USC-8_Att_6_Invoicing_and_Payment_DRAFT_Nov_14.pdf

PDF 68 KB Posted Mar 17, 2015

Attached to: Universal Service Contract-8 (USC-8) Federal contract opportunity
Solicitation number: HTC711-15-R-W002
Issued by: Department of Defense United States Transportation Command

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Att 6 Invoicing and Payment DRAFT

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Other files for this federal contract opportunity

Other files attached to Universal Service Contract-8 (USC-8), newest first.
File	Type	Posted
HTC711-15-R-W002-0008.pdf	PDF	Sep 1, 2015
HTC711-15-R-W002-0007.pdf	PDF	Aug 26, 2015
HTC711-15-R-W002-0006.pdf	PDF	Aug 25, 2015
HTC711-15-R-W002_Amendment_5.pdf	PDF	Jul 22, 2015
New_CLINs_posted_22_July_15.pdf	PDF	Jul 22, 2015
Deleted_and_Added_CLINs_17_Jul_15_(posted_21_Jul_15).pdf	PDF	Jul 21, 2015
Added_CLINs_13_Jul_15_(posted_13_Jul_15).pdf	PDF	Jul 13, 2015
HTC711-15-R-W002-0004.pdf	PDF	Jul 10, 2015
Added_CLINS_7_July_15_(posted_9_July_15).pdf	PDF	Jul 10, 2015
new_CLINs_July_1.pdf	PDF	Jul 7, 2015
HTC711-15-R-W002-0003.pdf	PDF	Jul 1, 2015
USC-8_Pre-Proposal_(Att_1).pdf	PDF	Jun 30, 2015
USC-8_Pre-Proprosal_(Att_2).pdf	PDF	Jun 30, 2015
Pre-Proposal_Meeting_Minutes.pdf	PDF	Jun 30, 2015
BAF_Baselines.xlsx	XLSX spreadsheet	Jun 26, 2015
HTC711-15-R-W002-0002.pdf	PDF	Jun 26, 2015
USC8_Q As_26_Jun_15.pdf	PDF	Jun 26, 2015
USC8_RFP_Questions_(23_JUN_15).pdf	PDF	Jun 23, 2015
HTC711-15-R-W002-0001.pdf	PDF	Jun 9, 2015
USC-8_RFP_Q As_(26_May_15).pdf	PDF	May 26, 2015
USC-8_RFP_Questions.xlsx	XLSX spreadsheet	May 26, 2015
USC-8_Draft_RFP_Q As_(FBO_Posting-26May15).pdf	PDF	May 26, 2015
USC-8_RFP_HTC711-15-R-W002_(13MAY15).pdf	PDF	May 13, 2015
USC-8_Milestones_7MAY15.pdf	PDF	May 7, 2015
USC-8_Milestones_28JAN15.xlsx	XLSX spreadsheet	Mar 17, 2015
USC-8_Att_2_Operational_Reports_Dec_2014.pdf	PDF	Mar 17, 2015
USC-8_Industry_Day__19_Feb_15_.pdf	PDF	Mar 17, 2015
Draft_Readiness_Language.pdf	PDF	Mar 17, 2015
USC-8_Exhibit_2_Additional_Clauses_DRAFT_Dec_14.pdf	PDF	Mar 17, 2015
USC-8_PWS_Contingency_Annex_DRAFT_Dec_2014.pdf	PDF	Mar 17, 2015
USC-8_Exhibit_4_Ordering_Procedure_DRAFT_Dec_14.pdf	PDF	Mar 17, 2015
USC-8_Att_8_DLA_Prime_Vendor_DRAFT_Dec_14.pdf	PDF	Mar 17, 2015
USC-8_PWS_Att_3_Rate_Rules_DRAFT_Dec_14.pdf	PDF	Mar 17, 2015
USC-8_PWS_Att_5_Route_Info_DRAFT_Dec_2014.pdf	PDF	Mar 17, 2015
USC-8_PWS_DRAFT_Dec_14.pdf	PDF	Mar 17, 2015
FINAL_Industry_Day_Agenda_Feb_15x.pdf	PDF	Mar 17, 2015
USC-8_RFP_DRAFT_Dec_14.pdf	PDF	Mar 17, 2015
USC-8_Att_1_EDI_Reports_DRAFT_Dec_14.pdf	PDF	Mar 17, 2015
USC-8_Att_7_EPAs_DRAFT_Dec_2014.pdf	PDF	Mar 17, 2015

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USC-8 Attachment 6

Invoicing and Payment

A. General Information

A.1. Invoices shall be submitted only after services included on the invoice have been performed in full (Ref FAR 32.905). Invoices shall be submitted promptly within the timeframes described in this Attachment.

