govcon.forum

Do government contracts pay anything up front, or do I float payroll until the first invoice clears?

Ask a question
Asked Active Viewed 0 timesQuestion
1answer

We just won our first city mowing contract, a firm-fixed-price deal, and they pay net 30 after invoice acceptance. I'm pricing an RFQ for base grounds maintenance now, NAICS 561730, full and open, and it also says payment after acceptance. With a nine-person crew, that's a lot of payroll to float for the first 60 days if the invoice takes a while to process.

Does anyone know if federal contracts ever pay anything up front for services? I've heard the term "progress payments" but it seems to be for construction or manufacturing. What does the Prompt Payment Act actually mean for how fast invoices get paid? How do you bridge that gap when you're just starting out?

asked Jordan P. First-year bidder, landscaping and grounds · Jacksonville, FL · 298 rep

1 answer

0

No. Grounds maintenance is bought as a commercial service, and FAR 32.202-1(a) puts financing on the contractor for commercial purchases. Commercial advance and interim payments exist under 32.202-1(b), but only when the price is above the simplified acquisition threshold and the contracting officer finds buyer financing customary in that market. Plan on floating payroll. Progress payments under FAR Subpart 32.5 are for non-commercial work with a long stretch before the first bill, so you read that right.

What helps is billing often. FAR 32.906(c) and 5 CFR 1315.4(k) say agencies pay for partial performance of services unless the contract prohibits it, so check how the RFQ sets up its CLINs and invoice each month as that month's service is accepted. Under FAR 52.232-25 the due date is the 30th day after a proper invoice or after acceptance, whichever is later, and late payment earns interest. FAR 32.009-1 also sets a goal of paying small businesses within 15 days of a proper invoice, but it's a goal, not a right.

We pay staff weekly and our county client pays monthly, so I've lived this gap. Nearly every slow check we've had came back to the invoice itself: wrong contract number, missing service period, sent to the wrong office. A defective invoice gets sent back and the clock starts over, so get the billing office details from the contracting officer at kickoff.

For the first 60 days, set up a bank line of credit before award and size it from your payroll. SBA's CAPLines program has a contract line built for this.

answered Keisha W. Owner, women-owned staffing firm · Marietta, GA · 76 rep

Your answer

Sign up to answerCite the FAR clause or procurement code where you can.