Supplier Resources
We Want to Make it Easy to Do Business With Us!
This space is dedicated to providing the information and resources you need to become a new supplier or to assist current suppliers with transactions with HJF and its affiliate programs, HJFMRI and/or HJFMRI Ltd/Gte.
For information not covered in the following supplier resources, access the Point of Contact tab below and reach out to the appropriate representative.
| Request Number | Requesting Program | Topic | Due Date/Time | Award Date | Contact |
| RFQ Robotic Liquid Handler | HJF | Handler capable of accurately pipetting volumes of 0.25-5,000 μL | 04/04/2024 | TBD | Erin Hocker Karen Bowens |
| RFP REPS/20230918 | REPS | Development and Evaluation of a Mobile Application (App) to Enhance Warfighter Mental Fitness and Readiness | Open til Closed | Erin Hocker Faye Dance | |
| imsTOF Ultra 2 LC-MS System Lease | HJF | timsTOF Ultra 2 LC-MS System,- qty 2 Socket timsTOF ultra LC-MS System- qty 2 Freight costs systems (intercontinental)- qty 2 Essential operator training- qty 2 Evosep Single Cell Ultra 2 Bundle- qty 2 Evosep One LC system- qty 2 TRYPTIC DIGEST OF BOVINE SERUM ALBUMIN- qty 2 Biognosys iRT Kit - qty 2 CaptiveSpray 2 Emitter 20µm, Pack 2x- qty 3 CaptiveSpray 2 Emitter 10µm, Pack 2x- qty 3 PepSep C18 15cmx75µm,1.9µm- qty 2 PepSep C18 15cmx150µm,1.5µm - qty 2 PepSep C18 8cmx150µm,1.5µm- qty 1 PepSep C18 4cmx150µm,1.9µm - qty 1 PepSep C18 8cmx100µm,3µm - qty 1 PepSep C18 15cmx150µm,1.9µm - qty 1 ProteoScape Package (Academic)- qty 2 UPS Powervar 42030-79R ABCDEF3002-22 3KW- qty 2 Lab Nitrogen Generator GENIUS XE 35 120V - qty 1 Complete Warranty Extens. timsTOF Ultra - qty 8 LabScape Essential timsTOF Ultra - qty 8 Complete Warranty Extens. Evosep add-on - qty 8 LabScape Essential Evosep add-on - qty 8 Leasing term for one year - with four option years
| 07/31/2024 | Lawanda Arrington Karen Bowens |
HJF Domestic Contracts - Cheryl Zimmerman
HJF Domestic Purchasing - Karen Bowens
HJF International Contracts - Ruth Bonchick
HJF Subawards - Shiloh Davis
HJFMRI/HJFMRI Ltd/Gte Purchasing and Contracts - Ruth Bonchick
To register your entity in SAM or obtain a Unique Entity ID (UEI), visit: SAM.gov
To get the latest W8-BEN, W8-BEN-E and W9 forms and instructions, visit: Internal Revenue Service
To asses the size requirements for your business and see if you qualify as a small or small disadvantaged business, visit: Small Business Administration
HJF RFX Supplier Response Manual
Synertrade Contract Supplier Response Manual
HJF, HJFMRI and HJFMRI Ltd/Gte are committed to working with small, diverse, and indigenous businesses in supporting the advancement of military medicine.
We seek suppliers, subcontractors, and other partners who will support our programs and subcontracting goals as identified in our prime awards. As such, we seek to enter into agreements with small, small-disadvantaged businesses, women-owned small businesses, veteran-owned small businesses, service-disabled veteran-owned small businesses, SBA-certified HUBZone small businesses, Native American-owned small businesses, minority-owned companies, Historically Black Colleges and Universities/minority institutions and indigenous organizations.
As part of your registration on the portal, please include any socio-economic/business certifications.
HJF, HJFMRI, and HJFMRI Ltd/Gte are committed to dealing honestly and fairly with our employees, partners, customers, suppliers, and the communities in which we live and work. We apply the highest standards of ethics and compliance to our business conduct, and we seek out partners and suppliers who maintain the same high standards.
We recognize the critical role our partners and suppliers play in maintaining our reputation and ability to do business worldwide and we expect our Third Parties (partners, suppliers, subcontractors and consultants) to adhere to the same level of ethics and compliance standards. The following are Points of Contacts for any questions you may have.
HJF’s Ethics Department:
Phone: 240-694-4004
Email: ethics@hjf.org
HJF’s Ethics Hotline:
Phone (anonymous): (1-866-687-2321
Web (anonymous): HJF Ethics Report
Email: vendorprocurment@hjfmri.or
Department of Defense Hotline:
Phone: 1-800-424-9098
Web: DoD Fraud Hotline
Invoice Submission
- Send all invoices under HJF Purchase Orders to ap-docs@hjf.org
- Send all invoices under HJFMRI and HJFMRI Ltd/Gte to ap-intl-docs@hjfmri.org
- Submit invoices within 30 days of service being performed or products being received.
