R2001-233 AUTHORIZING AGREEMENT - Laserfiche WebLink

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, - •� . CITY Liability 100% $ 120,000 COMPANY Liability(Betterment) 0% $ COMPANY Liability(other than Betterment) 0% $ TOTAL 100% $ 120,000 Reimbursement for the cost of CITY's liability will be on the basis of actual cost. 5. The COMPANY may submit (in sets of four) progressive invoices to the CITY, not more often than monthly, for partial payments of completed work. These progressive invoices shall not be for amounts less than five hundred dollars ($500.00). The progressive invoices may be based on an estimated percentage of the work completed. For Actual Cost Reimbursement, the COMPANY, upon completion of its work, shall render to the CITY a detailed statement (in sets of four) of the actual cost and expense incurred by it or for its account. After the CITY's representatives have verified that the work is complete and have checked the progressive invoices and the final statement and have agreed with the COMPANY's representatives that the costs are reasonable and proper, insofar as they are able to ascertain, the CITY shall promptly reimburse the COMPANY for the amount of the final bill, or the estimated cost as shown in Section 4 above, including such additional amounts as may be authorized and approved by the CITY (such authorization not to be unreasonably withheld), whichever is less. The COMPANY shall maintain, for a minimum of 5 years after the completion of the contract, adequate books, records, and supporting documents to verify the amounts, recipients, and uses of all disbursements of funds passing in conjunction with the contract; the contract and all books, records, and supporting documents related to the contract shall be available for review and audit by the Auditor General and other CITY Auditors; and the COMPANY agrees to cooperate fully with any audit conducted by the Auditor General and other CITY Auditors, and to provide full access to all relevant materials. Failure to maintain the books, records, and supporting documents required by this Section shall establish a presumption in favor of the CITY for the recovery of any funds paid by the CITY under the contract for which adequate books, records and supporting documentation are not available to support their purported disbursement. After the STATE or CITY representatives have audited the expenses as incurred by the COMPANY, including such amounts as may have been suspended from any previous payment, the CITY shall promptly reimburse the COMPANY for the suspended amounts, less the deduction of any item(s) of expense as may be found by the STATE or CITY representatives as not being eligible for reimbursement. If the total of the item(s) of expense as may found by the STATE or CITY representatives as not being eligible for reimbursement exceeds any amounts which may have been suspended, then the COMPANY shall promptly reimburse the CITY for the overpayment. 2