Department of veterans affairs

18. Invoicing

The Contractor shall submit invoices for approval, including all back-up data, to the COR for review and approval prior to electronic invoice submission.  Upon receipt of an accurate and complete invoice, the COR will return an approved copy to the Contractor within five (5) business days.  If the invoice is incomplete or inaccurate, the COR will return the unapproved invoice to the Contractor for correction within five (5) business days.  

Invoice back-up data at a minimum will include a schedule-of-values (SOV) and the monthly project status report which also includes the latest risk management plan, and contract project schedule. The project status report shall include a list of the deliverables submitted during that billing period. The SOV and project report submitted with the invoice shall cover the same billing period as the invoice. The SOV and project status report shall provide sufficient documentation that the work being billed for has been completed.  Upon receipt of an accurate and complete invoice with back-up data, the COR will return an approved copy to the Contractor within five business days.

The Contractor shall submit approved invoices for payment following the electronic invoicing procedures below. The date on the invoice submitted electronically shall not be before the date of the COR’s invoice approval.

18.1. Mandatory Electronic Invoice Submission

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  VA Financial Services Center (FSC) Mandatory Electronic Invoice Submission - The Department of Veterans Affairs published a final rule in the Federal Register on November 27, 2012 to require Contractors to submit payment requests in electronic form in order to enhance customer service, departmental productivity, and adoption of innovative information technology, including the appropriate use of commercial best practices.  The rule is effective December 27, 2012.  
  
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  Vendor Electronic Submission Methods - Facsimile, email, and scanned documents are not acceptable forms of submission for payment requests.  Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:
  
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    VA's Electronic Invoice Presentment and Payment System - The FSC uses a third-party Contractor, Tungsten, to transition vendors from paper to electronic invoice submission.  Please go to this website:  http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.  
    
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    A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI).  
    
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  Vendor e-Invoice Set-up Information - Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to FSC for payment processing, free of charge.  If you have questions about the e-invoicing program or Tungsten, please contact FSC at the phone number or email address listed below:
  

Tungsten e-Invoice set-up information:  877-489-6135

Tungsten e-Invoice email:  [e-mail]

FSC e-Invoice Contact Information:  877-353-9791

FSC e-Invoice email:  [e-mail]

More information on the FSC electronic invoicing process can be found at http://www.fsc.va.gov/einvoice.asp.  

19. Coordination with Other Contractors

For projects identified as a part of this contract, the Government may award other contracts for work not covered by this contract but necessary to overall project completion (such as construction). The Contractor will not meet with any other Contractor(s) not associated with the identified Task Order project(s) unless directed by the Contracting Officer or COR administering this contract and its associated Task Orders. The Contractor will not commit or permit any acts that will interfere with the performance of work by any other Contractor or by any Government employee. The Contracting Officer will resolve all work conflicts and provide written direction to the Contractor when required. Any additional work requirements (not within the scope of this contract and its associated Task Orders) that may be created as a result of work performance of other Contractors will be brought to the attention of the Contracting Officer. The Contracting Officer, when required, will provide written direction to the Contractor.

20. Government Furnished Materials

All procedural guides, reference materials, and program documentation for the project and other Government applications will be provided on an as-needed basis.  The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the Government officials with whom the Contractor has contact.  The Contractor shall consider the COR as the final source for needed Government documentation when the Contractor fails to secure the documents by other means.  The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.

20.1. Government Furnished Property, Equipment and Services

The Government may provide certain materials for exclusive use by the Contractor as deemed appropriate for the Contractor to perform the requirements of each Task Order. The Government makes no representation that the materials furnished by the Government are completely sufficient to accomplish the requirements of a particular Task Order. Government materials necessary for the performance of requirements of a Task Order which have not been previously delivered to the Contractor will be provided when a Task Order is issued. The Contractor shall check the items furnished for adequacy and accuracy prior to utilization. The Contractor is not authorized to distribute Government-supplied materials without the express approval of the Contracting Officer. Any inconsistencies between this Part and the FAR clauses in this contract on Government furnished property shall be resolved in favor of the FAR clauses.
If GFP is provided, it will be stated in the individual Task Order and will be accounted for in accordance with the approved property management plan and any site-specific addendum to the property management plan. If property is acquired by the Contractor during in the performance of this work, the Contractor Acquired Property (CAP) will also be accounted for in the same manner.
Upon completion or termination of the contract, the Contractor shall promptly perform and report to the Property Administrator contract property closeout, to include reporting, investigating and securing closure of all loss, damage, destruction, or theft cases; physically inventorying all property upon termination or completion of this contract; and disposing of items at the time they are determined to be excess to contractual needs.
The Contractor shall use Government property, either furnished or acquired under this contract, only for performing this contract, unless otherwise provided for in this contract or approved by the Contracting Officer.