Attachment 8 (Appendix E) Additional Billing Requirements_Updated.docx

Defense Information Systems Agency (DISA) Voice Internet Service Provider (VISP) Telephony Service Appendix E – Additional Billing Requirements As of November 24, 2020May 19, 2021

Introduction This appendix contains additional reference material consolidated from other external sources, tailored specifically to meet the needs of the VISP Telephony Service contract. The paragraphs are labeled in accordance with the paragraph labeling from the original source documents.

The following information in this section provides additional background reference information and requirements for the development of the pricing tables required for completion in Appendix D, Pricing Template. The contractor shall use the tables provided in Appendix D to supply all required information.

CLIN

For service implementations located in an Outside Continental United States (OCONUS) country/jurisdiction, unlimited off-net calling within the same OCONUS country/jurisdiction shall also be included.

B.2.2.1.7 SIP Trunk Off-Net Usage Pricing Unlimited on-net to on-net and on-net to CONUS off-net calling shall be included with SIP Trunk Basic Service.

SIP Trunk service shall include OCONUS off-net termination, and non-domestic off- net termination to any OCONUS or non-domestic country/jurisdiction where the contractor provides service (i.e., where the contractor has provided a price in Appendix D).

Where the off-net call terminates to OCONUS, or a non-domestic country/jurisdiction where the contractor does not provide service, the contractor shall provide prices for SIP off-net termination usage in the formats specified in Table B.2.2.1.7.1.

Where the contractor provides voice service to a particular country/jurisdiction, the price in Table B.2.2.1.7.1 cannot be higher than the price resulting from applying the multiple usage increments applicable to that country/jurisdiction as provided in Appendix D. The originating country/jurisdiction is included in Appendix D.

* Country/Jurisdiction IDs are provided in Appendix D.

* Country/Jurisdiction IDs are provided in Appendix D.

x038VI33010

B.2.2.1.8 SIP Trunk Feature Prices The contractor shall provide pricing information for SIP Trunk features in the formats specified in Tables B.2.2.1.8.1 and Tables B.2.2.1.8.2 utilizing the templates provided in Appendix D.

Stop Date

Stop Date

** Country/Jurisdiction IDs are provided in Appendix D.

CLIN

MRC

CLIN

E.2.2 Services Verification Testing The contractor shall provide a VISP Services Verification Test Plan based on the test methodology defined in this section (test scenarios, test cases, test data sets, acceptance criteria).

E.2.2.1 General Testing Requirements The contractor shall meet the following services testing requirements:

· Provide a verification and acceptance testing approach for all CLINs defined in the Performance Work Statement (PWS).

· Develop a Test Plan that includes, but is not limited to:

· The test methodology for each service with test cases that will define the parameters to be measured, the measurement procedure, and the acceptance (pass/fail) criteria.

· Fallback approach to describe the fallback process and procedures in case of testing failure.

· A Test Plan shall be required for all new services during the life of the contract.

· The following conditions also apply:

· An agency may define additional testing in submitted service orders (SO).

· The contractor shall allow government representative(s) to observe all or any part of the services verification testing.

E.2.2.2 Test Scenarios The Test Plan shall include, but not be limited to, the following test scenarios:

The contractor shall provide test cases for each of the test scenarios defined in Section E.2.2.2. The test cases will be defined in the Test Plan.

E.2.2.4 Test Data Sets The contractor shall successfully test all of the test cases defined in the Test Plan using one or more test data sets proposed by the contractor. The contractor shall test all services and service features proposed at the TO. The contractor shall use test data sets that reflect real-world service conditions and locations and shall address all relevant test cases.

E.2.2.5 Test Results and Acceptance The contractor shall provide a Services Verification Testing Report (Testing Report) that shows successful completion of testing defined in the Test Plan. The contractor shall complete verification and acceptance testing based on the acceptance criteria defined in the government accepted Test Plan. The contractor shall provide the following in order for the government to approve the test results: a Testing Report showing that each service provisioned works properly according to the acceptance criteria defined in the Test Plan.

