2 - Attachment D.3.3 - Bi-Monthly Transaction_Handling Invoice.xlsx

XLSX spreadsheet 48 KB Posted Feb 8, 2018

Attached to: Third Party Logistic (3PL) Services Federal contract opportunity
Solicitation number: 12-3J14-18-S-0096
Issued by: Department of Agriculture Agricultural Marketing Service Washington Office

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Other files for this federal contract opportunity

Other files attached to Third Party Logistic (3PL) Services, newest first.
File	Type	Posted
Attachment_D.1_-_Schedule_of_Items_(A02).xlsx	XLSX spreadsheet	Mar 7, 2018
Amendment_A02.pdf	PDF	Mar 7, 2018
Amendment_A01.pdf	PDF	Feb 27, 2018
Attachment_D.6_-_Temp__Humidity_Req_(A01).xlsx	XLSX spreadsheet	Feb 27, 2018
2 - Attachment D.14 - Annual Subcontracting Plan Form.doc	DOC document	Feb 8, 2018
2 - Attachment D.3.5 - Bi-Monthly Storage Invoice.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.8 - CSFP Foods Available List.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.10 - How Contract CLIN Values Determined.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.3.7 - Reporting Template with References.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.12 - Contractor's Nondisclosure Statement.docx	DOCX document	Feb 8, 2018
2 - Attachment D.3.6 - Monthly Transportation Invoice.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.15 - WBSCM Requirements.docx	DOCX document	Feb 8, 2018
2 - Attachment D.1 - Schedule of Items.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.4 - FRGRA.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.3.2 - Monthly Inventory Aging _Hold Report.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.7 - FIDPR Foods Available List.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.9 - Recipient Agencies.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.13 - Sample Past Performance Letter and Questionnaire.docx	DOCX document	Feb 8, 2018
2 - Attachment D.5 - Sched of Deducts.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.9 - Recipient Agencies - At Award.xlsx	XLSX spreadsheet	Feb 8, 2018
1_-_Solicitation.pdf	PDF	Feb 8, 2018
2 - Attachment D.3.4 - Monthly Inventory Adjustment Report.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.11 - Sample Advanced Shipping Notice.docx	DOCX document	Feb 8, 2018
2 - Attachment D.6 - Temp & Humidity Req.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.2 - PWS.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.3.1 - Monthly Floor Loaded Handling Invoice.xlsx	XLSX spreadsheet	Feb 8, 2018

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Information D3.3 Bi-Monthly Transaction Report and Handling Invoice

Information

1 Bi-Monthly Transaction Report and Handling Invoice

Email Due Date:	Bi- Monthly Transaction Report and Handling Invoice for Reporting Period 1st day through midnight on 15th day of month is
	due the 16th calendar day of the month by noon central time (running report every other week).
	If the 16th day of the month falls on a weekend or federal holiday, then report is due by noon central time the next business day.
	Note: 1st period will be used for informational purposes, not for billing.

Bi- Monthly Transaction Report and Handling Invoice for Reporting Period 16th day through midnight on last day of month is

due the first calendar day of the next month by noon central time.

If the first day of the month falls on a weekend or federal holiday, then report is due by noon central time the next business day.

Note: Running report for second reporting period information should be added to first period and submitted for the whole month.

Note: These Bi-Monthly Reports submitted by email on each due date will not be paid against until supporting documents are received

with other reports/invoices after the end of the reporting month.

Number of Copies: See below

Format: Microsoft Excel file (Excel version 2013 compatible).

Deliver Reports To: Send Report as Email attachment to CO, AMS CORs, and FNS CORs

Reporting Periods:	Reporting Period #1:	1st day of month through midnight on the 15th day of month
	Reporting Period#2:	16th day of month through midnight on the last day of month

2 Combined Bi-Monthly Transaction Report and Handling Invoice - Hard copy and CD with file copy of Invoice and supporting documentation

Due Date:	7th Working Day After End of the Prior Month.
	No no later than 4:00 p.m. central time zone (Kansas City, MO)

Number of Copies: 3 electronic copies of Invoice with supporting documentation and 1 hard copy of the invoice.

Format:	When electronic copies are specified, they shall be submitted on a CD
	Microsoft Excel file (Excel version 2013 compatible). Each report shall be contained in a separate folder.

D3 - Bi-Monthly Transaction Report and Handling Invoice with supporting documentation (e.g. Inbound BOL, etc.) shall be contained in a separate file.

