Utility Processing RFI Questions and Answers.pdf
PDF 91 KB Posted
- Solicitation number
- 47HAA024N0005
- Issued by
-
GSA Office of Administrative Services
About this file
This Request for Information (RFI) seeks information on utility invoice management, processing and payment services. The services include maintaining utility account records, processing invoices, making payments to vendors, managing accounts and correspondence, and providing files to the Government. The performance period is a 12-month base year plus four 12-month options. Responses are requested by January 12, 2024. The Government will utilize the information to potentially issue a solicitation for these services.
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Other files
| File | Type | Posted |
|---|---|---|
| Utility Invoice - Management_Processing and Payment Draft PWS.pdf |
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Text version
Utility Invoice -Management Processing and Payment
RFI 47HAA024N0005
Questions and Answers
1. Structure:
If GSA intends to send funds to Contractor for disbursement to utility vendor, should funds be received into a Contractor-owned account or a GSA-owned account (controlled by the Contractor)?
Response: Funds sent to the Contractor for disbursement to the utility vendors are sent to a Contractor- owned account.
Are funds still considered public funds once sent from Government to the Contractor, prior to disbursement to utility vendor?
Response: The Government will disbursement funds (as requested through the submission of an invoice file) to the Contractor. The Contractor will utilize the funds to disburse payments that the Contractor will make directly to the utility provider.
2. Size:
What is the dollar size of all utility invoices monthly/annually?
Response: Approximately $28.5M monthly/$340M annually
3. Emergency Payments:
Would any emergency payments still be expected to go through standard approval process and will Contractor have any assurance they will be reimbursed?
Response: In instances of emergencies (disconnect notification, shut-off of services), pre-approval is not required. The Contractor makes the decision to process emergency payments only when the account is in danger of being disconnected or has been shut-off. The emergency payments will be subsequently submitted on an invoice file from the Contractor to the Government for reimbursement.
What might be a typical size and amount of an emergency payment and how often might the situation arise?
Response: This is very rare, and it only occurs when the account is in danger of being disconnected. The $ amount varies; it ranges from $10 to $3M.
4. Account Validation:
What value would be placed on payment integrity, account validation services and avoidance of improper payments/fraud?
Response: Controls to ensure payment integrity, account validation and avoidance of improper payments/fraud are imperative and required to be embedded within the Contractor’s system. This is not an area that can be compromised.
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