Services to Docket and Pay Annuities for Patents

Solicitation / RFP / RFQ

This solicitation seeks services to docket, track, and quarterly report on the status of foreign patents, including the payment of annuities, taxes, and maintenance fees for approximately 800 Patent Cooperation Treaty (PCT) applications/International Patents. The Office of Technology Transfer (OTT), USDA, ARS requires these services to maintain existing patents in force.

• Services to Pay Annuities & Taxes for 142 Cases.

• Services to Work Cases (Docket & Track) for 142 Cases.

• Services to Provide Receipts and Reports, Tax Maintenance List, and Confirmation Reports for 142 Cases.

• Annuity Payments and Taxes (Not-to-Exceed amount of $68,837.00).

• Award Type: Firm-fixed-price purchase order.

• Period of Performance: Estimated from 02/11/2026 to 02/11/2027. Early deliveries are accepted.

• Quotes must include pricing for all items to be considered responsive.

• Evaluation Method: Comparative analysis to determine the best value to the Government.

• Evaluation Factors: Relevant Experience, Past Performance (recency, relevancy, quality), Technical Plan, and Price.

• Offerors must submit Past Performance Information Sheets for five (5) relevant contracts within the last five years.

• Technical Plan: Should not exceed four pages, 12-point font.

• Price: Will be evaluated for fairness and reasonableness.

• Offerors agree to hold prices firm for 60 calendar days from the receipt date.

• Questions due: February 04, 2026, 10:00 AM EST via email to tucker.davis@usda.gov.

• The document lists numerous FAR clauses related to small business concerns, HUBZone, and other set-aside considerations, indicating potential eligibility requirements.

• This solicitation incorporates many FAR and AGAR clauses by reference. Full text is available upon request or electronically.

• Personal Identity Verification (PIV) policies and procedures established by USDA Directives 4620-002 series apply.

• The document includes information on agency protests and the USDA Ombudsman Program.

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation for commercial items, prepared in accordance with FAR Part 12. It serves as the sole solicitation, and no separate written solicitation will be issued. The procurement is for Virtual Services to Docket & Pay Annuities for the United States Department of Agriculture (USDA), Agricultural Research Service (ARS), Office of Technology Transfer (OTT).

• The specific services required are related to docketing and paying annuities for patents.

• The document references "Attachment 1 - Solicitation Terms and Conditions" for applicable clauses, instructions, and evaluation criteria.

• The document references "Attachment 3 - SOW (Statement of Work)" for detailed scope of work.

• This acquisition is an unrestricted requirement, not set-aside for small businesses.

• The applicable North American Industry Classification Standard (NAICS) Code is 541990.

• The small business size standard is $19.50.

• Offers are due by February 6, 2026, at 10:00 AM EST.

• "Attachment 5 - Vendor's Questions" is provided for submitting inquiries.

• "Attachment 1 - Solicitation Terms and Conditions" contains evaluation criteria.

• This is an unrestricted requirement. All responsible sources may submit a quotation.

• The solicitation number is 1232SA26Q0092.

• The place of performance is USA (Virtual), Beltsville, MD.

• The document includes information on the USDA Ombudsman Program for Agency Protests.

• Several attachments are listed, including SOW, Terms and Conditions, Vendor's Questions, and a Due Date List Report.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire (PPQ) required for the "Services to Docket & Pay Annuities" Request For Quote (RFQ) - 1232SA26Q0092. It is intended to gather feedback from clients regarding the contractor's performance on previous projects.

• Section 1: Collects information about the contractor's company, the project, and the Technical Point of Contact (POC). It includes rating scales for Overall Technical Performance, Quality of Work, Schedule Performance, and Cost Performance. It also asks specific questions about risk identification/mitigation and whether the Technical POC would use the company again.
• Section 2: Collects information about the Contracting Point of Contact (POC) and includes rating scales for Overall Contractual Performance and whether the Contracting POC would use the company again.
• Instructions: Contractors must complete the company-specific information, contact their clients, and have the clients complete and score the questionnaire. The completed questionnaire should be sent via email to tucker.davis@usda.gov.
• Deadline: The questionnaire must be completed and returned to USDA by February 06, 2026.

This form is crucial for bidders to gather past performance feedback from their clients. This feedback will be used by the government as part of the evaluation process for the "Services to Docket & Pay Annuities" opportunity. Bidders must ensure they provide this form to their references in a timely manner to meet the submission deadline.

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding the "Services to Docket & Pay Annuities" Request For Quote (RFQ) 1232SA26Q0092.

