ATTACHMENT B- CONTRACT ADMINISTRATION - NX EQ PULSE OXIMETERS -.pdf

SECTION B – CONTRACT ADMINISTRATION / INVOICE INSTRUCTIONS

ADMINISTRATION / INVOICE INSTRUCTIONS

B.1 CONTRACT ADMINISTRATION:

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

a. CONTRACTOR: TBD

POC

TITLE

EMAIL

PHONE

UNIQUE ENTITY ID

b. GOVERNMENT: Contracting Officer 36C10G

Sara Vickroy U.S. Department of Veterans Affairs

Strategic Acquisition Center 10300 Spotsylvania Ave., Suite 400 Fredericksburg, VA 22408 Sara.Vickroy@va.gov

Contract Specialist 36C10G Kever L. Swafford U.S. Department of Veterans Affairs Strategic Acquisition Center 10300 Spotsylvania Ave., Suite 400 Fredericksburg, VA 22408 Kever.Swafford@va.gov

Program Office POC

Annette Holland U.S. Department of Veterans Affairs Annette.Holland@va.gov

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.

mailto:Sara.Vickroy@va.gov mailto:Kever.Swafford@va.gov mailto:Annette.Holland@va.gov

B.3 INVOICES:

Payment shall be submitted monthly in arrears based upon delivery, acceptance, and receipt of a properly prepared invoice.

In order to comply with the Improper Payment Elimination and Recovery Act of 2010 (IPERA), the VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). .

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) http://www.tungsten-network.com/US/en/veterans-affairs/ 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:

Monthly Report: In order for the contracting office to submit the required financial reporting on FPDS-NG the contractor needs to submit ATTACHMENT E – NX EQ PULSE OXIMETERS - REPORTING TOOL on a monthly basis to the Contract Specialist and Contracting Officer Representative. The report is due by the 5th of each month.

Quarterly Report: In addition to the monthly submission, the same ATTACHMENT E – NX EQ PULSE OXIMETERS - REPORTING TOOL needs to be submitted 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 – NX EQ PULSE OXIMETERS - REPORTING TOOL based on the Governments fiscal calendar year. See below.

QUARTER PERIOD OF SALES SUBMISSION DUE DATE

1st October – December Due last day in February

2nd January – March May 31st

3rd April – June August 31st

4th July – September November 30th

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 mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov https://www.fsc.va.gov/einvoice.asp

Government points of contact until the contractor is notified, in writing, of a different point of contact.

a. Project Manager/COR: Annette Holland

b. Contracting Officer: Sara Vickroy

c. Contract Specialist: Kever L. Swafford

B.7 ACKNOWLEDGMENT OF AMENDMENTS:

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

AMENDMENT NO DATE

B.8 TERMS & CONDITIONS:

THE FOLLOWING TERMS AND CONDITIONS ARE MANDATORY

1. By establishing a contract, the Vendor agrees to supply established items(s) to satisfy the

Government’s requirement when an order is place under the contract during the effective period of performance. If, however, the Vendor determines to terminate production of the selected item and contemplates replacement with an alternative item, the Government reserves the right to evaluate the potential replacement item(s). There is no guarantee that the Government will evaluate any replacement item(s) favorably. If the Government determines the replacement item(s) as unacceptable, the individual item(s) or the entire contract may be canceled.

2. The Government is obligated only to the extent of authorized purchases made under the resultant contract. The terms and conditions included in this contract apply to all purchases made pursuant to it. In the event of an inconsistency between the provisions of this contract and the Contractors invoice, the provisions of this contract will take precedence.

3. Purchase/Ordering Limitation:

Orders placed against this contract are limited to FAR Clause 52.216-19 Order Limitations, as noted in the contract. The estimated total quantities are listed on ATTACHMENT A – NX EQ PULSE OXIMETERS – PRICE COST SCHEDULE. The quantities provided are estimates only, and VA makes no guarantee regarding the actual quantities that may be purchased.

