Exhibit_B_template.docx
DOCX document 42 KB Posted
- Attached to
- Waste reduction reporting, administrative citation management, and database software and support services
- Solicitation number
- 2026-RFP-00114
- Issued by
- San Mateo County, California
About this file
This is a payment and invoicing template (Exhibit B) for a contract between a County and a Contractor providing services as described in Exhibit A. The contract relates to waste reduction reporting, administrative citation management, and database software and support services for the San Mateo County Sustainability Department in California. The Sustainability Department, established in July 2014, requires a Customer Relationship Management solution to coordinate outreach programs, maintain records for Senate Bill 1383 implementation, and provide administrative enforcement services. The contractor will support the Department's work in renewable energy, energy efficiency, resource conservation, alternative transportation, and greenhouse gas emission reductions, as well as ensure compliance with state and local laws including AB 1826, AB 341, SB 1383, and the Sustainable Foodware Ordinance. The contractor is expected to maintain database functionality for stakeholders and clients, house outreach and compliance data, allow program customizations, and provide ongoing technical assistance and database maintenance.
The fee schedule specifies that billable hourly rates will not increase during the agreement term without prior County approval, and the County's total payments shall not exceed an amount to be specified in the contract. All invoices must include required documentation elements such as company letterhead, contract number, invoice number and date, and payment information. Contractors must submit supporting documents concurrently with invoices to substantiate charges, including deliverables, payroll registers, timesheets, inspection certificates, and activity logs as applicable to the contracted services. Timesheets must detail employee name, job title, dates worked, task allocation, hourly rate, and daily totals. If travel is reimbursable under the agreement, it must comply with Section 20 provisions, with mileage reimbursed at IRS rates and verified through Google Maps documentation. The County reserves the right to withhold payment until adequate supporting documentation is provided, with the County determining sufficiency at its sole discretion.
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Text version
In consideration of the services provided by Contractor described in Exhibit A and subject to the terms of the Agreement, County shall pay Contractor based on the following fee schedule and terms:
Billable hourly rates will not increase for the duration of this agreement without prior approval from the County.
Pursuant to Section 3 of the Agreement, County’s total payments for services shall not exceed $__________
All invoices must include:
A. Company letterhead B. Current remittance address C. Agreement/Contract # (provided by County) D. Invoice # E. Invoice date F. Total cost G. Amount owing H. Amount previously billed I. Amount remaining on agreement J. PO# (provided by County)
Contractor shall provide supporting documents concurrently upon invoice submittal, adequate to substantiate the charges. Adequate supporting documents include, but are not limited to: deliverable documents, payroll registers, timesheets, detailed invoices, inspection certificates, activity/participant logs, applicant forms, acceptance letters, survey forms, authorized travel/expense forms, service acknowledgment forms, etc. The types of supporting documents required to verify information on invoices depends on the specified contracted services and, if applicable, costs to be reimbursed. The County reserves the right to withhold payment on invoices until Contractor provides adequate supporting documents. The adequacy of supporting documentation is in the sole discretion of the County.
Timesheets must include at a minimum, employee name, job title, date of hours worked, task hours are applied to, hourly rate, number of hours worked per date, total dollar value per day, per employee.
If reimbursable travel is permitted via this agreement, Contractor must comply with all provisions in Section 20. Reimbursable Travel Expenses. Travel shall only be reimbursed when conducted for tasks specified in Exhibit A of this agreement. Mileage rates shall be paid in accordance with the IRS mileage rate. Copies of Google Maps verifying the mileage from the starting point to the ending point must be submitted with invoices as supporting documents.
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