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 document is a contract payment and invoicing template (Exhibit B) applicable to San Mateo County's procurement for a Customer Relationship Management (CRM) solution to support waste reduction reporting, administrative citation management, and database software services. The County is seeking a comprehensive CRM platform capable of coordinating multiple outreach programs, tracking compliance with state regulations (SB 1383, AB 1826, and AB 341), and maintaining stakeholder databases for local agencies, businesses, multi-family dwellings, schools, and residents. A non-mandatory pre-proposal Zoom meeting is scheduled for December 10, 2025, with a question submission deadline of December 19, 2025, and proposal submissions due by December 30, 2025, at 5:00 PM through the eProcurement portal. The anticipated contract award date is March 24, 2026. The contract includes a three-year base term with an optional two-year extension. Proposers must demonstrate at least four years of CRM service experience with a proven track record of developing three CRM tools tracking outreach and SB 1383 records for municipalities serving populations of 750,000 or more, including at least one in California.
Payment shall be rendered based on a fee schedule with billable hourly rates that remain fixed for the agreement's duration without prior County approval for increases. All invoices must include company letterhead, remittance address, agreement/contract number, invoice number and date, costs, amounts owed and previously billed, remaining agreement balance, and purchase order number. Contractors must submit supporting documentation concurrent with invoices, including timesheets with employee name, job title, date of work, task assignment, hourly rate, hours worked, and daily dollar values. If travel reimbursement is permitted, mileage shall be reimbursed at IRS rates with Google Maps verification of distance submitted as supporting documentation. The County reserves the right to withhold payment until adequate supporting documents are provided, with adequacy determined solely at the County's discretion. The contract template indicates total payments shall not exceed a specified amount exceeding $200,000. Insurance requirements mandate $1,000,000 in general liability, motor vehicle liability, and professional liability coverage, with the County named as additional insured. Local preference scoring provides five to ten percent additional points to local businesses, local non-profits, and certified small or micro businesses headquartered in San Mateo County.
View the file
Other files
Show all 15
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
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.
File details come from the government source that posted it. Updated .