4. The Veterans Health Administration (VHA) Equipment Life Cycle Management (ELCM) Program identified Nonin® Pulse Oximeters noninvasively monitor Brand Name or Equal product line as a candidate for a VA-wide (otherwise referred to as “national”) single award Requirement’s contract. The Government's intent for this Requirements contract is to include all ancillary items to ensure the equipment can function as designed by the OEM and as clinically required. The Government may through bilateral modification, add or remove items to this contract that are determined to be within scope of the solicited product line, not limited to the original items awarded. Additionally, any discontinued items may be replaced via future contract modification by the replacement part identified by the OEM, so long as the replacement part serves the same clinical purpose and function as the originally awarded item. Furthermore, any new technology that is presented during performance of this contract may be evaluated by the Government for inclusion into the contract, via bilateral modification. This new technology must be determined to be within scope of the original contract.

5. Individuals Authorized to Purchase Under the Contract:

This is a Strategic Acquisition Center (SAC) decentralized contract. Orders may be placed only by designated VA Ordering Officers. Ordering officers are responsible for issuing and administering orders placed under this contract. Ordering officers may revise or modify their orders, but only within the scope of this contract. Ordering officers have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the Contracting Officer responsible for this contract. Orders placed by Ordering Officers will be accompanied by a funded purchase request prior to submission to the Contractor. The Contractor shall accept orders against this contract from Ordering Officers when the Delivery Order has been reviewed by the COR for this contract (indicated by the COR’s signature at the top of the Delivery Order). Fulfilling orders from persons other than the approved Ordering Officer may result in loss or delay in payment for supplies/services provided under such orders.

6. The Government's intent for this Requirements contract is to include all ancillary items to ensure the equipment can function as designed by the OEM and as clinically required. The Government may, at its discretion and through bilateral modification, add or remove items to this contract that are determined to be within scope of the solicited product line, not limited to the original items awarded. Additionally, any discontinued items may be replaced via future contract modification by the replacement part identified by the OEM, so long as the replacement part serves the same clinical purpose and function as the originally awarded item. Furthermore, any new technology that is presented during performance of this contract may be evaluated by the Government for inclusion into the contract, via bilateral modification. This new technology must be determined by the Contracting Officer to be within scope of the original contract.

7. Delivery Tickets:

The following provisions apply to all shipments:

Inspection: Destination Acceptance: Destination Shipping: Free on Board (FOB) – Destination

Ship To and Mark For: Deliveries shall be marked and shipped to various VHA locations identified in each order placed against the contract.

All shipments, either single or multiple container deliveries, shall bear and contain on the delivery tickets or sales slips (external shipping labels and associated manifests or packing lists) the following at a minimum:

(i) Name of supplier

(ii) Contract/Delivery Order/Task Order number

(iii) Date of purchase

(iv) Contract number

(v) Itemized list of supplies or services furnished

(vi) Quantity, unit price, and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated systems, provided the invoice is itemized to show this information).

(vii) Date of delivery or shipment In the case of multiple container deliveries, a statement readable near the VA Order number will indicate total number of containers for the complete shipment (ex. “Package 1 of 2”), clearly readable on manifests and external shipping labels.

Packing Slips/Labels and Lists shall include the following:

IFCAP PO # ____________ (i.e., 166-E11234) Total number of Containers: Package ___ of ___. (i.e., Package 1 of 3)

B.9 PRODUCT REFRESH:

The contractor shall provide improved items within the awarded product line as appropriate new industry technologies emerge and/or products become obsolete during the term of the contract. A revised product listing and documentation identified below shall be submitted in writing to the CO, CS and COR.

Further, the contractor shall ensure that all products offered are state-of- the-art. "State-of-the-art" is defined as the most recently designed components approved by the FDA and are announced for marketing purposes. All improved, enhanced, or replacement products shall contain the manufacturer’s commercial warranty.

The contractor shall ensure that all upgraded improved/replaced products meet Food and Drug Administration (FDA) 510K Program and Health Information Portability and Accountability Act (HIPAA) Federal requirements. The Contractor shall ensure that all new products meet all the requirements stated above.

The contractor shall provide the following information to the CO, CS and COR for review and approval (All products submitted as a technical refresh will undergo a technical evaluation by Government personnel):

1. A Technical Refresh period may be held a minimum of one (1) time per year.

2. A complete modification request includes a list of specific awarded item(s) to be updated or/and added in the Attachment XYZ – Schedule of Supplies.

3. All product and submission requirements described above pertain to all Technology Refresh submissions and product additions.

New products replacing awarded items and released to the market during the period of performance shall be offered to the Government at a discounted price. The Government reserves the right to not accept the new products. The contractor shall continue to supply the Contracted item(s) as originally identified.