Mortuary Services for the NIH Clinical Center (CC)

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide comprehensive mortuary services for indigent and non-indigent research participants of the National Institutes of Health (NIH) Clinical Center (CC), encompassing preparation, transportation, embalming, cremation, funeral services, and interment.

• Preparation of the Body: Includes pick-up within 8 hours, embalming (if required and authorized), cosmetics, dressing, and placement in a casket. Preparation must be completed within 2 calendar days, with immediate notification of any delays.

• Local Funeral Service: Provision of a standard casket, formal services with a minimum 2-hour visitation in a chapel/church for at least 50 people, and 2-3 personnel including a licensed funeral director. Religious/cultural preferences must be honored.

• Local Interment: Obtaining permits, securing burial plots, and accommodating specific needs. Quotes are required for all services, with prior approval needed for costs exceeding 15% above standard.

• Cremation Services: Includes providing a casket, formal viewing services if requested, obtaining cremation authorization, performing cremation, providing an urn, and shipping cremains if requested.

• Transportation of Remains: Includes pick-up, preparation, and shipment to home state/country or for autopsy. Specific timelines are provided for transfers to the NIH CC (4-48 hours depending on location).

• Autopsy Related Services: Preparation of remains for transport to NIH CC for autopsy (no embalming, refrigerated if not in transit) and return shipment after autopsy.

• Timely pick-up (within 8 hours) and preparation (within 2 calendar days).

• Immediate notification of deviations or delays to NIH CC Admissions Office and next of kin.

• Adherence to all applicable regulations and guidelines.

• Maintenance of clean, sanitary, and well-equipped facilities.

• Compliance with infectious disease reporting and universal precautions training.

Services are to be performed within a 25-mile radius of the NIH Clinical Center (Bethesda, MD).

• Permits/Certificates: Contractor must obtain all necessary licenses and permits.
• Privacy Act: Strict compliance with the Privacy Act of 1974 regarding participant information.
• Infectious Disease: Compliance with Hepatitis B vaccine and Universal Precautions training requirements.
• Security: Adherence to PII protection and non-smoking campus policies.
• Insurance: Maintain appropriate insurance coverage.
• Clothing: Provide appropriate adult and child clothing for the deceased.
• Sub-contracting: Permitted for specialty services, provided subcontractors meet SOW requirements.

Form / Attachment / Pricing Sheet

This document is a Bidding Sheet (Attachment D) for Mortuary Services for the National Institutes of Health (NIH), Clinical Center (CC), Patient Support Services Department (PSSD). It outlines the price schedule for an Indefinite Delivery - Indefinite Quantity (IDIQ) contract.

• Services: The sheet details various mortuary services, including preparation of the body (with and without embalming, for adults and children of various sizes), funeral home viewing and funeral services, caskets, alternative containers, cremation, urns, transportation of the body and family, interment services, burial plots, casket sprays, and preparation for shipment (domestic and foreign).
• Pricing Structure: It provides columns for unit prices for each service across multiple option periods (Option Period #1 through #4), in addition to a base period. However, all unit prices are listed as '0.0' for most services.
• Reimbursement: Several items, such as Burial Plot and Associated Fees, Transportation Fees (greater than 50 miles), Uncrate Body, Airfare/Cargo Fare, Embassy Fees, Fees from Out of State Funeral Home, and Clothing/Permits, are marked for 'REIMBURSEMENT BASED ON ACTUAL COST'.
• Period of Performance: The contract period spans from May 1, 2011, to April 30, 2012, with four subsequent option periods extending through April 30, 2030.

This document is crucial for potential bidders to understand the scope of mortuary services required and the pricing structure. Bidders must review the listed services and note which are priced per unit (though currently listed as 0.0) and which are subject to reimbursement based on actual costs. The detailed breakdown of services provides insight into the specific needs of the NIH Clinical Center for mortuary support.

Form / Attachment / Pricing Sheet

This document, titled "Attachment B FAR 52.212-5.pdf", appears to be a compilation of Federal Acquisition Regulation (FAR) clauses that are required to be incorporated into contracts for commercial products and commercial services. It lists numerous FAR clauses that implement various statutes and executive orders.

The document is structured into several sections (a), (b), (c), and (d), each detailing specific FAR clauses. Section (a) lists clauses that are always incorporated by reference. Section (b) lists clauses that the Contracting Officer may indicate as incorporated by reference. Section (c) lists clauses applicable to commercial services. Section (d) outlines the Comptroller General's examination of records.

Section (e) specifies which FAR clauses are required to be flowed down to subcontracts for commercial products and commercial services, and which are not required but may be included.

Bidders should review this document to understand the mandatory and potentially applicable FAR clauses that will govern the contract. This includes clauses related to:

• Prohibitions (e.g., on certain software, internal confidentiality agreements)
• Small business requirements (set-asides, subcontracting plans)
• Labor standards (minimum wage, equal opportunity, service contract labor standards)
• Reporting requirements
• Payment terms
• Buy American Act and Trade Agreements
• Prohibitions on foreign purchases and specific technologies

Understanding these clauses is crucial for determining compliance, pricing, and overall feasibility of bidding on the opportunity.

Form / Attachment / Pricing Sheet

This document outlines the invoicing and payment provisions for vendors, particularly those transitioned to the Invoice Processing Platform (IPP). It details the requirements for submitting proper invoices and the procedures for payment and interest penalties.

• Invoice Requirements: Specifies 12 mandatory elements for a proper invoice, including vendor details, remit-to address, invoice number, NBS document numbers, Unique Entity Identifier (UEI), Federal Taxpayer Identification Number (TIN) or Vendor Identification Number (VIN), three-way match identification, and detailed descriptions of supplies/services matching the award.
• Payment Processing: Invoices are to be submitted electronically via the Department of Treasury's Invoice Processing Platform (IPP) at https://www.ipp.gov, with a copy to the approving official.
• Payment Due Dates: Generally, payments are due 30 days after receipt of a proper invoice or 30 days after Government acceptance of supplies/services, whichever is later. Specific due dates apply for certain perishable goods.
• Interest Penalties: Conditions under which interest penalties will be paid for late payments are outlined, requiring a proper invoice, processed receiving report, and no settlement actions.
• Accelerated Payments to Subcontractors: Contractors are required to make accelerated payments to their small business subcontractors upon receipt of accelerated payments from the Government.
• Electronic Submission: Emphasizes the requirement for electronic submission of payment requests through IPP, unless alternate procedures are authorized in writing by the Contracting Officer.

This document is crucial for bidders to understand the financial and administrative procedures related to receiving payment for awarded contracts. Adhering to these invoicing requirements is essential for timely payment and avoiding potential delays or penalties. Bidders should pay close attention to the specific data elements required on invoices and the submission process through IPP.