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Once approved , a copy of the Agreement must be sent to the Contract Manager within ten ( 10) days of execution . C . Expenses Expenses are defined as usual , ordinary , and incidental expenditures by an agency, including but not limited to , commodities and supplies of a consumable nature , current obligations and fixed charges . Expenditures defined as Operating or Fixed Capital Outlay should not be included in this category . Backup Documentation should reflect the amount requested on the Expenses Detail of Claims form . Eligible items in the Expenses category include , but are not limited to : • Utility ( electric , water and sewage) and Telephone Bills ( landlines , cellular, and satellite) • Internet Service • Maintenance Agreements for equipment or services • General Office Supplies • Travel to/from meetings and conferences related to emergency management Travel to training and/or exercises related to emergency management • Dues and Conference Travel as it relates to the Scope of Work • Equipment (that does not qualify as OCO or FCO ) • Software and upgrades • Publications and Training Materials • Postage Apparel for identification of Emergency Management Staff in the field • Fuel for Emergency Management vehicles • Food/ Beverages for activations ( must have Governor' s Executive Order or a declared Local State of Emergency) Maintenance and Service Contracts or Purchase Orders Maintenance and Service Contracts and Purchase order timeframes are at the discretion of the county . However , reimbursement can only be claimed for services within the Agreement period . These Agreements cannot be rolled over from year to year . The procurement process must be repeated each year to ensure competitive solicitation . D . Operating Capital Outlay Operating Capital Outlay ( OCO ) is defined as equipment , fixtures and other tangible personal property of a non - consumable nature that has a normal expected life of one year or more . Eligible items include , but are not limited to : • Computers , printers , copiers and fax machines • Radios , satellite telephones and other communications equipment • Furniture for Emergency Management Offices and Emergency Operation Centers • Shelving for storage of Emergency Management equipment • Vehicles for the Emergency Management Program ( see note regarding vehicle purchases below) E . Fixed Capital Outlay Fixed Capital Outlay ( FCO ) is defined as real property ( land , buildings including appurtenances , fixtures and fixed equipment , structures , etc . ) including additions , replacements , major repairs and renovations to real property which materially extend its useful life or materially improve or change its functional use , and including operating capital outlay necessary to furnish and operate a new or improved facility . 14