GPC V PWS Appendix E (Payment and Invoicing).pdf

HTC711-23-R-R001

Appendix E (Payment and Invoicing)

BILLING AND PAYMENT INVOICING INSTRUCTIONS

Order Information

The contractor shall submit monthly invoices for the fixed price Vehicle Processing Center (VPC) operations through Wide Area Workflow IAW DFARS clause 252.232-7006.

All settlement invoices resulting from DFARS 252.243-7002, Requests for Equitable Adjustment, and all wage adjustments due to contractor IAW 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts), shall also be invoiced through Wide Area Workflow.

This appendix describes the GPC V electronic billing guidelines and procedures. All POV transportation and storage services deemed payable by the DoD will be processed via a designated third party payment system (TPPS) using the invoicing instructions below. A fee is required to participate in the program.

TPPS, an automated on-line payment processing and transaction tracking system that supports logistical transactions, is mandatory for use by DoD and U.S. government shippers. The designated financial institution receives a transaction processing fee for every paid transaction. All requests for payment under this contract using TPPS will comply with FAR 32.905, Payment documentation and process, and will be paid by U.S. Bank Freight Payment. Payments will be made to the prime contractor. The contractor will request TPPS assistance by contacting U.S. Bank toll-free at 1-800-417-1844.

Task Orders. Upon acceptance of the vehicle at the VPC site, information from the customer’s permanent change of station (PCS) orders will be entered into the contractor’s IT system to create a combination customer order and task order request with proposed contract line item numbers (CLINs) required to perform services requested and authorized per funding orders. A copy of the authorizing PCS document will be attached to this transaction in the contractor’s IT system to support subsequent audit activity. Task order requests generated by the contractor’s system must be reviewed or denied within the system by the COR who will also consider attached entitlement and funding audit documents. Contracted data will be generated in an electronic data interchange or interface to TPPS and the Services’/agencies’ funds managers for orders to be recorded in accordance with requirements in FAR 32.905. Task orders shall contain all required elements specified in FAR 16.505(a)(7) and shall also include customer order, task order, and the CLIN VALID TAC (LOA). TAC validation should be done via TGET – either automated interface or manually. COR approval or denial will occur no later than 2 business days from the task order being submitted to the COR.

POV storage. The initial storage period task order shall only be for the initial PCS FY for storage. Each FY, the task order shall be closed out and a new task order should be created for each FY/period of performance.

Invoicing Instructions. The contractor shall submit invoices for transportation and storage services directly in TPPS. Invoices can be created via electronic data interchange or user interface. The interface agreement shall be coordinated with TPPS and approved by the TPPS Program Manager prior to execution.

Recurring storage invoices may be submitted once per month per vehicle, while transportation invoices may be submitted upon a shipment’s arrival at a destination VPC or other approved destination location and arrival notification has been provided to the customer. The COR will review each invoice using substantiating documents stored within the GPC service provider’s system to validate that the services being invoiced were performed in accordance with the terms and conditions of the contract. The contractor must provide access to proof of service documentation within the contractor’s system for each respective COR to review during the invoice approval process. The contractor will only be paid for approved amounts https://www.acquisition.gov/far/52.222-43#FAR_52_222_43 depicted on the government task order.

Instructions for use of Pricing Schedule, Attachment 3

Zone-pair transportation prices will be calculated by first multiplying the previous year’s transportation prices by the respective year’s awarded discount rate, then by the Price Index as determined by the TRANSFARS EPA clause. The resultant new rate shall be multiplied by 1.63 to cover the TPPS transaction fee. For the remaining periods of performance, the new zone-pair transportation prices will be calculated using the previous year’s transportation prices calculated before the addition of the TPPS transaction fee markup as the basis for the new year’s prices, with 0.0163 added to the new rates to cover the TPPS transaction fee.

Example: OY1 = (((tab A-3/0.0163) X discount rate) X Price Index) X 0.0163= Tab A-4

Line Items 0100A – 0159HHH Transportation Prices (for the base period and all options).

The amounts for these line items will be paid when the POV reaches its final destination in accordance with the customer’s orders/PWS and the customer has been notified the POV is available for pick-up, if applicable. Transportation billed under these CLINs include full service, door-to-door, POVs delivered from storage to a VPC other than the VPC nearest the storage facility, and POVs turned in for storage OCONUS. The zone-pair price will be determined using the POV turn-in as the origin and POV pick-up as the destination. In the event a zone-pair does not exist for a specific origin/destination pair, the zone-pair will be determined by the point at which the contractor accepts custody of the POV as the origin and the point the contractor relinquishes custody as the destination. The contractor shall bill the additional charge plus the requisite fixed payment TPPS processing fee in effect at the time services are rendered to cover the TPPS transaction fees.

Line Item 0200 - 0201 Monthly Storage (for the base period and all options).

This line item will be paid monthly in the amount corresponding with the number of POVs in storage for one (1) day or more in a calendar month. Invoices shall be submitted at the end of each month and include the data elements provided in the Invoicing Instructions below and the Storage Period Begin and End dates.

