Radiation Consulting Services
September 2010
RFP_AttachmentA_InvoiceStandards_Jan2010.doc
Radiation Consulting Services
September 2010
ATTACHMENT E
INVOICE STANDARDS
RFP_AttachmentA_InvoiceStandards_Jan2010.doc
ATTACHMENT E
PROJECT INVOICE STANDARDS
1.The Consultant shall submit three (3) complete, comb-bound Project Invoices as well as two (2) unbound sets of the master and task invoice histories and billing summaries along with a copy of the invoice cover letter.
2.The Consultant’s cover letter for Project Invoices is to identify and summarize items or issues of which invoice reviewers should be aware.
3.The Consultant and its Subconsultants are to identify and resolve any budgetary or invoicing issues or problems before costs associated with such issues are included in a Project Invoice. The Consultant is to notify the District in writing of such issues or problems and recommend a course of action. The Consultant is to obtain written approval from the District prior to implementing recommendations involving budget adjustments.
4.Approved budget adjustments must be noted and clearly summarized in the Project Invoice cover letter referencing the District’s letter of approval, which shall be included in the appendix of the Project Invoice along with the Consultant’s letter of recommendation.
5.When referring to Consultant and Subconsultant invoices, the Project Invoice number and invoice date shall also be referenced.
6.Consultant and Subconsultant invoices shall be standardized. All Consultant and Subconsultant invoice summaries and calculation sheets must be submitted on fully completed, standardized project forms (See attached examples). Copies of the standardized project Invoice Histories and Billing Summary forms will be provided to the Consultant in electronic format (Microsoft Excel) for use by the Consultant and all Subconsultants throughout the project.
7.The Consultant shall assure all Subconsultant invoices are in compliance with the District’s invoice requirements. The Consultant is expected to provide guidance to Subconsultants in the proper preparation of invoices.
8.Consultant and all Subconsultant invoices are to be certified correct by signing the submitted Invoice History forms. The Consultant must certify correct all lower tiered Subconsultant invoices. Errors and inclusion of charges not meeting these invoicing standards will delay processing and payment. Questions about the eligibility of charges must be clarified with the District prior to inclusion in project invoices.
9.An updated Small Business Enterprise (SBE) Report on standardized District forms shall be included in each Project Invoice (See attached example). Copies of the standardized SBE report forms will be provided to the Consultant in electronic format(EXCEL) for use throughout the project. Two (2) separate copies of the updated, cumulative SBE report forms shall be submitted with each Project Invoice.
10.Consultant and Subconsultant invoice pages shall be numbered sequentially. The Consultant shall sequentially number the pages of the Project Invoice. Other direct cost (ODC) charges shown on the Billing Summaries must indicate the page location(s) of each item’s documentation. Documentation must clearly identify items being invoiced and their cost as shown on the Billing Summary. Documentation should appear in the same order as shown on the other direct cost summary.
11.All direct charges for purchases shall be submitted with clear and legible copies of actual receipts with the amount claimed on the invoice indicated on the receipt. Receipts for durable goods must clearly indicate what the item is and, if necessary, be annotated to show what the item is for.
12.In the case of ODC charges with multiple receipt documentation show the calculations used to determine the total cost of the charge shown on the Billing Summary form.
13.A cumulative Master ODC Durable Goods Summary shall be included as an appendix in each Project Invoice. Items included in the Master ODC Durable Goods Summary should be identified by cost, Project Invoice date, Project Invoice page number, Consultant/Subconsultant invoice page number and current location and status. Computer equipment and software should be listed in a separate section of the Master ODC Durable Goods Summary. Two (2) separate copies of the cumulative Master ODC Durable Goods Summary shall be submitted with each Project Invoice.
14.Computer equipment and software purchase must be coordinated with the District’s Engineering Technical Services and Information Technology Departments.
15.Gratuities, alcohol, personal use household items and local meal charges for locally based project personnel are unallowable costs. ODC charges for durable goods that would ordinarily be considered part of the Consultant’s or Subconsultant’s overhead cost, such as office supplies, are generally considered unallowable unless justified with an explanatory annotation.
16.Travel expense to and from Cleveland, and/or District facilities, must be documented with receipts and justification (reason) for travel.
17.The District is sales tax exempt; Ohio sales tax on durable goods is unallowable. Tax Exempt Forms to be used by the Consultant and all subconsultants for the purchase of durable goods charged to the project, as ODCs are available from the District Purchasing Department.
18.All costs billed to the project are to be in United States currency. When converting foreign currency to United States currency, the exchange rate used should be the current rate in effect as published in the “Wall Street Journal” for the date shown on the invoice.
RFP_AttachmentA_InvoiceStandards_Jan2010.doc