rfq logq201200002 pershing caps.pdf

REQUEST FOR QUOTATION

(THIS IS NOT AN ORDER) THIS RFQ IS IS NOT A SMALL BUSINESS SET-ASIDEX

1. REQUEST NO.

LOGQ201200002

2. DATE ISSUED

06/08/2012

3. REQUISITION/PURCHASE REQUEST NO.

LOG201200230

4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG. 1

RATING

UNITED STATES CAPITOL POLICE

Procurement Division 119 D Street, NE Washington, DC 20510

5a. ISSUED BY 6. DELIVER BY (date) See Lines

7. DELIVERY

OTHER

(See Schedule)X FOB DESTINATION

9. DESTINATION

5b. FOR INFORMATION CALL (NO COLLECT CALLS)

a. NAME OF CONSIGNEE

UNITED STATES CAPITOL POLICE

NAME

Deborah Jackson, Contract Specialist

TELEPHONE NUMBER

AREA CODE

NUMBER

593-3527 Ext.:

8. TO:

PROPERTY MANAGEMENT DIVISION

732 North Capitol Street, NW

b. STREET ADDRESS

c. CITY Washington

a. NAME b. COMPANY

c. STREET ADDRESS

d. CITY e. STATE f. ZIP CODE d. STATE

DC

e. ZIP CODE 20401

10. PLEASE FURNISH QUOTATIONS TO THE

ISSUING OFFICE IN BLOCK 5a ON OR BEFORE CLOSE OF BUSINESS (Date)

06/18/2012 11:00:00

IMPORTANT: This is a request for information, and quotations furnished are not officers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or service.

Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotation must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State and local taxes)

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

See Lines

12. DISCOUNT FOR PROMPT PAYMENT

a. 10 CALENDAR DAYS (%)

0.00 %

b. 20 CALENDAR DAYS (%)

0.00 %

c. 30 CALENDAR DAYS (%)

0.00 %

d. CALENDAR DAYS

NUMBER

PERCENTAGE

0.00

NOTE: Additional provisions and representations [ ] are [ X ] are not attached.

13. NAME AND ADDRESS OF QUOTER 14. SIGNATURE OF PERSON AUTHORIZED TO SIGN

QUOTATION

15. DATE OF

QUOTATION

a. NAME OF QUOTER

b. STREET ADDRESS 16. SIGNER

a. NAME (Type or print) b. TELEPHONE

c. COUNTY AREA CODE

d. CITY e. STATE f. ZIP CODE c. TITLE (Type or print) NUMBER

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition not usable

Form generated by: NGPD STANDARD FORM 18 (REV. 6-95) Prescribed by GSA-FAR (48 CFR) 53.215-1(a)

Document Type: QSU Document Number: LOGQ201200002 Page 1 of 10

Table of Contents

Section Description Page Number

CS Continuation Sheet

USCP52.047 PERSHING CAP SPECIFICATIOS

USCP52.006 Disputes USCP52.007 Termination For Convenience USCP52.018 Acceptance of the Terms of the Order USCP52.019 Tax Exemption USCP52.020 Required Delivery Date USCP52.021 Circumstances Out of Control of the Parties USCP52.022 Clear Title USCP52.023 Compliance with Applicable Law USCP52.024 Implied Warranty of Merchantability and Fitness for a Particular Purpose USCP52.025 Patents USCP52.026 Warranty of Services USCP52.027 USCP Property in the possession of the Vendor USCP52.028 Freight, delivery, shipping, and handling charges USCP52.029 Delivery Instructions For United States Capitol Police USCP52.030 Transfer of Title and Risk of Loss USCP52.031 Variation in Quantity or Charges USCP52.032 Inspection and Acceptance USCP52.033 Liability for Damages or Injury USCP52.034 Security Requirements for All Contractors Performing Work at the USCP USCP52.035 Termination for Cause USCP52.036 Prohibition of Assignment USCP52.037 Prohibition on Release of Information of Award USCP52.038 Orders under Existing Contracts USCP52.039 Availability of Funds USCP52.040 Guidelines for Electronic Submission of Contractor Invoices USCP52.046 Guidelines for Electronic Submission of Contractor Invoices