The estimated quantity provided in Attachment 3 Line Item 0201 (96,000) reflects 8,000 POVs per month for a one-year period. The contractor shall bill the additional charge plus the requisite fixed payment TPPS processing fee in effect at the time services are rendered to cover the TPPS transaction fees.

Line Item 0300 POV Inspection/Processing (for the base period and all options).

The amount for this line item will be paid under the following circumstances: (1) when inspection/processing services are performed on POVs where transportation is not priced under the zone-pair transportation prices of line items 0100A through 0159HHH and all corresponding base and option year line items (Homeport Moves), and (2) when inspection/processing services are performed on POVs requiring Incirlik AB on-site services as described in Appendix A. Under these circumstances, this CLIN will be invoiced in addition to the applicable priced zone-pair transportation CLIN. This CLIN shall also be used in the event a customer receives amended/revoked entitlement orders and returns to retrieve his or her POV at a VPC after the POV has been inspected/processed, but no onward movement has occurred.

Invoices for POV Inspection/Processing shall be submitted following delivery of the POV to the final destination. The contractor shall bill the additional charge plus the requisite fixed payment TPPS processing fee in effect at the time services are rendered to cover the TPPS transaction fees.

Line Item 0301 Motorcycle/Scooter/Moped Crating (for the base and all options).

The amount for this line item will be paid when a motorcycle, scooter, moped, or other POV requires crating prior to shipment. The price should include any services and/or materials related to crating a POV for shipment using the zone-pair transportation price. Invoices for crating shall be submitted following delivery of the POV to the final destination. Invoices under this line item shall be supported by receipts and/or proof of payment. The contractor shall bill the additional charge plus the requisite fixed payment TPPS processing fee in effect at the time services are rendered to cover the TPPS transaction fees.

Line Items 0303 - 0310 Assessorial Charges (for the base period and all options).

The amount for this line item will be paid when transportation or storage of an EV/PHEV or RV is ordered and service is complete. These accessorials will be paid in addition to the transportation or storage prices.

The price should include any services, labor, and/or materials related to transportation or storage of EVs, PHEVs, or RVs. The contractor shall bill the additional charge plus the requisite fixed payment TPPS processing fee in effect at the time services are rendered to cover the TPPS transaction fees.

Line Items 0311 - 0328 Linehaul (for the base period and all options).

The amount for this line item will be paid when transportation of a POV is not covered in the zone-pair transportation prices of line items 0100A – 0159HHH and all corresponding base and option year line items.

Invoices for linehaul shall be submitted following delivery of the POV to the final destination. The contractor shall bill the additional charge plus the requisite fixed payment TPPS processing fee in effect at the time services are rendered to cover the TPPS transaction fees.

Line Items 0329 – 0335 QoL Surcharge (for the base period and all options).

The amount for this line item will be paid for POVs turned into or picked up at a QoL location. This price includes linehaul to the nearest VPC. The remainder of the POV transportation will be paid in accordance with the zone-pair transportation prices. Invoices for QoL Surcharge shall be submitted following delivery of the POV to the destination VPC or, if the QoL is the destination, to the customer. The contractor shall bill the additional charge plus the requisite fixed payment TPPS processing fee in effect at the time services are rendered to cover the TPPS transaction fees.

Line Items 0400 - 0437 VPC Monthly Operations (for the base period and all options).

The amount for this line item will be paid for each calendar month a VPC is operational. Invoices for VPC Monthly Operations shall be submitted at the end of each month in accordance with DFARS clause 252.232-7006, Wide Area Workflow Payment Instructions.

Line Item 0500 Reimbursables, Out of Pocket (for the base period and all options).

The amount for this line item will be paid for charges in excess of the customer’s entitlement incurred at the customer’s direction and expense. The contractor shall obtain written approval from the customer and Contracting Officer (CO) prior to taking any action committing the government or customer to any services under this line item. Invoices under this line item shall be accompanied by supporting documentation for the additional charge. Included services payable under this line item include costs of repair for inoperable vehicles, to include towing and diagnostic services. Also included are reasonable excess transportation costs incurred by the contractor for transporting an inoperable vehicle as approved by the CO where the customer has refused to make necessary repairs and the CO has directed forward transport. The contractor shall bill the additional charge plus the requisite fixed payment TPPS processing fee in effect at the time services are rendered to cover the TPPS transaction fees.

Line Item 0501 Reimbursables, Miscellaneous (for the base period and all options).

When approved by the CO, the amount for this line item will be paid when charges that are otherwise not covered in services provided for under this contract are necessary to carry out contract requirements, unless resulting from the contractor’s own fault or negligence. Examples of services payable under this line item include, but are not limited to: cleaning of mold from POV interior, Contraband Enforcement Team inspections, and unforeseen expenses as approved by the CO. Examples of services generally not payable under this line item include, but are not limited to: container stuffing/unstuffing; utilities; war risk; disposal fees; and processing fees in addition to zone-pair rates. For associated charges other than oversize or out of gauge POVs exceeding 20 measurement tons (MTs), the contractor will be required to obtain and submit three (3) quotes from three (3) vendors along with their recommendation for purchase of that specific item unless waived by the CO. The COR will validate the necessity of all purchases prior to the CO approving such purchases. The CO will approve/disapprove the request prior to purchase. Invoices under this line item shall be supported by receipts/invoices and applicable approval document from CO. The contractor shall bill the additional charge plus the requisite fixed payment TPPS processing fee in effect at the time services are rendered to cover the TPPS transaction fees.

