Combined Synopsis Solicitation: 194th BDE Atlanta Lodging; Holiday Block Leave Mission

Solicitation Number: W911SF-27-Q-A001

Agency: Department of the Army

Office: Mission and Installation Contracting Command- Fort Benning, Georgia.

Notice Type: Request for Quote (RFQ)

Posted Date: Combine Synopsis/ Solicitation 09 November 2026

Response Due Date: 19 November 2026 12:00pm EST

Set Aside: Small Business

NAICS Code:721110 Hotels (except Casino Hotels) and Motels

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with FAR RFO Part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued.

This is a request for quote (RFQ) with a solicitation number of W911SF-27-Q-A001. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular

(FAC) 2026-01, Defense Federal Acquisition Regulation Supplement (DFARS) Change Notice, and Army

Federal Acquisition Regulation Supplement (AFARS). This requirement is for hotel accommodation for the

194th Armored Brigade. The associated North America Industry Classification System (NAICS) Code is

721110 – Hotels (except Casino Hotels). The Government intends to award a single Firm-Fixed-Price (FFP)

Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract resulting from this solicitation to the responsible offeror whose quote conforms to the solicitation requirements, is determined technically acceptable, and represents the lowest evaluated price. Delivery orders will subsequently be issued directly to the sole

Contractor in accordance with the ordering procedures established in FAR 16.5.

DESCRIPTION OF REQUIREMENT:

The Mission and Installation Contracting Command (MICC) – Fort Benning has a requirement to contract accommodations for 194th BDE Atlanta Lodging Holiday Block Leave Mission to support Trainee Soldiers going home for the holidays. Leadership is required to support holiday block leave requirements by ensuring Soldiers depart and return from leave through the Atlanta International Airport in a safe manner.

1. Initial dates required are 17-19 December 2026 through 2-4 January 2027.

2. Requirements are for the hotel to be within 1-2 miles radius of the Atlanta International Airport

(Atlanta Code ATL), no exceptions.

3. The Hotels must be within the Gateway Center Compound, no exceptions.

4. Hotels must have access to the ATL Airport Sky train (within 1/4 mile).

5. Hotel must have a shuttle service that provides transportation 24 hours a day.

The contractor will provide all required hotel rooms as requested by the customer. Each room will contain a bathroom with shower.

Initial Room quantity and dates:

• 44 Double Standard Guest Bed:

o Check-in: 17 December 2026 o Check-out: 19 December 2026

• 44 Double Standard Guest Bed:

o Check-in: 2 January 2027 o Check-out: 4 January 2027

SPECIFICATION AND REQUIREMENT

• Performance Work Statement (attached)

DELIVERY INFORMATION:

Period of Performance (POP): Base year plus six (6) 12-month options

Delivery orders requested annually December and annually January; exact dates determined with each Delivery Order request.

LOCATION OF PERFORMANCE: Atlanta, Georgia

The Contracting Officer has determined the contract type to be Firm Fixed Price (FFP).

CLIN 0001, Hotel Double rooms 17 December 2026 QTY: 44 Each Unit Price Total Price

CONTRACT LINE ITEMS – submit quotes in the following format:

CLIN 0002, Hotel Double rooms 18 December 2026 QTY: 44 Each Unit Price Total Price

CLIN 0003, Hotel Double rooms 03 January 2027 QTY: 44 Each Unit Price Total Price

CLIN 0004, Hotel Double rooms 04 January 2027 QTY: 44 Each Unit Price Total Price

CLIN 0005, Surge CLIN, This CLIN is only to be used with approval from Contracting Officer to cover incidentals. Must consult with invoices prior to usage. NTE TBD. Do not price.

FOR OFFERS TO BE CONSIDERED

1. The Offeror is to provide its submission in accordance with the instructions found herein and within the solicitation provision 52.212-1, Instructions to Offerors – Commercial Items. The SF1449 is not being used, therefore Offerors are to make their RFQ submission by way of company letterhead and the CLIN structure in this Combined Synopsis/Solicitation and any amendments. Questions must be submitted by 12 November 2026 12:00 pm EST.

