2024.07.23 Appendix D (Payment_Invoicing)_DRAFT.pdf

HTC711-XX-R-R0XX

Appendix D (Invoicing)

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PAYMENT AND INVOICING

D.1. Task Orders. In accordance with (IAW) Federal Acquisition Regulation (FAR) Clause 52.216-18, Ordering, task orders and any subsequent modifications to task orders will be issued by Ordering Officers (OO) based on customer’s entitlement and sent to the Contractor via the Government-managed system. IAW FAR 16.504 (a)(4)(vi), the OO may orally order services and a written task order will be issued as soon as practicable.

Task orders shall contain all required elements specified in FAR 16.505(a)(7) and shall also include customer order, task order, and the Contract Line Item Number (CLIN) valid Transportation Accounting Code (TAC) (e.g., LOA). TAC validation should be done via Transportation Global Edit Tables – either automated interface or manually. OO approval or denial will occur no later than two (2) business days from the task order being submitted to the OO.

D.1.1. Transition. A separate, stand-alone task order will be issued by the Contracting Officer for the Transition Services identified in Performance Work Statement (PWS) Paragraph 1.4.1, and Appendix A, Transition.

D.1.2. Non-Temporary Storage (NTS). In accordance with DoDFMR Volume 10 Chapter 13 (7.1.1.2), the initial storage period task order shall only be for the initial NTS Fiscal Year (FY) for storage, not to exceed 12 months. Each FY, the task order shall be closed out and a new task order shall be created for each FY/period of performance.

D.2. Payment Information. Payment will be made using the Third-Party Payment System (TPPS) Automated Payment System IAW the invoicing instructions below.

D.3. Invoicing Instructions. IAW PWS Paragraph 1.18, the Contractor shall submit payment requests directly in the designated Government-managed system, or through the Contractor’s interface with the Government-managed system. Invoices can be created via electronic data interchange or by using the web-based user interface. The Contractor must mark the service as “complete” in the system and provide a complete service document package (identified below). Upon receipt and verification of a complete service document package in the Government-managed system an approved invoice request will be generated in the Government-managed system. Once the Transportation Invoicing Officer approves the invoice request, the invoice request will transfer from the Government-managed system to TPPS. The Government-managed system has the capability to process more than one invoice per task order. The Contractor may elect to submit more than one (1) invoice per task order, but each invoice must be uniquely numbered and correspond to the specific task order. The Contractor will only be paid for approved amounts depicted on the Government task order.

D.3.1. Service Document Package. The Contractor shall submit a service document package inclusive of accurate, legible and audit-compliant documentation which reflects the true dates, weights and services performed to substantiate all services rendered as evidenced by customer or customer representative signature(s) in the payment request.

Documentation shall include, but is not limited to, shipment inventory, warehouse receipt, and weight tickets, as applicable. Documentation can be uploaded directly into

D-2 the Government system or via a system interface.

D.3.2. Task Order Modifications. In the event a task order is modified, the Contractor is authorized to invoice for all services rendered.

D.4. Invoicing. The Contractor shall invoice for all CLINs included the SF1449 IAW the following instructions.

D.4.1. Transition (CLIN 0002, PWS, para 1.4.1). Invoicing for Transition services is authorized monthly. The total price included in Attachment 2, Pricing Rate Table, Tab 4a, shall be invoiced equally per month, until requirements included in Paragraph A.2.

of Appendix A, Transition Plan, are complete. Invoices for Transition shall be submitted IAW DFARS 252.232-7006, Wide Area Work Flow.

D.4.2. HHG Handling-In. (PWS 1.10.)

D.4.2.1. Services will be paid per gross hundredweight (CWT) of HHG handled-in and will be included on the first storage invoice following start of storage.

D.4.2.2. The Contractor must complete services within 3 Government business days after receiving a lot for storage from the GHC prime contractor and submit the inventory, warehouse receipt, and weight tickets electronically within 7 Government business days.

D.4.2.3. The TPPS assigns a unique identifier known as the LineIDC to each line item submitted on the contract’s invoice and transmits the EDI 859. The Contractor has the option of submitting more than one invoice against a single Service Order for Personal Property/Shipments. Each invoice must reference the contract Task Order Number and have a unique invoice number assigned by the Government system of record.

D.4.3. HHG Storage. (PWS 1.11.)

D.4.3.1. Storage charges are payable per gross CWT of HHG for a calendar month, except one-half month's storage charge shall be paid on lots received for storage on or after the 16th day of a month and lots released from storage on or before the 15th day of a month.

D.4.3.2. The Government will determine the status of all pending receipt actions up to the end of the current billing quarter by the contract through the Government system of record’s management reports. Once all handling-in and handling-out receipt actions for the current billing quarter have been validated, the Government will generate the quarterly storage order.

D.4.3.3. All items of service ordered shall be subject to and payable on the basis of a minimum weight of 500 pounds net, unless waived by deployment storage rate modification under which the actual weight of each shipment applies.

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D.4.4. HHG Handling-Out. (PWS 1.12.)

D.4.4.1. Services will be paid per gross hundredweight (CWT) of HHG handled-out and will be included on the final storage invoice.

D.4.4.2. The Contractor must complete services within 3 Government business days after receiving a lot for storage from the GHC prime contractor and submit the inventory, warehouse receipt, and weight tickets electronically within 7 Government business days.

D.4.4.3. The TPPS assigns a unique identifier known as the LineIDC to each line item submitted on the contract’s invoice and transmits the EDI 859. The contractor has the option of submitting more than one invoice against a single Service Order for Personal Property/Shipments. Each invoice must reference the contract Task Order Number and have a unique invoice number assigned by the Government system of record.