QSDM-J3-223000-A_T10_RFP REVISED Enclosure 5 EDI Certification.pdf

EDI Certification

ELECTRONIC DATA INTERCHANGE

Contractors must be able to conduct business utilizing a standardized electronic method. All transactions will be submitted to and received by the prime contractor ONLY. Under the Delivery Orders, GSA will not conduct electronic transactions with the prime contractor’s subcontractors or dea lers. All electronic communications between GSA and the awarded contractor will be through the GSA EDI Gateway or a GSA-provided third party service provider.

Due to the potentially large volume of delivery orders, GSA's required method of communications for the contract is EDI.

1.1 Electronic Communications with GSA

For contractors who may not have conducted business with GSA using EDI in the past, GSA will on-board the awarded contractor directly to the GSA EDI Gateway or a GSA-provided third party service provider using the standards of EDI business documents detailed in this section. GSA personnel will coordinate the on-boarding activities with the contractor.

The contractor is required to work with GSA to understand and adhere to GSA business rules and requirements as they relate to:

810 Invoice;

Processing of backorders;

Purchase order acknowledgements;

Shipment information;

Delivery information;

Delivery documentation;

Accuracy of data provided to GSA;

Contractor cancellations;

Customer cancellations;

Interpretation of GSA data in order to meet GSA shipping documentation guidelines; and Processing of emergency purchase orders

GSA reserves the right to test and validate the vendor’s EDI capabilities for all required transaction sets before on-boarding commences.

1.2 EDI Transaction Sets

GSA communicates using American National Standards Institute (ANSI) X12 transaction sets as follows:

QSDM-J3-203010-A, Enclosure: 5

The current version of EDI in use is 4010. GSA will update EDI throughout the life of the contract to the most current version.

810 Invoice 850 Purchase Order 855 Purchase Order Change Acknowledgement 856 Advance Shipment Notice, or Cancellation as applicable 860 Purchase Order Change Request 997 Functional Acknowledgement

GSA reserves the right to implement additional transaction sets to its business operations as deemed appropriate and will require contractors to implement them in a timely manner.

1.3 Government to Business Transactions Using EDI

Purchase Order, Electronic Data Interchange (EDI) 850. GSA will submit Purchase Orders to contractors via the GSA EDI Gateway utilizing Electronic Data Interchange (EDI).

The EDI Purchase Orders generated by GSA utilize the EDI 850 transaction set and use, at a minimum, version 4010. EDI 850 transaction sets are transmitted in real time when the order is created providing the data needed to identify, process, and track all orders.

An EDI 860 Change Request (Buyer-Initiated) transaction set initiates an overage shipment transaction (the customer desires to retain and pay for the extra items received) and provides the data necessary to generate an invoice that GSA can process. The contractor is required to provide a status, using the Ship Notice/Manifest, EDI 856, or Purchase Order Acknowledgement, EDI 855 detailed below, within 24 hours after a Purchase Order Cancellation or Purchase Order Change Request (Buyer Initiated) was received.

1.4 Business to Government Communications

The contractor shall communicate with GSA to:

● Acknowledge receipt of a Purchase Order within 24 hours of carrier notice of date of delivery using the appropriate EDI transactions;

● Acknowledge receipt of a Purchase Order change within 24 hours using the appropriate EDI transactions;

● Provide Purchase Order status including, but not limited to, cancelled, backorder, and shipped within 24 hours after receipt of updated information respectively;

● Invoice for orders fulfilled;

● Provide shipment information including tracking number within 24 hours of shipment;

● Provide as applicable the information required on forms DD Form 250;

● Material, Inspection and Receiving report, and GSA Form 308, Notice of Inspection.

The contractor shall communicate information back to GSA using ANSI X12 transaction sets.

The contractor is required to work with GSA to understand and adhere to GSA business rules and requirements as they relate to:

Processing of backorders;

Purchase Order acknowledgements;

Shipment information;

Delivery information;

Delivery documentation;

Accuracy of data provided to GSA;

Contractor cancellations;

Customer cancellations;

Interpretation of GSA data in order to meet GSA shipping documentation guidelines; and Processing of emergency Purchase Orders

1.5 Business to Government Transactions Using EDI

This section provides additional details regarding business-to-Government transactions using EDI.

Functional Acknowledgement Transaction, EDI 997. The contractor is required to transmit a Functional Acknowledgement Transaction, EDI 997, to GSA within 8 hours upon receipt of the Purchase Order. This is required for all Purchase Orders.

Purchase Order Acknowledgement, Version 4010, EDI 855. The contractor may use Purchase Order Acknowledgement, Version 4010, EDI 855 in place of the Advance Ship Notice Manifest, EDI 856, as described below.

Advance Ship Notice/Manifest, Version 4010, EDI 856. The contractor is required to provide additional shipping notification using the Advance Ship Notice/Manifest, Version 4010, EDI 856 within 24 hours after an order has been shipped to a customer. The EDI 856 transaction set provides the shipment status (ship, cancel or backorder) of an order. For export shipments that cannot be mailed, this transaction set informs GSA of the Export Packing Facility or the Consolidation and Containerization Point that received the shipment. The EDI 856 transaction set should always display full line-item accountability.

Invoice EDI 810. In order to invoice GSA, the contractor must utilize either the Invoice, EDI 810 transaction set, using version 4010; or the FedPay portal at https://financeweb.gsa.gov/vendorpayment/ . When using EDI, the 810 transaction set is sent to FedPay to initiate payment to the contractor.

NOTE: THE VENDOR SHALL INVOICE AT TIME OF SHIPMENT.

Communications Protocol: The awarded contractor may choose a Value Added Network (VAN) or Secure File Transfer Protocol (SFTP) to conduct business with GSA.

Additional Technical Information for Transactions: Specifically, at a minimum, GSA will use the Reference Number (REF) segment with '2I' qualifier to receive the tracking number and carrier information of the shipment; the Date/Time Reference (DTM) segment with qualifiers ‘011’ for shipped dates and '139' estimated ship dates; and the PRF segment will house the contract number and the release/delivery order number in PRF01 and PRF02, respectively. GSA will be notified once the Purchase Order has been received, via the EDI 997 transaction set and once the order has been shipped, via the EDI 855 or 856 transaction set.

Please note that other EDI transactions may become mandatory as the program evolves, including as applicable, transmission in the form of ANSI X12, the information required by Forms DD 250, Material Inspection and Receiving Report, and GSA Form 308, Notice of Inspection.

1.6 EDI Integration

For any EC/EDI clarifications please contact the GSA OMS EDI Helpdesk at at gsaedi@gsa.gov. You may also visit the website at gsa.gov/supplyedivp.

Full EDI Integration shall be completed by the contractor and the Government within 30 calendar days of award date.

EDI standards are not static. Similar to operating systems, frequent upgrades to EDI standards, systems, or processes may occur, possibly rendering previous EDI standards obsolete or non-functional. The awarded contractor shall maintain full EDI interface capabilities with GSA ordering systems if/as upgrades occur throughout the life of the contract, and GSA will not compensate contractors for the cost of upgrading their own EDI systems, or Value Added Network (VAN) providers, for these potential upgrades. If new EDI standards/procedures change, the vendor will be notified and required to sign a new EDI certification form.

EDI Certification

By signing and submitting this document, the contractor agrees to comply with the EDI terms outlined in the solicitation.

Vendor Name: ____________________________________________________________

EDI Point of Contact: _________________________________Phone:________________

EDI Point of Contact Email: __________________________________________________

Signature: _______________________________________ Date:__________________