Once verification testing is completed successfully, the Government may complete acceptance testing based on the acceptance criteria defined in the Test Plan. The acceptance test will verify satisfactory end-to-end service performance and proper operation of all ordered features and functions. Performance will be considered satisfactory when services, equipment, systems and their associated features and functions perform as specified in the contract. The contractor may not assign an effective billing date to a service until the agency accepts it in accordance with the agreed-upon acceptance testing procedures described in the Test Plan.

The Government reserves the right to perform additional tests to confirm proper operation of a delivered service as defined by the TO. If the Government does not report a problem to the contractor during this test period, the effective billing date will be the completion date on the Service Order Completion Notice (SOCN). The contractor shall not begin billing for services if the Government rejects the services within three (3) days of receipt of the SOCN. A longer period for test and acceptance may be specified in the SO. The contractor shall issue a new SOCN for services after correcting the reasons for rejection.

The service will be considered accepted if the Government does not reject the service within the acceptance period defined above. If the Government rejects the service, it may at its option:

1. Direct the contractor to repeat the preceding procedures outlined above

2. Withdraw the service from acceptance testing

3. Direct the contractor to facilitate the return of the services to their original provider (for services transitioned or migrated from another contractor’s network)

4. Request a replacement of the service (in whole or in part)

5. Cancel the service order without penalty If the Government exercises any of these options as a consequence of unacceptable acceptance testing results, all expenses incurred by the Government shall be borne by the contractor.

If the Government elects option one above, the contractor shall immediately initiate corrective actions to remedy the problem reported on the trouble ticket and shall keep the Government informed of progress. In such cases, the Government reserves the right to exercise option two, three, four or five at any time.

If the Government elects any of the options above other than option one, all expenses incurred by the Government, including recurring charges and NRC to return services to the previous network configuration, shall be borne by the contractor. In cases when the Government cannot successfully complete acceptance testing due to circumstances beyond the control of the contractor, the contractor shall notify Government of the details surrounding the deficiencies and the steps the contractor has taken to overcome the deficiencies.

These cases shall be discussed between the government and the contractor. On a case-by-case basis, DISA and its mission partners (MPs) may choose to waive the acceptance testing or extend the testing period. Waiver of the acceptance testing may be considered in those instances when the contractor has demonstrated that the problems encountered are not the fault of the contractor and government has determined that the contractor has taken all reasonable actions to correct all problems. The waiver issued by the DISA will specify the grounds for the waiver. If the waiver is not granted, the contractor shall be obligated to continue to attempt correction of the deficiencies encountered in order to successfully accomplish the acceptance testing.

E.2.2.6 Deliverables The contractor shall provide a Test Plan in its proposal that describes the testing of services based on test methodology described in Sections E.2.2.1 – E.2.2.5. Updates shall be submitted for any new services that are added to the contract with the modification proposal.

The contractor shall provide a Testing Report as defined in Section E.2.2.5 within three days of service installation and testing.

G.4.2 Billing Methods The process for submitting invoices follows the DITCO Inquiry/Quote/Order (IQO) Acquisition Deskbook section 5.4 “Additional Information for Contractors” (https://depsland.csd.disa.mil/html/vendor/Acquisition_Deskbook_Inquiry_Quote_Order_v6.pdf) in addition to the requirements in this section.

G.4.2.1 Central Billing Method The contractor shall adhere to the “DITCO Electronic Invoicing Process” following guidance as stated in the DITCO Acquisition Deskbook to submit invoices:

“Delivery Ticket Invoice (DTI) is a contract payment method available against firm-fixed priced Communications Service Authorizations (CSAs) in which the receiving document (mission partner’s acceptance), when combined with the order, contains sufficient information to determine a contractor’s payment entitlement, without requiring the contractor to submit an invoice.

