Transplant Post-Discharge Lodging for NCI Research Participants

Form / Attachment / Pricing Sheet

This document outlines the invoice and payment provisions for vendors, detailing the requirements for submitting invoices and the process for payment, including the transition to the Invoice Processing Platform (IPP).

• Invoice Requirements: Specifies that invoices must be "Original" and include 12 detailed items, such as vendor name/address, remit-to address, invoice date, unique invoice number, NBS document number, Unique Entity Identifier (UEI), Federal Taxpayer Identification Number (TIN) or Vendor Identification Number (VIN), a statement of three-way match, description of supplies/services matching the award, freight/delivery charges as billed on the award, and quantity/unit/price details matching the award.
• Defect Notification: Contractors will be notified of invoice defects within 7 days (or 3-5 days for specific perishable goods).
• Submission: Invoices must 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 (Contracting Officer) and Contracting Officer Representative.
• Payment Due Date: Generally, payment is due 30 days after receipt of a proper invoice or 30 days after Government acceptance of supplies/services, whichever is later.
• Interest Penalties: Interest penalties may be paid automatically if payment is late and specific conditions are met.
• Small Business Subcontractors: Outlines requirements for accelerated payments to small business subcontractors.

This document is crucial for bidders to understand how they will be paid upon contract award. It details the specific information required on invoices, the submission method (IPP), payment timelines, and potential penalties for late payments. Adhering to these instructions is essential for timely and accurate payment.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products or services for Transplant Post-Discharge Lodging for NCI Research Participants. It is a non-competitive solicitation intended to award a contract or purchase order without full and open competition to Friends of Patients at the NIH. The National Cancer Institute (NCI) requires lodging services for patients undergoing bone marrow transplants who travel to the Bethesda, Maryland area for treatment and require a 100-day post-transplant evaluation period.

• Lodging services for NCI research participants undergoing bone marrow transplants.

• Services must accommodate patients requiring a 100-day post-transplant evaluation period in the Bethesda, Maryland area.

• The mission of the NCI Center for Cancer Research is to improve the lives of cancer patients by solving important, challenging and neglected problems in cancer research and patient care.

• Contract Type: Firm fixed-price purchase order.

• Period of Performance: Anticipated from 04/01/2026 through 03/31/2027.

• Offers are requested via RFQ number 75N98026Q00097.

• Proposals must include clear and convincing evidence of the offeror's capability related to technical evaluation criteria.

• Price proposal/quote must include labor categories, estimated hours, fully loaded hourly rates, breakdown of other direct costs/materials, and total amount.

• Offerors must provide their Unique Entity ID (UEI) from SAM.gov, Taxpayer Identification Number (TIN), and business size certification.

• Evaluation Factors: Technical Capability, Past Performance, and Price.

• Submission Deadline: March 23, 2026, by 11:00 A.M. Eastern Time.

• Submission Contact: Claudia Ventola, Contract Specialist at Claudia.ventola@hhs.gov.

• This is a non-competitive solicitation.

• NAICS Code: 814110 - Private Households.

• Small Business Size Standard: $8.0M.

• Offerors must have an active registration in the System for Award Management (SAM).

• The solicitation incorporates provisions and clauses by reference. Full text may be accessed at www.acquisition.gov and https://www.hhs.gov/contract-policies-regulations/hhsar-overhaul.

• FAR 52.212-1 (Instructions to Offerors), FAR 52.212-4 (Terms and Conditions), and FAR 52.212-2 (Evaluation) apply.

• HHSAR provision 352.232-71 (Electronic Submission of Payment Requests) applies.

• Agency Invoicing Instructions (Attachment 2) will be incorporated into the award.

Statement of Work (SOW)

To provide lodging accommodations for NCI/CCR patients and their caregivers/guardians who are participating in research protocols at the NIH Clinical Center. The goal is to support patients during their critical follow-up period post-transplant and after discharge, ensuring they can remain in the local area for extended periods (up to 100 days) for necessary care.

• Provide apartment/lodging accommodations at a fixed room rate at or below the Government per diem rate for zip code 20892.

• Accommodations must be located within a one-mile radius of the NIH Clinical Center (10 Center Drive, Bethesda, MD 20892).

• Lodging is for medically stable patients who would normally be discharged but must remain local for research participation.

• Daily rate must be at or below the GSA per diem rate for zip code 20892.

• Rates must be guaranteed and not fluctuate seasonally or during special events.

• Fully furnished rooms must include utilities (heat, air conditioning, electricity, water, sewer), local telephone service, and basic cable TV.

• Buildings must comply with NFPA 101 (Life Safety Code) and ADA.

• Smoke detectors/alarms must be installed in all rooms and common areas.

• Period of Performance: April 1, 2026 - March 31, 2027.

• Place of Performance: Apartment locations confirmed by the vendor, in close proximity to the NIH Clinical Center.

• Reservations must be made only by authorized Government officials.

• Invoices must include the name of the NIH CC or NCI representative who authorized the reservation.

• The NCI is exempt from federal, state, and sales taxes; however, occupancy, local, or city fees may apply.

• No additional fees for credit card, phone, cable, room service, movies, or internet services are authorized.

• Monthly Report: Due by the 15th of each month, detailing the previous month's activities, including date, day of week, number of nights, protocol, total amount billed, and year-to-date totals. The report must be in Microsoft Excel format and sent via email to the NCI POC and POC Alternate.

Form / Attachment / Pricing Sheet

This document, "Attachment 3_Table 12-3 Clauses to Include as Prescribed," lists various contract clauses that are required to be included in solicitations and resulting contracts. It serves as a reference for contracting officers and potential bidders to identify mandatory regulatory and statutory clauses.

The table is organized by clause number, title, and source (e.g., Statute, Other, EO). It includes clauses related to:

• Restrictions on Subcontractor Sales
• Contractor Ethics and Whistleblower Rights
• Personal Identity Verification
• System for Award Management
• Protection against contracting with debarred or suspended contractors
• Small Business concerns and subcontracting plans
• Limitations on Subcontracting
• Labor standards (e.g., Service Contract Labor Standards, Fair Labor Standards Act, Equal Opportunity, Child Labor, Convict Labor)
• Buy American Act and Trade Agreements
• Security Requirements
• Payment Procedures
• Disaster or Emergency Area Set-Asides
• Encouraging Contractor Policies (e.g., Text Messaging While Driving)
• Privacy Training
• Basic Safeguarding of Contractor Information Systems

Bidders should review this table to understand the mandatory clauses that will be incorporated into the contract. This information is crucial for assessing compliance requirements, potential risks, and the overall scope of work. Specific clauses may impact pricing, operational procedures, reporting, and subcontracting strategies. The presence of specific alternates (e.g., Alt I, Alt II) indicates potential variations in requirements that bidders must be aware of.