Attachment 6 to PWS Invoicing Payment.doc

HTC711-08-R-0011

Performance Work Statement Attachment 6 Attachment 6 Invoicing and Payment

A. Invoicing Procedures

A.1. Procedures applicable to invoicing and payment for Container Detention, Container Purchases, Port Storage, and Refrigerator Maintenance within designated Exigency areas are set forth in Section B

A.2. Electronic Invoice Presentment and Payment (EIPP). Offerors awarded contracts will be required to participate in the Government’s EIPP program. PowerTrack, a service of U.S. Bank is the EIPP service used by DOD.

A.2.1. Contractors must have a Trading Partner agreement with U.S. Bank and be PowerTrack certified for the electronic payment of commercial transportation services. It is important that contractors begin the PowerTrack certification process immediately by calling U.S. Bank at 1-800-417-1844. Additional information on PowerTrack is available at http://www.usbank.com/powertrack.

A.2.2. Fees charged by PowerTrack/U.S. Bank are for the account of the contractor.

A.2.3. PowerTrack is currently limited to routes and types of cargo that are priced by IBS. Upon the expansion of the capability of IBS and upon 30 days notice to the contractor, the contractor will be required to participate in PowerTrack for additional routes and types of cargo.

A.2.4. PowerTrack is authorized to release payment to contractors in accordance with business rules that require:

1) Shipping Instructions with pricing as evidence of the order

2) EDI submission of a vessel sail transaction as evidence of performance

3) Discrepancies in pricing are handled as prescribed in business rules

4) These procedures apply to shipments ordered by shippers using Direct Booking procedures and shipments booked using IBS.

A.3. Hardcopy Invoice Procedures. The contractor is entitled to payment for satisfactory services rendered. For services that are not paid via PowerTrack, an invoice should be submitted.

A.3.1. A proper invoice contains the following information:

A.3.2. Invoices may be submitted only after services included on the invoice have been provided.

A.3.3. Each invoice should include no more that one Voyage Document (VOYDOC), POE, and POD.

A.3.4. Each invoice should include the following certification statement signed by an authorized contractor representative:

I hereby certify that the above bill is correct and just, and services were performed as ordered.

A.3.5. Invoices should be submitted to:

HQ, SDDC

709 Ward Drive, Bldg. 1990 Attn: SDDC-RMM-IT Rm. 1W130-88, Ms. Jo Wooliver Scott Air Force Base, IL 62225

A.3.6.In accordance with the Prompt Payment Act, payment terms are net 30 days from receipt of a proper invoice.

A.4. Detention. Detention is covered in section 3.G of the Performance Work Statement. Detention charges shall be billed upon the termination of detention, except when incurred in an exigency area, which shall be billed as directed in Section B below. Detention Billing shall be forwarded to the Service or Agency Point of Contact identified by the Contracting Office for payment. The attached Standard Detention Billing Form should be used when submitting an invoice for detention. Detention invoices with proper documentation must be submitted to the paying office no later than 6 months from the date the empty container is returned to the carrier. Detention invoices received after that time will not be certified for payment unless the Contractor provides the Contracting Officer documentation explaining the invoicing delay. Invoices will be date stamped by the payment certification office upon receipt.

A.5. Additional Charges. As noted in section [XX ] of the Performance Work Statement, the contractor shall pay on a reimbursable basis valid charges and expenses incurred “for the account of the U.S. Government” which are not covered under the basic rate, an accessorial rate or which are not paid directly by the U.S Government or the consignee. The intent is to reimburse the Contractor for valid charges and expenses, incurred on behalf of the U.S. Government, that are unforeseen or so unpredictable that the Contractor cannot account for the cost in their submitted rates.

A.5.1 Examples of the type of additional charges that may be paid include, but are not limited to, port storage, customs inspection charges, rework of improper blocking and bracing, and dry run. Examples of the type of charges that are not appropriate for submission or payment under Attachment 6 include, but are not limited to border delays, charges generating requests for equitable adjustment, charges involving alleged Government delay, charges relating to a requested Contract modification and/or charges relating to an alleged Contract change.

