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 exhibit template for a contract between San Mateo County and a contractor providing Customer Relationship Management (CRM) software and support services for the County's Sustainability Department. The contract supports waste reduction reporting, administrative citation management, and database software services to coordinate outreach programs and ensure compliance with state regulations including SB 1383, AB 1826, and AB 341. The RFP evaluation includes a non-mandatory pre-proposal Zoom meeting on December 10, 2025, a question submission deadline of December 19, 2025, and proposal submissions due December 30, 2025, at 5:00 PM through the eProcurement portal. The contract award is anticipated on March 24, 2026, with a three-year base term and an optional two-year extension.
The payment structure is based on billable hourly rates that remain fixed for the agreement's duration without prior County approval. The contract value exceeds $200,000, with the specific maximum amount to be inserted in the template. All invoices must include company letterhead, remittance address, agreement/contract number, invoice number and date, cost totals, and purchase order number. Contractors must submit supporting documentation concurrent with invoices, including timesheets with employee name, job title, work dates, task allocation, hourly rates, hours worked, and daily dollar values. If travel is reimbursable under the agreement's terms, mileage shall be compensated at IRS rates with Google Maps verification of mileage submitted as supporting documentation. The County reserves the right to withhold payment until adequate supporting documentation is provided, with the County having sole discretion in determining documentation adequacy.
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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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