GPC_IV_PWS_Appendix_E_(Payment_&_Invoicing).pdf

HTC711-18-R-R001

Appendix E – Payment and Invoicing

Order Information

IAW Clause 252.216-7006, task orders can also be defined as customer’s orders as described in the PWS. Upon acceptance of the vehicle at the VPC site, information from the customer’s Permanent Change of Station (PCS) orders will be input into the contractor’s IT system to create a combination funded customer order and task order obligation. A copy of the authorizing PCS document will be attached to this transaction in the contractor’s IT system to support subsequent audit activity. This data will be aggregated within the contractor’s IT system and provided to the SDDC G8 on a weekly basis via email submission of a prescribed file format for subsequent upload into TFMS.

The following data elements will be provided on each order file:

Order Header Level

• Order Action

• Contractor Tracking Number

• Order Date (MM/DD/YYYY)

• Acceptor Name

• VPC Code

• Service Member Branch

• Service Member Grade

• Service Member Name

• Transportation Account Code

• PCS Order Number

Order Line Level

• Contractor Tracking Number

• CLIN

• Transportation Control Number

• Service Type

• Description

• Number of Months (monthly storage transactions only)

• Unit Price

• Quantity

SDDC accounting staff will load this data into the Transportation Financial Management System (TFMS) and will return a listing of task order numbers to the contractor within 2 business days for use in subsequent invoicing activity.

Any order updates required subsequent to the issuance of a task order will be consolidated on an Excel spreadsheet and sent to SDDC G8 via email submission on a weekly basis. This category includes order amendments and diversions. This email notice must provide the task order number to be updated as well as information pertaining to CLINs which need to be added or relinquished from the task order in conjunction with the update. G8 staff will process these updates within 2 business days and return a notification to the contractor that the charges requested have been applied.

Payment Information

Payment Procedures

Payment will be made using the Transportation Financial Management System (TFMS) IAW the Invoicing Instructions below.

Instructions for use of Pricing Schedule, Attachment 3

Zone-pair transportation prices for Base Period Year 2 and all Option Year prices (tabs A-2 Tx Prices, A-3 Tx Prices, A-4 Tx Prices, A-5 Tx Prices, A-6 Tx Prices and A-7 Tx Prices) will be calculated by first multiplying the previous year’s transportation price by the respective year’s awarded discount rate and then by the Price Index as determined by the TRANSFARS EPA clause.

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 to and from storage. 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. Contractor shall invoice under these line items on a weekly basis and shall include the data elements provided in the Invoicing Instructions below.

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 1 day or more in a 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 1-year period.

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

The amount for this line item will be paid 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. This CLIN will be invoiced in addition to the applicable priced zone pair transportation CLIN. Invoices for POV Inspection/Processing shall be submitted following delivery of the POV to the final destination (one invoice shall be submitted for all services per POV whenever possible) and include the data elements provided in the Invoicing Instructions.

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 prices. Invoices for crating shall be submitted following delivery of the POV to the final destination (one invoice shall be submitted for all services per POV whenever possible) and include the data elements provided in the Invoicing Instructions.

Line Items 0302 - 0319 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 (one invoice shall be submitted for all services per POV whenever possible) and include the data elements provided in the Invoicing Instructions below.

Line Items 0320 – 0323 QoL Surcharge (for the base period and all options).

The amount for this line item will be paid for POVs turned-in 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 desintation, to the customer (one invoice shall be submitted for all services per POV whenever possible). Invoice shall include the data elements provided in the Invoicing Instructions below.

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 month a VPC is operational. Invoices for VPC Monthly Operations shall be submitted at the end of each month and include the data elements as applicable from the Invoicing Instructions below.

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, Contracting Officer (CO), or Contracting Officer Representative (COR) prior to taking any action committing the Government or customer to any services under this line item. Invoices under this line item shall be submitted on a weekly basis and shall be accompanied by supporting documentation for the additional charge. Invoices shall include the data elements provided in the Invoicing Instructions below.

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 (Out of Gauge), 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 submitted on a weekly basis and shall be supported by receipts/invoices and proof of payment. Invoices shall include the data elements provided in the Invoicing Instructions below.

