1.4         Invoicing

The following guidelines are for invoices submitted for A/E contracts with the Architecture and Engineering Sections of the Office of Engineering & Construction.

 

1.4.1            Electronic Submittal

1.       All invoices for Architecture and Engineering Sections of the Office of Engineering & Construction shall be submitted electronically in PDF format as outlined below. MDOT MAA also reserves the right to request an original hard copy of the consultant’s invoices.

2.       All invoices shall be emailed to MAADesignInvoices@bwiairport.com. Additionally, send a copy of the email to the Manager of Contracts Administration and his point of contact for invoices.

3.       All emails must contain “Invoice #XX, MDOT MAA-AE-XX-XXX” in the email subject line.

4.       Electronically submitted invoices must be prepared in two (2) separate bookmarked files:

a.       File #1 shall be labeled “Invoice #XX, MDOT MAA-AE-XX-XXX, Summary.” This file shall contain and be bookmarked with the following pages in the order listed:

                                                               i.      Invoice Submittal Signature Sheet Cover Letter/Transmittal Letter

                                                             ii.      Comment Form (if applicable)

                                                           iii.      Contract Summary Sheet

                                                           iv.      Task Billing Summary Sheet

                                                             v.      Subconsultant Utilization Report (Prime Consultant Recap, MBE Subconsultant Detail)

                                                           vi.      Subconsultant Utilization Report (Non-MBE Subconsultant Detail)

                                                          vii.      Task/Subtask Summary Sheets in ascending order, excluding backups and roster

b.       File #2 shall be labeled “Invoice #XX, MDOT MAA-AE-XX-XXX.” This file shall include the entire invoice containing the following documents and bookmarked in the order listed:

                                                               i.      Invoice Submittal Signature Sheet Cover Letter/Transmittal Letter

                                                             ii.      Comment Form (if applicable)

                                                           iii.      Contract Summary Sheet

                                                           iv.      Task Billing Summary Sheet

                                                             v.      Subconsultant Utilization Report (Prime Consultant Recap, MBE Subconsultant Detail)

                                                           vi.      Subconsultant Utilization Report (Non-MBE Subconsultant Detail)

                                                          vii.      Task/Subtask Summary Sheets including backup documentation (timesheets, labor reports, direct expenses, subconsultant invoices) behind their respective Task Summary Sheet. Charges associated with each specific task must be highlighted on the backup documents.

                                                        viii.      Certified Payroll Roster

5.       File #1 must be bookmarked by the Summary pages as one bookmark and each individual task/subtask separately bookmarked. Alternatively, each task/subtask and its respective backup documents could be submitted as an individual file under File #1 in ascending order.

6.       If each task and its respective backup documents are submitted as an individual file under File #1, each task/subtask file must be labeled “Task/Subtask #XXXX.XX” in ascending order.

7.       If the email attachments exceed 7 megabytes (Mb), the invoice may be submitted in two or more volumes via separate emails. Accordingly, the email subject line shall include the volume number and labeled “Invoice #XX, MDOT MAA-AE-XX-XXX, Vol 1” and “Invoice #XX, MDOT MAA-AE-XX-XXX, Vol 2” for the second email, etc.

8.       All PDF files must be in 200 dots per inch (DPI).

9.      Invoice Submittal Signature Sheet” must be included with submittal invoice. Invoices cannot be processed for payment without the Invoice Submittal Signature Sheet. The Invoice Submittal Signature sheet does not need to be submitted on consultant letterhead. Invoice Submittal Signature sheet will be placed at the front of the invoice.

10.   All invoices shall be directed to the Manager of Contracts Administration on the Invoice Cover Letter and Summary Sheets.

 

1.4.2            Invoice Submission

1.       In accordance with the Contract Agreements with MDOT MAA, invoices are required to be submitted on a monthly basis.

2.       For failure by a consultant to submit approvable invoices on a monthly basis or comply with MDOT MAA’s invoicing requirements, MDOT MAA reserves the right to require no new assignment to be authorized to the firm(s) in violation until such time that they are up-to-date on the invoice submittals and are in compliance with all applicable invoicing requirements.

3.       If the invoices are not being submitted monthly, there must be a written explanation on the cover letter of such invoice(s) providing reasonable explanation for noncompliance.

4.       All prime consultants and subconsultants must submit their invoices within one hundred eighty (180) days of providing services to the MDOT MAA. The MDOT MAA reserves the right to accept or reject any charge(s) submitted after one hundred eighty (180) days of providing services to the MDOT MAA. MDOT MAA will require written documentation/justification in order to consider reviewing such charges submitted beyond one hundred eighty (180) days of the current invoice date.

