Res 2005-093 - Laserfiche WebLink

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4/05 CAPCOG maintains a line-item budget for each contract with a Public Agency, and each Public Agency shall not spend in excess of a particular line item. CAPCOG does have the authority to transfer between line items, and Public Agency can request a transfer using the Line-Item Transfer Request (Exhibit 1). CAPCOG must receive the completed transfer request by July 31 ofthe fiscal year or it will be rejected. CAPCOG will distribute a financial report (Exhibit 2) showing expenditures and fund balances to each Public Agency at the end of each fiscal quarter. The CAPCOG 9-1-1 Program fiscal year is September 1 st - August 31 st. Procuring Goods and Services Public Agencies may choose one of two methods to procure authorized goods and services under their interlocal contracts with CAPCOG. Reimbursement - Ifthe item to be procured has been approved by CAPCOG and included in the Strategic Plan, the Public Agency may procure the item according to its own procurement polices, in compliance with CAPCOG's Affirmative Action Procurement Policy, and request reimbursement from CAPCOG on Exhibit 2. The request must include supporting documentation such as purchase orders, invoices and/or receipts. A request for reimbursement of personnel costs must include a copy of the Public Agency's payroll voucher for the period covered by the request. For procurements made during the current fiscal year: (1) the reimbursement request must be received by CAPCOG for processing prior to 5pm CST on September 15th of the following fiscal year; and (2) all purchase orders and invoices and/or receipts included with the request must be dated prior to August 31 st of the current fiscal year. All requests submitted after September 15th will not be processed. CAPCOG will verifY that funding exists within the specified line item and that proper documentation has been provided to support the request. If the funding is not available or proper documentation has not been provided, CAPCOG will so notifY the Public Agency in writing within 30 calendar days of receipt of the request. If proper documentation was not provided, Public Agency must do so within 30 calendar days of notification or reimbursement will be denied. If funding is available and proper documentation is timely provided, CAPCOG will reimburse Public Agency within 30 calendar days of receipt of the request. Direct Purchase - The Public Agency may request that CAPCOG itself procure authorized goods and services for Public Agency's benefit. The Public Agency shall submit to CAPCOG the requisition form (Exhibit 3) to procure the items. The requisition must contain all required information including the vendor's name, address, and telephone number. If the requisition is for goods and services costing more than $2,500, the proposed vendor must be approved by CAPCOG or included in the State of Texas Vendor Catalog. 2