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Consultant Services require a pre-approved Contract or purchase order by the Division. Copies of { additional quotes must be submitted for pre-approval. These requests should be sent to the Contract Manager for the Division for review either via e-mail or U.S. Mail. Once approved, a copy of the Agreement must be sent to the Contract Manager within ten (10) days of execution. C. Expenses Authorized 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 for Maintenance and Service 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 (OCO) Authorized 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) 18 84