“The contractor is responsible for ensuring invoices are accurate and complete. To save time and money, it is recommended invoices be submitted using the DITCO Electronic Invoicing Process. There are currently several ways to submit invoices electronically: Secure File Transfer Protocol, Mainframe Transfer, and DTI. Contractor questions regarding submission of electronic invoices to DFAS Columbus, can be addressed to the following email address: CCOFABS@DFAS.MIL subject line - Electronic.”

G.4.3 Billing Functional Requirements In addition to the functional requirements below, the contractor shall comply with the processes, deliverables and data exchange requirements for billing as defined in Section J.2.5 Billing.

The contractor shall respond within seven days to a billing inquiry.

G.4.3.1 Adjustments In the event it is necessary to adjust a bill, the contractor shall follow the adjustment process described in Section J.2.5 Billing. The contractor shall apply the adjustment to the next available bill. In the event of a dispute, the Billing Disputes process shall apply (see Section G.4.4).

G.4.3.2 Monthly Billing Informational Memorandum The contractor shall provide, as needed, a Monthly Billing Informational Memorandum to coincide with the monthly delivery of billing files. The Monthly Billing Informational Memorandum is a list of information that includes, but is not limited to, items that explain changes in billing, changes to data formats, and new services added to the billing, and issues pertaining to balancing charges.

G.4.4 Disputes The dispute process shall if the Government disputes the content of a Billed Invoice (BI) submitted by the contractor.

The DISA Contracting Officer (KO) , or authorized ordering official, may submit to the contractor a dispute notice as defined in Section J.2.6 Disputes. The DISA KO may designate additional personnel or systems authorized to submit a dispute notice.

The contractor shall accept and process the government's disputes. The contractor shall comply with the processes, deliverables, and data exchange requirements described in Section J.2.6 Disputes. The Government will accept and process the contractor's disputes. The contractor shall resolve all disputes within 180 days of the dispute notice. The Government reserves the right not to make payment for disputes that have not been resolved within 180 days.

G.4.4.1 Billing Disputes Resolution Billing disputes begin with the initial submission of the dispute and end with the mutually agreeable resolution of the dispute. Payment adjustments will be applied on the next available bill. The Government may reject a bill in whole or in part within seven days of receipt. Upon dispute resolution, the contractor shall submit corrected billing on the next available bill. The following requirements apply to billing dispute resolution:

1. The contractor shall resolve billing disputes with the agency that submitted the dispute.

2. The contractor shall work to resolve disputes within 180 days of the dispute notice.

3. In cases where a complete resolution is not forthcoming, the contractor may submit partial resolutions (less than the total amount in dispute) to the agency for acceptance or rejection. Accordingly, the DISA KO will respond within 14 days to the contractor’s proposed resolution. Either party may escalate the dispute at any time to the DISA KO. In cases where the contractor and government agree on a portion of a dispute, the parties may make an adjustment to resolve the agreed-to portion(s) pending resolution of the remainder of the dispute.

4. Disputes that are not resolved within 180 days of the dispute notice or the approved extension time shall be escalated to the DISA KO.

5. Disputes escalated to an OCO will be resolved in accordance with Federal Acquisition Regulation (FAR) 52.233-1, Disputes.

6. Once a dispute is resolved, the contractor shall process the associated adjustment ensuring that the debit or credit and the associated billing dispute identifier are clearly documented according to Section J.2.6 Disputes.

7. The contractor shall provide a monthly Dispute Report (DR) in accordance with Section J.2.6 Disputes.

G.4.5 Payment of a Bill by the Government The contractor will be paid only for items and services that are issued, delivered, and accepted in accordance with this contract’s ordering, billing, and payment procedures.

Billing shall be submitted monthly in accordance with Section J.2.5 Billing. DISA Storefront orders are paid via DTI. Through DTI, the contractor will get paid automatically when DITCO issues a notice of completion modification.

Upon the expiration of the contract or TO, the contractor shall submit a final billing invoice for central and direct billed services within 90 days.