5.       The MDOT MAA must receive invoices from consultants no later than two (2) business days of the invoice date; otherwise the invoice will not be accepted. Invoices must contain the current invoice date on the cover/transmittal letter and on all summary forms.

6.       For any particular contract, no invoice shall be submitted to MDOT MAA until the previous invoice has been approved. Do not submit the next invoice unless an email is sent by MDOT MAA advising the approval of the current invoice.

7.       All invoices must comply with the latest invoicing template provided by MDOT MAA.

8.       All invoices for a contract must be numbered consecutively, starting with Invoice #1.

9.       All invoices must have a current EFT and paper check “Remit to Address” on the cover letter of the invoice.

10.   Resubmitted invoices must contain the MDOT MAA’s Invoice Comment For on the first part of the invoice with complete responses to each MDOT MAA comment.

11.   No additional charges may be added to a resubmitted invoice unless it is as a result of the MDOT MAA’s review comment. The Response Column of the Invoice Comment form must contain itemized and specific explanation for any changes to the original invoice amount.

12.   Once a task has been closed by MDOT MAA, no further charges will be accepted under that task.

13.   Invoice billing periods should be discrete with specific beginning and ending dates.

14.   If there is a charge outside of the current billing period on an invoice, there must be a detailed explanation for the overlap on the invoice cover letter.

15.   If there is no activity during a time period, note on the cover letter of the next submitted invoice, no activity during the time period of [INSERT DATE] to [INSERT DATE].

16.   Invoices must be prepared using a minimum font size 10.

17.   Invoices shall be submitted on paper size 8.5” x 11” only.

 

1.4.3            Certified Payrolls

1.       A certified payroll roster must be submitted by the prime consultant and subconsultant(s) with each invoice.

2.       An acceptable payroll roster must include the following:

a.       The legal name of every employee billed in the current invoice.

b.       The classification of each employee billed in the current invoice (indicate merit raises and/or promotions as well as the effective date).

c.       The billed rate(s) of each employee charged under the current invoice. Billed rates are subject to the maximum allowable for the contract, if applicable.

d.       The effective date(s) of the billed rate(s) of each employee billed on the current invoice.

e.       The name and signature of an appropriate company officer, certifying that the information submitted in the payroll roaster is true and accurate.

f.        A certified payroll roaster must reflect the actual hourly rate paid to the employees.

3.       Administrative services are considered as part of overhead by the MDOT MAA. The MDOT MAA will reject any billed administrative labor costs.

4.       All hours billed must be within the invoice billing period. The invoice must show the start and end dates for the invoice period being billed.

5.       MDOT MAA will not pay for any overtime charges performed without prior written approval of the MDOT MAA’s Task Manager. Include a copy of MDOT MAA’s overtime approval letter with the invoice backup for the task.

 

1.4.4            Timesheets

1.       Every task must contain Labor Summary Sheet with a line at the bottom reading; “I hereby certify that the information contained hereafter is true and correct.” The name and signature of a company officer must accompany this statement.

2.       A labor summary sheet must be submitted for each task billed with all invoices submitted for payment.

3.       Employee pay increases are capped at 6% in a twelve (12) month period. Annual (annual is referenced from the day of the signed contract agreement) and/or other pay increases of more than 6% will not be paid for by MDOT MAA. The 6% cap applies only to the unburdened hourly rate.

4.       Prime consultants and subconsultants must provide backup for all labor in at least one of the following forms:

a.       Manually-generated timesheets – Timesheets must be signed by both the employee and his/her supervisor. Additionally, timesheets must contain legal name of the employee and his/her supervisor.

b.       Detailed Time Summary (Payroll Detail) – Payroll detail must contain the name and signature/approval of a company officer.

5.       If timesheets are submitted with hours charged to multiple projects and tasks, the hours specific to the submitted invoice and task must be highlighted. All timesheets for a task must be submitted behind their respective Task/Subtask Summary Sheet.

6.       All Prime Consultants’ and subconsultants’ paystubs for employees billed under an MDOT MAA contract are subject to inspection and review by MDOT MAA.

7.       All-inclusive rates are fixed for the life of the contract. All-inclusive rates billed must be as originally approved by the MDOT MAA’s Office of Procurement. All-inclusive rate changes must be approved in advance by the MDOT MAA Office of Procurement in the form of a contract amendment in advance.

