract Terms and Conditions - Commercial Items (January 2017) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (November 2017) FAR 52.237-3, Continuity of Services (Jan 1991) The Contractor shall comply with the FAR clauses in this paragraph that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: FAR 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) FAR 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2016) FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Oct 2015) FAR 52.219-8, Utilization of Small Business Concerns (Nov 2016) FAR 52.219-28, Post Award Small Business Program Representation (Jul 2013) FAR 52.222-3, Convict Labor (June 2003) FAR 52.222-21, Prohibition of Segregated Facilities (Apr 2015) FAR 52.222-26, Equal Opportunity (Sept 2016) FAR 52.222-35, Equal Opportunity for Veterans (Oct 2015) FAR 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) FAR 52.222-37, Employment Reports on Veterans (FEB 2016) FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) FAR 52.222-54, Employment Eligibility Verification (OCT 2015) FAR 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) FAR 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) FAR 52.232-33, Payment by Electronic Funds Transfer System for Award Management (Jul 2013) Quotation Submission / Instructions FAR 52.212-1, Instructions to Offerors-Commercial Items (January 2017) FAR 52.212-2, Evaluation - Commercial Items (October 2014) BASIS FOR AWARD: Selection of an offeror for award will be based on an evaluation of proposals against five factors. The factors, in order of importance are: Technical Approach, Experience, Expertise of Staff, 4. Past Performance, and 5. Price. All evaluation factors other than cost or price, when combined, are significantly more important than cost or price. However, cost/price may become a critical factor in source selection in the event that two or more offerors are determined to be essentially equal following the evaluation of all factors other than cost/price. The process described in FAR 15.101-1 may be employed, which permits the Government to make tradeoffs among cost or price and non-cost factors to consider award to other than the lowest price offer or other than the highest technically rated factor. The Government intends to make an award to the offeror whose proposals provide the best overall value to the Government. The evaluation will be based on the demonstrated capabilities of the prospective Contractors in relation to the needs set forth in the Combined Synopsis/Solicitation. The merits of each proposal will be evaluated carefully. Each proposal must document the feasibility of successful implementation of the requirements of the Combined Synopsis/Solicitation. Offerors must submit information sufficient to evaluate their proposals based on the detailed factors listed below. The Evaluation Process: The Government will award a contract resulting from this quotation to the responsible Contractor whose quote conforming to the quotation will be the most advantageous to the Government, price and other factors considered. The following evaluation factors shall be used to evaluate the prospective contractors and are listed in order of importance. 1. Technical Approach (60) 2. Experience and Expertise of Staff (40) 3. Past Performance (Evaluated but not scored) 4. Price (Evaluated but not scored) 1. Technical and Management Approach (60 points) • Knowledge of Federal Regulations related to handling Government Vehicles 2. Experience and Expertise of Staff (40 points) • Knowledge of NIH, NCI Frederick and other federal buildings in the DC Metro area, Ability to respond quickly and provide quick turnarounds 3. Past Performance (Evaluated but not scored) • A safe driving record during last five years/ documentation indicating Contractor can operate a vehicle in the U.S • A list of three (3) contracts providing similar services for quantitation of circulating inflammation markers currently in process that are similar in nature to the solicitation. Contracts listed may include those entered into by the Federal Government, agencies of state and local governments and commercial concerns. Include the following information for each contract or subcontract: 1. Name of Contracting Organization 2. Contract Number (for subcontracts, provide the prime contract number and the subcontract number) 3. Contract Type 4. Total Contract Value 5. Description of Requirement 6. Contracting Officer's Name and Telephone Number 7. Program Manager's Name and Telephone Number Each quoter/offeror may be evaluated on their performance under existing and prior contracts for similar products or services. The Government is not required to contact all references provided by the quoter/offeror. Also, references other than those identified by the quoter/offeror may be contacted by the Government to obtain additional information that will be used in the evaluation of the quoter/offeror's organizational experience. The Government may evaluate the offeror's past performance on organizational experience based on information obtained from references provided by the offeror, other relevant past performance on organizational experience information obtained from other sources known to the Government, and any information supplied by the offeror concerning problems encountered on the identified contracts and corrective action taken. The Government will assess the relative risks associated with each offeror. Performance risks are those associated with an offeror's likelihood of success in performing the acquisition requirements as indicated by that offeror's record of past performance. Additional Submission Instructions The quote must be prepared in two SEPARATE volumes: Volume I - "Technical Volume" and Volume II - "Price/Business Volume". Each of these parts shall be separate and complete in itself so that the evaluation of one may be accomplished independently of the evaluation of the other. The Request for Quotation (RFQ) number should be included on the front cover of each volume. Your quote must stipulate that it is predicated upon all the terms and conditions of this RFQ and signed by an official authorized to bind your organization. In addition, it must contain a statement to the effect that it is firm for a period of at least 60 days from the date of receipt thereof by the Government. This RFQ does not commit the Government to pay