2016-06-21-contract-E911 - Laserfiche WebLink

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iii. Expense Documentation and Approval: a. COUNTY must submit documentation of eligible expenses to the DEPARTMENT; including identification of vendor, warrant number, date, and applicable E911 eligible expense categorization as set out in Section VII E below; b. COUNTY must submit eligible Expense Reports and/or requests for reimb ursement so they are received by the DEPARTMENT by the 30th day following the month In Which payment was made, including additional hard copy documentation required by an "Action Plan" due to audit findings; c. Expehses contained in Expense Reports not submitted by the 30th day following payment, Including' aciditional hard copy documentation as required by "Action Plans", will not be reimbursed . However, revenues reported In such Expense Reports will be cou nted as part of the County's local revenue; d. Expense Reports will be processed in the order received by the DEPARTMENT; e. The DEPARTMENT mElY reqJ,Jest addlt10nal documentation and/or Information from COUNTY pertair'ling to reimbursement requests, and any delay 1n providing the requested inform ation may result in ,delay in reimbursement or reduced reimbursement; f. All approved training expenses must be submitted as a whole after the training with the exception of conference registration fee. which may be submitted for reimbllrsement In advance. g. Training expenses are exempt from the 30 day submittal requirement, but must be submitted for reimbursement within 90 days of the actual training . h. Prior to purchasing or leasing any eqUipment or software, COUNTY must sUbmit a written quote to the DEPARTMENT for review and approval. Without prior written approval the purchase or lease will not be eligible for reimbursement by the DEPARTMENT. VI. PERFORMANCE PERIOD AND PAYMENT: Payment by the DEPARTMENT to the COUNTY shall only be made as reimbursement for eligible expenses approved by the DEPARTMENT and incurred between July 1, 2015 and June 30, 2017 which is also known as the performance period . Work started prior to July 1, 2015 and/or not complete by June 30, 2017 will be considered outside the performance period and therefore not eligible for reimbUrsement. The COUNTY shall not request payment in anticipation of expenditures not. yet incu rred . VII. THE COUNTY AGREES TO: A. Local Funding: The COUNTY affirms that it has authorized collection Of the local E911 excise tax authorized under RCW 82 .148.030(1), RCW 82.14B.030(2) and/or RCW 82.14B .030(3) and that these funds are being used for wireline and/or wireless eligible expenses listed In WAC 118-66 to ope~ate the E9.11 system in the county. Consistent With RCW 38.52 .540(2), the COUNTY will not request, receive or expend funds under this contract for wlrellne and wireless eligible expenses if It has not imposed the maximum county E911 tax allowed under RCW 82 .14B.030(1) for switched access lines, and will not request, receive or expend funds under this contract for wireless eligible expenses if it has not imposed the maximum county E911 tax allowed under RCW 82.148.030(2) for radio access lines. B. Use of Funding: The COUNTY ensures the funds provided by the DEPARTMENT as described in the Budget attached as Attachment D, shall be used by the COUNTY solely for reimbursement of those approved' incurred eligible expenses as described in WAC 118-66-050 and the E911 poliCies incorporated herein that are necessary to operate E911 countywide . Reimbursement shall be made consistent with E911 policies, as set out in Section VII D of this 'contract , for approved expenses described In WAC 118-66 that are incurred between July 1,2015 and June 30,2017. C. Consolidation: If the COUNTY receives funds under this contract In support of a consolidated Primary public Safety Answering Point (PSAP), the COUNTY agrees to maintain and operate the c.onsolidated PSAP for three (3) years from the date of the consolidation and thereafter for the life of this ,contract. Failure to comply with this requirement will result In a recapture of funds as provided in the General Terms and Conditions. For purposes of this contract, a consolidated PSAP is one operated by or on behalf of a county as the primary PSAP for all operations of enhanced 911 call- taking and call transfer activities in that county . E911 county EQUIPMENT Contract Page 3 of 16 Kittitas County, E16-216