Descriptions of services rendered must match the terms used in the USC-8 contract. When carrier terminology differs from USC-8, the latter shall be used.

A.2. Charges for services performed for containers booked under the Direct-Booking process are to be billing billed directly to the Shipper, and are not covered under this Attachment, which is limited to cargo booked through

IBS..

A.3. Failure to provide required information and appropriate documentation for a specific container/piece of cargo shall result in a rejection of that portion of the invoice and may delay the payment process. Discrepancies in Contractor- provided shipment information on submitted invoices will lead to certification delays as additional supporting documentation may be required from the Contractor.

A.4. There are four distinct invoicing categories for this contract as follows:

1) Invoices for Services Ordered within the SDDC Integrated Booking System (IBS)

2) Invoices for Services Not Ordered within the SDDC IBS system

3) Invoices for exception charges which require preapproval

4) Invoices associated with Requests for Equitable Adjustments (REA).

A.5. The Government has the right to request additional information in support of the charges in the invoice. In addition, all charges for services not ordered in the IBS Booking (and for the Enhanced ITV accessorial in the IBS Booking) will be assigned to organizations within SDDC (and, for REAs, USTRANSCOM) for validationcertification.

and will not be subject to Prompt Payment interest terms until a validated invoice is received for entitlement processing by the G8 accounts payable area.

A.6. In accordance with the Prompt Payment Act, payment terms are net 30 days from receipt of a proper payable invoice. The provisions of the Prompt Payment Act will not apply to this contract. A pay immediate payment term will be applied to all invoices processed in conjunction with this contract. Once a payable invoice is received by the government, entitlement action will be completed and funds will be disbursed to the carrier within 2 business days.Exceptions will be made for small businesses where the US Government’s goal is to pay within 15 days from receipt of a proper invoice for entities properly identified in the Central Contractor Registration (CCR)/ System for Award Management (SAM) database as a small business. Proper invoices will be date stamped by the SDDC G8 Accounts Payable Branch upon receipt.

A.7. The Ccontractor is entitled to payment for services ordered and performed upon delivery of cargo. A provisional pay model will be implemented for this contract. The first invoice will be provided upon vessel departure and will be for 70% of the total booked value of the move. The final invoice will be submitted upon delivery of goods and will cover the balance of the total movement bill. Invoices with proper documentation should be submitted no later than 30 days from the date charges occur. However, the US Government will consider and process invoices submitted after 30 days so long as they are properly supported and the claimed services can be verified.

A.8. Invoices shall not be submitted by the Ccontractor unless until the required EDI transactions pertaining to the billed service have been submitted.

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B. Invoicing Procedures for Services Ordered within IBS

B.1. Procedures applicable to invoicing and payment for services ordered or modified thereafter within the SDDC Integrated Booking System (IBS).

B.2. All invoices for IBS booked charges shall be submitted electronically via upload to the Treasury Invoice Processing Portal (IPP). Invoices along with any required supporting documentation will be uploaded into this portal.

Once invoices are successfully uploaded to the portal, they will be interfaced into the Transportation Financial Management System (TFMS) for entitlement processing.

B.2. For these services, carriers will submit an invoice to SDDC G8 Accounts Payable Branch for processing.

Invoices shall be submitted to the SDDC G8 Accounts Payable Branch via email submission of a scanned image of the invoice in Portable Document Format (PDF) to this email address:

usarmy.scott.sddc.mbx.g8-ap-invoices@mail.mil.