The contractor shall accept payment of bills via EFT. The contractor shall provide information required to receive payment via EFT.

G.4.8 Government Purchase Card Payments The contractor shall accept payment via Government Purchase Card when authorized by the government for telecommunications purchases under this contract.

The contractor shall coordinate with its bank to obtain the appropriate Standard Industrial Classification code for the services provided under the contract and establish its Government Purchase Card financial procedures with its financial institution to ensure acceptance of such payments for billing.

G.4.9 Rounding of Charges for Billing The contractor shall round billing in accordance with Section J.2.5.1.6 Rounding.

G.4.10 Proration of Monthly Charges The contractor shall prorate billing based on the number of days that the service is provided during the billing period in accordance with Section J.2.5.1.5, Proration.

The pricing for CLINs provided under this contract must include all taxes, fees and surcharges. The contractor shall separate billing amounts for taxes, fees and surcharges. Taxes, fees and surcharges on the billing invoice (BI), even though all taxes shall be incorporated into the prices provided at the time of contract award. The contractor shall only bill the prices that were proposed, accepted and included in the contract.

G.4.11.2 Aggregated Taxes The contractor shall include the aggregated tax for each line item in the billing invoice and shall also provide the detailed composition of the aggregated tax in the tax detail deliverable (see Section J.2.5.1.7 Taxes, Fees and Surcharges).

G.4.12 Billing Performance Objectives The contractor shall submit accurate billing that meets the following performance objectives for billing data accuracy and billing charge accuracy:

1. The contractor shall ensure invoices contain all invoice fields identified in DITCO Inquiry/Quote/Order (IQO) Acquisition Deskbook version 6 Section 5.4, and that all other applicable data elements shall be included on the BI as follows:

Always

Always

Always

Always

Always

Always

If Applicable

If Applicable

Always

Always

Always

Always

If Applicable

Always

If Applicable

If Applicable

If Applicable

If Applicable

If Applicable

If Applicable

If Applicable

Always

Always

Always

Always

If Applicable

If Applicable

If Applicable

If Applicable

If Applicable

Always

If Applicable

If Applicable

If Applicable

If Applicable

If Applicable

If Applicable

Billed_Federal_Relay_Service_Charge) Note this amount must match the price for all CLINs supplied at contract award, taxes and additional fees are not permitted beyond what was agreed upon at contract award.

The Billing Data Accuracy KPI measures the accuracy of the data submitted in the BI deliverable and is based on the accuracy standards listed above. KPI calculation is done on billing invoice after a six-month holding period to allow for resolution of any disputes. In the calculation below, “billing data submission” refers to either an entire BI submission in the case of direct-billed TOs, or the subset of the BI submission that constitutes the billing for a single TO in the case of central-billed TOs.

Billing Data Accuracy KPI is calculated in two steps:

1. Count the number of line items in the billing data submission that meet the above criteria.

2. Divide the result from Step one by the total number of line items in the billing data submission, and express the answer as a percentage.

The Acceptable Quality Level (AQL) is 95%.

G.4.12.2 Billing Charges Accuracy Key Performance Indicator The Billing Charges Accuracy KPI measures the accuracy of the charges (prices) submitted in the BI deliverable. KPI calculation is done on billing invoice after a six-month holding period to allow for resolution of any disputes. In the calculation below, “billing data submission” refers to either an entire BI submission in the case of direct-billed TOs or the subset of the BI submission that constitutes the billing for a single TO in the case of central-billed TOs.

Billing Data Accuracy KPI is calculated in three steps:

The Acceptable Quality Level (AQL) is 95%.

The contractor will receive the orders via the Integrated Defense Enterprise Acquisition System (IDEAS). If the TO directly includes an order for services, the requirements and processes described in the remainder of this section (J.2.4 Ordering) apply to that order for service as well as to any subsequent orders for service under the TO.