• Docketing Definition: "Docket" refers to the payment of non-US annuity fees, not just docketing reminders.
• Unit Price Inclusions: The unit price covers docketing, tracking, and paying annuity fees. The fee itself is part of the "not to exceed" amount, with only the contractor's service charge varying between competitors.
• Pricing Term: The "not to exceed" price applies to the period of performance (PoP), which has been adjusted to cover one year from the date of award, encompassing the term from 2/9/2026 to 12/31/2026.
• Fixed Price Currency: The fixed price must be in USD, as this is a Firm-Fixed-Price competition.
• US Patent Annuities: US patent annuities are paid separately by the Office of Technology Transfer (OTT).
• New Patent Notification: Newly granted non-US patents' first annuities are paid by outside counsel. Subsequent annuities are added to the following year's list and are not part of the current contract.
• Exchange Rate Guarantee: Contractors can propose terms for locking in exchange rates and provide supporting documentation.
• Fee Changes: If official fees change mid-year, the contractor is responsible for alerting USDA promptly to allow for a modification to the "Not to Exceed Value."
• Agent Utilization: The contract is solely for annuity fee payments. While a global network is available, specific agent requirements are generally not expected, except possibly for China, Korea, and Japan.
• Payment Basis: Annuities are paid individually annually, but payments are made monthly. The contractor is paid once a month, and the Prompt Payment Act applies.
• Patent Data: While the exact number of annuities is unknown, the total annuity fees will be the same regardless of the contractor. The variable cost is the contractor's service charge. The deadline for responses has been extended to 02/06/2026 at 10:00 am EST.
• Terms and Conditions: Terms and conditions are provided in the combined synopsis solicitation and are not negotiable after award. Exceptions must be addressed in the quote.
• Scope Clarification: The bid covers non-US based patents, and the provided spreadsheet is believed to be complete.
• Pricing Breakdown: A detailed breakdown including country of filing, patent type, and annuity year is available in "Attachment 5 - Due Date List Report Annuities, Spreadsheet."

The deadline for responses has been extended to February 6, 2026, at 10:00 am EST. Vendors are advised that terms and conditions are fixed and not subject to negotiation post-award. The scope is limited to non-US patents, and a specific spreadsheet is provided for detailed pricing analysis.

Statement of Work (SOW)

To procure services for docketing, tracking, and reporting on the status of foreign patents, including the payment of annuities, taxes, and maintenance fees to maintain existing patents in force.

• Maintain a current case docket to ensure timely payment of fees.

• Enter information into a docketing system from Government-furnished and publically available records.

• Utilize an established computerized docketing, tracking, and payment database system capable of handling country-specific patent regulations.

• Provide safeguards to reduce or eliminate errors, requiring no restorations.

• Use patent office electronic data to verify information.

• Provide real-time, paperless online annuity management.

• Allow online instruction to the contractor via online, fax, phone, and email.

• Include electronic due diligence audits of patents and due diligence audits.

• Provide online electronic management for Government cost monitoring.

• Guarantee exchange rates.

• Capability to pay accumulated annuities upon grant.

• Provide a Tax Maintenance Report identifying cases with payments due within the quarter, submitted 5 months prior to the start of each quarter. This report includes filing, issue, or publication dates and estimated payment costs in USD.

• Monthly annuity confirmations of payments made.

• Receipts from each patent office upon receipt by the contractor.

• All information disclosed by the Government is confidential and the exclusive property of the Government.

• Services are to be provided virtually, supporting the USDA ARS Office of Technology Transfer (OTT) located at 5601 Sunnyside Ave, Beltsville, MD 20705.

• Contractor must comply with applicable laws and legal authorities of the country where annuity payments or taxes are made.

• Contractor must ensure confidentiality of all Government-disclosed information.

Form / Attachment / Pricing Sheet

This document, titled "Attachment 6 - Request For Quote (RFQ) 1232SA26Q0092 - Services to Docket & Pay Annuities Due Date List Report Annuities," provides a comprehensive list of due dates related to annuity payments for various patent applications across different countries. It serves as a reference for managing and tracking these critical deadlines.

The report is structured as a table with the following columns:

• Due Date
• Final Date
• Case Number
• Country Name
• Application Number
• Filing Date
• Patent Number
• Issue Date

Each row details a specific patent application, its country of origin, and associated dates, including the due date for annuity payments.

For bidders responding to the "Services to Docket & Pay Annuities" opportunity, this document is crucial. It outlines the specific due dates for annuity payments that the government needs to manage. Understanding these dates and the associated case details is essential for developing a comprehensive service proposal that addresses the government's requirements for timely and accurate annuity processing.