Document Type: QSU Document Number: LOGQ201200002 Page 2 of 10

Section B - Continuation Sheet

Description: Pershing Caps

Extended description: USCP Point of Contact Information (Mark For: Property and Asset Management Division (PAMD), Pamela Lindsay, Telephone No.: 202-521-1876;

Contract Administration: Deborah Jackson, Contract Specialist, Telephone No.: (202) 593-3527, E-mail: deborah.jackson@uscp.gov

SEE SECTION C FOR THE SPECIFICATIONS

*Please provide estimated delivery date.

Item No. Supplies or Services Quantity Unit Unit Price Amount

1 Non Capitalized Equipment 40.000000 EACH

Description: Officer Uniform Cap

Size: 7 1/8

Reference Line: IQ1 - LOG201200230 - 1

2 Non Capitalized Equipment 60.000000 EACH

Description: Officer Uniform Cap

Size: 7 1/4

Reference Line: IQ1 - LOG201200230 - 2

3 Non Capitalized Equipment 30.000000 EACH

Description: Officer Uniform Cap

Size: 7 3/8

Reference Line: IQ1 - LOG201200230 - 3

4 Non Capitalized Equipment 15.000000 EACH

Description: Officer Uniform Cap

Size: 7 1/2

Reference Line: IQ1 - LOG201200230 - 4

5 Non Capitalized Equipment 15.000000 EACH

Description: Officer Uniform Cap

Size: 7 3/4

Reference Line: IQ1 - LOG201200230 - 5

6 Non Capitalized Equipment 5.000000 EACH

Description: Lt./Capt. Uniform Cap

Size: 7 1/8

Reference Line: IQ1 - LOG201200230 - 6

Document Type: QSU Document Number: LOGQ201200002 Page 3 of 10

Item No. Supplies or Services Quantity Unit Unit Price Amount

7 Non Capitalized Equipment 10.000000 EACH

Description: Lt./Capt. Uniform Cap

Size: 7 1/4

Reference Line: IQ1 - LOG201200230 - 7

8 Non Capitalized Equipment 5.000000 EACH

Description: Lt./Capt. Uniform Cap

Size: 7 3/8

Reference Line: IQ1 - LOG201200230 - 8

9 Non Capitalized Equipment 5.000000 EACH

Description: Inspector Uniform Cap

Size: 7 3/8

Reference Line: IQ1 - LOG201200230 - 9

10 Non Capitalized Equipment 3.000000 EACH

Description: Chief Uniform Cap

Size: 7 3/8

Reference Line: IQ1 - LOG201200230 - 10

11 Non Capitalized Equipment 100.000000 EACH

Description: Gold Cap Cord

Reference Line: IQ1 - LOG201200230 - 11

Section C - Continuation Sheet

USCP52.047 PERSHING CAP SPECIFICATIOS

SILENCE OF SPECIFICATIONS:

The apparent silence of this specification as to any detail or the omission from any detail or description of any point, shall be regarded as meaning that only the best commercial practices are to prevail; and that only materi-als and workmanship of first quality are to be used. All interpretations of this specification shall be made upon the basis of this statement and for the best interest or best value for the department.

MATERIAL: The fabric for all Pershing Caps made for the United States Capitol Police shall meet the following minimum standards for materials. Raeford fabric #8247-610 in a serge weave 14 to 14.5 ounces per linear yard, two ply in both warp and fill with a breaking strength of 126 pounds in warp and 100 pounds in fill.

The color of the fabric shall be Raeford dye #610. The trademark of the manufacture shall be kaumpgraphed on the fabric.

COLOR: The color dye shall meet the following minimum standard for color fastness properties:

light fastness at 40 SFN, perspiration, dry cleaning, wet and dry crocking.

Document Type: QSU Document Number: LOGQ201200002 Page 4 of 10

SIDE FABRIC: Open mesh weave, 100% nylon with an extra stiff finish in a P & F navy blue color (summer caps).

STYLE: Style and cover shall be a four piece full crown constructed unit. The tip shall be oval in shape and shall measure 10.5" wide by 10.75" in length with the front measuring 2 3/8, sides measuring 2", the back seam measuring 1 7/8, for a size 7 cap.

LINING: Shall be high count military quality in rayon or nylon. The lining shall be completely covered with a clear plastic sweat protector which shall be basted to the lining. The nameplate holder shall be heat sealed to the plastic sweat protector. The front inner lining shall consist of a nylon filament haircloth, cut to completely fill the front, seam to seam. The haircloth shall be positioned and cut so that the warp will run ver-tically.

STAY: Shall be haircloth and covered with a rayon lining made with a 11/8 slot on leatherette to receive a 1" cloth recovered with double spring wire, which shall be attached by sewing to the top front and placed permanently into position with two 4/16" rivets through the braid, frame band and stay. The frame shall be 2 1/4" black plastic unicane with an open weave design on both sides.

VISOR: Top: .030 black patent vinyl combined with .020 latex impregnated filler paper.

Lining. Shall be 3.5 iron pulp board. The undersided shall be lined with 4x1m3 green tile grain 3 ounce leather and embossed in one corner with the words "vinyl visor".

SIDE BUTTONS: Shall be 24 ligne gilt metal "P" buttons with 3/4" prongs.

BINDING: Cap shall be bound with a double folded 8080 count cotton binding at the top seam catch-ing the tip, quarters, and piping. The band and quarter seams shall also be bound in the same manner on a lock-stitch machine.

EYELETS: Two rustproof black eyelets shall be placed on each side of the cap for ventilation. These eyelets shall be spaced evenly on each side and shall be 1 3/4" apart. The cap eyelet in front shall be one eyelet spaced 3/4" above the band.

SWEATBAND: Shall be made of perforated and burred grade A, select quality roan 1 1/4" wide. It shall be felled at least 2 stitches to the inch, hand sewn with an all nylon thread, black, size "C". A brown hatted's bow shall be attached to the overlap of the sweatband in the back of the cap. The sweatband shall be sewn to create a cushioning effect in the front of the cap without the use of foam or felt materials.

GROMMET: Shall be all nylon, 3/4" tubular with elastic outside. It shall be cut to properly fill out the cap. A 1 1/8" grommet retainer shall be sewn to the topsides of the cap to keep the nylon grommet from sliding down, a 1/16" galvanized number 2 spring wire, properly clenched, shall be placed in each cap for packing and blocking purposes.

CHIN STRAP: Shall be 1/2" wide of solid black plastic for the rank of Officer. Officers of the rank of Of-ficial Staff, and Senior Command Staff shall wear a gold Mifflin chord.

LABELING: 1. Manufacturers name

2. Cap size, fabric content and care instructions.

3. All materials and assembly thereof shall be made in the USA.

Additions to the Pershing Uniform Cap.

Command Staff - Inspector

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VISOR: The visor for the cap crown worn by the Command Staff shall have a U.S. Navy Captain/ Command design hand embroided with Permagold bullion thread on chrome-dyed black broadcloth bound with black plastic.

OUT BRAID: The out braid shall be a removable material of high quality 1 1/16" wide velvet braid, black in color.

CHIN STRAP: The rank of Command Staff shall wear a chin strap which is made of a high quality gold Mifflin chord.

SENIOR COMMAND STAFF – Chief and Assistant Chief

VISOR: The visor for a cap worn by a Senior Command Staff member shall have a U.S. Navy Ad-miral design hand embroided with Permagold bullion thread on chrome-dyed black broadcloth bound with black plastic.

OUT BRAID: The out braid shall be a removable material of high quality 1 1/16" wide velvet braid which is black in color.

