Alameda County HCSA-OHCC Master Contract Amnd 1 20230630

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Master Contract No. 902012 Procurement Contract No. 24823 iii. A cash advance maybe granted only once a year at the beginning of the contract period for expenses associated only with Alameda County contracts and is not to exceed the equivalent of the value of the contract divided by the number of months in the contract. iv. The cash advance must be repaid in cash and include a recoupment plan. v. Any cash advance request must be in the form of a letter from the organization's Executive Director submitted to the supervising department, with a Cash Advance Request Form completed. Departments will review each request within three weeks and forward the request to the Auditor for processing. The reason for any denial will be stated in writing to the Contractor. B. Contractor shall invoice the County not more than monthly for actual expenses incurred. C. The final invoice shall be for an amount not to exceed the remaining balance of the contract. The final invoice and accompanying reports must be received no later than August 1, 2024. D. Budgets amounts may vary between line items only with HCSA written consent. Funds shall be used solely in support of the project's program budget. E. All invoices must be accompanied by reports described in Exhibit Al upon contract execution. F. County shall use best efforts to process invoices submitted for reimbursement by Contractor within forty-five (45) working days of receipt, review, and approval of complete and accurate invoice, reports, and any other back up documentation, information, or reports as requested. Invoicing Procedures: A. Invoices must include: • Purchase Order (PO) number • invoice date • invoice number • service period • contract balance • actual expenditures (which may not exceed the budget in Exhibit 131) • invoice total amount • accompanied by all required reports as delineated in the Reporting & Evaluation Requirements section in Exhibit A Any other back up documentation, information, or reports as requested, and invoice shall be emailed to: Phonethip Hill: Phill@acgov.org CC: CONTRACTSOHCC@ACGOV.ORG B. Contractor shall ensure that all sub -contracts, scopes of services, line -item budgets, budget narratives and required reports are submitted in the format as set forth by County, State and Federal mandates depending on funding sources. The decision to approve or disapprove any subcontracts will be based on the information contained in the contract documents. Therefore the contracts must, as applicable, describe the activities or functions involved, a time schedule, a justification for the performance by a third -party, rate of compensation, a breakdown of and justification for the estimated costs, including the manner in which indirect costs, if any, will be reimbursed, the grant policies and requirements that are applicable to sub -contractor, other policies and procedures to be followed, the maximum amount of money for which Contractor may become liable under the agreement, and the cost principles to be used in determining allowable costs in the case of cost -type contracts. Exhibit 131-1 Page 2 of 4