47QSSC-26-Q-0124_T10_Exhibit 3_ EDI or VP Certification Document.pdf

BUSINESS TRANSACTION PROCESSING REQUIREMENTS

1 Electronic Data Interchange (EDI) Requirements

EDI is better suited for higher volume contractors. GSA prefers EDI, and suggests contractors expecting to receive greater than 50 orders per month to choose EDI. Additional information and points of contact for business transaction processing requirements can be found at http://www.gsa.gov/supplyedivp.

1.1 Transactional Business Requirements

The contractor is required to work with GSA to understand and adhere to GSA business rules and requirements.

All transactions will be submitted to and received by the “prime” contractor ONLY. Any additional electronic transaction communication that is required to fulfill Customer Order(s) between the contractors and its suppliers shall be the responsibility of the “prime” contractor ONLY. No subcontractor submissions accepted, and contractor teaming arrangements must designate a lead contractor.

The contractor is required to work with their GSA Contracting Officer to understand and adhere to GSA business rules and requirements as they relate to:

● Processing of backorders;

● Purchase order acknowledgements;

● Shipment information;

● Delivery information;

● Delivery documentation;

● Accuracy of data provided to GSA;

● Contractor cancellations;

● Customer cancellations;

● Interpretation of GSA data in order to meet GSA shipping documentation guidelines; and

● Processing of emergency purchase orders

1.1.1 Universal requirements required of all contractors supporting GSA Global Supply orders:

● Acknowledge receipt of a purchase order within one business day

● Acknowledge receipt of a purchase order change within one business day http://www.gsa.gov/supplyedivp

● Process purchase order cancellation requests within one business day

● Provide Requests for*:

○ Backorders

■ Backorders MUST have an Estimated Delivery Date included

○ Changes in delivery dates

○ Substitutions *Requests should be communicated to your GSA Contracting Officer prior to execution via the system.

● Provide shipment information

○ Shipment Status within one business day following shipment

○ Valid carrier tracking numbers

● Provide delivery confirmation information including, but not limited to, date of delivery (when requested for specific shipments)

● Invoice for orders only after you have provided shipment information

○ Correct erroneous information provided to GSA on the disposition of a purchase order;

○ Full line accountability is required

1.2 EDI Transactional Data Requirements

Contractors shall be able to reliably perform commodity transaction processing with GSA by utilizing a standardized electronic method of communication, compatible with GSA transactional systems.

GSA utilizes the American National Standards Institute (ANSI) X-12 family of transaction sets to electronically communicate both “Inbound” and “Outbound” transaction sets.

The contractor is required to retrieve orders and provide the information outlined from C.1.1.1 via EDI. Additionally, EDI contractors are required to work with GSA to understand and adhere to GSA business rules and requirements as they relate to section C.1.3.2.

All electronic communications between GSA and its contractors shall be transmitted through the designated GSA EDI gateway.

1.2.1 Initiating EDI Communications with GSA

GSA reserves the right to test and validate the contractor’s EDI capabilities for all required transaction sets before on-boarding is authorized.

GSA will coordinate the process to onboard awarded contractors to the designated GSA EDI gateway using the ANSI X-12 EDI standards detailed in the sections below and identified in Table 1 of this document.

To initiate the onboarding process, GSA will issue EDI questions for the purpose of evaluating contractor EDI capabilities. The questions shall be completed by the contractor and returned to GSA within five (5) business days.

Upon completing the EDI-Survey, GSA will coordinate end-to-end process testing with the contractor to assure compliance with EDI specifications. The end-to-end testing is estimated to be completed within 90 days after contract award/modification, excluding any protest periods.

1.2.2 EDI Transaction Implementation Conventions

The table below, shows the EDI Implementation Specification for a given transaction set. The most current transaction sets used to support GSA Global Supply orders can be obtained by emailing gsaedi@gsa.gov. A copy of the most recent specifications and versions can also be found on http://www.gsa.gov/supplyedivp.

TABLE 1: EDI TRANSACTION IMPLEMENTATION CONVENTIONS as of March 30, 2021

EDI

Transaction Name

Transaction X12 Version ISA Version GS Version Notes

Purchase Order

00401 00501

004010 005010

Preferred

Purchase Order Acknowledge ment

855 4010 00401 004010 Preferred

Purchase Order Change

860 4010 00401 004010 Preferred

Advance Ship Notice

(ASN)

Manifest

856 4010 00401 004010 Preferred

Invoice 810 4010 00401 004010 Preferred

Functional Acknowledge ment

997 4010 00401 Based on interchange version

Based on interchange version

Note:

GSA reserves the right to implement additional ANSI X-12 transaction sets and/or update transaction versions as its business operations deem appropriate. Additional EDI changes may be required when the program necessitates changes to order data. GSA will coordinate with the contractor to establish a mutually agreed-upon timeframe for implementing any future transaction updates, upgrades, or additional transaction sets required to support this requirement.

1.2.3 Validation Testing of EDI Transaction Sets

GSA personnel will validate the contractor's EDI Transaction Set communication following contract award or modification. GSA will coordinate end-to-end testing with GSA systems and the contractor’s systems. At a minimum, the following transactions will be validated:

● EDI 850 Purchase Order

● EDI 997 Functional Acknowledgement

● EDI 855 Purchase Order Acknowledgement

● EDI 856 Advance Ship Notice/Manifest

● EDI 860 Purchase Order Cancellation / Customer Initiated Change

● EDI 810 Invoice

GSA may select up to 20 items from the contractor’s catalog for end-to-end testing and conduct testing with live production orders. These items will be tested under a number of different scenarios (cancellation, backorder, multiple shipments, etc.)

1.2.4 EDI Business Communications to and from the Government

GSA utilizes the ANSI X-12 family of EDI specifications to electronically communicate both “Inbound” (transactions provided by the vendor to GSA) and “Outbound” (transactions sent by GSA to the vendor) transaction sets for its business operations.

The following Inbound and Outbound EDI transaction sets shall be required for EDI contractors:

● Inbound EDI types (Transactions sent to GSA from Contractors)

○ 855: Purchase Order Acknowledgement with three possible types of status:

■ Accept, Backorder or Cancel (Note: Any backorder must be accompanied by an expected ship date)

○ 856: Advance Ship Notice/Manifest with three possible types of status:

■ Ship, Backorder or Cancel (Note: Any backorder must be accompanied by an expected delivery date)

○ 810: Invoice

○ 997: Functional Acknowledgement

● Outbound EDI types (Transactions sent from GSA to Contractors)

○ 850: Purchase Order (PO)

○ 860: Purchase Order Cancellation / Customer Initiated Change

○ 997: Functional Acknowledgement

I have read and understand the Business Transaction Processing Requirements and will comply with these requirements 100% for all purchase orders issued under the MRO.

CONTRACTOR NAME:____________________________________

CONTRACTOR UEI:_____________________________________

Contractor’s Representative Signature:

_________________________________________ Date:_____________

Printed Name: Title: