Attachment VI USPTO Invoices Vendor Portal.docx
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- Renewable Energy Certificates
- Solicitation number
- SPE604-21-R-0406
- Issued by
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Defense Logistics Agency Energy
About this file
This document contains a contract clause outlining invoicing requirements for vendors submitting invoices through the USPTO Vendor Portal. Key details include: vendors must submit invoices through the USPTO Vendor Portal and include itemized labor categories, hours, rates, and costs to date for the contract and each period. Invoices must be properly formatted with all required information. The government may reject non-compliant invoices and costs must be invoiced separately for each task order. Invoices are to be submitted monthly for prior month services unless otherwise agreed.
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Text version
CLAUSE NUMBER: PTO-37
TITLE: USPTO Invoices, Vendor Portal (October 2018)
LATEST REVISION DATE: 10/18/2018
PRESCRIPTION: PTO-37 shall be included in all solicitations and contract awards (except for BPAs and BPA Calls) when the USPTO Vendor Portal is used for invoice submission.
CLAUSE TEXT:
INVOICING AND PAYMENT INSTRUCTIONS
a) The Contractor shall submit their invoice using the USPTO Vendor Portal. Valid invoices must contain all of the information required in paragraph (b) below. Vendor Portal access information and training materials can be found at the following link: https://www.uspto.gov/about-us/vendor-information
b) To constitute a proper invoice, the Contractor’s invoice shall include:
1) Name and address of the business concern
2) Contractor DUNS number (or DUNS+4)
3) Invoice date and invoice number
4) Contract number [including order number and contract line item number (CLIN)]
5) Task Order (or Delivery Order) Number and Title (as applicable)
6) Taxpayer Identification Number (TIN) (if required)
7) Period covered by the invoice
8) Terms of any applicable discount(s)
9) Shipping number and date of shipment (if applicable)
10) Bill of lading number and weight of shipment (if applicable)
11) Name, title, address, and phone number of the official to whom payment is to be sent
12) Name, title, address, and phone number of person to notify in the event of a defective invoice
13) Description, quantity, unit of measure, unit price, and extended price of goods and services delivered or rendered, including:
A. Total Task Order Costs Invoiced Previously to Date: All labor categories (individually listed), hours being billed, and hourly rates, should be listed and broken down separately for the total contract prior to the current invoice.
B. Total Current Period: All labor (individually listed) categories, hours being billed, and hourly rates, should be listed and broken down separately for the period covered by the invoice. These costs should also be broken down by site, if more than one site.
C. Total Contract Costs To-Date: All labor categories (individually listed), hours being billed, and hourly rates should be listed and broken down separately for the total contract through the current invoice.
14) Electronic Funds Transfer (EFT) banking information A. The Contractor must include EFT banking information on the invoice only if not registered with the System for Award Management.
B. If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor must have submitted correct EFT banking information in accordance with the applicable solicitation provision (e.g. FAR 52.232-38 or FAR 52.232-34), applicable contract clause (e.g. FAR 52.232-33) or applicable agency procedures.
C. EFT banking information is not required if the Government waived the requirement to pay by EFT.
15) For OCIO contracts, identify all applicable Project/Program/Activity (PPA) codes
c) The Contractor shall clearly mark its final invoice for payment as “Final Invoice for Payment.” A final invoice represents the amount remaining to be paid by the USPTO to the Contractor for services rendered, which, once paid, will represent the final total cumulative value of the contract.
d) The Government may reject any invoice that contains billing errors, improperly billed costs, or otherwise fails to comply with any invoice or other contractual requirement. If deliverables or services are rejected for failure to conform to contract requirements, the provisions in the Prompt Payment clause (FAR 52.23225) will apply to the acceptance of replacement deliverables or services.
e) Costs being billed for individual task orders, delivery orders, etc. shall be invoiced separately; billing for more than one task order, delivery order, etc. per invoice is not allowed.
INVOICING/PAYMENT FREQUENCY
The Contractor shall submit invoices on a monthly basis for services rendered and deliverables furnished during the previous month, or otherwise as agreed upon.
(End of clause)
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