any of the costs associated with the preparation and submission of your quote. In addition, the Contracting Officer is the only individual authorized to legally commit the Government to the expenditure of public funds in connection with this requirement. By submitting a quote in response to this solicitation, it is understood that your quote shall become a part of the official contract file. Questions Questions relating to this acquisition shall be submitted to Contracting Officer, William Neal, via email at william.neal@nih.gov no later than 3:00 PM EST on August 21, 2018. All email inquiries shall have "Question - Solicitation # N02CO84102-33" included in the subject line. Submission Deadline Quotes are due no later than 3:00 PM EST on Thursday, August 23, 2018 to Contracting Officer, William Neal via email at william.neal@nih.gov. All quotation submissions shall have "Quotation - Solicitation # N02CO85005-33" included in the subject line. Evaluation and award will be conducted in accordance with the requirements of FAR 13.106. The Government does not anticipate requesting revisions to quotes, so Quoters should provide their best solution and price in response to the Solicitation. However, the Government reserves the right to request quote revisions that seek additional price discounts, provide revisions to the technical quote, or clarify aspects of the quote. In the event quote revisions are requested, the Government will not necessarily be seeking revisions from all Quoters. The technical volume must not contain references to price; however, resource information, such as data concerning labor hours and categories, materials, etc., must be contained in the technical volume so that the Respondent's understanding of the scope of work may be evaluated. Quoters must provide clear responses, including objectives and outcomes, to each task addressing the work to be performed in the SOW. The technical volume must reflect a clear understanding of the nature of the work being undertaken. Quotes which merely offer to conduct a project in accordance with the Government's requirements will not be eligible for award. The Government will evaluate the Quoter's price for all items/services proposed. Quotations will be evaluated for reasonableness. For a price to be reasonable, it must represent a price to the Government that a prudent person would pay when consideration is given to prices in the market. Normally, price reasonableness is established through adequate price competition. Full text copies of the representations and certifications for other cited provisions and clauses may be obtained on line at the NCI website at http://ncioa.cancer.gov/oa-internet/ or from William Neal, Contracting Officer at william.neal@nih.gov. OFFERORS: Offers must be submitted on an SF-1449 with a completed 52.212-3 Offeror Representations and Certifications-Commercial Items-with DUNS Number Addendum, signed by an authorized representative of the offeror OR provide a copy of the valid certification registrations of the offeror's System for Award Management (SAM) through sam.gov. All questions shall be in writing and may be addressed to the aforementioned individual noted above. In order to receive an award, contractors must be registered and have valid certification in the System for Award Management through sam.gov. Statement of Work 1.0 TITLE Transportation Services for the NCI Office of the Director 2.0 BACKGROUND The NCI Director and other high-level staff members are required to attend Congressional budget hearings, meet with international dignitaries, and speak at various meetings in and around the DC metro area. Due to the importance of these meetings and the valuable time of the Director, Deputy Director and others, it is imperative that they be able to spend as little time traveling to these meetings as possible. Having a driver available at all times and at a moment's notice for this purpose has been found to be the most effective solution. 2.1 OBJECTIVE The purpose of this acquisition is to procure transportation services for the NCI Director and other high-level staff members. The NCI Immediate Office of the Director owns a vehicle that is specifically assigned and reserved for this purpose and needs a contracted driver to be available as necessary. The driver will need to be on-site and be available as described in the Scope below. 3.0 SCOPE The contractor shall provide an insured licensed driver who will operate a variety of light motor vehicles to accommodate the National Cancer Institute. The contractor shall transport the Director and other key staff members to designated destinations in and around the Washington, D.C. metro area, including Maryland and Virginia. As such, a good working knowledge of the locations of various government offices, Capitol Hill and traffic patterns in the metropolitan area is required. Over the past year the average driving time per week is 16 hours. Trips will vary from short drives on the NIH campus to NCI Ft Detrick in Maryland, to the Pentagon, White House, Health and Human Services located in the Humphrey Building, and Capitol Hill in the District of Columbia. The Contractor shall review the NCI director's schedule to determine approximately how many trips will be required for the coming month. The Contractor shall be available on short notice (notice may be as little as fifteen minutes), be available to work outside normal working hours and be reachable via wireless e-mail access. An estimate of 8 overtime hours may be provided per month. 