DMA Inv Req 2026.pdf
PDF 177 KB Posted
- Attached to
- Fort Pickett- Notch Big Shot Deluxe Kit
- Solicitation number
- QQ-128665
- Issued by
- Virginia
About this file
This document outlines the mandatory requirements for valid invoice payment submission established by the Department of Military Affairs (DMA) for the Fort Pickett Fire Department in Virginia. All vendors submitting invoices for payment must include 15 specific details: vendor name, address, phone number, point of contact, invoice date, invoice number, contract number (eVA#), order date, ordering individual, job number, complete job location address, service or delivery date, payment terms, itemized services or supplies with quantities and unit prices, and total amount owed. The Fort Pickett Fire Department procurement seeks a complete Notch Big Shot Deluxe Kit for line-setting operations, including two 4-foot fiberglass poles, BIG SHOT head, 200 feet of Neon Plus 3mm line, throwline bag, 12oz and 10oz Notch throw weights, replacement BIG SHOT tubing, Notch Big Shot Trigger, and a heavy-duty carrying case.
DMA requires all invoices for completed goods or services to be submitted to the appropriate agency point of contact within 365 days of completion or delivery. Invoices submitted beyond the one-year deadline are subject to additional verification of purchase orders, delivery dates, and other documentation as deemed necessary by the agency. If DMA has made multiple unsuccessful contact attempts with the vendor within 365 days following service completion, the agency may not be obligated to issue payment. Any payment consideration after 365 days is contingent upon certification of available cash, appropriations, and allotments; if sufficient funds are no longer available, DMA will not be obligated to remit payment. The policy became effective July 27, 2026.
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Other files
| File | Type | Posted |
|---|---|---|
| General Terms & Conditions.pdf | ||
| Quick Quote Notch Big Shot Deluxe Kit.pdf |
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DMA Mandatory Requirements for Valid Invoice Payment Submission
DMA requires all invoices to include each of the below items on any invoice to be submitted for payment. Any invoice not including all the required items will be considered as invalid.
All invoices are required to provide the following details:
1. Vendor Name
2. Vendor Address
3. Vendor Phone Number
4. Point of Contact (i.e., salesperson name)
5. Invoice Date
6. Invoice Number
7. Contract #, if applicable (i.e., eVA #)
8. Order Date
9. Individual who ordered service, if applicable
10. Job # (i.e., work order #)
11. Complete Address of Job Location (must include complete physical address)
12. Date of Service or delivery
13. Payment Terms (i.e., net 30)
14. Each service and/or supply must be itemized to include quantity, detailed description, unit price, etc (i.e., 4 shrubs at $20 each for a line total of $80.00, planting of shrubs $50.00, etc)
15. Total Amount Owed
DMA Invoices submission Policy:
All invoices for payment of completed goods/services must be submitted to the appropriate agency POC within 365 days of completion of goods/services.
The Agency reserves the right to require verification of PO (including all details below), delivery date of goods/services & any additional verification deemed necessary for invoices submitted beyond 1-year (365 days) from completion/delivery date.
If DMA has made multiple unsuccessful attempts to contact the vendor within the past 365 days after goods/services have been completed/received as ordered, the agency may not be obligated to issue payment. Any payment consideration after 365 days is subject to certification of available cash, appropriations, and allotments before disbursement. If sufficient cash, appropriations, or allotments are no longer available, DMA will not be obligated to remit payment to the vendor.
Effective date 27 July 2026
| DMA Mandatory Requirements for Valid Invoice Payment Submission |
| All invoices are required to provide the following details: |
| 11. Complete Address of Job Location (must include complete physical address) |
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