J.2.4.1.2 Agency Hierarchy Code (AHC) The AHC is an internal government accounting code that shall be tracked for all services from order submission through disconnection. The government has the following AHC requirements for ordering:

1. An AHC is required on each line item in all orders.

2. The contractor shall validate the presence of an AHC on all order line items:

a) The Government will not pay for orders processed without an AHC on each line item.

b) The Government does not require validation of the content of the AHCs unless specified on the TO.

3. The contractor shall support AHC changes to provisioned services without an interruption of the associated service (see J.2.4.2.3 Administrative Change Orders).

J.2.4.1.3 Unique Billing Identifier (UBI) The UBI uniquely identifies one item or multiple items linked together for ordering, billing and inventory management purposes (see Section J.2.10.1.1.2 Unique Billing Identifier). The government has the following UBI requirements for ordering:

1. The contractor shall create the UBI as described in Section J.2.10.1.1.2.

2. The contractor shall provide the UBI as a data element in the SOCN.

J.2.4.1.4 Agency Service Request Number (ASRN) The ASRN is an optional internal government control number that shall be tracked for all services from order submission through disconnection if it is provided. The Government may elect to assign zero, one or two ASRNs to each line item in a given order. If the Government provides ASRN data element(s) as part of a Service Order (SO), the contractor shall include them on all deliverables that reference that order or the services included in that order.

J.2.4.1.5 CLIN

Each orderable element is identified by a CLIN, which may be associated with a case number. The Government has the following CLIN requirements for ordering:

1. The contractor shall provide the CLIN for each line item in all ordering deliverables.

2. The contractor shall ensure the CLINs reported on billing files match those included on the SOCN for a particular order.

J.2.4.1.6 Ordering Data Sets and Notices The Government and the contractor exchange several data sets as part of the ordering process.

· The delivery process, frequency, timing and detailed specifications for each are captured in subsequent sections.

· The TO can override the deliverable timing provided that both:

· The notices remain in the order specified in the applicable process section under Section J.2.4.2 Ordering Process

· All required notices are delivered prior to billing The standard data sets are defined below:

· SO: Provides the contractor with the required details of the government's order for service. This corresponds to an “Order” in the DITCO Inquiry/Quote/Order (IQO) acquisition deskbook

· Service Order Acknowledgement (SOA) Deliverable: Notifies the Government its order for service has been received.

· Service Order Confirmation (SOC) Deliverable: Notifies the Government that the order for service information is sufficient to process and has been issued.

· Service Order Rejection Notice (SORN) Deliverable: Notifies the Government that the order for service information is insufficient or otherwise invalid and that the order cannot be processed.

· Firm Order Commitment Notice (FOCN) Deliverable: Notifies the Government of the Firm Order Commitment (FOC) date when the contractor is committed to delivery of the ordered service.

· Service Order Completion Notice (SOCN) Deliverable: Notifies the Government that service has been installed and/or activated (“turned up”). The order for service has been completed and billing starts as of the included completion date.

· Service Order Administrative Change (SOAC) Deliverable: Notifies the Government that an administrative change has been completed and provides details of the change.

· Service State Change Notice (SSCN) Deliverable: Notifies the Government that a UBI has changed state.

Each order submitted by the customer will have an overall order type and each line item will have a line item order type. The Order types are START, TEMPORARY, REAWARD, AMEND, CHANGE, CANCEL, or DISCONTINUE and are defined in the DITCO IQO Acquisition Deskbook version 6.

Each provisioned service, defined by a single UBI, is always in one of the following states:

· Active:

· The UBI is active with charges accumulating

· Other than auto-sold and band-priced CLINs, most UBIs will be in this state from provisioning to disconnection

· Other than auto-sold, usage-priced CLINs are in this state if available for use

• Inactive:

· The UBI is inactive with no charges accumulating

· Does not apply to disconnected services

• Band Name:

· Only valid for UBIs based on band-priced CLINs

· The band-priced UBI is in the band listed

· The state is the actual band name/designator as defined in Section B or in the TO

The government has the following Service State requirements:

1. The contractor shall ensure that all provisioned UBIs have a valid service state assigned at all times:

a) A UBI is not considered provisioned prior to the SOCN for its installation.

b) A UBI is not considered provisioned after the SOCN for its disconnection.

