Attachment IX - Invoice and Payment Instructions.pdf

PJM CFE 2024 Attachment IX Page 1 of 17 SP0604-24-R-0421 Invoice and Payment Instructions

1. INVOICE AND PAYMENT. In addition to the requirements included in FAR 52.212-4(g) and (i), the following billing and payment procedures apply.

a. Consolidated Billing. The Government will require utilize Consolidated UDC Billing for the following locations:

i. 99th Army Reserve PA

ii. 99th Army Reserve New Jersey

iii. 99th Army Reserve Maryland

iv. 99th Army Reserve PA – Duquesne

v. 99th Army Reserve PA - UGI

vi. Carlisle Barracks

vii. Defense Intelligence Agency (DC),

viii. National Institute of Health (NIH)

ix. Fort Detrick

x. Fort Detrick – Forest Glen

xi. Loch Raven

xii. Communication System Support Group (CSSG)

The contractor must submit all invoice information to the appropriate UDC under the terms of the applicable Retail Access Rule, in accordance with terms of its UDC Service Agreement. All invoicing shall be based on metered quantities at the service point for each account. The contractor may only invoice for charges allowed under the terms and conditions of the contract. Any costs associated with Consolidated UDC Billing shall be the responsibility of the Contractor and shall be included as part of the offered price.

b. Dual Billing. The Government will utilize Dual Billing for the following locations:

i.Bettis Atomic Power Laboratory ii.DLA Susquehanna iii.Tobyhanna Army Depot iv.Joint Base Henderson Hall-McNair v.US National Arboretum vi.Marine Barracks Washington vii.Naval Research Lab (DC) viii.VA MD Healthcare, ix.Naval Research Lab (MD) x.Army Corps of Engineers (ACOE) xi.Maryland Procurement Office (MPO) xii.Defense Information Systems Agency (DISA) xiii.Fort Meade xiv.Naval Support Facility - Catoctin

PJM CFE 2024 Attachment IX Page 2 of 17 xv.Joint Base McGuire Dix Lakehurst (JBMDL) xvi.Princeton Plasma Physics Laboratory (PPPL) xvii.Wright Patterson Air Force Base

All invoicing shall be based on meter quantities at the service point for each account. The Contractor may only invoice for charges allowed under the terms and conditions of the contract. Any costs associated with billing shall be the responsibility of the Contractor and shall be included as part of the offered price. Each invoice shall be prepared in a manner consistent with and shall conform to the applicable PUC requirements for Dual Billing. In addition to the requirements set forth in FAR 52.212-4.

CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS Paragraph (g), each contractor invoice shall include the following information for Dual Billed accounts, if available from the

UDC:

i. Installation name, Line Item, and individual account information (Account Number, and Service Address). The invoice shall also include the Supplier's information such as logo, address, point of contact (name and phone number), and wiring information.

ii. Billing period for each account number. The billing period for 'energy delivery' and ‘transmission' by Transmission and Delivery agent shall coincide.

iii. Total consumption for each account number (broken down by Peak, Off-Peak, Semi Peak, if available).

iv. Total Energy Charge (broken down by energy charges and demand charges, if available)

v. Transaction Fee for services broken out in detail for each account in a manner consistent with the terms and conditions of the contract and the applicable PUC requirements.

vi. All information required by the applicable PUC to be included on customer invoice

vii. If customer questions information on an invoice, supporting documentation is required before payment will be made.

viii. If a supplier is unable to issue a bill based on actual meter reading due to the failure of the transmission and distribution utility, municipally owned utility or electric cooperative to obtain or transmit a meter reading to the supplier, the supplier may issue a bill based on an estimated reading for the affected account. The supplier must inform the customer of the reason for the issuance of the estimated bill, and the Government reserves the right to obtain documentation relating to the efforts taken by the supplier to obtain the meter read data. For estimated billing purposes, the supplier shall use the relevant monthly consumption data (as the estimate) included in the applicable Installation Data Sheet. All estimated bills shall be trued up on the next billing cycle if the applicable information is received by then.

ix. Supplier coordination with the local utility will be necessary to ensure that these customers receive identical billing data from both the supplier and the local utility (i.e.

commodity and wire charges must be based on the utility’s billing cycle).

NOTE 1: Contractor shall provide an electronic copy of each account invoice to DLA Energy along with a summary accounting of total charges, i.e., the sum of charges to each of the accounts. The summary accounting of total charges shall include all of the elements contained in the account invoice aggregated over all accounts. It is required for Contractor

PJM CFE 2024 Attachment IX Page 3 of 17 to send the monthly backup documentation (spreadsheets) to installations with each invoice.