CHIN STRAP: The rank of Senior Command Staff shall wear a chin strap that is made of high quality gold Mifflin cord Section I - Continuation Sheet

USCP52.006 Disputes

USCP Contract Disputes Clause (June 2008)

(a) This Agreement is subject to the Contract Disputes Act of 1978, as amended (41 U.S.C. 601-613), as modified by Section 1501 of Title I of Division H of the Consolidated Appropriations Act, 2008, Pub. L. No. 110-161, 121 Stat. 2249 (December 26, 2007).

(b) Except as provided in the Act, all disputes arising under or relating to this Agreement shall be resolved under this clause.

(c) “Claim,” as used in this clause, means a written demand or written assertion by one of the contracting parties seeking, as a matter of right, the payment of money in a sum certain, the adjustment or interpretation of Agreement terms, or other relief arising under or relating to this Agreement. However, a written demand or written assertion by the Contractor seeking the payment of money exceed-ing $50,000 is not a claim under the Act until certified. A voucher, invoice, or other routine request for payment that is not in dispute when submitted is not a claim under the Act. The submission may be converted to a claim under the Act, by complying with the sub-mission and certification requirements of this clause, if it is disputed either as to liability or amount or is not acted upon in a reason-able time.

(d) (1) A claim by the Contractor shall be made in writing and, unless otherwise stated in this Agreement, submitted within 6 years after accrual of the claim to the Contracting Officer for a written decision. A claim by the Government against the Con-tractor shall be subject to a written decision by the Contracting Officer.

(2) (i) The Contractor shall provide the certification specified in paragraph (d)(2)(iii) of this clause when submitting any claim exceeding $50,000.

(ii) The certification requirement does not apply to issues in controversy that have not been submitted as all or part of a claim.

(iii) The certification shall state as follows: “I certify that the claim is made in good faith; that the supporting data are accurate and complete to the best of my knowledge and belief; that the amount reques-ted accurately reflects the Agreement adjustment for which the Contractor believes the USCP is liable; and that I am duly authorized to certify the claim on behalf of the Contractor.”

(3) The certification may be executed by any person duly authorized to bind the Contractor with respect to the claim.

(e) For Contractor claims of $100,000 or less, the Contracting Officer must, if requested in writing by the Contractor, render a de-cision within 60 days of the request. For Contractor-certified claims over $100,000, the Contracting Officer must, within 60 days, de-cide the claim or notify the Contractor of the date by which the decision will be made.

(f) The Contracting Officer’s decision shall be final unless the Contractor appeals, within ninety days of receipt of a Contracting Of-ficer’s decision, to the Government Accountability Office Contract Appeals Board, 441 G Street, N.W., Room 7182, Washington, DC 20548; Facsimile: 202-512-9749; E-Mail: CAB@gao.gov.”

(g) If the claim by the Contractor is submitted to the Contracting Officer or a claim by the Government is presented to the Contractor, the parties, by mutual consent, may agree to use alternative dispute resolution (ADR). If the contractor refuses an offer for ADR, the Contractor shall inform the Contracting Officer, in writing, of the Contractor’s specific reasons for rejecting the offer.

(h) The Government shall pay interest on the amount found due and unpaid from (1) the date that the Contracting Officer receives the claim (certified, if required); or (2) the date that payment otherwise would be due, if that date is later, until the date of payment. With

Document Type: QSU Document Number: LOGQ201200002 Page 6 of 10 regard to claims having defective certifications, as defined in FAR 33.201, interest shall be paid from the date that the Contracting Of-ficer initially receives the claim. Simple interest on claims shall be paid at the rate, fixed by the Secretary of the Treasury as provided in the Act, which is applicable to the period during which the Contracting Officer receives the claim and then at the rate applicable for each 6-month period as fixed by the Secretary of the Treasury during the pendency of the claim.

(i) The Contractor shall proceed diligently with performance of this Contract, pending final resolution of any request for relief, claim, appeal, or action arising under the Contract, and comply with any decision of the Contracting Officer.