2. The contractor shall not change the service state of a UBI except in response to direct government action or as required based on predefined criteria captured in the contract or the TO.

J.2.4.2 Ordering Process All deliverables and other data sets included in the processes below are defined in Section J.2.4.3 Deliverables and Data Exchange. Unless otherwise specified, the contractor shall submit all deliverables in the process below through the IDEAS system in accordance with the DITCOIQO Acquisition Deskbook version 6.

J.2.4.2.1 Standard Orders (SO) Standard orders, including moves, adds, changes (excluding administrative change orders), and disconnect orders, shall follow the process below (order updates are addressed in Section J.2.4.2.6):

1. The government will issue an SO.

2. The contractor shall submit an SOA within one (1) business day of SO.

3. If the contractor determines that the SO is invalid, the contractor shall submit a SORN within five days of SO:

a) A SORN submitted by the contractor shall apply to the entire order (i.e., the contractor may only reject entire orders, not individual line items)

b) In the event of order rejection, the government may issue a new SO with the corrected information and restart this process

4. If the contractor determines that the SO is valid, it shall submit a SOC within five days of SO.

5. The government may modify or cancel the order during the provisioning process as described in Section J.2.4.2.6.

6. If the contractor must obtain local access services, the contractor shall submit a FOCN indicating its FOC date within one business day of receiving the FOC date from the local provider.

7. If the contractor does not need to obtain local access services, the contractor shall submit a FOCN indicating its FOC date no later than (NLT) the earlier of: 1) 5 days after SOC, or 2) 10 days before the FOC date.

8. Upon completion of the order, the contractor shall submit a SOCN within three days of installation and testing unless otherwise specified in the TO.

9. If the Government reports a problem within the acceptance period defined in Section E.2.2, the contractor shall fix, test, and submit a new SOCN.

J.2.4.2.2 Telecommunications Service Priority (TSP) Orders If the Government submits a TSP order, the standard process (see Section J.2.4.2.1) shall apply with the following caveats:

1. The contractor shall not delay the delivery of services in any way based on the need to submit deliverables specified in this process.

2. The contactor shall follow the processes and procedures in the DITCO IQO Acquisition Deskbook version 6 for TSP orders.

If it is necessary to supplement or update an in-progress order the Government will issue a supplement SO (AMEND submitted via IDEAS per the DITCO IQO Acquisition Deskbook version 6).

In such cases, the following process shall be used:

1. The government will issue a supplement SO.

2. The contractor shall submit an SOA in response to the supplement SO within one business day: The Contractor Service Request Number (CSRN) reported on the SOA shall be the same as that reported on the original order.

3. If the contractor determines that the supplement SO is invalid, the contractor shall submit a SORN in response to the supplement SO within three days of the supplement SO: The CSRN reported on the SORN shall be the same as that reported on the original order.

4. The contractor shall update the original order with the new data.

5. If any changes are required to data sets already submitted in response to the original order (e.g., SOC, FOCN), the contractor shall issue updated versions of those notices.

6. The contractor shall complete the provisioning of the original order with updated information as described in the applicable order process: Section J.2.4.2.1 - Standard Orders.

The following table lists the data sets the Government will provide as part of this process:

SO

(START)

Administrative Change Order

(CHANGE)

Supplement SO

(AMEND)

Terminating in process orders

(CANCEL)

Disconnect Order (for completed orders)

(DISCONTINUE)

J.2.4.3.2 Contractor-Provided Data Sets The following table lists the deliverables the contractor shall provide as part of this process. Detailed contents of each data set are provided in Section J.2.10.2 Data Set Content. The contractor shall support all required transfer mechanisms for each data set as defined in Section J.2.9 Data Transfer Mechanisms.