If a Contractor is unable to issue a bill based on actual meter reading due to the failure of the UDC or ISO to obtain or transmit a meter reading to the Contractor, the Contractor may issue a bill based on an estimated reading fifteen (15) calendar days following the meter read date for the affected account. The Contractor must inform the customer of the reason for the issuance of the estimated bill, and the Government reserves the right to obtain documentation relating to the efforts taken by the Contractor to obtain the meter read data. For estimated billing purposes, the estimate of usage provided by the UDC shall be used first. If no such UDC estimate is available, the Contractor shall use the relevant monthly consumption data (as the estimate) included in the applicable Installation Data Sheet, adjusted for the number of days. All estimated bills shall be trued up on the next billing cycle.

Supplier coordination with the local utility will be necessary to ensure that the customer receive identical billing data from both the supplier and the local utility (i.e.

commodity and wire charges must be based on the utility’s billing cycle).

NOTE 2: Suppliers will not be charged for Automated Meter Reading (AMR).

NOTE 3: The paying offices for each installation will be provided to awardee(s) in the resultant contract.

To expedite the review and certification, invoices shall be in Excel format and presented via electronic mail (e-mail) or a web-based solution

c. WIDE AREA WORK FLOW. Invoicing and payment will be processed through DFARS 252.232-

7006 Wide Area Work Flow (WAWF) for the following locations:

I. DLA Susquehanna II. Tobyhanna Army Depot

III. Marine Barracks Washington IV. Joint Base Maguire Dix Lakehurst (JBMDL)

252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (JAN 2023)

Wide Area Workflow Clause Applies to: DLA Susquehanna, Tobyhanna, Marine Barracks Washington, JBMDL

(a) Definitions. As used in this clause—

“Department of Defense Activity Address Code (DoDAAC)” is a six position code that uniquely identifies a unit, activity, or organization.

“Document type” means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

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“Local processing office (LPO)” is the office responsible for payment certification when payment certification is done external to the entitlement system.

“Payment request” and “receiving report” are defined in the clause at 252.232-7003 , Electronic Submission of Payment Requests and Receiving Reports.

(b) Electronic invoicing. The WAWF system provides the method to electronically process vendor payment requests and receiving reports, as authorized by Defense Federal Acquisition Regulation Supplement (DFARS) 252.232-7003 , Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall—

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.sam.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/

(e) WAWF methods of document submission. Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor shall use the following information when submitting payment requests and receiving reports in WAWF for this contract or task or delivery order:

(1) Document type. The Contractor shall submit payment requests using the following document type(s):

(i) For cost-type line items, including labor-hour or time-and-materials, submit a cost voucher.

(ii) For fixed price line items—

(A) That require shipment of a deliverable, submit the invoice and receiving report specified by the Contracting Officer.

(Contracting Officer: Insert applicable invoice and receiving report document type(s) for fixed price line items that require shipment of a deliverable.)

https://www.acquisition.gov/dfars/252.232-7003-electronic-submission-payment-requests-and-receiving-reports.#DFARS_252.232-7003 https://www.acquisition.gov/dfars/252.232-7003-electronic-submission-payment-requests-and-receiving-reports.#DFARS_252.232-7003

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(B) For services that do not require shipment of a deliverable, submit either the Invoice 2in1, which meets the requirements for the invoice and receiving report, or the applicable invoice and receiving report, as specified by the Contracting Officer.

(Contracting Officer: Insert either “Invoice 2in1” or the applicable invoice and receiving report document type(s) for fixed price line items for services.)

(iii) For customary progress payments based on costs incurred, submit a progress payment request.

(iv) For performance based payments, submit a performance based payment request.

(v) For commercial financing, submit a commercial financing request.

(2) Fast Pay requests are only permitted when Federal Acquisition Regulation (FAR) 52.213- 1 is included in the contract.

[Note: The Contractor may use a WAWF “combo” document type to create some combinations of invoice and receiving report in one step.]

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table*

Field Name in WAWF Data to be entered in WAWF

Pay Official DoDAAC

Issue By DoDAAC

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Admin DoDAAC**

Inspect By DoDAAC

Ship To Code

Ship From Code

Mark For Code

Service Approver (DoDAAC)

Service Acceptor (DoDAAC)

Accept at Other DoDAAC

LPO DoDAAC

DCAA Auditor DoDAAC

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Other DoDAAC(s)

(*Contracting Officer: Insert applicable DoDAAC information. If multiple ship to/acceptance locations apply, insert “See Schedule” or “Not applicable.”)

(**Contracting Officer: If the contract provides for progress payments or performance-based payments, insert the DoDAAC for the contract administration office assigned the functions under FAR 42.302(a)(13).)