Each D3 - Bi-Monthly Transaction Report and Handling Invoice shall be segregated with its own supporting documentation.

Deliver Reports To:	Contracting Officer: One electronic copy of Invoice with supporting documentation
	AMS/COR: One electronic copy of Invoice with supporting documentation and one hard copy of the Invoice.
	FNS/COR: One electronic copy of Invoice with supporting documentation.

Reporting Periods: Prior Month

Note: Bi-monthly means twice per month.

Note: Submit Bi-Monthly Reports by email by due dates and a Combined Bi-Monthly Storage Invoice for the entire Month.

Header Sort Support Docs D3.3 Bi-Monthly Transaction Report and Handling Invoice

Header Information Requirements for Reports/Invoices

1	Contractor Name & Business Address (include sub-organization name, room number or mail stop if applicable)
2	Contract Number
3	Task Order Number
4	Title of Report (include copy and/ or version number)
5	Point of Contact (include name, title, and phone number)
6	Include Page Numbers (sequential) on all reports	( i.e. 1 of 200)
7	Reporting Period
8	Contractor's Invoice Number
9	Date of Invoice
10	Contractor's WBSCM Ship To # Entity 4-50xxx (this will be provided at post award conference)

Note: All Invoices/Reports require Contractor's Certification in accordance with Section C.1.

SORT SEQUENCE:

1	By Program (CSFP or FDPIR)
2	WBSCM Material Code and Commodity Description
3	Warehouse Lot Number
4	Activity Date

SUPPORTING DOCUMENTATION TO BE SUBMITTED WITH EACH REPORT:

1	Copy of inbound BOL with carrier’s signature and date (date carrier receipted for the load) and
	warehouse’s signature and date (date commodity received at contractor’s facility) with cases received.
2	Number of pallets.
3	Copy of each outbound BOL from contractor’s facility to the Recipient Agency(ies) and/or any destination
	assigned by USDA with the following data on each BOL:
	a	Name of Recipient Agency with WBSCM “Ship To #”; City, State and Zip Code located
	b	WBSCM Requisition Number
	c	Warehouse Lot number for each commodity ordered, with its corresponding
		inbound PO and PO line item numbers and PR numbers.
	d	WBSCM Material Code and Commodity Description
	e	Number of Cases for each lot shipped
	f	Signature of carrier with date carrier accepts load from contractor’s Facility	BOL issuance
	g	WBSCM RA's Regular Scheduled Delivery Date (RSDD)
	h	Signature of Recipient Agency with date commodity was received notating any over, short and damaged commodities
	i	Total gross weight for shipment and total number of pallets outbound
4	Copy of applicable emails

Special Data RQ D3.3 Bi-Monthly Transaction Report and Handling Invoice

SPECIFIC DATA REQUIRED:

1	Template examples show how to handle inventory carried over from end balance of previous month to beginning of current month and
	when inventory is received during the month, and outbound shipments, inventory adjustments, receipting for inbound loads,
	and accounting for handling charges.
	Note: The multi-month combined nature of the template is for demonstration visibility purposes only.
	The actual report should have a separate tab for each month containing only the information from that month.
	The beginning monthly balance for each lot should correspond to the ending balance on the previous month's tab.

2	Inventory total, by material, at beginning of month. For each lot, show:
		Filled in every column from WBSCM Program through BIUB date
		Activity date = 2/1/17
		Activity type = BEG
		Case Balance in this example was = 1000
		Activity dates record what happens to lot during each invoice period
		Note: Case Balances on Bi-Monthly Transaction and Handling Invoice must mirror case balances on Bi-Monthly Storage Invoice- match BEG/END number should be the same number
		billed for last day of each period and column L on Bi-Monthly Storage Invoice.

		Case
		Balance
1st day of month	BEG	x	This should be the ending case balance for the previous period.
15th day	END	x
16th day	BEG	x	This should be the ending case balance for the previous period.
Last Day of Month	END	x

Activity Types shall be only: OUT, IN, ADJ, BEG, END

Activity
Type
Legend
OUT	has several reasons and data requirements
	Regular shipments to RA's require WBSCM Req. Num and outbound BOL #, cases on BOL, and declining case balance
IN	Inbound shipments from vendors. Requires WBSCM Req. Num and inbound BOL #, cases received, and increasing case balance
ADJ	has several reasons and data requirements
	All Adjustments Require an Inventory Adjustment Number that begins with 9900000
BEG	Beginning cases balance should be the same ending (END) case balance of previous period.
END	Ending case balance as of midnight last day of reporting period 15th or last day of month

3 Transaction activity for inbound received/Handling Invoice, by commodity, cases, pallets received during the month. For each lot, show:

Cases received
Fill in every column from WBSCM Program through BIUB date
Activity date = 2/1/17	Date shipment is receipted for 2/1/17; no qty carry-over; activity date= receipt date
Activity Type = IN
Cases	1000	Beginning amount From WBSCM, supported by the inbound BOL, plus or minus any OSD product.
Case Balance	1000	Declining case balance
Note: Inbound O/S/D's and supporting documentation shall be reported ( see performance standard 2B) by email to CO and Cors.

