Res 2013-114/Approving an Interlocal Agreement with the CAPCOG for Solid Waste Equipment and Services

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4. Except as specifically authorized by CAPCOG in writing, CAPCOG is liable only for expenditures made in compliance with the cost principles and administrative requirements set forth in Federal OMB Circular No. A -87. CAPCOG is not liable for expenditures made in violation of Attachment D, Article 2 of this Contract. (b). Additional Documentation and Financial Monitoring Program 1. Financial Monitoring Program. The SUBCONTRACTOR will adhere to the following financial monitoring requirements in order to receive reimbursement for authorized expenditures and to ensure that the expenditures incurred were reasonable and necessary to the project. i) Payments to the SUBCONTRACTOR will be made only on a reimbursement basis. To receive reimbursement the SUBCONTRACTOR must submit the following: a) Reimbursement Request Form b) Copies of checks c) Copies of i nvoi ces d) List of bid responses for purchases over $5,000 e) Copy of RFP and I i st of RFP responses (if appl i cabl e) f) Equipment inventory information (if applicable) ii) If the SUBCONTRACTOR does not have a Purchasing Policy that complies with state law, the SUBCONTRACTOR must adhere to the general provisions of CAPCOG's Purchasing Policy, which are outlined below: a) Purchases over $15,000 must be approved by the organization's governing body (i.e. school board, city council, and commissioner's court) b) Purchases above $25,000 require formal competitive sealed bids c) Purchases between $5,000 and $25,000 require informal bids (at least three written quotes) and must be approved by the governing body d) Purchases between $2,500 and $4,999 require informal bids (at least three written quotes) e) Purchases between $300 and $2,499 require at least three verbal quotes f) Purchase lessthan $300 do not require quotes g) Split purchasesto avoid bidding requirements will not be allowed h) Cumulative purchases of like items through the fiscal year could be considered circumvention of the policy if it was reasonable to anticipate the purchases in advance Note: The use of State Contract items can eliminate the need for many of the bidding requirements. However, purchases over $10,000 still require approval of the organization's governing body. iii) The SUBCONTRACTOR is allowed to account for expenses incurred and request reimbursement of outlays under either a cash or an accrual basis, as defined and authorized under the UGMS. To be eligible for reimbursement under this Contract, a cost must have been incurred and either paid by the SUBCONTRACTOR prior to CAPCOG FY2012 Solid Waste Interlocal Contract 6