B.3. For invoices submitted via email, the subject line must have the SCAC, Contract Number and Invoice Number in the subject line of the email. Only one invoice per email may be submitted. The email submission must contain the invoice and all required supporting documentation to be considered a valid invoice submission. When required as part of the supporting documentation, an actual Excel spreadsheet must be submitted accompanied by proof of delivery. Scanned copies of the spreadsheet are not acceptable. Scanned copy of the invoice with a “wet” signature or a public key infrastructure digital signature is acceptable.

B.4. A proper invoice contains the following information:

– Contractor Name and Address

– Invoice Date and Invoice Number

– Contract Number

– Military Voyage Document Number

– Defense Transportation Regulation (DTR) POE/P OD codes -- no more than one (1) per invoice

– Port Call File Number (PCFN) -- no more than one (1) per invoice

– Contractor Booking Number

– Contractor Bill of Lading Number

– Description, quantity, unit of measure, unit price and extended price of services performed. The invoice must provide sufficient detail so as to enable verification and certification by the US Government.

– For each container shipment:

– Size and type of container

– Delivery Date/Proof of Delivery

– Van TCN – (listed in alphanumeric order)

– Container number with alpha prefix

– For each break-bulk shipment:

– Type of cargo

– Pieces, weight, and cubic feet

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– Delivery Date/Proof of Delivery

– IBS TCNs (listed in alphanumeric order)

– Services should be broken down by Contract Line Item (CLIN), i.e., drayage, line haul, ocean transportation, etc., and the specific service. Example: Drayage, Norfolk, Zone 2: Drayage, Norfolk to Newport News

– For One Time Only (OTO) shipments a copy of the modification number and/or Notice of Acceptance shall be included with the invoice. Invoices shall be labeled as OTO in the subject line with SCAC and invoice number.

– Name and address of Ccontractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment)

– **Certification Statement signed by authorized contractor representative: “I hereby certify that the above bill is correct and just, and services were performed”.

C. Invoicing Procedures for Services Not Ordered within IBS

C.1. Procedures applicable to invoicing and payment for priced charges or Contracting Officer pre-approved charges that cannot be booked within IBS are provided below. All applicable EDI 315 transactions as outlined in Attachment 1 are required for submission of these invoices. Failure to submit required EDI 315 transactions will result in an invoice rejection until EDI 315 requirements are performed accordingly.

C.2. All invoices for non-booked charges shall be submitted electronically via upload to the SDDC Pipeline Asset Tool (PAT). Invoices containing such charges will be assigned to appropriate personnel within SDDC for validation/certification. Once these invoices are certified, they will be passed to the G8 accounts payable section for entitlement processing.

C.3. Invoices for the following charges are included in this category:

1. Carrier Holding Yard Storage

2. Container Detention

3. Container Purchase

4. Extra CVED/Vet Inspections (Europe Only)

5. Defense Base Act Insurance (DBA)

6. Driver Wait Time

7. Exigent Driver Wait Time

8. Futile Trip

9. Port Storage

10. Reefer Maintenance

11. Enhanced ITV*

* Invoices for Enhanced ITV, although booked in IBS, must be submitted to IPP for validation by the COR.

D. Exceptions

Unexpected charges are those anomalies that are not foreseen. Carriers must seek approval from the contracting officer before an invoice containing one of these charges can be submitted. The following is a non-exhaustive list of examples of the types of charges that may fall into this category:

1. Re-stenciling of containers

2. Rework (unstuffing & restuffing of improperly-stuffed containers)

3. Chassis Detention

4. Vessel Demurrage 4.

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E. Requests for Equitable Adjustment (REA)

Equitable adjustments are necessitated by unforeseen situations in which Ccontractor feels an equitable adjustment is payable to contractor. Invoices for equitable adjustments shall be submitted as with the literal value “REA” in the first three positions of the invoice number and forwarded electronically via email to the G8 Accounts Payable section as outlined in Section A. The G8 Accounts Payable Branch will forward each REA invoice to the Contracting Officer (KO – USTRANSCOM) for review/approval.

Approved/certified REA invoices will then be returned to the G8 accounts payable branch for entitlement processing.

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File details come from the government source that posted it. Updated Nov 14, 2017.