4.0 CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS The contractor shall perform and adhere to the following: Contractor-Operated Motor Vehicles The contractor shall use the motor vehicle for official government purposes only. Motor vehicles shall only be operated by personnel who meet applicable Federal, State, local law. Motor vehicle operators shall have the following items in his or her possession while operating a Government vehicle: a. A valid driver's license from a state, the District of Columbia, Puerto Rico or a U.S. territory/possession; b. A valid agency personal identification card; and, c. A daily driving log. The contractor shall complete the NIH Form 1382-2 Motor Vehicle Trip Ticket annually. Smoking is prohibited in all Government and leased passenger vehicles. This policy includes the vehicles assigned to NCI. Authority to operate any motor vehicle may be suspended or revoked for cause at any time. The authority shall not be restored until the operator involved has been found to be fully qualified. Records of such suspensions shall be annotated and recorded in the driver's qualification record. Safety Belts The contractor shall ensure that all occupants of the vehicle comply with Executive Order 12566, "Safety Belt Use Requirements For Federal Employees," which mandates use of safety belts in Federal vehicles and on Federal property and Executive Order 13043. The contractor shall take additional precautions when driving in special conditions, such as at night, during the winter, in fog, and on freeways. Drivers are required to drive defensively and to be prepared for the mistakes of others. Safe and Proper Operation of Motor Vehicles Individuals issued motor vehicles are responsible for the safe and proper operation of the vehicle, including: a. Performing a pre-operational inspection of the vehicle to assure that all safety equipment (lights, wipers etc.) are operational and that all fluids are within operating manual requirements. b. Locking and securing the vehicle when it is not in use; c. Observing traffic and parking regulations (vehicle operators are responsible for any and all fines associated with traffic and parking violations); d. Complying with the "Government Vehicle Operator's Guide to Operating Responsibility, Service Requirements and Emergency Procedures" booklet in the glove compartment of the vehicle. This booklet contains accident reporting procedures and instructions for paying for fuel and other services or repairs needed. The employee's organization reimburses all other incidental expenses (e.g., parking fees, tolls) through the Form SF 1164 "Claim for Reimbursement for Expenditures on Official Business." Security Procedures for Vehicles Security of Government vehicles is, primarily, the responsibility of the operator. All vehicle operators will: • Lock the vehicle when it is not in use. • Remove keys from the ignition of an unattended vehicle. • Close all the vehicle windows when it is not in use. • Park the vehicle in a well-lit area. • Immediately report any suspicious activity to the NIH police or the local police department if the vehicle is located off-campus. Official Use of Motor Vehicles Government motor vehicles shall be used only for official purposes. Government vehicles shall not be used for transportation between an individual's home and place of employment without the expressed written approval of the Secretary of Health and Human Services. Federal, HHS and NIH regulations prohibit the use of vehicles as transportation to or from unofficial activities including, but not limited to trips to banks, credit unions and stores. This prohibition includes stopovers for personal reasons during official trips. All Government-owned and leased motor vehicles shall be operated and used by HHS officers, employees and contractors in a manner that does not bring discredit or public ridicule to the Department, or the appearance of impropriety. Hand Held Phones and other Wireless Devices The General Services Administration FMR Bulletin B-2 discourages the use of hand held wireless phones while operating Government Vehicles. A number of states and local jurisdictions have made it illegal to use hand held wireless phones while operating a motor vehicle. To enhance motor vehicle safety, anyone operating a Government vehicle is not permitted to use a hand-held wireless phone or other wireless devices while the vehicle is moving. If the operator of a Government vehicle is ticketed or involved in an accident due to the use of a hand-held phone or other device, the operator will be fully responsible for any legal action that may result. Motor vehicle operator shall park vehicles to use hand held wireless phones or other wireless devices. Use in moving vehicles is prohibited. Reporting Accidents All motor vehicle accidents shall be reported to the NIH Fleet Manager. Accidents that have been determined to be the fault of the government motor vehicle operator may be reviewed by a Board of Survey. If gross negligence has been determined, a copy of the results of the Board of Survey shall be provided to the Department Fleet Manager. Standard Form 91, Motor Vehicle Accident Report, or suitable NIH form should be completed by the vehicle operator at the time and scene of the accident, even if damage to the vehicle is not noticeable. In addition, a Standard Form 94, Statement of Witness, should be completed by any witness to the accident. Accidents involving motor vehicle managed by the GSA Fleet must be reported to GSA in accordance with FPMR 101-39.4. - See attached web address https://policymanual.nih.gov/26101-38- or here http://olao.od.nih.gov/division-logistics-services/transportation-management-branch/government-vehicles-agency-assigned#vehicleUsage 5.0 TYPE OF ORDER This is a firm fixed price purchase order. 6.0 PERIOD OF PERFORMANCE The period of performance shall be from September 1, 2018 through August 31, 2019. 7.0 PLACE OF PERFORMANCE NIH/NCI - 9000 Rockville Pike, Bethesda MD, 20892 8.0 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE A report of the number of trips taken each month, and number of hours driven shall be submitted electronically to the COR in Microsoft Word or Excel 2016, unless approved by the COR, every three months, per the following deliverable schedule: DELIVERABLE DELIVERABLE DESCRIPTION / FORMAT REQUIREMENTS DUE DATE Sept.-Nov. Trips Dec.-Feb. Trips Mar.-May Trips June-Aug Trips Number of Trips and Hours Driven Report in MS Word or Excel format 15 days after end of third month 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. 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: II 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 C. 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. D. 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) c) 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. d) 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.
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- Address: National Institutes of Health, National Cancer Institute, 9609 Medical Center Drive, Room 1E148, MSC 9705, Bethesda, Maryland 20892-9705, Bethesda, Maryland, 20892, United States
- Zip Code: 20892
- Zip Code: 20892
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