2. Offers / revisions are to be received by MICC Fort Benning no later than (NLT) 12:00 PM EST, 19

November 2026.

Submit offers to:

• Stacia.M.Rivers.civ@army.mil & Aaliyah.C.Giadoo.civ@army.mil

• Mailed in or faxed offers will NOT be accepted.

3. Offers are to consist of the following documents:

a. Company letterhead, containing information prescribed by 52.212-1. Documents for technical evaluation, representations and certifications, and past performance as addressed in paragraphs

52.212-1(a) are to be provided separately as discussed below.

4. All quotations from responsible sources will be fully considered. Vendors, who are not registered in the System for Award Management (SAM) with all required information provided prior to solicitation close, will not be considered. Vendors may register with SAM by going to www.sam.gov.

mailto:Stacia.M.Rivers.civ@army.mil mailto:Aaliyah.C.Giadoo.civ@army.mil http://www.sam.gov/

Contracting Office Address: MICC-Fort Benning, 6650 Meloy Drive, Suite 250, Fort Benning, GA 31905

Performance Requirements: Provide Hotel Room Rental for US Army Service Members supporting Fort

Benning Holiday Block Leave “Airport Detail” where Service Members organize the travel of Basic

Trainees to their Leave Destination at Hartsfield-Jackson

Airport.

Current requirement is to attain double beds with bathrooms and showers for period of performance, upcoming dates 17-19 December 2026 , 2-4 January 2027, within Atlanta airport Gateway Center campus with SkyTrain Station access. Group military discount rates apply.

The Government's right to increase quantities (additional CLINs) or reduce quantities (cancellations) as outlined above is exercised in accordance with FAR 52.212-4(c) Changes and FAR 52.212-4(l)

Termination for the Government's Convenience. Notification provided within the 24-hour window specified above shall result in no unilateral cancellation penalties or administrative fees assessed to the

Government.

No-Show Policy: In the event an individual fails to check in on their scheduled arrival date without the required 24-hour prior notification, it shall be considered a 'No-Show.' The Government's liability for a

No-Show is strictly limited to one (1) night's lodging room charge, after which the Contractor must immediately cancel the remainder of the reservation. The Government shall have no financial liability for subsequent nights of a No-Show reservation.

SOLICITATION PROVISIONS:

This solicitation incorporates by reference, with the same force and effect as if they were given in full text. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. The full text of a solicitation provision may be accessed electronically at this address: https://www.acquisition.gov

FAR Provisions Incorporated by Reference

52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions 2024-09

52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation. 2017-01

52.204-7 System for Award Management- Registration. (Deviation 2026-O0038) 2026-02

52.216-27 Single or Multiple Awards. 1995-10

52.217-3 Evaluation Exclusive of Options. 1984-04

52.240-90 Security Prohibitions and Exclusions Representations and Certifications. (Deviation 2026- O0038) 2026-02

DFARS Provisions Incorporated by Reference

252.225-7055 Representation Regarding Business Operations with the Maduro Regime. 2022-05

252.225-7059 Prohibition on Certain Procurements from the Xinjiang Uyghur Autonomous Region- Representation.2023-06

DFARS Provisions Incorporated by Full Text

252.204-7017 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services-Representation. 2021-05

PROHIBITION ON THE ACQUISITION OF COVERED DEFENSE TELECOMMUNICATIONS

EQUIPMENT OR SERVICES-REPRESENTATION (MAY 2021)

The Offeror is not required to complete the representation in this provision if the Offeror has represented in the provision at 252.204-7016, Covered Defense Telecommunications

Equipment or Services-Representation, that it "does not provide covered defense telecommunications equipment or services as a part of its offered products or services to the

Government in the performance of any contract, subcontract, or other contractual instrument."

(a) Definitions. "Covered defense telecommunications equipment or services," "covered http://www.acquisition.gov/ mission," "critical technology," and "substantial or essential component," as used in this provision, have the meanings given in the 252.204-7018 clause, Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services, of this solicitation.