Line Item 0600 Transition.

The amount for this line item will be paid per POV after the POV has been transitioned from the previous GPC contractor. Invoices for Transition shall be submitted by location at the end of each month.

Large volume point-to-point shipments will be billed by adding the following CLINs together (as applicable) to arrive at a total cost per POV:

1. Applicable Line Item x302-x319 based on total round trip mileage from the point of turn-in to the nearest VPC (only applicable if origin is not a VPC).

2. Applicable Line Item x100A-x130EE based on OVPC or VPC nearest turn-in to point at which the contractor delivers POV (DVPC or VPC nearest final destination).

3. Applicable Line Item x302-x319 based on total round trip mileage from the VPC nearest final destination to final destination (only applicable if final destination is not a VPC).

4. Line Item x300. Line Item x300 can be billed twice if neither the origin nor destination begins or ends at a VPC. Invoices shall include the data elements provided in the Invoicing Instructions below.

Out of Gauge (OOG) Calculations: MTs = measurement tons as a unit of volume.

In accordance with the Defense transportation Regulation (DTR) – Part IV Personal Property, Attachment K3, Shipping Your POV, “transportation of one POV at government expense is not to exceed 20 measurement tons (MT).” The contractor shall be reimbursed for oversized and out of gauge POVs at the applicable rate in the Schedule of Rates, plus 5% for each MT portion thereof exceeding 20 MT, not to exceed 50%.

Invoice Submission Requirements For vehicle transport charges, the contractor will include the following information on each invoice:

• Contractor Name and Address

• Origin Location (VPC name, address and location code)

• Destination Location (VPC name, address and location code)

• Invoice Number

• Invoice Date

• IDIQ Contract Number

• Task Order Number

• Shipping Instruction Number

• PCS Order Number

• Contract Line Number (CLIN code)

• CLIN Description

• CLIN Price

• Quantity (1 for most charges other than mileage)

• Extended Amount

• Service Member Name (Last, First)

• Service Member Grade

• Branch of Service

• VIN

• Date Vehicle Arrived at Destination

• Date Customer was Notified of Vehicle’s Availability for Pick up

• Pick-up Complete (Y/N)

• Pick-up Date

• Handling

• Transportation Control Number (if applicable)

For storage charges, the contractor will include the following information on each invoice:

• Contractor Name and Address

• Origin Location (VSF name, address and location code)

• Storage Facility/Location name (VPC or VSF name, address and location code)

• Invoice Number

• Invoice Date

• IDIQ Contract Number

• Shipping Instruction Number

• PCS Order Number

• Contract Line Number (CLIN code)

• CLIN Description

• CLIN Price

• Quantity (1 for most charges)

• Extended Amount

• Service Member Name (Last, First)

• Service Member Grade

• Vehicle Make/Year/VIN

• Handling (Storage)

• Transportation Control Number

• Entitlement (Orders) Start Date

• Entitlement (Orders) End Date

• POV Acceptance Date

• Pick-up Complete (Y/N)

• Pick-up Date

• Storage in Date

• -Period of Performance for the Invoice

VPC Processing Center Codes

VPC Code VPC Name

1GP NEW JERSEY (NY/NY METRO), NJ

1LP BALTIMORE, MD

1MZ NORFOLK, VA

1PP CHARLESTON, SC

1QP ATLANTA, GA

1rp ORLANDO, FL

2EP DALLAS, TX

2GP ST. LOUIS (PONTOON BEACH, IL), MO

2IP DENVER, CO

3HP LOS ANGELES, CA

3JA SAN DIEGO, CA

4DP SEATTLE, WA

CKZ SAN JUAN, PR

H1P MILDENHALL, UK

JGP BRUNSSUM, NE

JHP CHIEVRES, BE

JP1 BAUMHOLDER, GE

JP2 WIESBADEN, GE

JP4 GRAFENWOEHR, GE

JP5 KAISERSLAUTERN, GE

JP6 SCHWEINFURT, GE

JP7 SPANGDAHLEM, GE

JP8 BÖBLINGEN, GE

KA1 LISBON, PT

KFP LIVORNO, IT

KFZ NAPLES, IT

KJ2 ROTA, SP

LAP SIGONELLA, IT

LAY AVIANO, IT

LAZ VICENZA, IT

LD1 PIRAEUS, GR

LQ1 INCIRLIK, TU

LR1 IZMIR, TU

PK1 BAHRAIN, BH

SJN PUERTO RICO, PR

TAP GUAM (SANTA RITA), GU

UCP PYEONGTAEK, KR

UEP DAEGU, KR

VPC Code VPC Name

XAP HAWAIIAN ISLANDS, HI

XEP HONOLULU (OAHU), HI

YCP ANCHORAGE (SCHEDULE 1,2,3)

YFP FAIRBANKS (SCHEDULE 1,2,3)