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:

• 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)

• 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).

• 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)

• Line Item x300. Line Item x300 can be billed twice if neither the origin nor destination is at a VPC.

Invoices shall include the data elements provided in the Invoicing Instructions below.

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

• In accordance with the Defense Travel Regulation (DTR) – Part IV, 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 POVs at the applicable rate in the Schedule of Rates plus 5% for each MT portion thereof exceeding 20 MT, not to exceed 50%.

Invoicing Instructions

As vehicle transport or storage services are performed, the GPC service provider will prepare and submit invoice/proof of performance documentation to the designated Contracting Officer's Representative (COR) via email for review and certification. The COR will review the document to validate services to be billed were both authorized by the applicable PCS order and performed in accordance with the terms and condition of the contract.

The COR will perform their review of this document using substantiating documents stored within GPC service provider’s system and will perform this review in accordance with detailed instructions contained within the Quality

Assurance Surveillance Plan. The COR will then return a certified copy of this document to the GPC service provider by email to support the billing process.

The GPC service provider staff will then use this information to generate associated vehicle transport and storage invoice transactions which will then be submitted via secure file transfer protocol of the predefined invoice interface format to the SDDC G8 Accounts Payable office for entitlement processing. These invoices will then be imported into TFMS where they will be matched to the appropriate task order obligation. SDDC AP staff will then logon to TFMS and review these matched invoices along with the COR certified invoice documents and certify the charges and associated workload for service provider payment. The approved invoice will also trigger the posting of an accrued liability and revenue billing transactions within the SDDC general ledger.

For fixed cost VPC operation billings, the GPC service provider will prepare one invoice document each month containing all VPC operation CLIN charges for the previous month. The contractor will access the Treasury Invoice Processing Portal (IPP) and will generate this invoice data directly into Treasury IPP. At this point in the process, the designated SDDC COR will receive an email notification alerting her/him that they have an invoice awaiting certification action in Treasury IPP.

The SDDC COR will then login to Treasury IPP and either approve or reject this invoice within 7 business days.

Approved invoices will be passed from Treasury IPP to TFMS via system interface. These invoices will then be imported into TFMS where they will be matched to the appropriate task order obligation. SDDC AP staff will then logon to TFMS to review these matched invoices and certify the charges and associated workload for service provider payment. These approved invoice transactions will also trigger the posting of an accrued liability and will draw down the associated MIPR balance within the SDDC general ledger. Any rejected invoices will flow back to the GPC service provider in Treasury IPP along with an explanation from the COR regarding the reason(s) for invoice rejection.

Approved payable transactions will then be scheduled for payment within TFMS. Payable transactions will be consolidated into a single payment per business day. Payment transactions will then be organized into payment batches which will be transmitted via system interface from TFMS to the Centralized Disbursing System (CDS) for disbursement processing. At this point SDDC accounts payable staff will send a payment advice document to the GPC service provider via email which documents the amount of the upcoming payment along with information pertaining to the invoices which were paid.

CDS will then process the associated EFT payment transaction and will return the applicable EFT Trace Number to TFMS to update the applicable payable transaction. At this point in the process the payment amount will be credited to the service providers designated bank/bank account.

Invoice Submission Process

Invoice Certification Process

All invoices will be certified for payment by the Contracting Officer's Representative (COR) designated to support each Vehicle Processing Center (VPC) location.

Firm Fixed Price invoices will be manually entered into the Treasury IPP on a monthly basis by the contractor.

Treasury IPP will then send an email alert to the designated SDDC COR that an invoice is awaiting review/approval.

The designated SDDC COR will then access the Treasury IPP and review/approve the invoice within 7 business days.

Vehicle transport and storage invoices will be submitted via secure file transfer protocol of the predefined invoice interface format to SDDC Accounts Payable staff for entitlement processing

The only exception to this process will be for any out of supplemental or Request for Equitable Adjustment billings which cannot be billed through the normal process due to contractor system limitations. The exception billings will be manually entered by the contractor directly into Treasury IPP, following the same process established for the monthly Firm Fixed Price invoice.

