Attachment 9: Purchasing Invoicing Guide

ENHANCED ACQUISITION GLOBAL LOGISTICS ENTERPRISE

(EAGLE) GUIDE FOR GOVERNMENT APPROVAL &

OVERSIGHT OF CONTRACTOR PURCHASING & INVOICING

This guide details the process that the United States Government (USG) will use to conduct and oversee contractor purchasing and invoicing for each EAGLE Task Order. Each step in the process will be described in detail along with the responsibilities of each individual position. It is the intent of the Government that the process will be sufficient for detailed cost accounting and approval without negatively impacting the contractor’s ability to provide Maintenance, Supply, and Transportation services at each location. If the process is found to negatively impact operations it will be re-evaluated by the USG and updated appropriately to achieve the desired effect. The guide is comprised of seven sections:
(1) Decisions made defining the course of action detailed in this guide (2) Roles and responsibilities in the purchasing & invoicing process (3) Flow diagrams for both the purchasing and invoicing processes (4) Resources
(5) Samples
(6) Appendix

(1) DECISIONS MADE DEFINING THE COURSE OF ACTION DETAILED IN THIS GUIDE

(i) As of the date of this guide, for the purpose of temporary duty (TDY) requests, purchasing supplies/expendable goods and equipment/durable goods, the Contractor shall obtain written validation from the Contracting Officer’s Representative (COR) and approval from the Procuring Contracting Officer (PCO) for those purchases that fall within the Other Direct Cost (ODC) surrogate CLIN defined in the contract. Justification letters are required for each request for documentation purposes and will be retained for referencing during invoice review. Any purchase made without gaining the proper approvals is at the contractor’s own risk. Separate invoices for Labor and ODC CLINs are to be submitted to avoid delaying the approval of Labor invoices. Every contractor purchase request (PR), at or above the micro-purchase threshold, must be validated (as defined in this guide) by the COR, concurred on by the ACO, and approved (as defined in this guide) by the PCO. For PRs below the micro-purchase threshold the COR is the validation and approval authority; however, should be reviewed with the delegated Administrative Contracting Officer (ACO) to validate authorized purchases. TDY requests, regardless of the dollar amount, must be validated by the COR and approved by the PCO.
(ii) The purchase approval and invoice review process will be managed via e-mail. The pervasiveness of