ATTACHMENT B - CONTRACT ADMINISTRATION.docx

36C10G24Q0104

SECTION B – CONTRACT ADMINISTRATION / INVOICE INSTRUCTIONS

B.1 CONTRACT ADMINISTRATION:

All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

TBD

POC

TITLE

EMAIL

PHONE

DUNS

b. GOVERNMENT:

William Milline, Contracting Officer William.Milline@va.gov Lesa Duran, Contract Specialist Lesa.Duran@va.gov Strategic Acquisition Center (SAC) Department of Veteran Affairs

Program Office POC Tracy Rees, Project Manager Tracy.Rees@va.gov Clinical Program Team Procurement & Logistics Office (19PLO) Department of Veteran Affairs

B.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.

B.3 INVOICES:

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

B.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.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.6 REPORTS:

Quarterly Report: The Contractor shall submit ATTACHMENT E – QUARTERLY SALES REPORT – Photographic-Ophthalmic Fundus Cameras 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 – QUARTERLY SALES REPORT – Photographic-Ophthalmic Fundus Cameras 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:

Tracy Rees, Project Manager Tracy.Rees@va.gov Clinical Program Team Procurement & Logistics Office (19PLO) Department of Veteran Affairs

b. Contracting Officer:

William Milline, Contracting Officer William.Milline@va.gov Strategic Acquisition Center (SAC) Department of Veteran Affairs

c. Contract Specialist:

Lesa Duran, Contract Specialist Lesa.Duran@va.gov Strategic Acquisition Center (SAC) Department of Veteran Affairs

B.7 INDIVIDUALS AUTHORIZED TO PURCHASE UNDER CONTRACT

VA facilities shall forward the completed Delivery Order in .pdf format to the VHA ELCM OO Team at vaelcmnxeqorderingofficer@va.gov for verification.

· Requesting Facility will submit order requests through the NEC Order Portal ELCM NEC Ordering Portal - Power Apps .

B.8 ACKNOWLEDGMENT OF AMENDMENTS:

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