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<br />Master Contract No. 902012 <br />Procurement Contract No. 24823 <br /> <br />Exhibit B1-1 <br />Page 2 of 4 <br />iii. A cash advance may be granted only once a year at the beginning of the <br />contract period for expenses associated only with Alameda County contracts <br />and is not to exceed the equivalent of the value of the contract divided by the <br />number of months in the contract. <br />iv. The cash advance must be repaid in cash and include a recoupment plan. <br />v. Any cash advance request must be in the form of a letter from the <br />organization’s Executive Director submitted to the supervising department, with <br />a Cash Advance Request Form completed. Departments will review each <br />request within three weeks and forward the request to the Auditor for <br />processing. The reason for any denial will be stated in writing to the Contractor. <br />B. Contractor shall invoice the County not more than monthly for actual expenses incurred. <br />C. The final invoice shall be for an amount not to exceed the remaining balance of the contract. <br />The final invoice and accompanying reports must be received no later than August 1, 2024. <br />D. Budgets amounts may vary between line items only with HCSA written consent. Funds shall be <br />used solely in support of the project’s program budget. <br />E. All invoices must be accompanied by reports described in Exhibit A1 upon contract execution. <br />F. County shall use best efforts to process invoices submitted for reimbursement by Contractor <br />within forty-five (45) working days of receipt, review, and approval of complete and accurate <br />invoice, reports, and any other back up documentation, information, or reports as requested. <br /> <br />Invoicing Procedures: <br />A. Invoices must include: <br /> Purchase Order (PO) number <br /> invoice date <br /> invoice number <br /> service period <br /> contract balance <br /> actual expenditures (which may not exceed the budget in Exhibit B1) <br /> invoice total amount <br /> accompanied by all required reports as delineated in the Reporting & Evaluation <br />Requirements section in Exhibit A <br />Any other back up documentation, information, or reports as requested, and invoice shall be <br />emailed to: <br />Phonethip Hill: Phill@acgov.org <br />CC: CONTRACTSOHCC@ACGOV.ORG <br /> <br />B. Contractor shall ensure that all sub-contracts, scopes of services, line-item budgets, budget <br />narratives and required reports are submitted in the format as set forth by County, State and <br />Federal mandates depending on funding sources. The decision to approve or disapprove any <br />subcontracts will be based on the information contained in the contract documents. Therefore <br />the contracts must, as applicable, describe the activities or functions involved, a time schedule, <br />a justification for the performance by a third-party, rate of compensation, a breakdown of and <br />justification for the estimated costs, including the manner in which indirect costs, if any, will be <br />reimbursed, the grant policies and requirements that are applicable to sub-contractor, other <br />policies and procedures to be followed, the maximum amount of money for which Contractor <br />may become liable under the agreement, and the cost principles to be used in determining <br />allowable costs in the case of cost-type contracts.