USCP52.007 Termination For Convenience

The Contracting Officer, by written notice, may terminate this contract, in whole or in part, when it is in the best interest of the USCP.

Should the USCP terminate for convenience, the USCP shall be liable only for payment in accordance with the payment provisions of this contract for services rendered prior to the effective date of termination.

USCP52.018 Acceptance of the Terms of the Order

The terms and conditions of this order, including the face page of the order and all attached pages, must be accepted in their entirety. Additional terms and conditions, or variations in the Standard USCP Terms and Conditions are restricted to those that are expressly agreed to by the USCP in writing in this order or any modifications to this order. Shipment of any items or provision of any services under this order will be construed to constitute acceptance of these Terms and Condi-tions. If the Vendor believes that any of these Terms and Conditions do not reflect the intent of the parties or that the order contains any errors or omissions to the agreed upon terms of sale, the Vendor must contact the Contract Specialist listed in this order to request a modification to the terms that are omitted or in error, and must receive the signed modification prior to beginning performance on this order.

USCP52.019 Tax Exemption

Unless otherwise provided for by statute, the USCP is exempt from all taxes, including any sales and use taxes. The Tax Exemption Number of the USCP is 38-3716738

USCP52.020 Required Delivery Date

If the Vendor cannot deliver the items or provide the services in the time specified, the Vendor must notify the USCP as soon as pos-sible, but in any event, prior to the delivery date. In addition to any other remedies available to the USCP, failure to meet delivery dates shall, at the option of the USCP, relieve the USCP of the obligation to accept tender of the items or services ordered. In the event that tender is not accepted by the USCP, no charges shall accrue to the USCP, and payment will not be made for any items, ser-vices or incidental charges associated with the non-accepted items or services.

USCP52.021 Circumstances Out of Control of the Parties

However, the Vendor shall not be liable for failure to deliver products when prevented by any cause beyond its control, and the USCP shall not be liable for failure to accept products when prevented from receiving or using them in its customary manner by any cause beyond its’ control. A party who is prevented from performing for any reason outside of their control shall immediately notify the other party of the cause of such non-performance and the anticipated extent of the delay.

USCP52.022 Clear Title

The Vendor warrants that free and clear title is provided for all items delivered under this Purchase Order

USCP52.023 Compliance with Applicable Law

Vendor warrants that the products sold or services furnished under this order have been produced or furnished in full and complete compliance with all applicable laws and regulations. Vendor agrees to hold the USCP harmless from any and all liabilities, claims, fines, penalties, including reasonable costs and settlements, which may arise due to non-compliance with any laws or regulations.

Specifically, the Vendor agrees to comply with the appropriate provisions of law required of all companies doing business with an Agency of the United States Government.

USCP52.024 Implied Warranty of Merchantability and Fitness for a Particular Purpose

The items provided through this order are covered by the implied warranties of merchantability and fitness for particular purpose as well as by any express warranties offered by the manufacturer or by the Seller. All products shall be delivered

Document Type: QSU Document Number: LOGQ201200002 Page 7 of 10 free from defects in workmanship, material and design and shall conform to description and specifications set forth in the Purchase Order, or referenced through a manufacturers part or model number, or shall be consistent with samples provided to the USCP.

USCP52.025 Patents

Vendor warrants that the products as delivered to the USCP, are free from any valid claim for patent infringement and any labels or trademarks affixed thereto by or on behalf of Vendor are free from any valid claim for copyright or trademark infringement. The Vendor agrees to save and hold harmless and indemnify the USCP against such infringement liability

USCP52.026 Warranty of Services

The Vendor warrants that any services provided under this Purchase Order, including incidental services such as installa-tion, and any materials furnished in connection with the services shall be provided free from defects in materials and workmanship for a period of at least ninety [Enter number of days, for example, ninety (90)] days after delivery/per-formance and acceptance, unless a longer warranty period is provided by the equipment warranty or by law, in which case the longer warranty period will apply. Should Vendor’s services and/or material prove to be defective within the warranty period, upon receipt of written notice from the USCP, the Vendor agrees to promptly replace or repair the materials or correct the services to the satisfaction of the USCP without additional cost.