(b) Prohibition. Section 1656 of the National Defense Authorization Act for Fiscal Year 2018

(Pub. L. 115-91) prohibits agencies from procuring or obtaining, or extending or renewing a contract to procure or obtain, any equipment, system, or service to carry out covered missions that uses covered defense telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.

(c) Procedures. The Offeror shall review the list of excluded parties in the System for Award

Management (SAM) at https://www.sam.gov for entities that are excluded when providing any equipment, system, or service to carry out covered missions that uses covered defense telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system, unless a waiver is granted.

(d) Representation. If in its annual representations and certifications in SAM the Offeror has represented in paragraph (c) of the provision at 252.204-7016, Covered Defense

Telecommunications Equipment or Services-Representation, that it "does" provide covered defense telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument, then the Offeror shall complete the following additional representation:

The Offeror represents that it [ ] will [ ] will not provide covered defense telecommunications equipment or services as a part of its offered products or services to DoD in the performance of any award resulting from this solicitation.

(e) Disclosures. If the Offeror has represented in paragraph (d) of this provision that it "will provide covered defense telecommunications equipment or services," the Offeror shall provide the following information as part of the offer:

(1) A description of all covered defense telecommunications equipment and services offered

(include brand or manufacturer; product, such as model number, original equipment manufacturer (OEM) number, manufacturer part number, or wholesaler number; and item description, as applicable).

(2) An explanation of the proposed use of covered defense telecommunications equipment and https://www.sam.gov/ services and any factors relevant to determining if such use would be permissible under the prohibition referenced in paragraph (b) of this provision.

(3) For services, the entity providing the covered defense telecommunications services (include entity name, unique entity identifier, and Commercial and Government Entity (CAGE) code, if known).

(4) For equipment, the entity that produced or provided the covered defense telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the OEM or a distributor, if known).

(End of provision)

CONTRACT CLAUSES:

The resulting contract will incorporate clauses by reference, with the same force and effect as if they were given in full text. The full text of a contract clause may be accessed electronically at this address: https://www.acquisition.gov

FAR Clauses Incorporated by Reference

52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements.

2017-01

52.204-13 System for Award Management-Maintenance. (Deviation 2026-O0038) 2026-02

52.209-6 Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded. (Deviation 2026-O0038) 2026-02

52.209-10 Prohibition on Contracting With Inverted Domestic Corporations. (Deviation 2026-

52.212-4 Terms and Conditions- Commercial Products and Commercial Services. (Deviation 2026-

52.219-6 Notice of Total Small Business Set-Aside. (Deviation 2026-O0038) 2026-02

52.222-3 Convict Labor. (Deviation 2026-O0038) 2026-02

52.222-19 Child Labor-Cooperation with Authorities and Remedies. (Deviation 2026-O0038) 2026-

52.222-35 Equal Opportunity for Veterans. (Deviation 2026-O0038) 2026-02 http://www.acquisition.gov/

52.222-36 Equal Opportunity for Workers with Disabilities. (Deviation 2026-O0038) 2026-02

52.222-37 Employment Reports on Veterans. (Deviation 2026-O0038) 2026-02

52.222-50 Combating Trafficking in Persons. (Deviation 2026-O0038) 2026-02

52.222-90 Addressing DEI Discrimination by Federal Contractors. (Deviation 2026-O0040, Revision

1)

2026-04 52.223-23 Sustainable Products. (Deviation 2026-O0038) 2026-02

52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving. 2024-05

52.232-33 Payment by Electronic Funds Transfer-System for Award Management. 2018-10

52.232-40 Providing Accelerated Payments to Small Business Subcontractors. 2023-03

52.233-3 Protest after Award. (Deviation 2026-O0038) 2026-02

52.233-4 Applicable Law for Breach of Contract Claim. (Deviation 2026-O0038) 2026-02

52.240-91 Security Prohibitions and Exclusions. (Deviation 2026-O0038) 2026-02

52.244-6 Subcontracts for Commercial Products and Commercial Services. (Deviation 2026-O0038)