To ensure supplier invoices are processed correctly and efficiently, closely adhere to the following requirements:
- Invoices should clearly state the purchase order (PO) number received from HJF, HJFMRI or HJFMRI Ltd/Gte
- If the PO has multiple lines, it should be clear which line/charge on the invoice relates to which line of the PO (invoice line should state the PO line number where possible).
- HJF cannot process invoices if insufficient value remains on the purchase order. Suppliers are asked not to submit invoices over PO value.
- All company names on the invoice (both the HJF's entity names and supplier’s entity manes) must match exactly the entity names specified on the related PO. If they are not the same, a new PO must be requested from the appropriate buyer or subcontract administrator contact.
- All invoices must contain a clearly marked, unique invoice number and date.
- The currency of the invoice must be the same as that specified on the PO.
- The Unit of Measure (UoM) listed on the invoice must match the UoM specified on the PO.
- The period of performance must be listed on the invoice for PO’s that are for service.
- Supporting information for contracts and subawards should be attached to support the invoice.
- Credit notes should clearly reference the invoice number/PO they relate to, where appropriate
Special Notes for HJFMRI and HJFMRI Ltd/Gte invoices:
- HJFMRI and HJFMRI Ltd/Gte may require tax withholding for specific countries. Please inquire for more information.
- Where VAT is claimed, the relevant VAT registration number of the supplier must be mentioned on the invoice.
- Where other types of tax are applied, the associated tax identification numbers must be mentioned on the invoice, in line with the local tax requirements.
- If VAT or other taxes are claimed, the VAT/tax amount must be shown in the currency of the country where the transaction takes place (or the appropriate exchange rate specified)
Invoices that are non-compliant (i.e., missing information) will be returned for correction.
< <
| What does HJF, HJFMRI, and/or HJFMRI Ltd/Gte look for in a supplier? |
HJF, HJFMRI, and HJFMRI Ltd/Gte look for suppliers with proven experience, a strong and stable history of meeting their commitments, and a strong financial position to assist in meeting our commitments under our contracts, assistance agreements, and other transaction agreements. Agreements for services typically apply to a need for expertise in a specific niche area versus that of generalist. Note: We do not wish to receive unsolicited information that is or might be proprietary or confidential, therefore do not send information that is proprietary or confidential without having a protective agreement in place. Submit your company’s marketing information in the Supplier Application Form below. |
| How can I identify opportunities within HJF, HJFMRI, and/or HJFMRI Ltd/Gte? |
| Opportunities do not exist in all areas at all times. Most opportunities will be by invitation to participate in a competitive bid, can come from our Synertrade system, or may be located on this page under available RFPs & RFQs. Submit your company’s marketing information in the Supplier Application form below. |
| A new contract, agreement or other transaction agreement was just awarded to HJF, HJFMRI and/or HJFMRI Ltd/Gte. How can I learn about opportunities associated with that award? |
There is no unique supplier process for new contract awards. Market your company by entering your company's information in the Supplier Application form below. |
| Once I submit my company’s marketing information, how long is my information kept on file? |
| Complete Supplier Application forms are kept in our database for approximately two years. |
| Can I talk with someone about my unique product or service offering? |
| Send a message to vendor_mgmt@hjf.org or to one of the Points of Contact located on this page, describing your capabilities and requesting a teleconference. The request will be shared with a subject matter expert, and a call will be scheduled if there is a need for the goods or services in the foreseeable future. |
| What is the significance of being a franchised or authorized distributor? |
| HJF, HJFMRI, and HJFMRI Ltd/Gte must manage risk appropriately. Therefore we seek guarantees that all components purchased are exactly as specified. We use original equipment manufacturers (OEMs) and franchised or authorized distributors whenever possible. Letters from OEMs are required to confirm franchise or authorized distributors relationships. |
| How do I invoice if I do not have a purchase order or contract? |
| Suppliers should not provide any goods or services without a purchase order or, where appropriate, a contract. Only procurement personnel (buyers, procurement/acquisition officers, subcontract administrators) have the delegation of authority to issue purchase orders and contracts. |
| How do I submit an invoice for the goods and services provided to HJF, HJFMRI and/or HJFMRI Ltd/Gte? |
| Review the steps in the invoice processing instructions of this page. Ensure that the purchase order/contract number is clearly identified along with the description of the goods and services. |
| When will my invoice be paid? |
| Once a compliant invoice has been submitted, the invoice will be paid in accordance with the payment terms negotiated between your company and HJF, HJFMRI and/or HJFMRI Ltd/Gte. Payment terms begin upon the receipt of a compliant invoice. |
| How do I change my contact/address/bank details? |
| This information can be change by accessing Synertrade. Depending on the details you are changing, you may be contacted to provide confirmation and/or supporting documentation. |
| I am having difficulties accessing Synertrade to submit a quotation and/or review and sign a contract. Where do I go for assistance? |
| Contact the buyer or subcontract administrator who you have been working with after reviewing the manuals located under additional resources on this page. |