Fillable Printable Sample Invoice Schedule Formats

Sample Invoice Schedule Formats

SAMPLE INVOICE SCHEDULE FORMATS

Fixed Price - Progress Payment Contract

A. Invoicing

The Contractor is responsible for billing the Department in a timely and accurate

manner. Invoices shall be submitted as set forth in _____ of this solicitation, and

shall be addressed to:

_______________________

with one copy of this invoice, marked "copy", submitted to:

____________________

All invoices must (as a minimum) be signed and dated and include: the

Contractor’s mailing address; the Contractor’s Social Security number or Federal

Tax ID number; the State’s assigned contract control number and ADPICS

number; a description of the deliverables covered by the invoice; the time period

covered by the invoice; and the amount of requested payment.

B. Payments

1.) Payments will be made as progress payments as set forth herein. In no

case will any payment be viewed as a partial payment.

2.) The contractor shall submit an invoice for progress payment as described

above in B.1, by deliverable:

a) In accordance with the schedule included in B.2.d;

b) With a completed certification of acceptance by the contract

monitor (or designee) of the specified deliverable and any

intermediate deliverables; and

c) No later than the 15

day of the month following acceptance by

the contract monitor (or designee) of the specified deliverable.

d.) Payments will be made by the DHMH in response to a properly

submitted invoice in accordance with the following schedule of

deliverables in accordance with ______________, Services To Be

Performed. There may be no progress payment for any deliverable

that is deficient or unsatisfactory, or otherwise unacceptable to the

State.

(i) 35 percent (35%) upon acceptable completion of

________________;

(ii) 10 percent (10%) upon acceptable completion of

________________;

(iii) 10 percent (10%) upon acceptable completion of

______________;

(iv) 10 percent (10%) upon acceptable completion of

_________________; and

(v) 10 percent (10%) upon acceptable completion of

______________________.

(vi) Final payment of 25 percent (25%)

___________________________________ following

acceptance of the Final Recommendations and

determination by the contract monitor of acceptable

completion of all contract requirements and subject to any

retainage or other withholding as set forth in

_____________ herein.

Labor Hour – Partial Payment Contract Sample

2.2 Billing and Payment Terms

The Contractor shall invoice the Center monthly no later than the 15

of the month for

the preceding calendar month in accordance with this section.

The invoice shall show the current monthly billing amount, and include a brief

description of service provided. Invoices shall be at an hourly rate for actual hours

worked as set forth in the Financial Proposal, and shall be documented with Contractor

timesheets submitted with the invoice.

Payments will be made based on comparison of timesheets with agency scheduling

records and a determination of continued satisfactory provision of services and

compliance with the contract requirements. Any variances between the Contractor’s

reported number of hours and the Department’s scheduling records shall be reconciled to

the Department’s satisfaction based

_______________________________________________________________________.

The Department reserves the right to reduce or withhold contract payment in the event

the Contractor does not provide the Department with all required services as specified in

the contract or in the event that the contractor otherwise materially b reaches the terms

and conditions of the contract. Any such action on the part of the Department, or dispute

of such action by the contractor, shall be in acco rdance with the provisions of Md. Code

Ann. St. Fin. & Proc. Sections 15-215 through 15-223 and with COMAR 21.10.02.

Indefinite Quantity Fixed Unit Price– Partial Payment Contract Sample

2.2 Payment Terms/Billing

The successful contractor shall bill the Department based upon the completion of

evaluations and recommendations to the Court. Billing should occur on a

monthly basis and must list the specific case by formal case name as well as the

criminal case number. Funding for any contract(s) resulting from this RFP is

dependent upon appropriations from the Maryland General Assembly.

The Department reserves the right to reduce or withhold contract payment (see

terms set forth in this Section above) in the event the contractor does not provide

the Department with all required deliverables within the time frame specified in

the contract or in the event that the contractor otherwise materially breaches the

terms and conditions of the contract. Any action on the part of the Department, or

dispute of action by the contractor, shall be in accordance with the provisions of

Md. Code Ann. St. Fin. & Proc. §15-215 through §15-223 and with COMAR

21.10.02.

Invoices must be addressed to __________________, Room ____,

_________________________________________________, with one copy of

this invoice, marked "copy", submitted to

_____________________________________. All invoices must (at a minimum)

be signed and dated in addition to including the vendor's mailing address, the

vendor's Social Security number or Federal Tax ID number, the State's assigned

contract control number, the goods/services provided, the time period covered by

the invoice, and the amount of requested payment.

