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EXHIBIT C <br />EXHIBIT C <br />COUNTY BILLING POLICY <br />APPROVED BY BOARD MINUTE ORDER DATED OCTOBER 27, 1992 <br />POLICY <br />All County agencies/departments/districts (County) governed by the Board of Supervisors <br />shall bill contracting entities for materials and/or services provided under contract in <br />accordance with the following standardized billing and collection policy. Billing frequency is <br />dependent on whether the contract is a fixed price or actual cost contract. Payment due <br />date is designed to be both responsive to the County's cash flow needs and reasonable <br />enough as to not require special processing by the contracting entity. If payments are not <br />received by the required due dates, a late payment fee shall be computed and billed to the <br />contracting entity in accordance with the requirements of this procedure. <br />Nothing herein shall affect the liability, including pre-judgment interest, of the contracting <br />party for services or materials in as much as this is a policy to enact standard billing <br />practices. <br />DEFINITIONS <br />A. Contract for the purposes of this policy - A contract is a formal written agreement, a <br />purchase order from the contracting entity, or any other acceptable mutual <br />understanding between the contracting parties. <br />Received by the County - The phrase "received by the County", as used in Section VI of <br />this policy, refers to the date a payment is received by the County. It is defined as the <br />date the payment is in the County's possession. It is not the date the payment is posted <br />or deposited by the County. <br />III. FIXED PRICE CONTRACTS <br />A. Fixed Price (One-Time/Non-Recurring Contracts) - Invoices that represent a billing for a <br />one-time, non-recurring provision of materials and/or services shall be issued no later <br />than five (5) working days after delivery by the County of the materials and/or services. <br />Examples of such one-time, non-recurring provision of materials and/or services might <br />be a city contracting with the Sheriff for security service at a parade or sporting event; or, <br />a city purchasing a computer listing containing certain city-requested data. Payment due <br />date shall be invoice date plus 30 days. <br />B. Fixed Price (Ongoing/Recurring Contracts) - Invoices that represent a billing for an <br />ongoing, recurring provision of materials and/or services shall be issued according to the <br />following frequency: <br />Annual Billings that total $10,000 or less per 12-month period shall be billed via one <br />(1) annual invoice. Annual invoices will be issued for each 12-month period of the <br />contract, or portions thereof. Invoices shall be issued no later than five working days <br />after the beginning of each 12-month period. Payment due date shall be invoice date <br />plus 30 days. <br />Page 1 of 4