DMA Inv Req 2026.pdf
PDF 177 KB Posted
- Solicitation number
- QQ-128666
- Issued by
- Virginia
About this file
This document is a mandatory invoice requirements and submission policy established by the Department of Military Affairs (DMA), applicable to the Fort Pickett Fire Department's procurement of equipment. The policy outlines fifteen specific mandatory elements required on all invoices submitted for payment, including vendor identification information (name, address, phone number, and point of contact), invoice details (date and number), contract reference information (contract number and order date), job location specifics (complete physical address), service or delivery date, payment terms, and itemized descriptions of all goods and services with quantities, unit prices, and line totals. The procurement relates to the purchase of four Tempest VS1.3 Positive Pressure Fan kits (each with three 12Ah DEWALT batteries and a 4-bay charger), four Tempest-Dewalt 4-Port multi-battery chargers, and twelve Tempest-Dewalt Flex Volt 12 AH batteries for the Fort Pickett Fire Department in Virginia.
All invoices for completed goods and services must be submitted to the appropriate agency point of contact within 365 days of completion or delivery. Invoices submitted beyond the one-year window are subject to additional verification requirements and may require certification of available cash, appropriations, and allotments before payment can be issued. If the agency has made multiple unsuccessful contact attempts with the vendor within 365 days after goods or services have been received, DMA may not be obligated to issue payment. The policy, effective July 27, 2026, emphasizes that insufficient cash, appropriations, or allotments will relieve DMA of any payment obligation to the vendor.
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Other files
| File | Type | Posted |
|---|---|---|
| General Terms & Conditions.pdf | ||
| Quick Quote Positive Pressure Fan, 12 volt Battery and Battery Charger.pdf |
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Text version
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) |
File details come from the government source that posted it. Updated .