2026-04

FAR Clauses Incorporated by Full Text

52.212-1 Instructions to Offerors- Commercial Products and Commercial Services. (Deviation 2026-

O0038) 2026-02

Instructions to Offerors-Commercial Products and Commercial Services (Feb 2026)

(Deviation 2026-O0038)

(a) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, offers shall include-

(1) The solicitation number;

(2) The name, address, telephone number of the Offeror;

(3) The Offeror's Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer

(EFT) indicator;

(4) Information necessary to evaluate the factors contained in the provision at 52.212-2 or as described in the solicitation;

(5) Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for Award

Management (SAM)); and

(6) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation amendments.

(b) Period for acceptance of offers. The Offeror agrees to hold the prices in its offer firm for

60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(c) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers and any modifications or revisions to the

Government office designated in the solicitation by the time specified in the solicitation.

(2) Any offer, modification, or revision received after the time specified for receipt of offers is "late" and will not be considered unless it is received before award is made and the

Contracting Officer determines that accepting the late offer would not unduly delay the acquisition. However, a late modification of an otherwise successful offer that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted.

(3) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(4) Offerors may withdraw their offers by written notice to the Government received at any time before award.

(d) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with Offerors. Therefore, the

Offeror's initial offer should contain the Offeror's best terms. However, the Government reserves the right to conduct discussions, if necessary. The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received.

(e) Debriefings. If a postaward debriefing is given to requesting Offerors, the Government will disclose the information prescribed by FAR 52.212-1(e).

ADDENDUM TO FAR 52.212-1 — QUOTE PREPARATION INSTRUCTIONS

Offerors shall submit their quotation via email in two (2) separate volumes as outlined below:

Volume I - Technical Capability & Prior Corporate Experience:

The Offeror shall provide documentation demonstrating that its proposed hotel property and corporate capabilities meet all requirements:

Property Specifications: Written verification confirming the hotel is physically located within the Gateway Center Compound (within 1–2 miles of the Atlanta International Airport), possesses direct covered pedestrian access to the ATL Airport SkyTrain Station (within 1/4 mile), provides complimentary 24-hour shuttle transportation, and can accommodate 44

Double Standard Guest Rooms with private bathrooms/showers for the required dates.

Prior Corporate Experience Gate (Strategic Solution 1): The Offeror must provide documentation demonstrating at least one (1) successfully completed commercial or government group lodging agreement of thirty (30) or more rooms executed within the last three (3) years.

The submission must include:

Client/Agency Name and Point of Contact (Name, Phone, Email)

Dates of lodging stay and total room block volume

Brief description of lodging services provided

Volume II - Price:

Offerors shall submit completed pricing for CLINs 0001, 0002, 0003, and 0004 on company letterhead. Group military discount rates apply. CLIN 0005 is a Government-established Not-

To-Exceed (NTE) incidental CLIN and must NOT be priced.

(End of provision)

52.212-2 Evaluation-Commercial Products and Commercial Services. (Deviation 2026-O0038) 2026-

Evaluation-Commercial Products and Commercial Services (Feb 2026) (Deviation 2026-

O0038)

52.212-2 Evaluation-Commercial Products and Commercial Services. (Deviation 2026-

O0038) 2026-02

Evaluation-Commercial Products and Commercial Services (Feb 2026) (Deviation 2026-

O0038)

(a) Basis for Award: The Government will award a single Firm-Fixed-Price

(FFP) Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation represents the Lowest

Priced Technically Acceptable (LPTA) quote. The following factors will be used to evaluate offers:

Technical Acceptability (Pass/Fail)

Price

(b) Evaluation Methodology:

(1) Factor 1: Technical Acceptability (Pass/Fail):

Quotes will be evaluated on a Pass/Fail (Acceptable/Unacceptable) basis. To be determined

Technically Acceptable, the quotation must meet all of the following minimum criteria:

Location & Shuttle: The hotel property is physically located within the Gateway Center

Compound with direct access to the ATL Airport SkyTrain (within 1/4 mile) and provides continuous 24-hour shuttle service.

