B02 Attachment G_InvoiceFormat.xlsx

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Attached to
USDA STRATUS Cloud Agreement (BOA) Pool 3: SaaS Providers
Solicitation number
12314423Q0144
Issued by

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Written by GovTribe AI ·

This document provides an invoice format template for the USDA STRATUS Cloud Agreement Pool 3 SaaS Providers contract. The template outlines required fields for invoices submitted under the contract, including contract and task order details to ensure alignment with information in the Integrated Procurement System. Invoices must include line items for licenses, professional services including labor hours and fixed price support units, and training. The template includes examples populated with sample data for licenses for products like ServiceNow, Salesforce and Atlassian, as well as professional services and training. Fields require specific data types, lengths and formats. The related solicitation is for the USDA STRATUS Cloud Agreement Pool 3 for SaaS providers, issued by the Department of Agriculture Assistant Secretary for Departmental Management.

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Other files

File Type Posted
B03 AMD 0002 1. RFQ 12314423Q0144_Instructions to Offerors_STRATUS Pool 3.pdf PDF
B03 AMD 0001 1. RFQ 12314423Q0144_Instructions to Offerors_STRATUS Pool 3.pdf PDF
B03 AMD 0001 Attachment E_STRATUS Pool 3_Questions and Answers_10.13.23.xlsx XLSX spreadsheet
B03 AMD 0001 Attachment B_Security Requirements.pdf PDF
B02 Attachment C_Requirements for Billing Automation and Data Reporting.docx DOCX document
B02 Attachment A_Statement of Objectives.docx DOCX document
B02 1 RFQ 12314423Q0144_Instructions to Offerors_STRATUS Pool 3.docx DOCX document
1. SAM.gov Cover Memo to Eligible Contractors.pdf PDF
B02 Attachment B_Security Requirements.docx DOCX document
B02 Attachment D_Provisions and Clauses.docx DOCX document
B02 Attachment F_Prior Experience Reference Sheet 08.23.23.docx DOCX document
B02 Attachment E_Questions and Answers Template.xlsx XLSX spreadsheet
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Pool 3 SaaS

STRATUS Element Display NameDescriptionIPP Field: Y/NDefinition: Vendor vs USDAData TypeCharacter LengthAcceptable Value/FormatRequired?Null Value Allowed?
Invoice NumberThe assigned invoice numberYVendorstring14Must match value in IPPYN
Revision NumberThe revision number assigned to the invoice in the event a change is needed from the originally issued invoice
This must be entered with the same value as IPP Revision NumbersYVendorstring4REV#N

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Check NNN
Invoice DateThe date the invoice was generatedYVendordate10YYYYMMDDYN
Customer NumberThe number assigned to the USDA by the vendor
This must be entered with the same value as IPP Customer NumberYVendorsting255Must match value in IPPYN
Customer PO NumberThe number assigned by the USDA on the Task Order
This must be entered with the same value as IPP Customer PO NumberYUSDAstring255Must match value in IPPYN
PO Issue DateThe date the Purchase Order was issuedYUSDAdate10YYYYMMDDYN
Project NumberThe number assigned to the project by the vendor, there is one project per task order
This must be entered with the same value as IPP Project NumberYVendorstring255Must match value in IPPYN
Project NameThe name assigned to the project by the vendor, there is one project per task order
This must be entered with the same value as IPP Project NameYVendorstring255Must match value in IPPYN
Contract NameThe assigned Contract Name
This must be entered with the same value as IPP Contract NameYUSDAstring255To be defined at Contract Award, must match value in IPPYN
Contract NumberThe assigned Contract Number
This must be entered with the same value as IPP NumberYUSDAstring255To be defined at Contract Award, must match value in IPPYN
Contract HolderThe name of the primary contract holder name or the name of the reseller