USCP52.027 USCP Property in the possession of the Vendor

The Vendor assumes all risk of loss or damage to any USCP property entrusted to Vendor either while in Vendor’s pos-session or under Vendor’s control. In the event of loss or irreparable damage, Vendor shall promptly reimburse the USCP for the value of the article. Any other damage shall be promptly repaired at Vendor’s expense

USCP52.028 Freight, delivery, shipping, and handling charges

Unless a line item is separately identified and funded for the cost of delivery or shipping and handling, it is presumed that all shipping, handling and other transportation charges are included in the price of the items purchased. If this is in error, prior to shipment of the item, this Purchase Order must be modified to add a line item to fund the charges

USCP52.029 Delivery Instructions For United States Capitol Police

Security inspections are required on all deliveries on Capitol Hill. Drivers must be pre-registered to have access for in-spection. Once registered, the drivers are to bring the trucks to Off-Site Delivery, 40 P Street S.E. Washington, DC between the hours of 5am and 2pm. On or after March 13, 2006, deliveries must be inspected at the new location of 4700 Shepherd Parkway SW. Directions to the new location can be found at the end of this document.

Once inspection is completed, the driver must deliver to the address shown in the SHIP TO: block on Page 1 of the Pur-chase Order Form.

To register a driver, the company must initiate a letter on company letter- head stationery accompanied by the signature of the president, owner or manager, which contains the following information:

1. Name of driver (full name)

2. Social Security Number

3. Date of Birth

4. Building to be accessed

The letter should be faxed to (202) 226-0571 at the Off-Site Delivery Center. Receipt can be confirmed by calling (202) 226-0905.

USCP52.030 Transfer of Title and Risk of Loss

Risk of loss and title to the product shall pass at the delivery location specified by the USCP unless otherwise expressly stated in the Purchase Order. If it is not otherwise stated in the order, it is presumed that the order is being placed F.O.B. Destination.

USCP52.031 Variation in Quantity or Charges

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Except as otherwise provided, no variation in the quantity of an item, nor any extra items or charges will be accepted unless agreed to in writing in the order or by order modification.

USCP52.032 Inspection and Acceptance

Supplies and services provided under this order will be inspected and accepted at destination unless otherwise stated. The USCP reserves the right to reject items and services which are not in accordance with instructions, specifications, drawing and data or Vendor’s warranties (express or implied) or the terms and conditions of the order. Products not accepted will be held (at Vendor’s risk) for no more than [Enter number of business days] business days after notification of the Vendor of the rejection. The items will be returned only at Vendor’s expense and direction. Failure of the Vendor to provide timely disposition instructions may result in the disposal of such items through any means practicable.

USCP52.033 Liability for Damages or Injury

The USCP shall not be liable for any injury to the Vendor’s personnel or damage to the Vendor’s property unless such injury or dam-age is due to gross negligence on the part of the USCP

USCP52.034 Security Requirements for All Contractors Performing Work at the USCP

Contractor/Vendor employees performing work at the USCP may be required to undergo a criminal history check and fingerprinting prior to initiating work. Contractor/Vendor employees working on-site may also be required to sign a Confidentiality Agreement/ Acknowledgement of Status Agreement

USCP52.035 Termination for Cause

The USCP reserves the right to terminate this order, or any unaccepted part of the order without liability, for cause, in the event of any default of the Vendor, failure to comply with any terms or conditions, or failure to provide, upon request, adequate assurances of per-formance. Additionally, this order may be terminated if it is determined by the USCP that a gratuity (e.g., an entertainment or gift) was offered or given to any Officer or employee of the USC or Vendor working for the USCP, with the intention of obtaining this or-der or gaining favorable treatment under this order. No Member, Delegate, Resident Commissioner, employee of the Congress or of the United States Capitol Police shall be admitted to any share or part of this order, or to any benefit that may arise thereupon. In the event of termination for cause, the USCP will not be liable to the Vendor for supplies and/or services not accepted and the Vendor will be liable to the USCP for any and all rights and remedies allowable including the cost of re-procurement of the items

