Attach H - Invoice Requirements.pdf
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- Solicitation number
- N32205-21-R-4117
About this file
This document includes an attachment with invoice requirements for the operation and maintenance of six Maritime Prepositioning Force vessels. The attachment provides detailed instructions for invoice submission, including required data fields for invoices and reports of expenditures. Invoices must include vessel and contract information, expenditure type and description, service dates, amounts, and additional justification or remarks as needed. Reports of expenditures submitted with invoices must include purchase order numbers, vendor invoices, expenditure details, quantities, and premiums paid. A separate report of receipts is due on the twentieth day of each month to estimate expenditures for reimbursable line items. The related federal contract opportunity is solicitation number N32205-21-R-4117 for worldwide operation and maintenance of the six MPF vessels, issued by the Department of the Navy Military Sealift Command.
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ATTACHMENT H - INVOICE REQUIREMENTS/REPORT OF EXPENDITURES
1. At a minimum, the following information must be contained in each invoice:
a. Invoice Number (No more than 18 alphanumeric characters)
b. Invoice date (MM/DD/YYYY)
c. Contract Number
d. CLIN
e. Vessel Name
f. Port (if applicable)
g. Vessel Status (FOS, RAV, ROS)
h. Contracting Officer Consent Letter Serial Number(s)
i. Vessel Project Number
j. Vessel Task Number
k. Expenditure Type
l. Invoice Type: Port Services, Maintenance & Repair, or Overtime
2. A Report of Expenditures is required for every invoice submitted under this contract and must be submitted with the invoice for payment. The Report of Expenditures is the supporting documentation for invoices. Any invoice received without this report will be returned to the Contractor. A separate Report of Expenditures is required for each invoice and should only contain information specific to that invoice. The Report of
Expenditures shall identify when goods and services are received, not when a PO is written or an invoice is received. For invoices submitted through WAWF, the Contractor may attach file(s), such as the Report of
Expenditures. For paper invoices, the Contractor will attach this report to the package. For each Expenditure
Type billed under an invoice, the following information will be required. The Tables found on following pages of this attachment provide additional information/instructions.
a. Operating Contractor’s Purchase Order Number
b. Vendor Invoice Number
c. Contracting Officer Consent Letter Serial Number
d. Expenditure Type Number
e. Expenditure Type Description from Contract
f. Start of Service (MM/DD/YYYY)
g. End of Service (MM/DD/YYYY)
h. Amount in Dollars
i. Foreign Currency (if paid in foreign currency)
j. Amount in Foreign Currency (if paid in foreign currency)
k. Description Breakdown (if required by Expenditures Table)
l. Quantity (hours, days, events) (if required by Expenditures Table)
m. Premium Paid (if required by Expenditures Table)
n. Remarks/Justification (if required by the Expenditures Table)
3. For budgeted reimbursables, the Contractor will submit a Report of Receipts on the twentieth day of each month. This report will estimate the number and value of transactions within an Expenditure Type incurred by each ship during the month. For invoices submitted through WAWF, the Contractor may attach file(s), such as the Report of Receipts. For paper invoices, the Contractor will attach this report to the package. This report shall provide the data below.
