36C10G19Q0054-002.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 michael.schrantz@va.gov

Program Office POC

TBD

2. CONTRACTOR REMITTANCE ADDRESS:

All payments by the Government to the Contractor will be made in accordance with 52.232-33, Payment by Electronic Funds Transfer—System for Award Management.

3. INVOICES:

Invoices shall be submitted monthly in arrears based upon delivery and acceptance:

4. GOVERNMENT INVOICE ADDRESS:

All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Request.

5. FSC MANDATORY ELECTRONIC INVOICE SUBMISSION:

Contractors are required to submit payment requests in electronic form in accordance with the submission instructions below.

TUNGSTEN ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Contracting POC:

COR (Contracting Officers Representative):

Contract/Task Order Number:

a. Vendor Electronic Invoice Submission Methods:

Facsimile, e-mail, 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 electronic data transmission methods 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 go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

2. 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). The X12 EDI Web site (http://www.x12.org)

b. Vendor e-invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below.

1. Tungsten e-Invoice Setup Information: 1-877-489-6135

2. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

3. FSC e-Invoice Contact Information: 1-877-353-9791

4. FSC e-invoice email: vafsccshd@va.gov See https://www.fsc.va.gov/einvoice.asp for more information.

B.2 TERMS AND CONDITIONS:

1. The Government is obligated only to the extent of authorized purchases actually made under the resultant 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 ATTACHMENT A – PRICE/COST SCHEDULE TRANSPORT CHAIRS. The quantities provided are estimates only, and VA makes no guarantee regarding the actual quantities that may be purchased.

1. Individuals Authorized to Purchase Under the Contract:

This is a Strategic Acquisition Center decentralized contract. Orders may be placed only by 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 manager 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. 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 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/Task 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:

Monthly Report: In order for the contracting office to submit the required financial reporting on FPDS-NG the contractor needs to submit ATTACHMENT E –REPORTING TOOL – TRANSPORT CHAIRS on a monthly basis to the Contract Specialist and Contracting Officer Representative. The report is due by the 5th of each month.

Quarterly Report: In addition to the monthly submission, the same ATTACHMENT E –REPORTING TOOL – TRANSPORT CHAIRS needs to be submitted quarterly as outlined below.

In order to track compliance, VA requires the contractor to submit the quarterly report of sales in the approved format listed in ATTACHMENT E –REPORTING TOOL-TRANSPORT CHAIRS based on the Governments fiscal calendar year. See below.

The contractor agrees that they shall adhere to this requirement. The contractor shall provide a quarterly report, no later than 60 calendar days after the end of each fiscal quarter ending December, March, June, and September. Reports shall be sent electronically to the SAC Government points of contact until the contractor is notified, in writing, of a different point of contact.

a. Project Manager: TBD

b. VA PAS: TBD

c. Contracting Officer: TBD

d. Contract Specialist: TBD

B.3 ACKNOWLEDGMENT OF AMENDMENTS:

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.1.2 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.1.3 INVOICES:

Invoices shall be submitted monthly in arrears based upon delivery and acceptance. Payments shall be made monthly in arrears upon receipt of a properly prepared receipt.

B.1.4 GOVERNMENT INVOICE ADDRESS:

All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Request.

B.1.5 FSC MANDATORY ELECTRONIC INVOICE SUBMISSION:

Contractors are required to submit payment requests in electronic form in accordance with the submission instructions below.

TUNGSTEN ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Contracting POC: TBD COR (Contracting Officers Representative): TBD Contract/Task Order Number: TBD Purchase Order Number: TBD

a. 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 Financial Services Center (FSC) in Austin, TX uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to the following website to begin submitting electronic invoices, free of charge:

http://www.tungsten-network.com/US/en/veterans-affairs/

2. 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). The X12 EDI Web site is http://www.x12.org.

b. Vendor e-invoice Set-up information:

Contact Tungsten at the phone number or email address listed below to begin submitting electronic invoices to the VA Financial Services Center in Austin, TX for payment processing. For questions about the payment status of a properly submitted invoice, the e-invoicing program, or Tungsten, contact the FSC at the phone number or email address listed below.

· Tungsten e-Invoice setup information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@tungsten-network.com

· VA TUNGSTEN Number: AAA544240062

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

· FSC e-Invoice email: vafsccshd@va.gov For more information, refer to the following: http://www.fsc.va.gov/einvoice.asp

B.2 TERMS AND CONDITIONS

B.2.1 ORDERING & PURCHASES

a. By establishing a contract, the Vendor agrees to supply established items(s) to satisfy the Government’s requirement when an order is placed under the contract during the effective period of performance. If, however, the Vendor determines to terminate production of the selected item and contemplates replacement with an alternative item, the Government reserves the right to evaluate the potential replacement item(s). There is no guarantee that the Government will evaluate any replacement item(s) favorably. If the Government determines the replacement item(s) as unacceptable, the individual item(s) or the entire contract may be canceled.

b. The Government is obligated only to the extent of authorized purchases actually made under the resultant 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.

c. 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 ATTACHMENT A – COST PRICE SCHEDULE. The quantities provided are estimates only, and VA makes no guarantee regarding the actual quantities that may be purchased.

d. Individuals Authorized to Purchase Under the Contract:

This is a Strategic Acquisition Center decentralized contract. Orders may be placed only by designated VA Ordering Officers for each facility with prior approval from the program manager and/or the project manager/COR. 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. Orders placed by Ordering Officers will be accompanied by a funded purchase request and will be approved by the program manager and/or project manager/COR prior to submission to the Contractor. The Contractor shall accept orders against this contract only from the Contracting Officer or from Ordering Officers when the order form is accompanied by the review and approval of the project manager/COR for this contract. Fulfilling orders from persons other than the Contracting Officer or an Ordering Officer may result in loss or delay in payment for supplies/services provided under such orders.

B.2.2 Shipping & Reports

e. Delivery Tickets:

1. 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.

2. 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 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.

3. 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)

f. Reports: The contractor agrees they shall adhere to the Monthly and Quarterly reporting requirements as outlined below.

1. Monthly Report:

In order for the contracting office to submit the required financial reporting on FPDS-NG, the contractor must submit Attachment F – Sales Reporting Tool on a monthly basis to reflect sales of equipment and related equipment ordered under this contract. The monthly report shall be submitted to the Contract Specialist and Contracting Officer Representative. The report is due by the 5th of each month.

2. Quarterly Report:

Quarterly Report: In addition to the monthly submission, the same Attachment F – Sales Reporting Tool reflecting quarterly sales must be submitted 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) as depicted in the table below. The quarterly report shall be submitted to the following POCs:

(a) Project Manager

(b) Contracting Officer’s Representative (COR)

(c) Contract Specialist/Contracting Officer (CS/CO)

(d) Financial Management Analyst at: SACPAY@va.gov In order to track compliance, VA requires the contractor to submit the quarterly report of sales in the approved format listed in Attachment F – Sales Reporting Tool based on the Government’s fiscal calendar year. See below.

B.3 ACKNOWLEDGEMENT OF AMENDMENTS:

The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

ATTACHMENTS:

ATTACHMENT A – COST/PRICE SCHEDULE

ATTACHMENT B – CONTRACT ADMINISTRATION

ATTACHMENT C – CONTRACT CLAUSES

ATTACHMENT D – PRODUCT DESCRIPTION

ATTACHMENT E – SOLICITATION PROVISIONS

ATTACHMENT F – SALES REPORTING TOOL