36C10G18Q0117-002.docx

SECTION B - CONTRACT ADMINISTRATION / INVOICE INSTRUCTIONS

B.1 CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer 0010G

Fredericksburg, VA 22408 Timothy.johnson13@va.gov

Fredericksburg, VA 22408 Sonja.davis2@va.gov

Program Manager - TBD

Contracting Officer Representative - TBD

B.2. CONTRACTOR REMITTANCE ADDRESS:

All payments by the Government to the Contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System for Award Management

B.3. INVOICES: Payments shall be made monthly in arrears upon receipt of a properly prepared receipt. The Vendor shall invoice orders as indicated on the individual delivery order.

In order to comply with the Improper Payment Elimination and Recovery Act of 2010 (IPERA), the VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). The VAFSC has partnered with OB10 e-Invoicing network for submission of all electronic invoices to the VA.

OB10 electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with OB10 by submitting an email to VA.registration@OB10.com or calling 1-877-752-0900, option 2 for enrollment.

Contractor shall submit an electronic invoice by the tenth (10th) of the following month services were performed, to the Veterans Affairs Financial Services Center (VAFSC) e-Invoice through the website at https://portal.ob10.com/login.aspx. For questions regarding the submission of VA electronic invoices, OB10 customer service may be contacted at 1-877-489-6135.

All invoices shall reference the vendor name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided quantity, unit price, and total invoice amount. Invoices shall also include any payment discount terms.

For questions regarding invoice receipt or payment, please call VAFSC directly at 1-877-353-9791 or email vafsccshd@va.gov.

B.4. VENDOR ELECTRONIC INVOICE SUBMISSION METHODS:

Fax, email and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted data transmissions below.

1. VA’s Electronic invoice presentment and payment system-The FSC uses a third party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please see Tungsten contact information below to begin submitting electronic invoices, free of charge.

1. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI).

1. The X12 EDI Web site (http://www.s12.org).

B.5. VENDOR E-INVOICE SET-UP INFORMATION:

Please contact OB10 at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center (FSC) in Austin, TX for payment processing. If you have questions about the e-invoicing program or OB10, please contact the FSC at the phone number or email address listed below

1. OB10 e-Invoice setup information: 1-877-489-6135

1. OB10 e-Invoice email: VA.Registration@ob10.com

1. FSC e-Invoice contact information: 1-877-353-9791

1. FSC e-Invoice email: vafsccshd@va.gov http://www.fsc.va.gov/einvoice.asp Communications:

https://www.federalregister.gov/articles/2012/11/27/2012-28612/va-acquisition-regulation-electronic-submission-of-payment-requests http://fcw.com/articles/2012/11/27/va-epayments.aspx?s=fcwdaily

B.6 TERMS AND CONDITIONS

1. The Government is obligated only to the extent of authorized purchases actually made under the contract. The terms and conditions included in this contract apply to all purchases made pursuant to it. In the event of an inconsistency between the provisions of this contract and the Contractors invoice, the provisions of this contract will take precedence.

1. Purchase/Ordering Limitation: Orders placed against this contract are limited to FAR Clause 52.216-19 Order Limitations, as noted in the contract. The estimated total quantities are listed on B.2 Price/Cost Schedule. The quantities listed are estimates only, and VA makes no guarantee regarding the actual quantities that may be purchased. Centers.

1. Individuals Authorized to Purchase Under the Contract: This is a Strategic Acquisition Center decentralized contract. Orders may be placed only by the Contracting Officer and designated VA Ordering Officers for each facility with prior approval from the program officer. The Contracting Officer will furnish the Contractor with a listing of all authorized Ordering Officers by facility and the program officer at contract award. When ordering officers are added after award, the Contracting Officer will furnish the Contractor with the names of individuals authorized as ordering officers, by contract modification or memorandum upon ordering officer appointment. Ordering officers are responsible for issuing and administering orders placed under this contract. Ordering officers may negotiate revisions/modifications to their orders, but only within the scope of this contract. Ordering officers have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the Contracting Officer responsible for this contract. The Contractor shall accept orders against this contract only from the Contracting Officer and/or authorized ordering officers. Fulfilling orders from persons other than the Contracting Officer or ordering officer may result in loss or delay in payment for supplies/services provided under such orders.

1. Delivery Tickets: The following provisions apply to all shipments:

Inspection: Destination Acceptance: Destination Shipping: Free on Board (FOB) – Destination Delivery: TBD Ship To and Mark For: Deliveries shall be marked and shipped to various VHA locations identified in each order placed against the contract.

All shipments, either single or multiple container deliveries, shall bear and contain on the delivery tickets or sales slips (external shipping labels and associated manifests or packing lists) the following at a minimum:

(i) Name of supplier

(ii) Contract/Delivery Order number

(iii) Date of purchase

(iv) Contract number

(v) Itemized list of supplies or services furnished

(vi) Quantity, unit price, and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated systems, provided the invoice is itemized to show this information).

(vii) Date of delivery or shipment

In the case of multiple container deliveries, a statement readable near the VA Order number will indicate total number of containers for the complete shipment (ex. “Package 1 of 2”), clearly readable on manifests and external shipping labels.

Packing Slips/Labels and Lists shall include the following:

IFCAP PO # ____________ (i.e., 166-E11234) Total number of Containers: Package ___ of ___. (i.e., Package 1 of 3)

1. Reports:

The Contractor agrees to provide on a monthly basis, to the POC’s identified in B.1.b above, one electronic version of the Quarterly Sales Report. This report should also be submitted to SACPAY@va.gov and VA003B1DEmp@va.gov on a quarterly basis.

The Quarterly Sales Report shall contain information on all Cryosurgical Units and other items ordered under this contract. The format for this report will be provided to the Contractor within 30 days after contract award. The report is due within 60 calendar days after the close of each calendar quarter (January 1–March 31, April 1–June 30, July 1–September 30, and October 1–December 31).

*The monthly report is due within 5 calendar days after the end of each month..