B02 RFQ STRATUS Pool 2 Attachment H - Invoice Format.xlsx
XLSX spreadsheet 29 KB Posted
- Attached to
- USDA STRATUS Cloud Basic Ordering Agreement (BOA) Pool 2: Integration and Development Federal contract opportunity
- Solicitation number
- 12314423Q0143
About this file
This document provides an invoice format template for the USDA STRATUS Cloud Basic Ordering Agreement (BOA) Pool 2: Integration and Development solicitation. The template specifies the required fields and formatting for invoices submitted under the contract, including contract and task order details to be populated, billing line item categories of professional services and other direct costs, and cost and quantity fields. Acceptable values and data types are defined for each field. The related federal contract opportunity is for integration and development services under the USDA STRATUS Cloud BOA Pool 2, solicitation number 12314423Q0143, issued by the Department of Agriculture Assistant Secretary for Departmental Management.
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Text version
Pool 2 Integrators
| STRATUS Element Display Name | Description | IPP Field: Y/N | Definition: Vendor vs USDA | Data Type | Character Length | Acceptable Value/Format | Required? | Null Value Allowed? | |
| Invoice Number | The assigned invoice number | Y | Vendor | string | 14 | Must match value in IPP | Y | N | |
| Revision Number | The revision number assigned to the invoice in the event a change is needed from the originally issued invoice | ||||||||
| This must be entered with the same value as IPP Revision Numbers | Y | Vendor | string | 4 | REV# | N | N |
tc={3EA4B4E9-92B5-4BF9-A8A9-9A1C85C82321}: [Threaded comment]
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Comment:
Again, check that NN or YY is OK
| Invoice Date | The date the invoice was generated | Y | Vendor | date | 10 | YYYYMMDD | Y | N | |
| Customer Number | The number assigned to the USDA by the vendor | ||||||||
| This must be entered with the same value as IPP Customer Number | Y | Vendor | sting | 255 | Must match value in IPP | Y | N | ||
| Customer PO Number | The number assigned by the USDA on the Task Order | ||||||||
| This must be entered with the same value as IPP Customer PO Number | Y | USDA | string | 255 | Must match value in IPP | Y | N | ||
| PO Issue Date | The date the Purchase Order was issued | Y | USDA | date | 10 | YYYYMMDD | Y | N | |
| Project Number | The number assigned to the project by the vendor, there is one project per task order | ||||||||
| This must be entered with the same value as IPP Project Number | Y | Vendor | string | 255 | Must match value in IPP | Y | N | ||
| Project Name | The name assigned to the project by the vendor, there is one project per task order | ||||||||
| This must be entered with the same value as IPP Project Name | Y | Vendor | string | 255 | Must match value in IPP | Y | N | ||
| Contract Name | The assigned Contract Name | ||||||||
| This must be entered with the same value as IPP Contract Name | Y | USDA | string | 255 | To be defined at Contract Award, must match value in IPP | Y | N | ||
| Contract Number | The assigned Contract Number | ||||||||
| This must be entered with the same value as IPP Number | Y | USDA | string | 255 | To be defined at Contract Award, must match value in IPP | Y | N | ||
| Contract Holder | The name of the primary contract holder name or the name of the reseller |
Map to IPP Vendor field
| This must be entered with the same value as IPP Contract Holder | Y | USDA | string | 255 | To be defined at Contract Award, must match value in IPP | Y | N | ||
| Base/Option Period | Designate either BP, OP1, OP2, OP3 (where the number designates the option period) | ||||||||
| This must be entered with the same value as IPP Base/Option Period | Y | USDA | string | 3 | BP, OP1, OP2, OP3… | Y | N | ||