 

1.4.5            Overhead Rates

1.       Overhead and profit charges for premium labor over forty (40) hours will not be paid by the MDOT MAA.

2.       Prime consultants and subconsultants must provide an annual audited overhead rate prior to July 1st to the MDOT MAA for review and approval.

3.       Consultants must identify all defaulted and all-inclusive subconsultant on the Progress Reports.

4.       Audited overhead rates are to be applied for services provided as of the effective date approved by MDOT MAA and are not retroactive.

5.       If a firm has not submitted its annual audited overhead report and is defaulted, no new work shall be assigned to such firm. The defaulted firm may continue to invoice MDOT MAA for previously approved work at the defaulted rate of 100% or the firm’s original rate, whichever is lower.

6.       If a defaulted firm later resolves its annual audited overhead rate, the approved audited overhead rates shall be applied for services provided as of the effective date approved by MDOT MAA and is not retroactive.

 

1.4.6            Direct Expenses

1.       All direct expense reimbursements must follow the current State of Maryland guidelines. Please visit the following links for further details:

http://dbm.maryland.gov/Pages/TravelManagementServices.aspx

http://dbm.maryland.gov/Pages/FleetManagementServices.aspx

2.       Per Diem expenses must be in accordance with MDOT policies and must involve overnight stay in order to qualify for reimbursement. Legible receipts are required for reimbursement.

3.       Out of town travel must be explicitly included in the task fee proposal and sufficient detail must be provided regarding destination and person(s) traveling.

4.       Airfare must be economy class. If economy class is not identified on the ticket, prior written approval must be received from the MDOT MAA Task Manager and a copy of the written approval must be included in the invoice task expense backup. If “Frequent Flyer” mileage is being used for an upgrade, the consultant must provide documents showing that the charge is for economy class.

5.       The rate of mileage reimbursement is in accordance with the MDOT’s approved rate at the time mileage expense was incurred.

6.       The MDOT MAA only reimburses mileage for work directly related to the contract/task.

7.       Prime consultants and subconsultants must submit a mileage log for all mileage charges, indicating start and end destinations and purpose of travel.

8.       Mileage is to be calculated based on the shortest possible distance from the prime consultant’s contract home office to the project site.

9.       Prime consultants and subconsultants must provide legible receipts for all direct expenses. Expense receipts should contain the name of the business/vendor, the date the expense was incurred, and the amount of the expense. Write the respective task number on each receipt.

10.   The MDOT MAA will disallow all mileage expenses incurred on days without corresponding labor hours.

11.   Books/Publication, software, hardware, and other purchases charged to the “Out of Pocket” expenses must be approved by the MDOT MAA’s Task Manager and must be turned over to the MDOT MAA upon completion of the task.

 

1.4.7            Contract and Task Upset Limits

1.       Prime consultants and subconsultants must comply with the approved contract and task upset limits, including the limits of their respective contract budget and task budget breakdown by phase.

2.       In cases where a line item under a contract/task budget breakdown exceeds the maximum allocated funds, the prime consultants must submit a detailed explanation for all reallocation of the funds for each line item within the contract/task budget in a reallocation letter. The MDOT MAA reserves the right to accept or reject submissions for contract/task budget reallocations. The MDOT MAA will not allow any increases in fixed fees from contract/task budget reallocation(s).

3.       The MDOT MAA will not accept invoices related to a submitted contract/task budget reallocation letter without prior approval of the submitted reallocation letter.

4.       All funds allocated to MBE’s must remain with the respective MBE firm for the life of the contract, unless approved by the Office of Fair Practices in writing.

 

1.4.8            Adding New Subconsultants/Vendors Post Award

1.       MDOT MAA will reject any invoice(s) that include any subconsultant and/or vendor that has not been approved in advance by MDOT MAA Engineering Manager and added to the contract through a contract amendment issued by the Office of Procurement.

2.       Charges incurred by a subconsultant or a vendor not formally added to the contract are not reimbursable and such charges are not retroactive.

3.       A consultant cannot obtain credit for an MBE subconsultant added to the contract post award until approval is obtained by the Office of Fair Practices.

4.       Consultants, subconsultants, and/or vendors are not allowed to utilize the services of a third tier firm. Such charges will not be reimbursed by MDOT MAA.

 

1.4.9            Points of Contact

1.       All consultants must identify a primary and alternate point of contact for MDOT MAA to communicate with regarding invoice matters. These points of contact’s name, email address, and phone numbers shall be shown on the invoice cover letter.

2.       Consultants shall only communicate with the MDOT MAA’s point of contact regarding their invoices. Contact the Manager of Contracts Administration for the MDOT MAA’s point of contact information.