Map to IPP Vendor field

This must be entered with the same value as IPP Contract HolderYUSDAstring255To be defined at Contract Award, must match value in IPPYN
Base/Option PeriodDesignate either BP, OP1, OP2, OP3 (where the number designates the option period)
This must be entered with the same value as IPP Base/Option PeriodYUSDAstring3BP, OP1, OP2, OP3…YN
Task Order NumberThe assigned Task Order Number
This must be entered with the same value as IPP Task Order NumberYUSDAstring255To be defined at TO Award, must match value in IPPYN
Task Order Period Of Performance StartThe beginning date of the performance period.YUSDAdate10YYYYMMDDYN
Task Order Period Of Performance EndThe end date of the performance period.YUSDAdate10YYYYMMDDYN
USDA Cost CenterThe Cost Center assigned to the invoice, this 7 digit number aligns with USDA accounts
This must be entered with the same value as IPP USDA Cost CenterYUSDAstring7No restrictionsYN
TermsThe terms of the cotract
This must be entered with the same value as IPP TermsYUSDA6NET 30, NET 15YN
POC NameThe name of the primary point of contact for invoice inquiriesYVendorstring255Must match value in IPPYN
POC EmailThe email of the primary point of contact for invoice inquiriesYVendorstring255Must match value in IPPYN
POC PhoneThe phone number of the primary point of contact for invoice inquiriesYVendorstring255000-000-0000YN
Billing Period StartThe date the billing period is startedYUSDAdate10YYYYMMDDYN
Billing Period EndThe date the billing period is completedYUSDAdate10YYYYMMDDYN
Agency Disburser NameThe name of the Agency DisburserYUSDAstring255Must match value in IPPYN
Agency Payer NameThe name of the Agency PayerYUSDAstring255Must match value in IPPYN
Billing Header Information Included Above

Billing Detail Information Included Below

Billing Line: TitleThe billing type category, for Pool 3: License, Professional Services (Training), Professional Services (FFP Service Support), and Professional Services (Labor Hour)YUSDAstring255License, Professional Services (Labor Hour), Professional Services (Training), Professional Services (FFP Service Support)YN
CLINThe assigned Contract Line Item NumberYUSDAstring4#YN
CLIN Period of Performance StartThe Period of Performance start date based on the CLIN periodNUSDAdate10YYYYMMDDYN
CLIN Period of Performance EndThe Period of Performance end date based on the CLIN periodNUSDAdate10YYYYMMDDYN
Billing Detail: DescriptionFor Licenses, provide Product Description

For Professional Services (Labor Hour), provide established LCATS from the Task Order. We anticipate 1 line per LCAT on each task order invoice.

Professional Services (Training), provide established training FFP units. We anticipate 1 line per FFP unit provided on each task order invoice.

For Professional Services (FFP Service Support), provide established FFP units. We anticipate 1 line per FFP unit provided on each task order invoice.

YUSDAstring255See guidance in descriptionYN
Vendor SKUThe SKU assigned to the product by the vendorYUSDAstring255No restrictionsNY
Reseller SKUThe SKU assigned to the product by the resellerYUSDAstring255No restrictionsNY
Billing Detail: QuantityQuantity, ex: the amount of hours accumulated or number of units providedYUSDAfloat40.0-9999NY
Billing Detail: Unit of MeasureUse EACH or HOURLY and the total charges must match the quantity x unit cost provided.YUSDAstring255EACH, HOURLYYN
Billing Detail: Unit CostFor Professional Services, provide the unit cost (lcat rate, FFP increment cost)YUSDAfloat40.0-9999NY
Billing Detail: License Product VendorThis is the product vendor nameYUSDAstring255No restrictionsNY
Billing Detail: Total ChargesThe payment total of the line itemYUSDAfloat40.0-9999NY
Additional NotesFree Text Notes should additional information be needed pertaining to a line itemUSDAstring255NY
Reserved for Future UseReserved for future useUSDAstring255Reserved for future useNY
Reserved for Future UseReserved for future useUSDAstring255Reserved for future useNY
Reserved for Future UseReserved for future useUSDAstring255Reserved for future useNY
Reserved for Future UseReserved for future useUSDAstring255Reserved for future useNY

