- What forms do I use to submit my invoice?
- When are invoices due?
- How will I submit my invoice?
- How will I know when my invoice has been paid?
- What type of reporting and documentation is required for the invoice?
- What are the max reimbursement rates for hotels?
- What is the max reimbursement rates for meals?
- Are meals allowed to be charged for day travel only?
- What is the mileage reimbursement rate?
- When are receipts required to be attached?
- What are the minimal insurance requirements I must meet?
- Will retainage be withheld from payments?
Who do I contact if I have additional questions?
All questions concerning invoices or contracts should be submitted to inspectioninvoices@osarc.ms.gov or to John Bond at 601-359-1857. Please add this E-mail address
to your address book in order to ensure delivery. All technical questions should be submitted to bridge@osarc.ms.gov or to David Barrett at 601-359-7129. Please add
this E-mail address to your address book in order to ensure delivery.
1Q What forms do I use to submit my invoice?
A. Once the Notice to Proceed has been issued, the Office of State Aid Road Construction (OSARC) will E-mail
each consultant the appropriate forms to be used to submit invoices and required supplemental information. An example of the forms can be found in Exhibit 4 of the contract.
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2Q. When are invoices due?
A. Each consultant may submit one invoice per month for each work assignment (county) under the master contract.
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3Q. How will I submit my invoice?
A. Consultants may submit invoices by E-mail to OSARC at inspectioninvoices@osarc.ms.gov.
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4Q. How will I know when my invoice has been paid?
A. Upon payment of an invoice, OSARC will email a digital copy of the payment confirmation to the consultant. Each consultant will need to provide the
OSARC Contract Division with the name and E-mail address of the individual who needs to receive the payment confirmation.
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5Q. What type of reporting and documentation is required for the invoice?
A. Supporting data for labor unit cost (full list of payroll), direct cost supporting documentation (actual receipts), and lists of bridges inspected separated
by county and on/off system. Forms will be sent that allow this information to be tracked and reported.
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6Q. What are the max reimbursement rates for hotels?
A. The maximum nightly rate for lodging shall be reimbursed in accordance with Federal Regulations, FAR 31.205-46(a)(2)(i). The amount allowable is based on the GSA Per Diem Rates for Mississippi. A State Travel Letter will be sent for your firm to request the government hotel rate. Please have your employees request this rate if available. For more information please see Exhibit 3 of the contract.
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7Q. What is the max reimbursement rates for meals?
A. The maximum daily rate for meals is based on the State of Mississippi Travel Policy Rules & Regulations Manual, or actual cost, whichever is lower. Meal reimbursement is only allowable with overnight stay. No meal receipts are required to be submitted to OSARC. For more information please see Exhibit 3 of the contract.
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8Q. Are meals allowed to be charged for day travel only?
A. No, meal reimbursements require overnight stay.
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9Q. What is the mileage reimbursement rate?
A. The mileage reimbursement rate is based on the GSA allowable rate that is updated in January of each year. The rate is currently $0.625 per mile. For more information please
see Exhibit 3 of the contract.
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10Q. When are receipts required to be attached?
A. All direct cost receipts, with the exception of meal receipts.
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11Q. What are the minimal insurance requirements I must meet?
A.
- A. Workers' Compensation Insurance in accordance with the laws of the State of Mississippi.
- B. Commercial General Liability Insurance with a minimum combined limit of not less than One Million Dollars ($1,000,000.00) for each occurrence.
- C. Errors and Omissions (Professional Liability) Insurance in an amount not less than One Million Dollars ($1,000,000.00) per claim; One Million Dollars ($1,000,000.00) annual aggregate.
- D. Comprehensive Automobile Liability Insurance, in an amount not less than One Million Dollars ($1,000,000.00) per occurrence.
- E. Pollution Liability Insurance, in an amount not less than One Million Dollars ($1,000,000.00) per occurrence. Pollution liability is already covered under Professional Liability Insurance
For more information see Article X of the contract.
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12Q. Will retainage be withheld from payments?
A. No, however, OSARC may hold a payment if contract terms have not been met. This includes both submission of invoices and required supporting documentation, as well as completion
of required entry in InspectTech.
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