(4) Payment request. The Contractor shall ensure a payment request includes documentation appropriate to the type of payment request in accordance with the payment clause, contract financing clause, or Federal Acquisition Regulation 52.216-7, Allowable Cost and Payment, as applicable.

(5) Receiving report. The Contractor shall ensure a receiving report meets the requirements of DFARS Appendix F.

(g) WAWF point of contact.

(1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity’s WAWF point of contact.

(Contracting Officer: Insert applicable information or “Not applicable.”)

(2) Contact the WAWF helpdesk at 866-618-5988, if assistance is needed.

(End of clause)

d. MARYLAND PROCURMENT OFFICE LOAD SERVING ENTITY (LSE) INVOICE INSTRUCTIONS

The invoice shall also include the Supplier’s information such as logo, address, point of contact (name and phone number), and wiring information (DUNS/CAGE includes). The term "Dedicated Facilities Project" shall refer to an approximately 2.2 mile double circuit 230 kV wholesale electric transmission line and appurtenant facilities located in and about NSAW's Ft.

Meade, Maryland campus that are owned by Baltimore Gas and Electric Company (BGE) and operated by PJM International, L.L.C. (PJM).

In its May 18, 2012 Order in Docket No. ER12-306-000, the Federal Energy Regulatory Commission (FERC) accepted revisions to Attachment H-2A of the PJM Open Access Transmission Tariff (PJM OATT) to reflect a dedicated facilities charge applicable to the

PJM CFE 2024 Attachment IX Page 8 of 17

Dedicated Facilities Project. Any agreement entered into between MPO and an LSE for service to the NSAW's Ft. Meade, Maryland campus shall include a requirement that the LSE comply with the terms and conditions of the PJM (PJM Large SPE600-16-R-0413 Page 9 of 54) OATT and pay all applicable PJM tariff charges approved by the FERC, including, but not limited to, all charges related to the Dedicated Facilities Project and the abandonment of the Dedicated Facilities Project, and a requirement to execute any agreements with PJM or other third-parties, including, but not limited to, BGE, that may be necessary to effectuate these obligations.

The LSE shall timely pay to PJM the full amount of all invoices that it receives from PJM, including, but not limited to, invoices that include charges related to the Dedicated Facilities Project and charges related to the abandonment, in full or in part, of the Dedicated Facilities Project. Additionally, the LSE shall also immediately deliver to PJM the full amount of any and all additional payments made by MPO to its LSE in excess of the charges related to the Dedicated Facilities Project that appear on the invoices that MPO periodically receives from its LSE, provided that such additional payments also relate to the Dedicated Facilities Project and are noted as such by MPO.

All charges related to the Dedicated Facilities Project shall be invoiced by the LSE to MPO as a separate line item identified as "Dedicated Facility Charge".

All invoices for deliverables shall be submitted electronically through the Maryland Procurement Office (MPO) website at https://mpo.ec.ncsc.mil, unless otherwise authorized by the Contracting Officer (CO) at the time of contract award. Access to the website requires an External Certificate Authority/Interim External Certificate Authority (ECA/IECA) PKI certificate. Information on purchasing an ECA/IECA certificate, including its initial and annual cost, Is available on the internet at: https://public.cyber.mil/eca. Additional information about the MPO electronic invoicing process can be found at https://www.nsa.gov/business/programs/electronic-invoicing/.

Contact the Electronic Commerce office at (410) 854-5445 if you need additional information.

After obtaining the ECA/IECA certificate, contact the Electronic Commerce office to obtain an account If one does not currently exist.

Be advised, initial and annual fees may be assessed for the PKI certificate based on the rates listed on the above websites.

Each invoice line shall have a valid Contract Line Item Number (CLIN), and Accounting Classification Reference Number (ACRN). ACRN shall be provided at time of award. Failure to include this information will result in the automatic rejection of the invoice. Further, an invoice not properly allocated or not properly submitted shall be considered an improper invoice under the Prompt Payment Act.

e. NATIONAL INSITUTE OF HEALTH INVOICING INSTRUCTIONS

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A. Invoice Requirements

1. Name and Address of the Vendor (use information from Line #7 of OF 347)

2. Name of the Office of Acquisitions (Office of Research Facilities)

3. Invoice Date

4. Unique Invoice Number which can only be used one time regardless of the number of contracts or orders held by an organization (or business unit identified by a separate DUNS or DUNS+4 number), regardless if the invoices are being issued out of separate locations

5. NIH contract award number and, if applicable, order number and modification number

6. Requisition Number

7. Contract Line Item Number

8. Vendor Identification Number (VIN)

9. Identify “3- Way Match”

10. Contracting Officer’s name

11. Project Officer’s name

12. Description, quantity, unit of measure, unit price, and extended unit price of supplies or services. Use the exact description from the contract, otherwise payment may be delayed or rejected

13. Name and mailing address for payment purposes. Use the ACH information on record.

14. Name, title, telephone number, and mailing address of person to be notified in the event of a defective invoice

15. DUNS number or DUNS+4 that identify the Contractor’s name and address exactly as stated on the face page of the contract.