| Task Order Number | The assigned Task Order Number | ||||||||
| This must be entered with the same value as IPP Task Order Number | Y | USDA | string | 255 | To be defined at TO Award, must match value in IPP | Y | N | ||
| Task Order Period Of Performance Start | The beginning date of the performance period. | Y | USDA | date | 10 | YYYYMMDD | Y | N | |
| Task Order Period Of Performance End | The end date of the performance period. | Y | USDA | date | 10 | YYYYMMDD | Y | N | |
| USDA Cost Center | The Cost Center assigned to the invoice, this 7 digit number aligns with USDA accounts | ||||||||
| This must be entered with the same value as IPP USDA Cost Center | Y | USDA | string | 7 | No restrictions | Y | N | ||
| Terms | The terms of the cotract | ||||||||
| This must be entered with the same value as IPP Terms | Y | USDA | 6 | NET 30, NET 15 | Y | N | |||
| POC Name | The name of the primary point of contact for invoice inquiries | Y | Vendor | string | 255 | Must match value in IPP | Y | N | |
| POC Email | The email of the primary point of contact for invoice inquiries | Y | Vendor | string | 255 | Must match value in IPP | Y | N | |
| POC Phone | The phone number of the primary point of contact for invoice inquiries | Y | Vendor | string | 255 | 000-000-0000 | Y | N | |
| Billing Period Start | The date the billing period is started | Y | USDA | date | 10 | YYYYMMDD | Y | N | |
| Billing Period End | The date the billing period is completed | Y | USDA | date | 10 | YYYYMMDD | Y | N | |
| Agency Disburser Name | The name of the Agency Disburser | Y | USDA | string | 255 | Must match value in IPP | Y | N | |
| Agency Payer Name | The name of the Agency Payer | Y | USDA | string | 255 | Must match value in IPP | Y | N | |
| Billing Header Information Included Above |
Billing Detail Information Included Below
| Billing Line: Title | The billing type category, for Pool 2: Professional Services (Labor Hour), Professional Services (Training), Professional Services (FFP Service Support), ODC | Y | USDA | string | 255 | Professional Services (Labor Hour), Professional Services (Training), Professional Services (FFP Service Support), ODC | Y | N |
| CLIN | The assigned Contract Line Item Number | Y | USDA | string | 4 | # | Y | N |
| CLIN Period of Performance Start | The Period of Performance start date based on the CLIN period | N | USDA | date | 10 | YYYYMMDD | Y | N |
| CLIN Period of Performance End | The Period of Performance end date based on the CLIN period | N | USDA | date | 10 | YYYYMMDD | Y | N |
| Billing Detail: Description | For Professional Services (Labor Hour), provide established LCATS from the Task Order. We anticipate 1 line per LCAT on each task order invoice. |
For Professional Services (FFP Service Support), provide established FFP units. We anticipate 1 line per FFP unit provided on each task order invoice.
For Professional Services (Training), provide established training FFP units. We anticipate 1 line per FFP unit provided on each task order invoice.
| For ODC, provide the ODC Description. We anticipate 1 line per ODC charge on each task order invoice. | Y | USDA | string | 255 | See guidance in description | Y | N | ||
| Billing Detail: Quantity | Quantity, ex: the amount of hours accumulated or number of units provided | Y | USDA | float | 4 | 0.0-9999 | Y | N | |
| Billing Detail: Unit of Measure | Use EACH or HOURLY and the total charges must match the quantity x unit cost provided. | Y | USDA | string | 255 | EACH, HOURLY | Y | N | |
| Billing Detail: Unit Cost | For Professional Services, provide the unit cost (lcat rate, FFP increment cost) | Y | USDA | float | 4 | 0.0-9999 | Y | N | |
| Billing Detail: ODC Product Vendor |
tc={9DFD505E-34AE-4A3D-AC57-D8295E051673}: [Threaded comment]
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Comment:
Is this the only ODC line needed?