Room Availability: The hotel confirms guaranteed availability of 44 Double Standard Guest

Rooms (with private bathroom and shower) for 17–19 December 2026 and 2–4 January

2027.

Demonstrated Prior Corporate Experience (Strategic Solution 2): The Offeror demonstrates verified prior experience managing group room blocks of thirty (30) or more rooms within the last three (3) years. Quotes that fail to provide proof of this qualifying prior experience shall be rated Technically Unacceptable, determined technically non-responsive, and eliminated from further evaluation without SBA Certificate of Competency (COC) referral.

(2) Factor 2: Price:

Price will be evaluated for completeness, accuracy, and reasonableness. The total evaluated price shall be calculated by summing the totals of CLINs 0001, 0002, 0003, and

0004. CLIN 0005 (Surge CLIN) is not priced and will not be evaluated. Award will be made to the lowest-priced technically acceptable offeror.

(c) Options: The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. The evaluation of options does not obligate the Government to exercise the option(s).

(d) Notice of award. A written notice of award or acceptance of an offer furnished to the successful Offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party.

(End of provision)

52.216-18 Ordering. 2020-08

Ordering (Aug 2020)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the

Schedule. Such orders may be issued from Date of Contract Award through January 31,

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) A delivery order or task order is considered "issued" when-

(1) If sent by mail (includes transmittal by U.S. mail or private delivery service), the

Government deposits the order in the mail;

(2) If sent by fax, the Government transmits the order to the Contractor's fax number; or

(3) If sent electronically, the Government either-

(i) Posts a copy of the delivery order or task order to a Government document access system, and notice is sent to the Contractor; or

(ii) Distributes the delivery order or task order via email to the Contractor's email address.

(d) Orders may be issued by methods other than those enumerated in this clause only if authorized in the contract.

(End of clause)

52.216-19 Order Limitations. 1995-10

Order Limitations (Oct 1995)

(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than 10 units, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.

(b) Maximum order. The Contractor is not obligated to honor-

(1) Any order for a single item in excess of 100 units,

(2) Any order for a combination of items in excess of 150 units or

(3) A series of orders from the same ordering office within 10 days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section.

(c) If this is a requirements contract (i.e., includes the Requirements clause at subsection

52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section.

(d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 5 days after issuance, with written notice stating the Contractor's intent not to ship the item (or items) called for and the reasons.

Upon receiving this notice, the Government may acquire the supplies or services from another source.

52.216-22 Indefinite Quantity. (Deviation 2026-O0038) 2026-02

Indefinite Quantity (Feb 2026) (Deviation 2026-O0038)

(a) This is an indefinite-quantity contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are estimates only and are not purchased by this contract.

(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor shall furnish to the Government, when and if ordered, the supplies or services specified in the Schedule up to and including the quantity designated in the Schedule as the "maximum." The Government shall order at least the quantity of supplies or services designated in the Schedule as the "minimum."

(c) Except for any limitations on quantities in the Order Limitations clause or in the

Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

(d) Any order issued during the ordering period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order, which may include order options to be exercised after the ordering period of this contract but before the end of the period of performance of the order. The contract shall govern the

Contractor's and Government's rights and obligations with respect to that order, including options exercised, to the same extent as if the order were completed during the contract's ordering period; provided, that the Contractor shall not be required to make any deliveries under this contract after one (1) year after ordering period.

52.217-8 Option to Extend Services. 1999-11

Option to Extend Services (Nov 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days.

52.217-9 Option to Extend the Term of the Contract. 2000-03

Option to Extend the Term of the Contract (Mar 2000)

(a) The Government may extend the term of this contract by written notice to the

Contractor within 180 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 84 months.

DFARS Clauses Incorporated by Reference

252.203-7000 Requirements Relating to Compensation of Former DoD Officials. 2011-09

252.203-7002 Requirement to Inform Employees of Whistleblower Rights. 2022-12

252.204-7018 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services. 2023-01

252.223-7008 Prohibition of Hexavalent Chromium. 2023-01

252.225-7012 Preference for Certain Domestic Commodities. 2022-04

252.225-7056 Prohibition Regarding Business Operations with the Maduro Regime. 2023-01

252.225-7060 Prohibition on Certain Procurements from the Xinjiang Uyghur Autonomous Region.