Solicitation / RFP / RFQ

This solicitation is a Request for Quote (RFQ) for services to docket, track, and report quarterly on the status of foreign patents, including the payment of annuities, taxes, and maintenance fees. The government is procuring these services to maintain approximately 800 Patent Cooperation Treaty (PCT) applications/International Patents in force.

• Services to Pay Annuities & Taxes for approximately 142 cases.

• Services to Work Cases (Docket & Track) for approximately 142 cases.

• Services to Provide Receipts and Reports, Tax Maintenance List, and Confirmation Reports for approximately 142 cases.

• Annuity Payments and Taxes, with a not-to-exceed amount of $68,837.00.

• Award Type: Firm-fixed price purchase order.

• Period of Performance (POP): 02/09/2026 - 12/31/2026. Early deliveries will be accepted.

• Quotes must be submitted for all items to be considered responsive.

• Evaluation Method: Comparative analysis to determine the best value to the Government. Quotes may be considered if they exceed minimum requirements and offer additional value, but formal trade-off procedures will not be conducted.

• Key Deadlines: Questions are due by January 28, 2026, at 11:00 PM EST.

• Offerors must hold prices firm for 60 calendar days from the date specified for receipt of offers.

• The document lists several clauses related to small business concerns, including "Notice of Total Small Business Aside" and "Small Business Subcontracting Plan," suggesting potential set-aside considerations, but no explicit set-aside is stated in the provided text.

• Attachment 1 contains the Solicitation Terms and Conditions.

• Attachment 2 contains the Statement of Work (SOW).

• The solicitation incorporates numerous FAR and AGAR clauses by reference, which bidders must review.

• Relevant Experience and Past Performance will be evaluated. Offerors must provide Past Performance Information Sheets for five relevant contracts.

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation for commercial items, issued as a Request for Quotation (RFQ) for Virtual Services to Docket & Pay Annuities for the United States Department of Agriculture (USDA), Agricultural Research Service (ARS), Office of Technology Transfer (OTT). This announcement constitutes the only solicitation; offers are being requested, and a separate written solicitation will not be issued.

• The core service involves virtual services to docket and pay annuities for patents.

• Specific details regarding requirements, clauses, instructions, and evaluation criteria are provided in "Attachment 1 - Solicitation Terms and Conditions".

• This is an unrestricted requirement, not set-aside for small business concerns.

• The North American Industry Classification Standard (NAICS) Code is 541990, with a small business size standard of $19.50.

• Place of Performance is USA (Virtual), Beltsville, MD.

• Offers are due by 01/30/2026 at 1:00 PM EST.

• An Inactive Policy of 15 Days after the offer due date is in effect.

• Evaluation criteria are detailed in "Attachment 1 - Solicitation Terms and Conditions".

• This acquisition is an unrestricted requirement and is not set-aside for small business concerns.

• All responsible sources may submit a quotation.

• The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

• The document also outlines the USDA Ombudsman Program for Agency Protests, detailing procedures for informal and formal protests.

• "Attachment 2 - SOW" is also referenced.

• Primary Point of Contact: Tucker Davis (tucker.davis@usda.gov).

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

To provide services for docketing, tracking, and reporting on the status of foreign patents, including the payment of annuities, taxes, and maintenance fees to maintain existing patents in force. This supports the payment of these fees for approximately 800 Patent Cooperation Treaty (PCT) applications/International Patents.

• Maintain a current case docket to ensure timely payment of fees for annuities and taxes.

• Utilize country data to verify accuracy and enter information from Government-furnished and publically available records.

• Employ a computerized docketing, tracking, and payment database system capable of administering country-specific patent regulations.

• Provide patent annuity services, including electronic due diligence audits.

• Offer real-time, paperless online annuity management with the capability to instruct the contractor online, via fax/phone, and email.

• Guarantee exchange rates and have the capability to pay accumulated annuities upon grant.

• Safeguards must be in place to reduce or eliminate errors, without the need for restorations.

• Provide the use of patent office electronic data to verify data.

• Provide online electronic management for Government to monitor costs.

• Services are to be provided virtually, supporting the USDA ARS Office of Technology Transfer (OTT) located at 5601 Sunnyside Ave, Beltsville, MD 20705.

• Contractor must comply with applicable laws and legal authorities of the country where annuity payments or taxes are being made.

• All information disclosed by the Government is confidential and the exclusive property of the Government; disclosure is prohibited without prior written consent.

• Tax Maintenance Report: Submitted 5 months prior to the start of each calendar quarter, covering all cases with a payment due within the quarter. Includes estimated payment cost, filing, issue, or publication dates.

• Monthly annuity confirmations and receipts from each Patent Office as received.