Handling Invoice Clin 1
	20	Billing inbound pallets received and recorded
	$30.00	Handling Clin 1 Rate
	$600.00	Handling Clin 1 Amount

4	Inventory shipped OUT during the reporting month to eligible recipient agencies (RA). For each lot show:
		Activity Date
		Activity Type = OUT ( See Template for other types of Activity Types)
		Activity Reason Code	If applicable, See Activity Reason Legend, and Data Requirements
		WBSCM Requisition Number	If applicable
		Outbound BOL
		Cases	Cases ordered out
		Case Balance

5	Inventory Adjustments - for each lot show:
		Activity Date
		Activity Type	ADJ	Adjustment
		Activity Reason Code		See ADJ Legend
		IAN	All inventory adjustments require an Inventory Adjustment Number (IAN), assigned in sequential order starting with 9900001.
			(Reversal of previous adjustment requires a new IAN and activity date transactional record and remains part of permanent record.
			Reversal adjustment does not deleted both entries.
		WBSCM Requisition Number		If applicable
		Outbound BOL Number		If applicable
		Cases	plus or minus case adjustment
		Case Balance	balance after adjustment

6	Separate totals page, showing Grand totals by program for:
		Total Ending case balances by material code, total inbound billed pallets, total handling amount for each Reporting Period and grand totals for month.
7	Contractor's Certification

Template Fields:
	WBSCM Program
	WBSCM Material Code
	WBSCM Commodity Description
	Warehouse Lot Number
	WBSCM PO Number
	WBSCM PR Number
	Receipt Date	Receipt date = activity date when inbound shipment received (IN)
	Manufacture Date
	Activity Date	Need activity dates for 1st day of month BEG and 16th BEG and 15th END, and last day of month END, as well as others
	Activity Types (5) :	OUT, IN, ADJ, BEG, and END
	Activity Reason Code	See Applicable Legends for OUT and ADJ
	Inventory Adjustment Number		numbers beginning with 9900000
	WBSCM Requisition Number
	Outbound BOL
	Cases	Ordered or adjusted
	Case Balance	Decreases as cases ordered out or increases/decreases as inventory adjustments made
	Billing Inbound Pallets	Amount received on inbound shipment received during month
	Handling Clin 1 Rate	Full Handling Rate applied when inbound shipment received(1 time charge)		IN for current month
	Handling Clin 1 Amount	Inbound Pallets x handling rate/pallet= amount

Legend	Activity
Activity	Reason
Types:	Code:
BEG		Beginning balance carried over from last day of previous period for reporting period. Beginning balance can not equal zero.
IN		Receipt date = activity date when inbound shipment received (IN),
OUT	Out Legend
OUT	RA	For Recipient Agency deliveries	WBSCM Requisition Num and Outbound BOL #
OUT	Transfer	Outbound BOL shipment going to another Multifood warehouse	Need Outbound BOL #
OUT	Donation	Outbound BOL showing what Foodbank picked-up	Need Outbound BOL #
OUT	Special	FNS requested shipment outside contract	WBSCM Requisition Num and Outbound BOL #, as applicable
OUT	Disaster	Disaster shipments	WBSCM Requisition Num and Outbound BOL #, as applicable
END		Ending Case Balance for period.

ADJ	ADJ Legend	IAN	All ADJs require Inventory Adjustment Numbers (IAN).
			Any inventory adjustment (except Shpmnt O/S) not related to a specific WBSCM Req or BOL.
ADJ	WH O/S	99#	Whse Exam, or Warehouse adjustment (cycle count, audit results showing warehouse inventory losses(-) or gains(+)).
ADJ	HVDam	99#	Hidden Vendor Damage
ADJ	Wh Dam	99#	Warehouse Damage
ADJ	Prg	99#	Program Change	Adjustment taking quantity out of current lot
ADJ	Prg	99#	Program Change	Matching adjustment creating new lot in correct program
ADJ	Shpmnt O/S	99#	Overages or shortages reported by RA or discovered by warehouse/carrier. A specific WBSCM Req Number and/or outbound BOL number must be referenced
			when using this code. Any adjustment without a WBSCM/BOL number must be listed as warehouse O/S.