252.232-7003 Electronic Submission of Payment Requests and Receiving Reports. 2018-12

252.232-7010 Levies on Contract Payments. 2006-12

252.244-7000 Subcontracts for Commercial Products or Commercial Services. 2023-11

252.247-7023 Transportation of Supplies by Sea.2024-10

DFARS Clauses Incorporated by Full Text

252.232-7006 Wide Area WorkFlow Payment Instructions. 2023-01

WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (JAN 2023)

(a) Definitions. As used in this clause-

"Department of Defense Activity Address Code (DoDAAC)" is a six position code that uniquely identifies a unit, activity, or organization.

"Document type" means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

"Local processing office (LPO)" is the office responsible for payment certification when payment certification is done external to the entitlement system.

"Payment request" and "receiving report" are defined in the clause at 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(b) Electronic invoicing. The WAWF system provides the method to electronically process vendor payment requests and receiving reports, as authorized by Defense Federal Acquisition

Regulation Supplement (DFARS) 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall-

(1) Have a designated electronic business point of contact in the System for Award

Management at https://www.sam.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF

Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the "Web Based Training" link on the WAWF home page at https://wawf.eb.mil/ https://www.sam.gov/ https://wawf.eb.mil/ https://wawf.eb.mil/

(e) WAWF methods of document submission. Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor shall use the following information when submitting payment requests and receiving reports in WAWF for this contract or task or delivery order:

(1) Document type. The Contractor shall submit payment requests using the following document type(s):

(i) For cost-type line items, including labor-hour or time-and-materials, submit a cost voucher.

(ii) For fixed price line items-

(A) That require shipment of a deliverable, submit the invoice and receiving report specified by the Contracting Officer.

Invoice 2in1

(B) For services that do not require shipment of a deliverable, submit either the Invoice 2in1, which meets the requirements for the invoice and receiving report, or the applicable invoice and receiving report, as specified by the Contracting Officer.

Invoice 2in1

(iii) For customary progress payments based on costs incurred, submit a progress payment request.

(iv) For performance based payments, submit a performance based payment request.

(v) For commercial financing, submit a commercial financing request.

(2) ) Fast Pay requests are only permitted when Federal Acquisition Regulation (FAR)

52.213-1 is included in the contract.

[Note: The Contractor may use a WAWF "combo" document type to create some combinations of invoice and receiving report in one step.]

(3) Document routing. The Contractor shall use the information in the Routing Data

Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table*

Field Name in WAWF Data to be entered in WAWF

Pay Official DoDAAC HQ0490

Issue By DoDAAC W911SF

Admin DoDAAC W911SF

Inspect By DoDAAC W56DTV

Ship To Code W56DTV

Ship From Code TBD

Mark For Code N/A

Service Approver (DoDAAC) N/A

Service Acceptor (DoDAAC) N/A

Accept at Other DoDAAC N/A

LPO DoDAAC N/A

DCAA Auditor DoDAAC N/A

Other DoDAAC(s) N/A

(4) Payment request. The Contractor shall ensure a payment request includes documentation appropriate to the type of payment request in accordance with the payment clause, contract financing clause, or Federal Acquisition Regulation 52.216-7, Allowable Cost and Payment, as applicable.

(5) Receiving report. The Contractor shall ensure a receiving report meets the requirements of DFARS Appendix F.

(g) WAWF point of contact.

(1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity's WAWF point of contact.

Contract Specialist: Aaliyah Giadoo / aaliyah.c.giadoo.civ@army.mil

Contracting Officer: Stacia Rivers / stacia.m.rivers.civ@army.mil

(2) Contact the WAWF helpdesk at 866-618-5988, if assistance is needed.

(End of clause) mailto:aaliyah.c.giadoo.civ@army.mil mailto:stacia.m.rivers.civ@army.mil