Exhibit_B_template.pdf
PDF 84 KB Posted
- Solicitation number
- 2027-RFP-00018
- Issued by
- San Mateo County, San Bernardino City, California
About this file
Exhibit B - Payment Terms and Invoice Requirements
This is a payment and fee schedule template document for a consulting services agreement between a County and a contractor supporting the Sustainability Department's Countywide Siting Element Compliance and Disposal Capacity Planning project in California. The agreement establishes the framework for compensating contractor services described in Exhibit A, with total County payments not to exceed a specified amount to be determined. The contract includes five defined tasks with estimated budgets, and contractors may reallocate less than 25% of total hours or costs per task with email approval from the Sustainability Department Director, while reallocations of 25% or more require a formal amendment to the agreement.
All invoices must include company letterhead, current remittance address, agreement/contract number, invoice number and date, total cost, amount owing, amount previously billed, amount remaining, and purchase order number. Contractors are required to submit supporting documentation concurrently with invoices, including deliverables, payroll registers, timesheets, travel documentation, and other materials substantiating charges as specified by the County. Billable hourly rates remain fixed for the duration of the agreement without County approval, and timesheets must document employee name, job title, work dates, task hours, hourly rates, and daily totals. If travel is permitted, reimbursement follows IRS mileage rates with required Google Maps verification of distances submitted as supporting documentation. The County retains sole discretion to withhold payment until adequate supporting documentation is provided.
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Other files
| File | Type | Posted |
|---|---|---|
| Countywide_Siting_Element_Compliance_and_Disposal_Capacity_Planning_Consultant_(Addendum_#1_Revision).pdf | ||
| RFP_Fee_Proposal_2026_.docx | DOCX document | |
| Standard_Contract_Template_-_Under_$200K_DRAFT.docx | DOCX document | |
| Standard_Contract_Template_-_Over_$200K_DRAFT.docx | DOCX document |
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Text version
Exhibit B
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:
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.
Billable Hourly Rates
Billable hourly rates will not increase for the duration of this agreement without prior approval from the County.
Hourly Rate Schedule
Staff Position Staff Hourly Rate
Estimated cost allocation per task: This is an estimate subject to change based on evolving project needs and may be modified at the County’s sole discretion, with prior written agreement from the Contractor and approval from County. Reallocations of less than 25% of total hours or cost per task may be accepted by the Contractor and approved by the Sustainability Department Director via email.
Reallocation of 25% or more of total hours or cost per task must be approved by an amendment to this agreement.
Pricing Table
Task Estimated Budget Task 1 Task 2
Task 3 Task 4 Task 5
TOTAL
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