A.5.2 The Contractor must receive approval from the Government prior to incurring any charges or expenses in excess of $2,000 per container, or $250 per MsT for breakbulk. Failure to due so may result in the Contractor being liable for the charge or expense.

A.5.3 Any alleged additional costs, charges, or third-party reimbursement costs, accrued by the Contractor due to alleged U.S. Government-caused delays, including, but not limited to, customs delays, border delays, destination delays, and gate delays, are not considered a reimbursable charge or expense under Attachment 6 and shall not be invoiced by the Contractor as an Additional Charge. These type of alleged additional costs, charges, or third-party reimbursement costs shall be submitted in accordance with FAR 52.212-4(c) and (d).

A.5.4 If the related ocean freight was submitted via PowerTrack, these charges should first be submitted to the cognizant COR (AOR where the additional costs were incurred) with supporting documentation. Supporting documentation must include: notification email to the applicable COR when the additional cost/service was incurred, copy of third party invoice, proof of payment and basis for rate being charged (applicable port tariff). For re-working of containers due to rejection by port or rail authority, a copy of the inspection report identifying reasons for rejection must be provided. The COR will review and notify the contractor and ordering agency of the verification results. Once verified, the charges can then be submitted to PowerTrack for payment.

A.5.5 If the related ocean freight was not submitted via PowerTrack, these charges shall be invoiced separately and be submitted to the cognizant COR (AOR where the additional costs were incurred) with supporting documentation.

A.5.6 COR Locations: SDDC FEVA Carrier Services, 598th Quality Assurance Branch, 831st Quality Assurance Branch, and the 599th Quality Assurance Branch. COR identified in the COR appointment letter issued by TCAQ, copy furnished each ocean carrier.

B. Special Invoicing and Payment Procedures for Exigency Areas

B.1 Services in Exigency Areas requiring use of the procedures in Section B of this Attachment are:

B.2. Invoice procedures. Invoices may be submitted only after services included on the invoice have been provided. For services rendered in an Exigency area, the documentation listed in the following paragraphs will be required. Invoices must be in hard copy with original signature; supporting documentation may be provided electronically as described below.

B.2.1 A proper original signed invoice will contain the following information:

B.2.2 Invoices for container detention will contain the following additional information:

B.2.3 Detention invoices with proper documentation must be submitted to the paying office no later than 6 months from the date the empty container is returned to the carrier. Detention invoices received after that time will not be certified for payment unless the Contractor provides the Contracting Officer documentation explaining the invoicing delay. Invoices will be date stamped by the payment certification office upon receipt.

B.2.4 Invoices submitted for reefer maintenance will contain the following additional information:

B.2.5 Invoices submitted for port storage will contain the following additional information:

B.2.6 Invoices submitted for equipment purchase will contain the following information:

B.2.7 Failure to provide required information for each container shall result in a rejection of the invoice. Each invoice should include the following certification statement signed by an authorized contractor representative:

I hereby certify that the above bill is correct and just, and services were performed as ordered.

B.2 Invoice Submission

B.2.1 Invoices for detention in Exigency Areas should be submitted either electronically to the Contracting Officer's Representative (COR), copy to the Director Container Management, or in hard copy, to:

SDDC, Operations Center

SDDC-GCM

661 Sheppard Place Fort Eustis, VA 23604

B.2.3 Detention invoices with proper documentation must be submitted to the POC identified above on a monthly basis.

B.2.4 Invoice supporting documentation for detention must be submitted electronically, in the attached Standard Detention Format, in Microsoft Excel, to the Contracting Officer's Representative (COR), copy to the Director Container Management.

B.2.5 Invoices for port storage/reefer maintenance and other reimbursables in Exigency Areas should be submitted to the Contracting Officer's Representative (COR), with a copy to the Director of Container Management.

B.3 Payment In accordance with the Prompt Payment Act, payment terms are net 30 days from receipt of a proper invoice.

(End of Attachment 6)