Email (if requested by the DITCO).

Other means as agreed or required in the TO.

Email (if requested by the DITCO) Other means as agreed or required in the TO.

Email (if requested by the DITCO) Other means as agreed or required in the TO.

within one business day of receiving FOC date Local access subcontractor not required:

NLT the earlier of five days after SOC or 10 days before the FOC date IDEAS (Reference DITCO Inquiry/Quote/Order (IQO) Acquisition Deskbook version 6).

Email (if requested by the DITCO) Other means as agreed or required in the TO.

Email (if requested by the DITCO) Other means as agreed or required in the TO.

Email (if requested by the DITCO) Other means as agreed or required in the TO.

Email (if requested by the DITCO) Other means as agreed or required in the TO.

The contractor shall comply with the government's defined billing cycle, which runs from the first through the last day of the calendar month. Proration for partial months is described below in Section J.2.5.1.5 Proration.

J.2.5.1.2 UBI

The UBI uniquely identifies one item or multiple items linked together for ordering, billing and inventory management purposes. It is defined in Section J.2.10.1.1.2 UBI. The contractor shall ensure the UBI reported on billing deliverables matches the UBI included on the SOCN for a particular element.

J.2.5.1.3 CLIN

Each billable element is identified by a CLIN, which may be associated with a case number. The government has the following CLIN requirements for billing:

1. The contractor shall provide the CLIN for each line item in all billing deliverables (described below Section J.2.5.2 Billing Process).

2. The contractor shall ensure that the CLINs reported on billing deliverables match those included on the SOCN for a particular order.

For services not delivered for the full calendar month billing cycle, the contractor shall apply the following proration requirements.

J.2.5.1.5.1 Proration Formula The contractor shall follow the process below to calculate prorated billing:

1. Calculate the Daily Charge: divide the Monthly Recurring Charge (MRC) by 30 to get the Daily Charge.

· Daily Charge = MRC/30]

2. Calculate the number of billable days for the service in that month.

a) For new installations or new service pricing starts based on a service change order:

· Number of days in the month minus the number of days in the month prior to installation or start

· Billable Days = Days in Month – (Start Day – 1)

· Example: service installed on March 17th:

· 1 [days in month] – (17 [start day] -1) = 15 billable days

b) For disconnections or prior service pricing ends based on a service change order:

· Number of days up to and including disconnect or end date

· Billable Days = Disconnect or End Day

· Example: service disconnected on June 10th:

10 [disconnect day] = 10 billable days

3. Note: if Billable Days from Step two is equal to or greater than 30, proration does not apply; the contractor shall bill the full MRC for that month.

4. The billable amount for the service in that month is equal to the daily charge from step one multiplied by the billable days from step two:

· Billable Amount = Daily Charge x Billable Days J.2.5.1.5.2 Service Change Order Proration A service change order may necessitate a price change during a billing cycle.

For the purposes of proration, the contractor shall follow the process below to calculate prorated billing:

1. Treat the change as two connected events:

· A previous service price end

· A new service price start

2. The new service price is assigned a start date equal to the change date.

3. The previous service price is assigned an end date one (1) day prior to the start date for the new service price.

4. Calculate the prorated billing amount for each service pricing (ended previous and started new) using the standard proration formula (see J.2.5.1.5.1).

The contractor shall comply with the following requirements for rounding:

1. The contractor shall store charges and use in all calculations six (6) decimal places for service price [Quantity x Unit Price], prorating, taxes, fees and surcharges.

2. When rounding is necessary to reach 6 decimal places, the contractor shall apply the rounding standards in Section J.2.5.1.6.2.

