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 | Questions | Anticipated Award Date | Delivery To | Contact |
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 businesses in supporting the advancement of military medicine.
We seek subcontractors, suppliers, consultants, 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.
We recognize the critical role our subcontractors, suppliers, consultants, and other partners play in maintaining our reputation and ability to do business worldwide and we expect all to maintain to the same high 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 Hotline
Email: vendorprocurment@hjfmri.org
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:
- 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 names) 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 and 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) cannot be paid.
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| 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. 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. You can submit your company’s marketing information in the Supplier Application form below. |
| A new contract, assistance 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. |
| 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. |
At The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF), we are committed to protecting the confidentiality, integrity and availability of our systems, data, and research. As a trusted partner supporting military medical research and innovation, we require all third-party suppliers to adhere to an adequate level of cybersecurity ensuring the protection of sensitive information. HJF is committed to partnering with suppliers to ensure that security requirements are both appropriate and aligned with the nature of the engagement. Depending on the services provided and the type of data involved, suppliers may be subject to certain security requirements to support compliance and mitigate certain risks. These requirements may include:
Adherence to Cybersecurity Standards:
Suppliers may be required to follow acceptable industry-recognized cybersecurity frameworks
Supplier Risk Assessment – Suppliers that handle, store, transmit, or process HJF data and other sensitive or proprietary information, including information from HJF’s customers or other data subjects that is protected by applicable state, federal, or foreign data security and privacy laws and regulations, may need to undergo a Supplier Risk Assessment, as determined by HJF. This assessment, conducted by the HJF Governance, Risk, and Compliance (GRC) team, evaluates security controls, data handling practices, and compliance with security requirement such as:
- Data encryption (both at rest and in transit)
- Access control and least privilege enforcement
- Secure software development and vulnerability management
- Incident response and breach notification procedures
- Ongoing security monitoring and risk mitigation
Compliance Documentation & Assurance – Suppliers may be asked to provide security documentation, accepted certifications, or other evidence of compliance, depending on the services provided and associated risks.
Contracts with Federal Security Requirements:
Suppliers providing services under federal or Department of Defense (DoD) contracts play a critical role in supporting medical research and the advancement of military medicine. Given the sensitive nature of government and healthcare-related data, a heightened level of security controls is required to protect research integrity, safeguard patient and service member information, and ensure compliance with strict federal and DoD cybersecurity regulations.
For suppliers that will be working on contracts handling Controlled Unclassified Information (CUI), the following federal security measures may be required:
Compliance with DoD Cybersecurity Regulations – Adherence with the Cybersecurity Maturity Model Certification (CMMC) framework, which includes the NIST 800-171 controls, aligning with the appropriate level required by the contract.
Federal Risk Assessment & Audits – Suppliers may undergo additional security assessments and audits as required by the DoD or other federal agencies.
Continuous Monitoring & Incident Reporting – Implement continuous security monitoring and follow strict reporting guidelines for security incidents, as mandated by federal contracts. Suppliers should carefully review their agreements with HJF to be aware of all information security requirements applicable to them, including requirements flowed down from the relevant prime contract or award.
Next Steps for Suppliers:
If your organization is currently engaged with an HJF Program Management Office, our team will work with you to assess your security posture and determine the necessary compliance measures. For more information on our cybersecurity requirements and the supplier assessment process, please contact our GRC team at ITGRC@hjf.org. By partnering with HJF, you play a critical role in maintaining a secure and trusted environment for groundbreaking research and innovation.