B02 Attachment C_Requirements for Billing Automation and Data Reporting.docx

Attachment C: Requirements for Billing, Automation and Data Reporting

USDA is actively working to improve enterprise transparency surrounding cloud acquisition activity. To achieve this goal, the STRATUS BOA sets forth high-level requirements for billing and data reporting that will standardize data elements for future task orders. These high-level standards will guide task order requirements and ensure that USDA can produce spend reports that align to federal IT financial frameworks (i.e., TBM) in an expedient and effective fashion. Additionally, as a service provider to other government agencies, USDA will use invoices and reporting to support both the accuracy and quality of superior Cloud services to USDA Mission Areas and external agencies.

C.1 Billing

· Invoices shall be submitted electronically through the Department of Treasury’s Invoice Processing Platform (IPP). The contractor shall follow Government provided IPP instructions on how to register and submit invoices via IPP as prescribed at the IPP website https://www.ipp.gov .

· Additional Information regarding what constitutes a proper invoice can be found by reviewing the Prompt Payment Act (31 USC Chapter 32 - Prompt Payment Act).

· A complete contractor-generated invoice shall be provided electronically as an attachment via IPP.

· The Contractor shall submit any other information or documentation required by other clauses of the Task Order to support the invoice. Original receipts shall be maintained by the Contractor and made available to Government auditors upon request.

· Contractors shall comply with the government’s billing period, which runs from the first through the last day of the calendar month. Contractors shall bill the government in arrears for every month services are provided, by the 15th day of the following month. All billing shall be rendered based on calendar month cycles.

· Proration: When applicable, monthly charges will be prorated by the number of days the service was performed divided by the number of days in that month.

· Rounding: When billing, all charges will be rounded to two (2) decimal places.

· In addition to submitting information and a PDF bill to IPP, contractors will send a congruent set of data via API to USDA OCIO using the invoice data feed format outlined below. The total(s) in the invoices must match IPP totals for reconciliation between IPP, invoice data feed, and TO operational data. USDA will establish Task Order Best practices that ensure that Task Orders will break out CLINS and/or projects to map to the “Billing Line Title” in the BOA Pool-specific invoice format. For example, CLINS will be defined at the TO level but will not combine Billing Line Detail Categories set in the following formats.

C.1.1 Pool 3 Invoice Format and Data Elements The main Billing Line Detail Categories for Pool 3 are limited to: License, Professional Services (Training), Professional Services (FFP Service Support), and Professional Services (Labor Hour). Acceptable Labor Categories (LCATs) will be defined at the Task Order Level.

See attached file called STRATUS_Pool_3_InvoiceFormat_Draft.xls for a detailed data dictionary and example invoice for Pool 3.

C.1.2 Automation/APIs Upon successful BOA award, the government will provide the secure API URL for awardees to provide this billing/invoice data feed. More details on access, format, and submission will be provided to awardees. The government anticipates one API URL per Pool.

C.2 BOA Quarterly Reporting Requirements C.2.1 BOA STRATUS Website Each STRATUS BOA holder, regardless of Pool, will maintain up-to-date contract vehicle information on its website (either as a standalone page linked from a main navigation bar, or on its Contract/Vehicle page) listing the following information, updated on a quarterly basis.

· STRATUS Contract Number

· STRATUS Team Members

· Awarded STRATUS Task Order Numbers & Names

· STRATUS Contract Administration POC with name, email, phone number (must include a person’s contact information in addition to any group email addresses)

· Last updated date

C.3 Task Order Data Reporting Requirements C.3.1 TO Monthly Operational Reporting Specific Task Order reporting requirements will be defined in each Task Order, but at a minimum:

All Pool 3 Task Orders will provide a detailed current software inventory at least 3 months prior to renewal cycles and after license purchases have been completed. Quarterly PM reviews are strongly recommended but not required.

The delivery location, specific format, and other details will be defined in individual Task Orders.

C.3.2 TO Quarterly discount review / unit price changes For Pool 3, volume discounts are revisited during TO- specified SaaS license renewal periods.

C.4 TO Deliverables Guidance Deliverables will be defined at the Task Order Level, along with their frequency, due date, required distribution, and applicable Acceptable Quality Levels (AQLs). AQLs will include deliverable, AQL, monitoring method and withholding criteria.

C.4.1 Draft and Final Iterations Most deliverables require at least two iterations – a Draft and a Final. All written deliverables must be submitted as Draft version prior to Final version. The Government will review and provide written feedback on the deliverable to the Contractor. The Contractor shall address all Government comments in the Final version of the document. The Government will have ten (10) business days to review and comment on each deliverable. The Contractor will have five (5) days to incorporate the Government comments.

C.4.2 Formatting and Structure The Government reserves the right to reject deliverables outright without review for those deliverables that are not “well formed.” Deliverable formatting, structure and required content for each deliverable will be determined by the Government and the Contractor during the Project Kick-Off period. All deliverables must meet Section 508 standards for accessibility.

C.4.3 Quality Measures General quality measures, as set forth below, will be applied to each work product received from the Contractor under this statement of work.

· Accuracy – Work products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

· Clarity – Work products shall be clear and concise; all diagrams shall be easy to understand and be relevant to the supporting narrative.

· Consistency to Requirements – Work products shall satisfy the requirements of the statement of work.

· File Editing - All text and diagrammatic files shall be editable by the Government.

· Creativity – Devise actionable workarounds and solutions to problems encountered.

C.4.4 Deliverables Media The contractor shall deliver all electronic versions of deliverables by email or removable electronic media (as specified by the Government), as well as placing deliverables in USDA’s designated repository (often SharePoint). The following are the required electronic formats, whose versions must be compatible with the latest, commonly available version on the market.

1. Text - Microsoft Word

2. Spreadsheets - Microsoft Excel

3. Briefings - Microsoft PowerPoint

4. Drawings - Microsoft Visio and/or PDF

5. Schedules - Microsoft Project and/or PDF

6. Dashboards - Linkage to USDA technologies Tableau Dashboard Files

12314423Q0144 STRATUS Pool 3 SaaS Page 1 of 3 Attachment C: Requirements for Billing, Automation and Data Reporting