2012-029 - Laserfiche WebLink

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I . Payment shall be made only after receipt and approval of goods and services unless advance payments are authorized by the DEPARTMENT ' S Comptroller under Section 334 . 044 ( 29 ) , Florida Statutes . J . The DEPARTMENT shall have the right to retain out of any payment due the COUNTY under this Agreement an amount sufficient to satisfy any amount due and owing to the DEPARTMENT by the COUNTY on any other Agreement between the COUNTY and the DEPARTMENT . K . Pursuant to Section 287 . 0582 , the DEPARTMENT' S obligation to pay under this Agreement is contingent upon an annual appropriation by the Florida Legislature . L . The COUNTY in providing goods and services to the DEPARTMENT should be aware of the following time frames . Upon receipt , the DEPARTMENT has five ( 5 ) working days to inspect and approve the good and services , unless the Agreement specifies otherwise . The DEPARTMENT has twenty ( 20 ) days to deliver a request for payment ( voucher) to the Department of Financial Services . The twenty ( 20 ) days are measured from the latter of the date the invoice is received or the goods or services are received , inspected and approved . If payment is not available within forty ( 40 ) days a separate interest penalty at a rate as established pursuant to Section 55 . 03 ( 1 ) , Florida Statutes , will be due and payable , in addition to the invoice amount , to the COUNTY . Interest penalties of less than one ( 1 ) dollar will not be enforced unless the COUNTY requests payment . Invoices which have to be returned to the COUNTY because of COUNTY preparation errors will result in a delay in the payment . The invoice payment requirements do not start until a properly completed invoice is provided to the DEPARTMENT . M . A Vendor Ombudsman has been established within the Department of Financial Services . The duties of this individual include acting as an advocate for contractors/vendors who may be experiencing problems in obtaining timely payments( s ) from a state agency . The Vendor Ombudsman may be contacted at ( 850 ) 413 . 5516 or by calling the Department of Financial Services Hotline at 1 - 877 -693 - 5236 . N . Records of costs incurred under terms of this Agreement shall be maintained and made available upon request to the DEPARTMENT at all times during the period of this Agreement and for five years after final payment is made . Copies of these documents and records shall be furnished to the DEPARTMENT upon request . Records of costs incurred include the COUNTY' s general accounting records and the project records , together with supporting documents and records of the COUNTY and all subcontractors performing work on the project , and all other records of the COUNTY and subcontractors considered necessary by the DEPARTMENT for a proper audit of costs . O . The DEPARTMENT , during any fiscal year, shall not expend money , incur any liability , or enter into any contract which , by its terms , involves the expenditure of money in excess of the amounts budgeted as available for expenditure during such fiscal year . Any contract , verbal or written , made in violation of this subsection is null and void , and no money may be paid on such contract . The DEPARTMENT shall require a statement from the Comptroller of the DEPARTMENT that funds are available prior to entering into any such contract or other binding commitment of funds . Nothing herein contained shall prevent the making of contracts for periods exceeding one year, but any contract so made shall be executory only for the value of the services to be rendered or agreed to be paid for in succeeding fiscal years . Page 4