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Comment:
| Again, check that NN or YY is OK | This is the product vendor name | Y | USDA | string | 255 | No restrictions | N | N | |
| Status Report File | What is the reporting mechanism to find more details about the project status / progress? | Y | USDA | string | 255 | No restrictions | Y | Y | |
| Billing Detail: Total Charges | The payment total of the line item | Y | USDA | float | 4 | 0.0-9999 | Y | N |
| Additional Notes | Free Text Notes should additional information be needed pertaining to a line item | USDA | string | 255 | N | Y | |
| Reserved for Future Use | Reserved for future use | USDA | string | 255 | Reserved for future use | N | Y |
| Reserved for Future Use | Reserved for future use | USDA | string | 255 | Reserved for future use | N | Y |
| Reserved for Future Use | Reserved for future use | USDA | string | 255 | Reserved for future use | N | Y |
| Reserved for Future Use | Reserved for future use | USDA | string | 255 | Reserved for future use | N | Y |
Pool 2 Example
| Invoice Number | Revision Number | Invoice Date | Customer Number | Customer PO Number | PO Issue Date | Project Number | Project Name | Contract Name | Contract Number | Contract Holder | Base/Option Period | Task Order Number | Period Of Performance Start (Task Order) | Period Of Performance End (Task Order) | USDA Cost Center | Terms | POC Name | POC Email | POC Phone | Billing Period Start | Billing Period End | Agency Disburser Name | Agency Payer Name | Billing Line: Title | CLIN | CLIN Period of Performance Start | CLIN Period of Performance End | Billing Detail: Description | Billing Detail: Quantity | Billing Detail: Unit of Measure | Billing Detail: Unit Cost | Billing Detail: ODC Product Vendor | Status Report File | Billing Detail: Total Charges | Additional Notes | Reserved for Future Use | Reserved for Future Use | Reserved for Future Use | Reserved for Future Use |
| INV-0002350845 | 20240201 | NewAcq | 12345 | STRATUS | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | Professional Services (Labor Hour) | 001 | 20240101 | 20250101 | ARCH1 | 15 | HOUR | $ 100.00 | (empty) | XYZ Monthly Program Review | $ 1,500.00 | Credit Applied for incorrect billing | ||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | STRATUS | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | Professional Services (Labor Hour) | 001 | 20240101 | 20250101 | ARCH3 | 15 | HOUR | $ 300.00 | (empty) | XYZ Monthly Program Review | $ 4,500.00 | |||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | STRATUS | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | Professional Services (Labor Hour) | 001 | 20240101 | 20250101 | DBA1 | 15 | HOUR | $ 100.00 | (empty) | XYZ Monthly Program Review | $ 1,500.00 | |||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | STRATUS | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | Professional Services (Labor Hour) | 001 | 20240101 | 20250101 | DBA2 | 15 | HOUR | $ 200.00 | (empty) | XYZ Monthly Program Review | $ 3,000.00 | |||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | STRATUS | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | Professional Services (Labor Hour) | 001 | 20240101 | 20250101 | ACCT1 | 15 | HOUR | $ 300.00 | (empty) | XYZ Monthly Program Review | $ 4,500.00 | |||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | STRATUS | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | Professional Services (Training) | 002 | 20240101 | 20250101 | Application1Training | 1 | HOUR | $ 4,000.00 | (empty) | Application 1 MPR | $ 4,000.00 | |||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | STRATUS | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | Professional Services (FFP Service Support) | 003 | 20240101 | 20250101 | Application2Support | 1 | EACH | $ 3,000.00 | (empty) | App2 MPR | $ 3,000.00 | |||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | STRATUS | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | Professional Services (FFP Service Support) | 003 | 20240101 | 20250101 | Application3Support | 1 | EACH | $ 6,000.00 | (empty) | App 3 MPR | $ 6,000.00 | |||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | STRATUS | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | Professional Services (FFP Service Support) | 003 | 20240101 | 20250101 | Application4Support | 1 | EACH | $ 1,087.00 | (empty) | App 4 MPR | $ 1,087.00 | |||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | STRATUS | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | ODC | 004 | 20240101 | 20250101 | Travel | 1 | EACH | $ 5,077.00 | Company A | Application 1 MPR | $ 5,077.00 | Travel during the ABC conference | ||||||||||||
| INV-0002350845 | 20240201 | NewAcq | 12345 | STRATUS | BP | 11111 | 20220901 | 20250901 | NIT9902 | NET 30 | Joe Smith | joe.smith@abc.com | 123-456-7890 | 20240101 | 20240130 | ODC | 004 | 20240101 | 20250101 | Goods | 1 | EACH | $ 3,045.00 | Company B | Application 1 MPR | $ 3,045.00 |
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