Invoices which fail to navigate established matching logic in Treasury IPP will be rejected to the contractor immediately for corrective action. Invoices which successfully navigate established matching logic in Treasury IPP will then be passed to the COR designated for the applicable VPC site via workflow functionality within Treasury IPP. At this point in the process, the applicable COR will receive an email notification alerting them that they have invoices awaiting certification action in Treasury IPP.

The COR will then login to Treasury IPP and either approve or reject each invoice within 7 business days. The COR will utilize substantiating documents loaded in the TRAX system to validate invoice charges by shipment id, task order, TCN, CLIN and amount.

Rejected invoices will be returned to the contractor for correction. Approved invoices will be passed from Treasury IPP to TFMS via system interface. These invoices will then be imported into TFMS where they will be matched to the appropriate task order obligation. SDDC AP staff will then logon to TFMS and review these matched invoices and certify the charges and associated workload for service provider payment. The approved invoice will then be scheduled for payment and paid in accordance with established payment terms.

Invoice Documents The following data elements will be provided for each invoice transaction provided via the invoice interface file:

Invoice Header Level

• Literal value “CTRL”

• Invoice Line Count

• Invoice Total Dollar Amount

Invoice Line Level

• Shipment Id Number

• Invoice Date

• Invoice Total Amount

• Vendor Number

• Vendor Site Number

• Invoice Payment Terms

• Issue Location (VPC code)

• Contract Number

• Contract Line Number

• Contract Line Description

• Transportation Control Number

• Quantity

• Unit Price

• Extended Amount

• Activity Date From

• Activity Date To

Each Vehicle Processing Center will submit one invoice per week to SDDC for payment. All charges logged for the previous week (Sunday through Saturday) will be consolidated in this invoice. Monthly charges associated with Monthly Storage fees will be included in the weekly invoices at the appropriate time of the month.

Substantiating Documents For Vehicle Transport charges (Full or Partial Service) the contractor will provide the COR substantiating documents in the contractor’s IT system which includes the following data elements relative to the services rendered:

• Contractor Name and Address

• Issue Location (VPC name)

• Invoice Number

• Invoice Date

• Contract Number

• Name/Title/Phone Number of Contractor’s Billing POC

• Contract Line Number (CLIN)

• CLIN Description

• Unit Price

• Quantity (1 for most charges other than mileage)

• Extended Amount

• Service Member Name (Last, First, Middle Initial)

• Service Member Grade

• Vehicle Make/Year

• Diverted (Yes/No)

• Pickup date

• Service Type (Full or Partial Service)

• Transportation Control Number

For Storage charges the contractor will provide the COR a document which includes the following data elements relative to the services rendered:

• Contractor Name and Address

• Issue Location (VSF name)

• Invoice Number

• Invoice Date

• Contract Number

• Name/Title/Phone Number of Contractor’s Billing POC

• Contract Line Number (CLIN)

• CLIN Description

• Unit Price

• Quantity (1 for most charges)

• Extended Amount

• Service Member Name (Last, First, Middle Initial)

• Service Member Grade

• Vehicle Make/Year

• Service Type (Storage)

• Transportation Control Number

• Storage Period Begin and End dates

For Miscellaneous charges, the GPC service provider shall provide the receipts supporting the payment made, along with written authorization from the COR for such services.

Certified Invoice Entitlement Process Vehicle transport and storage invoice data will be formatted in the prescribed comma delimited flat file format and transferred to the designated IP address via secure file transfer protocol. The government will furnish the IP address, subdirectory path and user id and password credentials to the GPC service provider to support this file transfer process. The file name for these certified invoice files is as follows:

Service Type File Name Structure File Name Format Example All VPCYYYYMMDD.txt VPCYYYYMMDD.txt 1LP20141012.txt

Frequency of Invoice File Submission The contractor will submit the invoice data for vehicle transport and storage services to SDDC Headquarters in the following interface file format.