16. Schedule of Values (for construction projects)

17. Work Request Number

18. Include other documents as required by contract

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19. If the invoice is the final invoice, mark “final invoice” and attach a Release of Claims (See sample below).

“Contractor Release of Claims

Pursuant to the terms of Contract Number: (Insert Contract Number Here) and in consideration of the payment of the sum of (Insert total contract value of all payments received and requested), which is paid herewith or which will be paid under the terms of said contract to (Insert your business name here). (Business name hereinafter called the Contractor), the Contractor and its assignees and/or successors, if any, upon receipt of the aforesaid sum, hereby releases and discharges the United States of America, its officers, agents, and employees of and from all liabilities, obligations, claims and demands whatsoever arising from or made under Contract (Insert Contract Number Here).

CONTRACTOR AUTHORIZED REPRESENTATIVE DATE

TITLE”

B. Invoice Submittal - Invoices MUST be submitted by Email AND Mail as follows:

1. EMAIL to: ORFOAInvoice3Way@mail.nih.gov (Note: Do not send e-mail correspondence to this address)

a. Please scan your invoice along with the necessary backup documentation (not to exceed 30MB) as one single attachment.

b. Save your invoice attachment in the following format:

YourVendorName_Invoice number (e.g., if your Vendor name is AE Construction Inc. and you are submitting Invoice 123456, Save your invoice attachment as 'AEConstruction_Invoice 123456')

Note: Please do not use special characters such as (#$%*&!) when saving your attachment.

c. Send an email with your invoice attached (invoice and all supporting backup as one attachment) to our invoice processing email distribution mailbox:

ORFOAInvoice3Way@mail.nih.gov In the subject line of your email, please use the same format ‘YourVendorName_Invoice number’. (e.g., AEConstruction_Invoice 12345)

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d. You will receive an automated email reply confirming that our Invoice processing received your invoice for processing. If you do not receive an email notification within 24 hours, it indicates that we did not receive your invoice for processing. In which case double check (1) that your email contained the scanned attachment of your invoice and that (2) you sent it to our inbox at ORFOAInvoice3Way@mail.nih.gov. Only resend an invoice if you have not received an email confirmation within 24 hours. If you have any questions or concerns please call the Intake Center at 301-402-0878.

2. MAIL: VENDORS MUST ALSO MAIL AN ORIGNAL TO THE OFFICE OF FINANCIAL

MANAGEMENT

Mail to: National Institutes of Health

Office of Financial Management Commercial Accounts 2115 East Jefferson Street, Room 4B-432, MSC 8500

Bethesda, MD 20892-8500

Failure to send invoices by both EMAIL and MAIL simultaneously WILL result in the invoice being REJECTED.

C. CHECKING THE STATUS OF INVOICES

1. Vendors may check the status of their invoice in the following ways:

a. IPPCustomerSupport@fms.treas.gov (Registration is required)

b. Call the Chief, Accounts Payable Section, OFM (301) 496-6088

f. PAYMENT OFFICES. The payment offices for each installation awarded under any resultant contract will be identified below:

Location / Installation Name Billing Address Billing POC

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g. RECORD KEEPING.

The Contractor shall keep records of CFE supply data required to bill in accordance with the utility tariff of each account in an electronic database format compatible with Microsoft Access or a spreadsheet format compatible with Microsoft Excel. The Contractor shall also retain all supporting PJM invoices and billing reports associated with each of the PJM Sub-accounts dedicated to the various Government accounts. Upon request, these records shall be made available to DLA Energy or to any party designated by DLA Energy as authorized to request this data throughout the entire delivery term of any resultant contract.

i. For accounts with an electricity meter that collects interval (i.e., hourly) electricity consumption data, the Contractor shall keep records of hourly electricity consumption data in Microsoft Excel format throughout the entire delivery term of any resultant contract.

The Contractor shall make available on request said hourly retail electricity consumption data to DLA Energy or to any party designated by DLA Energy as authorized to request this data.

ii. The Contractor shall keep records of CFE supplied on an hourly basis in Microsoft Excel format throughout the entire delivery term of any resultant contract. The Contractor shall provide (or make available) said hourly CFE supply data on a monthly basis to DLA Energy or to any party designated by DLA Energy as authorized to request this data.

iii. The Contractor shall store all historical electricity data (including data required to bill in accordance with the utility tariff, and hourly CFE supply data) for the duration of the contract for this purpose.