Bi-MoTransactionHandling Inv D3.3 Bi-Monthly Transaction Report and Handling Invoice YYYY <Month> TEMPLATE

Header Information

WBSCM

Warehouse

WBSCM

Activity

Inventory

WBSCM

Billing

Handling

WBSCM

Material

Commodity

Lot

Receipt

Manufact

BIUB

Activity

Reason

Adjustment

Requisition

Outbound

Case

Inbound

Clin 1

Program

Code

Name

Number

Date

Type

Code

Number (IAN)

Number

BOL Num

Cases

Balance

Pallets

Rate

Amount

CSFP

100035

Cheese Reduced Fat

500357

41-24583-110

40-12345 -110

1/15/17

1/5/17

1/5/18

1/15/17

100256099

1000

$30.00

$600

CSFP

100035

Cheese Reduced Fat

500357

41-24583-110

40-12345 -110

1/15/17

1/5/17

1/5/18

1/15/17

END

1000

CSFP

100035

Cheese Reduced Fat

500357

41-24583-110

40-12345 -110

1/15/17

1/5/17

1/5/18

1/16/17

BEG

1000

CSFP

100035

Cheese Reduced Fat

500357

41-24583-110

40-12345 -110

1/15/17

1/5/17

1/5/18

1/31/17

END

1000

CSFP

100035

Cheese Reduced Fat

500357

41-24583-110

40-12345 -110

1/15/17

1/5/17

1/5/18

2/1/17

BEG

1000

CSFP

(Example of Outbound shipment to Receipient Agency)

2/10/17

OUT

1000256173

45701

-50

950

CSFP

2/10/17

OUT

1000256200

45703

-50

900

CSFP

( Example of Inventory Adjustment and IAN)

2/12/17

ADJ

Wh O/S

9900001

-2

898

CSFP

( Example of Inventory Adjustment and IAN)

2/12/17

ADJ

Wh O/S

9900002

-20

878

CSFP

2/13/17

OUT

1000256204

45704

-296

582

CSFP

(End of Reporting Period #1- Must ID END case balance)

2/15/17

END

582

(Beginning of Reporting Period #2- Must ID BEG case balance -

CSFP

should be identical to END of previous period)

2/16/17

BEG

582

CSFP

2/20/17

OUT

1000256205

45705

-104

478

CSFP

2/25/17

OUT

1000256231

45710

-248

230

CSFP

(End of Reporting Period #2- Must ID END case balance)

2/28/17

END

230

3/1/17

BEG

230

FDPIR

100001

Frozen Butter

500411

41-245900-1

40-12450-1

12/20/16

11/15/16

2/5/18

12/31/16

END

2000

FDPIR

100001

Frozen Butter

500411

41-245900-1

40-12450-1

12/20/16

11/15/16

2/5/18

1/1/17

BEG

2000

FDPIR

100001

Frozen Butter

500411

41-245900-1

40-12450-1

12/20/16

11/15/16

2/5/18

1/15/17

END

2000

FDPIR

100001

Frozen Butter

500411

41-245900-1

40-12450-1

12/20/16

11/15/16

2/5/18

1/16/17

BEG

2000

FDPIR

100001

Frozen Butter

500411

41-245900-1

40-12450-1

12/20/16

11/15/16

2/5/18

1/31/17

END

2000

FDPIR

100001

Frozen Butter

500411

41-245900-1

40-12450-1

12/20/16

11/15/16

2/5/18

2/1/17

BEG

2,000

FDPIR

100001

Frozen Butter

500411

41-245900-1

40-12450-1

12/20/16

11/15/16

2/5/18

2/15/17

END

2,000

FDPIR

100001

Frozen Butter

500411

41-245900-1

40-12450-1

12/20/16

11/15/16

2/5/18

2/16/17

BEG

2,000

FDPIR

100001

Frozen Butter

500411

41-245900-1

40-12450-1

12/20/16

11/15/16

2/5/18

2/20/17

OUT

1000345786

6579302

-2000

FDPIR

100001

Frozen Butter

500411

41-245900-1

40-12450-1

12/20/16

11/15/16

2/5/18

2/28/17

END

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