USCP52.036 Prohibition of Assignment

Neither this order nor Vendor’s obligation to perform shall be assigned or delegated by Vendor without the consent of the United States Capitol Police

USCP52.037 Prohibition on Release of Information of Award

No news releases, press conferences, or advertisements pertaining to the award of this order or the work performed or delivered under this order will be made without prior written approval of the Contracting Officer. This includes the use of information concerning the award in websites, catalogs or other promotional material produced by the vendors or its employees

USCP52.038 Orders under Existing Contracts

If this order is given pursuant to any existing contract, it is also subject to the terms of such contract, and such terms shall control in the case of any conflict with the provisions hereof

USCP52.039 Availability of Funds

The USCP’s obligation under this order is contingent upon the availability of appropriated funds from which payment for contracting purposes can be made. No legal liability on the part of the USCP may arise until the funds are made available to the Contracting Of-ficer for this contract action.

USCP52.040 Guidelines for Electronic Submission of Contractor Invoices

Due to security measures, receipt of letters and packages sent through the U.S. mail and other letter and delivery services are signific-antly delayed. In order to expedite receipt and payment of invoices, USCP recommends that all invoices and required supporting doc-umentation be sent either via e-mail or via fax or a combination of the two. No duplicate copies should be sent via mail service.

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Invoices: The invoice must be an attached document to the e-mail message. The USCP requires the invoice be either a Microsoft Word or Excel document or a PDF file. See sample invoice below. The invoice must include the following:

1. Invoice will include the company logo or letterhead;

2. Company Name and payment address;

3. Invoice Number;

4. For supplies: contract line item number, item description, quantity delivered, and unit and extended price;

5. For services: contract line item number, item description, period of performance and associated costs;

6. Cost of shipping and/or installation: If a contract line item number was established for this it may be billed, otherwise this contract was awarded FOB destination;

7. USCP Contract Number, Purchase Order, Task Order and or Delivery Order;

8. USCP COR or other Point of contact;

9. FINAL INVOICE should be clearly marked as “FINAL”; and

10. Invoice Date.

USCP52.046 Guidelines for Electronic Submission of Contractor Invoices

Send e-mail invoices to the following address:

accountspayable@uscp.gov

Faxed invoices should be sent to:

(202) 593-3600/01 Attn: Ron Turner or Accounts Payable

If there are any questions regarding the guidelines, please contact Ron Turner at (202) 593-3566.

Fax Cover Sheet or E-Mail Message: A Fax Cover Sheet (if faxed) or e-mail message must be sent with the invoice and supporting documentation sent as attachments as indicated in the paragraph entitled Invoices. The e-mail message/fax cover sheet must contain company name, invoice number, contract or Purchase Order number, point of contact name and phone number. If any of the docu-ments are duplicates of previous transmissions by other means, they should be clearly marked as such. Supporting documentation that requires signature may be submitted electronically after scanning or may be faxed. Each page of all documents must be clearly marked with identifying information.

Payment: In most cases, payment shall be made within 30 calendar days after receipt of an approved invoice for services and/or sup-plies that have been performed and/or provided and accepted by the Government. Questions or payment problems should be ad-dressed to Ron Turner at (202) 593-3566.

Electronic Funds Transfer (EFT) Payment

The USCP is required to pay recipients via Electronic Funds Transfer (EFT). An EFT/ACH form is required from all vendors prior to initial USCP contract/order award. If payment information has changed since the date of the last award, please call 202-593-4271 to request a new Standard Form 3881. The completed and signed form should be faxed to the attention of the Contracting Officer at

(202) 593-3601.

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