Mortuary Services for Patient Support Services Department

Form / Attachment / Pricing Sheet

This document outlines the "Invoice and Payment Provisions" for vendors, detailing the requirements for submitting invoices and the procedures for payment, including transition to the Invoice Processing Platform (IPP).

• Invoice Requirements: Specifies that invoices must be "Original" and include 12 detailed items, such as Vendor/Contractor information, Remit-to address, Invoice date, unique invoice numbers, NBS document numbers, Unique Entity Identifier (UEI), Federal Taxpayer Identification Number (TIN) or Vendor Identification Number (VIN), a three-way match identification, and detailed descriptions of supplies/services matching the award.
• Shipping Costs: Reimbursed only if authorized and must be itemized. Costs exceeding $100 require a bill of lading or paid carrier's receipt.
• Submission: Invoices must be submitted electronically to the Department of Treasury's Invoice Processing Platform (IPP) at https://www.ipp.gov, with a copy to the Approving Official (Contracting Officer) and Technical Point of Contact or Contracting Officer's Representative.
• Payment Due Date: Generally the later of 30 days after receipt of a proper invoice or 30 days after Government acceptance of supplies/services. Specific rules apply for certain perishable goods.
• Interest Penalties: Applicable if payment is not made by the due date under specific conditions, including receipt of a proper invoice and Government processing of a receiving report.
• Accelerated Payments to Small Business Subcontractors: Contractors must make accelerated payments to small business subcontractors upon receipt of accelerated payments from the Government.
• Electronic Submission: Mandates electronic submission of payment requests via IPP, unless alternate procedures are authorized in writing by the Contracting Officer.

This document is critical for vendors to understand how to correctly submit invoices to ensure timely payment. It details specific data requirements for invoices, the submission platform (IPP), payment timelines, and conditions for interest penalties. Adhering to these instructions is essential for successful contract performance and financial management.

Form / Attachment / Pricing Sheet

This document, titled "Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Products and Commercial Services (Oct 2025)", outlines the Federal Acquisition Regulation (FAR) clauses that a contractor must comply with when acquiring commercial products and commercial services. It serves as a reference for mandatory terms and conditions.

• Section (a): Lists FAR clauses incorporated by reference that implement laws or Executive Orders applicable to commercial acquisitions. Examples include prohibitions on certain confidentiality agreements, contracting for specific hardware/software, and requirements for accelerated payments to small business subcontractors.
• Section (b): Lists additional FAR clauses that the Contracting Officer may indicate as incorporated by reference. These cover a wide range of topics including restrictions on subcontractor sales, contractor code of business ethics, whistleblower protections, small business set-asides, and limitations on subcontracting.
• Section (c): Lists FAR clauses applicable to commercial services, such as Service Contract Labor Standards, minimum wages, and paid sick leave.
• Section (d): Addresses Comptroller General examination of records.
• Section (e): Details which FAR clauses are required to be flowed down to subcontractors for commercial products and services, and which are optional.

This document is crucial for potential bidders as it defines the legal and regulatory framework governing the contract. Understanding these clauses is essential for assessing compliance obligations, potential risks, and the overall contractual requirements. Bidders should pay close attention to the specific clauses indicated as incorporated by reference (especially in section (b)) and any flow-down requirements to subcontractors, as these will directly impact their proposal and subsequent contract performance.

Statement of Work (SOW)

To provide continuous, on-call mortuary removal and transport services for decedents from NIH Clinical Center and other NIH-controlled Bethesda campus locations to a Government-authorized destination. The services must preserve dignity, protect privacy, and maintain custody integrity.

• 24/7/365 on-call mortuary removal and transport services.

• Dispatch, removal, transportation, and temporary holding (when ordered).

• Documentation and incident reporting.

• Coordination with NIH Security/Police and NIH staff.

• Decontamination of equipment and vehicles after each transport.

• Out of scope: Embalming, cremation, funeral/burial services, autopsy, death certificate filing, organ/tissue donation coordination, and services requiring next-of-kin authorization beyond transport.

• Periods of Performance anticipated from April 1, 2026, through March 31, 2030 (Base Year + 3 Option Years).

• Work performed at NIH Clinical Center, Bethesda, MD, other NIH-controlled Bethesda campus locations, contractor facility (for temporary holding if ordered), and authorized destination locations.

• Call acknowledgment: Within 15 minutes.

• On-site arrival: Within 60 minutes of dispatch.

• Delivery (local/NCR): Within 4 hours of pickup (distance/access dependent).

• Documentation completeness/accuracy: 100% complete and accurate records.

• Zero tolerance for chain-of-custody falsification or unauthorized disclosure of PII/PHI.

• Contractor personnel must meet NIH security/access requirements, including background checks and adherence to NIH Clinical Center policies.

• Compliance with OSHA requirements, including Bloodborne Pathogens.

• Maintenance of an auditable chain of custody for remains and personal effects.

• Use of enclosed, secure vehicles suitable for transport.

• Insurance at required levels (automobile liability, general liability, workers' compensation).

• Confidentiality of all Government and case-related information.