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2018-127
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Last modified
12/30/2020 12:49:26 PM
Creation date
7/13/2018 1:44:00 PM
Metadata
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Template:
Official Documents
Official Document Type
Agreement
Approved Date
07/10/2018
Control Number
2018-127
Agenda Item Number
8.D.
Entity Name
St. Johns River Water Management District
Subject
Cost Share Funding Agreement
Area
West Wabasso Phase II Septic to Sewer
Project Number
Contract #33228
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Contract #33228 <br />5. PAYMENT OF INVOICES <br />(a) Recipient shall submit itemized invoices as per the Statement of Work, Attachment A for reimbursable <br />expenses by one of the following two methods: (l) by email to acctpay@sjrwmd.com (preferred) or (2) <br />by mail to the St. Johns River Water Management District, Finance Director, 4049 Reid Street, Palatka, <br />Florida 32177-257 1. The invoices shall be submitted in detail sufficient for proper pre -audit and post - <br />audit review. Invoices shall include a copy of contractor and supplier invoices to Recipient and proof of <br />payment. Recipient shall be reimbursed for 100% of approved cost or the not -to -exceed sum of <br />$825,000, whichever is less. The District shall not withhold any retainage from this reimbursement. <br />District reimbursement is subject to annual budgetary limitation, if applicable, as provided in <br />subsection (g). If necessary for audit purposes, Recipient shall provide additional supporting <br />information as required to document invoices. <br />(b) End of District Fiscal Year Reporting. The District's fiscal year ends on September 30. Irrespective of <br />the invoicing frequency, the District is required to account for all encumbered funds at that time. When <br />authorized under the Agreement, submittal of an invoice as of September 30 satisfies this requirement. <br />The invoice shall be submitted no later than October 30. If the Agreement does not authorize submittal <br />of an invoice as of September 30, Recipient shall submit, prior to October 30, a description of the <br />additional work on the Project completed between the last invoice and September 30, and an estimate of <br />the additional amount due as of September 30 for such Work. If there have been no prior invoices, <br />Recipient shall submit a description of the work completed on the Project through September 30 and a <br />statement estimating the dollar value of that work as of September 30. <br />(c) Final Invoice. The final invoice must be submitted no later than 45 days after the Completion Date; <br />provided, however, that when the Completion Date corresponds with the end of the District's fiscal year <br />(September 30), the final invoice must be submitted no later than 30 days after the Completion Date. <br />Final invoices that are submitted after the requisite date shall be subject to a penalty of ten <br />percent of the invoice. This penalty may be waived by the District, in its sole judgment and <br />discretion, upon a showing of special circumstances that prevent the timely submittal of the final <br />invoice. Recipient must request approval for delayed submittal of the final invoice not later than <br />ten days prior to the due date and state the basis for the delay. <br />(d) All invoices shall include the following information: (1) District contract number; (2) Recipient's name, <br />address, and authorization to directly deposit payment into Recipient's account (if Recipient has not yet <br />provided the District with a completed Direct Deposit Authorization form); (3) Recipient's invoice <br />number and date of invoice; (4) District Project Manager; (5) Recipient's Project Manager; <br />(6) supporting documentation as to cost and/or Project completion (as per the cost schedule and other <br />requirements of the Statement of Work); (8) Diversity Report (if otherwise required herein). Invoices <br />that do not correspond with this paragraph shall be returned without action within 20 business days of <br />receipt, stating the basis for rejection. Payments shall be made within 45 days of receipt of an approved <br />invoice. <br />(e) Travel expenses. If the cost schedule for this Agreement includes a line item for travel expenses, travel <br />expenses shall be drawn from the project budget and are not otherwise compensable. If travel expenses <br />are not included in the cost schedule, they are a cost of providing the service that is borne by Recipient <br />and are only compensable when specifically approved by the District as an authorized District traveler. <br />In such instance, travel expenses must be submitted on District or State of Florida travel forms and shall <br />be paid pursuant to District Administrative Directive 2000-02. <br />(f) Payments withheld. The District may withhold or, on account of subsequently discovered. evidence, <br />nullify, in whole or in part, any payment to such an extent as may be necessary to protect the District <br />from loss as a result of: (1) defective work not remedied; (2) failure to maintain adequate progress in the . <br />Project; (3) any other material breach. of this Agreement. Amounts withheld shall not be considered due <br />and shall not be paid until the ground(s) for withholding payment have been remedied. <br />-3- <br />
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