Indefinite Quantity Fixed Unit Price – Partial Payment Contract Sample

A. Invoicing

1.) The contractor shall bill the Department monthly no later than the 15

day

of each month for the completed

____________________________________________________________

_____.

2.) Invoices must be addressed to the Contract Monitor as specified on the

Key Information Summary Sheet. All invoices must:

A. Be signed and dated in addition to including the vendor's mailing

address, the vendor's Social Security number or Federal Tax ID

number, the State's assigned contract control number and ADPICS

number, the time period covered by the invoice, and the amount of

requested payment.

B. Detail the total number of completed follow-up interviews for

which data records were transferred to

______________________________________________ and be

accompanied by verification from __________________ of its’

receipt of same.

B. Payment

Payment will be made for completed

_____________________________________________________________.The

Department shall pay

____________________________________________________________.

The Department reserves the right to reduce or withhold contract payment in the

event the contractor does not provide the Department with all required

deliverables within the time frame specified in the contract or in the event that the

contractor otherwise materially breaches the terms and conditions of the contract

until such time as the contractor brings itself into full compliance with the

contract. Any action on the part of the Department, or dispute of action by the

contractor, shall be in accordance with the provisions of Md. Code Ann. St. Fin.

& Proc. §15-215 through §15-223 and with COMAR 21.10.02.

Firm Fixed Price – Progress Payment Contract

A. Invoicing

1.) The contractor shall bill the Department at the beginning of the contract

period; the first payment of 25% of contract year one amount shall be

made upon receipt of an invoice, to allow for start-up costs. Subsequently,

upon receipt of an invoice by the 15

day of the month and all required

forms and reports, payments of 25% of the respective annual contract

amount shall be made at the end of the fourth, eighth, and twelfth contract

months and every three months thereafter for the duration of the contract

period. The payment of each invoice is contingent upon the contractor(s)

provision of contracted services in accordance with the approved Work

Plan, and based upon a determination of continued satisfactory

performance and compliance with all of the terms of the contract,

including any option terms if exercised. These services must be

documented by submission of all required evaluation data, forms and

reports as outlined in ________, _______________. Payment

determination will be based on submission of and Department review of

these forms.

Funding for any contract(s) resulting from this RFP is dependent upon

appropriations from the Maryland General Assembly.

2.) Invoices must be submitted with one copy of this invoice, marked "copy",

submitted to addressed to:

_________________

All invoices must (at a minimum) be signed and dated in addition to

including the vendor's mailing address, the vendor's Social Security

number or Federal Tax ID number, the State's assigned contract control

number and ADPICS number, the goods/services provided, the time

period covered by the invoice, and the amount of requested payment.

Firm Fixed Price - Partial Payment Contract

A. The contractor agrees to:

1. Bill the Department monthly in triplicate, certifying thereto that the work

and services have been performed, that payment for said work has not

been received, and that the amount specified is due and owing. Invoices

are due no later than the 15

day of the month following acceptance by the

contract monitor (or designee) of the specified deliverable.

2. All invoices must (at a minimum) be signed and dated, and include the

following:

(a) The contractor's name and mailing address,

(b) The contractor's Federal Tax Identification or Social Security

Number,

________________________________,

(d) The State assigned ADPICS number

________________________________,

(e) The goods or services provided,

(f) The time period covered by the invoice,

(g) The amount of requested payment

3. Address all invoices in triplicate to Accounts Payable at:

General Accounting Division- Accounts Payable

Maryland Department of Health and Mental Hygiene

201 W. Preston Street,, 5

Floor

Baltimore, MD 21201

If identified below, a copy of all invoices (which must be marked "copy") shall

also be sent to:

_______________________________________________

(NAME)

_______________________________________________

(TITLE)

________________________________ _______________

(STREET AND ROOM ADDRESS)

_______________________________________________

(CITY, STATE, AND ZIP CODE)

B. The State agrees to pay the contractor as follows:

Upon completion of all assigned batches for the preceding month, one-twelfth the

total for the appropriate fiscal year a s entered on the Bid Page/Financial Page.

Year One $__________

Year Two $__________

Year Three $__________