a. Vessel Name / Contract Number
b. Expenditure Type Number
c. Expenditure Type Description from Contract
d. Start of Service or Receipt of Good (MM/DD/YYYY)
e. End of Service (MM/DD/YYYY) (Not Required for Receipt of Good)
f. Estimated Amount in Dollars of Goods/Services Received for the Month
g. Total of Estimated Amount in Dollars reported Fiscal Year-to-Date
Expenditures Table (to be used with the Report of
Expenditures)
CLIN/EXPENDITURE
DESCRIPTION
DESCRIPTION
BREAKDOWN
QUANTIY PREMIUM
ADDITIONAL DATA
REQUIRED
Fixed Ship Per Diem
Per Diem Rates FOS/ROS/RAV X Justification/Rmks Required
Reimbursable Operating Costs
ROS Direct Expenses X Justification/Rmks Required
War Risk Bonuses and Extra Wages
X Justification/Rmks Required
Additional P&I Insurance X Justification/Rmks Required
Legal Expenses for Claims X Justification/Rmks Required
Merchant Marine Cadet Wages/Travel
Stevedore Damage X
Crew Overtime to Support Sponsor Operations
X Justification/Rmks Required
Additional Crew Wages X Justification/Rmks Required
Food Service (Sponsor Personnel)
Log From Vessel X
Port Charges and Expenses
Canal Tolls Suez/ Panama X Justification/Rmks Required
Docking/Dockage X X
Agent Fees X
Pilot Fees Inbound/Outbound X X Justification/Rmks Required
Tug Services Inbound/Outbound X X Justification/Rmks Required/#hours
Maritime Security Guards X X Justification/Rmks Required
Taxes/Duties/Customs Taxes/Duties/ Customs
X X
Line Handling X X
Launch Services X
Hazardous Material Disposal X Justification/Rmks Required
Oil Spill Response X Justification/Rmks Required
Trash Disposal X
Boom Vessel X Justification/Rmks Required
Load/Discharge Sponsor Material
X X Justification/Rmks Required
Sponsor Telephone Charges X Justification/Rmks Required
Other Port Charges/Expenses Postage/Petties/ Shore Service
X Justification/Rmks Required
Communications
INMARSAT (Minutes) X
Ship Maintenance and Repair
ABS Classification Costs Inspection/Travel X Justification/Rmks Required
Ship Overhaul X
Shipyard Drydocking X Justification/Rmks Required
Underwater Hull Maintenance X Justification/Rmks Required
Industrial Assistance Assistance/Travel X Justification/Rmks Required
Salvage Assistance X
Propeller Polishing X Justification/Rmks Required
Government Approved Alterations
X Justification/Rmks Required/Alt #
Alteration Development X Justification/Rmks Required/Alt #
Service and Technical Representatives
X Justification/Rmks Required
Repair Parts Ship/Lighterage X Unit of Issue/APL/Part #/NSn/Manuf.
Replacement of Installed Equipment
X
Calibration of Test Equipment Gauges/Meters/Test Equipment
X
Chemical Cleaning of Cargo Holds
X
Industrial Assistance for Guarantee Work Items
X Item Number
Ship Engineering Support Services
Lube Oils, Chemicals, Testing, Firefighting Foam Analysis
Lube Oils, Chemicals, Testing, Firefighting Foam
Analysis
X Justification/Rmks Required
Ship Equipment and Spare Parts
Ship Spare Parts X Unit of Issue/APL/Part #/NSn/Manuf.
Non-ADP Controlled Equipment
X Unit of Issue/APL/Part #/NSn/Manuf.
Equipment & Purchases
COSAL Allowance Changes X Unit of Issue/APL/Part #/NSn/Manuf.
Fuel
Propulsion Fuel - DFM (Barrels)
X
Propulsion Fuel – Bunker
MGO
X
Oils and Chemicals
Hydraulic Oil and Lubricants Lube Oil/Hydraulic Oil/Lubricants
X
Supplies and Material
Medical Supplies Vendor Name/Part
#/NSN/AMAL
Contractor Travel
Crew/Port Captain/Engineer Travel
Crew/Port Capt/Port Eng.
X From Where to Where
Other Government Agency Fees
USCG Travel Fee/Travel Justification/Rmks Required
Training
Additional Government Required Training
X Justification/Rmks Required
Force Protection Training
Force Protection Officer Training
X Justification/Rmks Required
Freight Charges
Shipment of Repair Parts, Equipment, Furnishing, Equipage
Ship Justification/Rmks Required
Other Contractor Provided
Embarkations/Public Affairs Activities
Justification/Rmks Required
Integrated Logistics Support X
Award Fee X
Other Contractor Provided
X Justification/Rmks Required
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