3. When calculating summary data (including total cost), the contractor shall:

a) Total each of the cost components that comprise the service including CLIN unit price (prorating if applicable), taxes, fees, and surcharges

b) Add the charges at the service level while maintaining the full six decimal places

4. When totaling the entire submitted bill, the contractor shall:

a) Add the individual six decimal place service charges

b) Round the total six decimal place value to two decimal places using the rounding standards in Section J.2.5.1.6.2

5. J.2.5.1.6.2 Rounding Standards

6. The contractor shall comply with the following rounding standards:

7. Rounding to reach six decimal place values:

a) Upward rounding shall occur when the seventh decimal place is five or higher.

b) Downward rounding shall occur with the seventh decimal place is four or lower.

c) For example: if a cost component is $1113.8870974, since the seventh decimal place is four, the cost component will be rounded to $1113.887097.

8. Rounding to reach two decimal place values:

d) Upward rounding will occur when the third decimal place is five or higher.

e) Downward rounding shall occur when the third decimal place is four or lower.

f) For example: if the total amount due was $8395.4681674, since the third decimal place is eight, the calculated amount due would be $8395.47.

J.2.5.1.7 Taxes, Fees, and Surcharges This is a firm fixed price contract. Taxes paid are to be displayed for each line time; however, this must not alter the previously submitted firm fixed price costs provided at the time of contract award.

J.2.5.1.8 Billing Level The contractor shall submit billing deliverables as described in Section J.2.5.2 in accordance with the billing level requirements below.

J.2.5.1.8.1 DISA Billing Level The contractor shall submit billing deliverables to DISA as described in Section J.2.5.2 with the billing level based on billing type:

Several data sets are exchanged between the government and the contractor as part of the ordering process. The delivery process, frequency, timing and detailed specifications for each are captured in J.2.5.2 Billing Process. The standard data sets are defined below:

· BI Deliverable: Provides the Government with the full details of the contractor’s invoice for the billing period

· Billing Adjustment (BA) Deliverable: Provides the Government with the full details of any adjustments to the contractor’s invoice for the billing period

· Tax Detail (TAX) Deliverable: Provides the Government with the full details of the taxes, fees, and surcharges included in contractor’s invoice for the billing period. Note that this is a firm fixed price contract and there for any taxes paid shall not alter the pricing provided by the contractor at the time of contract award.

· Monthly Billing Information Memorandum Deliverable: Provides the Government with background information, as necessary, to explain any items in the contractor’s invoice for the billing period that may be unclear based on the contents of the BI alone.

J.2.5.2 Billing Process The standard billing process described below is applicable to all TOs regardless of specified billing method (direct or central). All deliverables and other data sets included in the processes below are defined in Section J.2.5.3 Deliverables and Data Exchange. Unless otherwise specified, the contractor shall submit all deliverables in the process below in accordance with the DITCO IQO Acquisition Deskbook version 6.

2. NLT the 15th business day of each month, the contractor shall submit the following billing deliverables based on the billing levels defined in Section J.2.5.1.8:

a) BI

b) TAX

c) Monthly Billing Information Memorandum (to customer only), if required to clarify any line items on the BI

d) BA, if applicable

9. If the Government determines that the BI is valid in its entirety, it will pay the contractor in full, as specified in Section G.4.5 Payment of a Bill by the Government.

10. If the Government determines that the BI is not valid, in whole or in part, it will:

a) Initiate a billing dispute as specified in Section G.4.4 Disputes

b) Enter the dispute process described in Section J.2.6 Disputes

c) Withhold payment to the contractor, in whole or in part, as specified in Section G.4.4 Disputes.

11. If required to correct errors identified after payment, the contractor shall submit a BA. Note: this does not apply to errors that have resulted in disputes as described in Section J.2.6 Disputes.

The Government will not provide any data sets as part of this process.

The following table lists the deliverables the contractor shall provide as part of this process. Detailed contents of each set of data are in Section J.2.10.2 Data Set Content. For each data set, the contractor shall support all required transfer mechanisms as defined in Section J.2.9 Data Transfer Mechanisms.