Invoice Control Record Format

Interface Field TFMS Column Name TFMS Description Mandatory/

Optional Data Type Maximum

Length INVOICE_NR INVOICE_NUMBER The invoice number as assigned by the vendor. Must be unique. M Alphanumeric Maximum 30

INVOICE_LN_CT INVOICE_LINE_COUNT Count of the number of rows in the accompanying invoice detail record. M Numeric Maximum 5

INVOICE_AMT INVOICE_AMOUNT Total amount of the invoice. M Numeric (9,2) Maximum 9

Invoice Detail Record Format

Interface Field TFMS Column Name TFMS Description Mandatory/

Optional Data Type Maximum

Length INVOICE_NR INVOICE_NUMBER The invoice number as assigned by the vendor. Must be unique. M Alphanumeric Maximum 30

INVOICE_DT INVOICE_DATE Date the invoice was created. M Date

(YYYYMMDD) 8

INVOICE_AMT INVOICE_AMOUNT Total amount of the invoice. Nine position with two positions of precision M Numeric (9,2) Maximum 9

VENDOR_NR VENDOR_NUMBER Six position vendor number assigned by TFMS M Numeric 6

VENDOR_SITE_NR VENDOR_SITE_NUMBER Two position vendor site number assigned by TFMS M Numeric 2

INVC_TERMS INVOICE_TERMS Literal value “IMMEDIATE” M Alphanumeric 3

VPC_CD VEHICLE_PROCESSING_

CENTER_CODE

3 position Vehicle Processing Center Code. (See Appendix A for values) M Alphanumeric 3

CONTRACT_NR CONTRACT_NUMBER Contract Number + Task Order Number assigned by SDDC M Alphanumeric Maximum 30

CLIN CONTRACT_LINE_NUMBE

R

Contract Line Number associated with service rendered M Numeric Maximum 6

CLIN_DESC CONTRACT_LINE_

DESCRIPTION Description of service rendered O Alphanumeric Maximum

TCN TRANSPORTATION_

CONTROL_ NUMBER

Transportation Control Number assign to the storage transaction M Alphanumeric 17

QTY LINE_ITEM_QUANTITY Number of vehicles (Whole number) M Number Maximum 4

UNIT_PRICE UNIT_PRICE

Unit Price for service category being billed. Six position with two positions of precision

M Number (6,2) Maximum 6

AMT EXTENDED_AMOUNT Quantity times unit price. Eight position with two positions of precision M Number (8,2) Maximum 8

ACT_FROM_DT ACTIVITY_FROM_DATE For storage transactions only, the from date for the storage period billed O Date

(YYYYMMDD) 8

ACT_TO_DT ACTIVITY_TO_DATE For storage transactions only, the to date for the storage period billed O Date

(YYYYMMDD) 8

VPC Processing Center Codes

VPC_Code VPC_NAME

1GP NEW YORK/NEW JERSEY

1LP BALTIMORE, MD

1MZ NORFOLK, VA

1PP CHARLESTON, SC

1QP ATLANTA, GA

1rp ORLANDO, FL

2EP DALLAS, TX

2GP ST. LOUIS, MO

2IP DENVER, CO

3HP LOS ANGELES

3JA SAN DIEGO

4DP SEATTLE

CKZ SAN JUAN

H1P LAKENHEATH

JGP SCHINNEN

JHP BENELUX CHIEVRES BELGIUM

JP1 BAUMHOLDER

JP2 WEISBADEN

JP4 GRAFENWOEHR

JP5 KAISERSLAUTERN

JP6 SCHWEINFURT

JP7 SPANGDAHLEM

JP8 BOEBLINGEN

KA1 LISBON PORTUGAL

KFP LIVORNO

KFZ NAPLES ITALY

KJ2 ROTA, SPAIN

LAP SIGONELLA

LAY AVIANO ITALY

LAZ VINCENZA

LD1 PIRAEUS, GREECE

LQ1 INCIRLIK

LR1 IZMIR

PK1 BAHRAIN

SJN PUERTO RICO

TAP GUAM

UCP SEOUL

UEP TAEGU (DAEGU)

XAP HAWAII

XEP OAHU

VPC_Code VPC_NAME

YCP ANCHORAGE (SCHEDULE 1,2,3)

YFP FAIRBANKS (SCHEDULE 1,2,3)