J.1_Cost_Invoicing_and_Payment_Instructions_and_Procedures.pdf
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- Solicitation number
- 693JJ918R000015
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This document provides cost invoicing and payment instructions for a National Communications, Marketing, and Media Support contract opportunity. The contract is a single indefinite delivery indefinite quantity contract with a period of performance not to exceed 60 months, to be awarded by the National Highway Traffic Safety Administration as a small business set aside. Invoices must include detailed labor category rates and hours, other direct costs, cumulative reimbursements to date, and certification of accuracy. Payment will be made upon acceptance of invoices containing the required elements and certification that work was performed as billed.
J.1 Cost Invoicing and Payment Instructions and Procedures
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Attachment J.1 Cost Invoicing and Payment Instructions and Procedures
693JJ918R000015
Title: National Communications, Marketing, and Media Support
1. REQUIRED INVOICE INFORMATION
a. The following data shall be included in invoices to be considered proper for payment:
1. Name and address of the Contractor.
2. Invoice date and invoice number. The Contractor should date invoices as close as possible to the date of the mailing or transmission.
3. Timeframe covered by the invoice.
4. NHTSA Contract number. TBD
5. NHTSA Contracting Officer’s Name. TBD
6. NHTSA Contract Specialist’s Name. TBD
7. NHTSA Contracting Officer’s Representative’s, name. TBD
8. Itemization of costs to include:
Number of hours worked for each Labor Category billed;
Associated Labor Rate for each Labor Category billed;
Other Direct Costs incurred for that invoice period and associated indirect costs (if applicable.);
Total reimbursement requested for that specific invoice;
Cumulative Total of reimbursements to date; and
Labor charges are to be substantiated by individual daily job time cards or a record of time worked showing personnel used, hours worked, and amounts charged, with such records to be retained by the Contractor and made available for the Government’s inspection on an “as-required” basis.
9. Name and address of Contractor official to whom questions regarding payment should be referred.
10. The Contractor shall certify that the hours worked and individuals being charged to the Government are correct, and that the dollar amounts invoiced were incurred for the work billed.
Attachment J.1 Cost Invoicing and Payment Instructions and Procedures
693JJ918R000015
Title: National Communications, Marketing, and Media Support
11. To be acceptable for payment, each invoice must contain the following certification:
“I hereby certify that the information submitted in this invoice, and accompanying documentation, is accurate and conforms to the billing requirements set forth in this Contract.”
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