CS269002_Exhibit_B_Budget.pdf
PDF 97 KB Posted
- Solicitation number
- CS269002
- Issued by
- Riverside County, California
About this file
This is an Exhibit B Budget Detail and Payment Provisions document for the California Department of Developmental Services' Canyon Springs Community Facility, which procures janitorial mop heads, cleaning cloths, and textiles laundry services. The contract specifies pricing for 28 line items including blue and yellow microfiber cleaning cloths, white bar towels, fiberlock dust mop heads, microfiber wet mop heads, bathmats, bath towels, hand towels, face wash cloths, kitchen aprons, napkins, laundry bags, and door mats, with auto-replenishment options available for most items. A weekly delivery charge is also included in the pricing structure. The document establishes the framework for invoicing, payment authorization, and service delivery to the Canyon Springs facility located at 69696 Ramon Road, Cathedral City, California 92234.
Payments to the contractor are made monthly in arrears upon invoice submission and verification of acceptable work performance by the Contract Manager. All federal, state, and local taxes are the contractor's responsibility and must be included in quoted rates. The contractor's weekly delivery charge covers actual labor and transportation costs, with provisions for a fuel surcharge adjustment calculated monthly based on the U.S. Energy Information Administration's national diesel fuel price benchmark. The fuel surcharge is reimbursable only when actual fuel costs exceed the contractor's identified benchmark price and is computed using a specific formula accounting for prior month average fuel costs, the contractor's benchmark price, average miles per gallon, and round-trip miles driven. Budget contingency provisions apply, allowing the State to cancel or amend the agreement if funding is reduced or deleted in any fiscal year. All budget line-item changes exceeding 10 percent or $10,000, whichever is less, require written amendment requests. The contractor must maintain proper fiscal control and accounting procedures, with all payments made in accordance with California's Prompt Payment Act.
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CS269002
EXHIBIT B
BUDGET DETAIL AND PAYMENT PROVISIONS
1. Payment Provisions
a. Upon submission of an invoice, stating the services provided, the time period covered, and the Agreement number, Contractor shall be paid in arrears monthly at the rates specified herein or attached hereto, for services performed in a manner acceptable to the State.
Payments shall be made after receipt of notification from the Contract Manager that acceptable work has been performed by Contractor for a given month. Invoices shall be sent to the Contract Manager. Send invoices to:
b. Payments to Contractor, as specified herein, shall include all taxes, federal, state, and local, payable by Contractor by reason of this Agreement.
Canyon Springs Attn: Accounting Office 69696 Ramon Road Cathedral City CA 92234
c. The Contractor’s weekly delivery charge for delivery/pick up to Canyon Springs addresses the actual costs of labor and transportation. Contractor may be reimbursed for additional transportation costs exceeding the fuel benchmark price identified by the Contractor per a fuel surcharge monthly adjustment based on a rounded average of the national U.S. on-highway average price for a gallon of diesel fuel in California as published by the Energy Information Administration at:
http://www.eia.gov/oog/info/wohdp/diesel_detail_report_combined.asp.
A fuel surcharge is designed to reimburse the Contractor for increased fuel costs experienced in the process of transporting items to/from Canyon Springs and is not designed to be a profit center. The fuel surcharge calculation to be used is:
The average cost for fuel for the prior month (4-5 weeks) as determined by the U.S. Energy Information Administration (EIA), minus (-) Contractor’s identified “Fuel Surcharge Benchmark Price,” divided (/) by the average miles per gallon equals the fuel surcharge rate, multiplied by (x) the Miles Driven Round Trip, multiplied by (x) the number of trips made in the prior month to/from Canyon Springs provides the fuel surcharge amount that can be charged/invoiced.
If the EIA’s on-highway average price for the prior month is less than the benchmark price identified by the Contractor, Canyon Springs will not authorize payment of a fuel surcharge adjustment for the month.
Contractor’s monthly invoice shall specify any fuel surcharges for the prior month, using the fuel surcharge benchmark price, the average miles per gallon, and miles driven information originally identified by the Contractor in the bid for this agreement.
http://www.eia.gov/oog/info/wohdp/diesel_detail_report_combined.asp
EXHIBIT B
d. Rates:
Item
Rate per Item
1 1 16 x16 Blue Microfiber Cleaning Cloths
$ each
2 2 Auto Replenishment 16 x 16 Blue Microfiber Cleaning Cloths
3 Turk White Bar Towel 16 x16 Cleaning Cloths
4 Auto Replenishment Turk White Bar Towel 16 x16
5 3 36” Fiberlock Dust Mop Heads
6 4 Auto Replenishment of 36” Fiberlock Dust Mop Heads
7 5 21oz Microfiber Wet Mop
8 6 Auto Replenishment 21oz Wet Mop Heads
9 7 18” Microfiber Flat Wet Mop
10 Auto Replenishment 18” Microfiber Flat Wet Mop
11 White Bathmat $ each
12 Auto Replenishment White Bathmat
13 22 x 44 White Bath Towels $ each
14 Auto Replenishment 22 x 44 White Bath Towels
15 16 x 27 White Massage Hand Towels
16 Auto Replenishment 16 x 27 White Massage Hand Towels
17 12 x12 White Face Wash Cloths
18 Auto Replenishment 12 x12 White Face Wash Cloths
19 16 x16 Yellow Microfiber
Fuel Surcharge Benchmark Price Per gallon of fuel (See Exhibit D for explanation of surcharge allowance)
Miles Driven Per Round Trip Origination/Canyon Springs
Avg. Miles Per Gallon
(MPG)
$ Gallon
Miles
MPG
2. Budget Contingency Clause
a. It is mutually agreed that if the Budget Act of the current fiscal year and/or any subsequent fiscal years covered under this Agreement does not appropriate sufficient funds for this program, this Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.
b. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State or offer an amendment to Contractor to reflect the reduced amount.
3. Agreement Budget Changes
If this Agreement contains a budget, all proposed transfers between individual line items and additions or deletions of line items shall be requested in writing to the appropriate Project representative. A budget line-item changes greater than 10% or $10,000, whichever is less, shall require an amendment to be effective. Such requests shall contain an explanation of the need for the change, identification of the line items to be changed, and a revised budget. The State reserves the right to deny any request for line-item transfers, additions, or deletions.
Item
Rate per Item
20 Auto Replenishment 16 x 16 Yellow Microfiber Cloths
21 Kitchen Aprons $ each
22 Auto Replenishment Kitchen Aprons
23 16 x16 Napkins $ each
24 Auto Replenishment 16 x16 Napkins
25 Laundry Bags $ each
26 Auto Replenishment Laundry Bags
27 Door Mats 66 x 116 inches
28 Weekly Delivery Charge
4. Accounting Procedures
Contractor shall establish and maintain fiscal control and accounting procedures as may be necessary to assure proper accounting for all funds under this Agreement.
5. Prompt Payment Act
All payments shall be made in accordance with the California Prompt Payment Act.
(Government Code Section 927 et seq.).
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