Pool 3 Example

Invoice NumberRevision NumberInvoice DateCustomer NumberCustomer PO NumberPO Issue DateProject NumberProject NameContract NameContract NumberContract HolderBase/Option PeriodTask Order NumberPeriod Of Performance Start (Task Order)Period Of Performance End (Task Order)USDA Cost CenterTermsPOC NamePOC EmailPOC PhoneBilling Period StartBilling Period EndAgency Disburser NameAgency Payer NameBilling Line: TitleCLINCLIN Period of Performance StartCLIN Period of Performance EndBilling Detail: DescriptionVendor SKUReseller SKUBilling Detail: QuantityBilling Detail: Unit of MeasureBilling Detail: Unit CostBilling Detail: License Product VendorBilling Detail: Total ChargesAdditional NotesReserved for Future UseReserved for Future UseReserved for Future UseReserved for Future UseReserved for Future Use
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130License0012024010120250101ServiceNow License AXYZ98756ABC9525221EACH5000000ServiceNow$ 5,000,000.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130License0012024010120250101ServiceNow License BHUI9623IDD648941EACH8000000ServiceNow$ 8,000,000.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130License0012024010120250101ServiceNow License CXYZ98756ABC9525221EACH1000000ServiceNow$ 1,000,000.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130License0012024010120250101ServiceNowHUI9623IDD648945EACH1000ServiceNow$ 5,000.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130License0012024010120250101ServiceNowXYZ98756ABC95252210EACH4000ServiceNow$ 40,000.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130License0012024010120250101ServiceNowXYZ98756ABC95252220EACH500ServiceNow$ 10,000.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130License0012024010120250101ServiceNowXYZ98756ABC95252215EACH9000ServiceNow$ 135,000.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130License0012024010120250101ServiceNowHUI9623IDD6489410EACH63333ServiceNow$ 633,330.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130License0022024010120250101SalesforceDHUOI54DDJJ46610EACH488Salesforce$ 4,880.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130License0022024010120250101SalesforcePOI4165PD326965EACH54666Salesforce$ 273,330.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130License0032024010120250101AtlassianDHWW2244GHGD4556EACH141Atlassian$ 846.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130Professional Services (Labor Hour)0042024010120250101ARCH1(empty)(empty)15HOUR100(empty)$ 1,500.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130Professional Services (Labor Hour)0042024010120250101ARCH3(empty)(empty)15HOUR300(empty)$ 4,500.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130Professional Services (Labor Hour)0042024010120250101DBA1(empty)(empty)15HOUR100(empty)$ 1,500.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130Professional Services (Labor Hour)0042024010120250101DBA2(empty)(empty)15HOUR200(empty)$ 3,000.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130Professional Services (Labor Hour)0042024010120250101ACCT1(empty)(empty)15HOUR300(empty)$ 4,500.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130Professional Services (FFP Service Support)0052024010120250101Application1Support(empty)(empty)1EACH200(empty)$ 200.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130Professional Services (FFP Service Support)0052024010120250101Application2Support(empty)(empty)1EACH5977(empty)$ 5,977.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130Professional Services (FFP Service Support)0052024010120250101Application3Support(empty)(empty)1EACH564(empty)$ 564.00
INV-000235084520240201STRATUS12345Reseller_1BP111112022090120250901NIT9902Net 30Joe Smithjoe.smith@abc.com123-456-78902024010120240130Professional Services (Training)0062024010120250101Application1Training(empty)(empty)1EACH4884(empty)$ 4,884.00

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#StepQuestions/Ideas
1Submit to IPPDo we wait for accepted - pros/cons but more likely NO b/c we want to use the dashboard to help with approvalsWithin 24 hours of submission to IPP
2Send data file to USDADo we do data validations? At a minimum, track file-level metadata so we don't load the same file twiceInclude separate files per invoice
Do we have requirements on how fast the data file has to be sent
DownstreamWhat happens if IPP gets rejected?
What happens if data feed validation gets rejected?
How do we handle changes to invoices / Resubmissions? EIS has different file type for changes (bad)
Where does this "go" from a technical perspective? Kick to TO level?

File details come from the government source that posted it. Updated .