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FY270086 CITY OF EVERETT Page 3 of 17 <br />A. OPD will reimburse Recipient upon acceptance of expenses and receipt of properly completed invoices, and <br />sufficient documentation supporting the invoices. Recipient shall submit invoices to the Representative for <br />OPD subject to the invoicing schedule included in subsection (H) below. <br />B. OPD will provide an invoice form to Recipient. Recipient shall provide sufficient documentation <br />accompanying the invoice to prove, to OPD’s satisfaction, the costs incurred by Recipient and to allow OPD <br />to determine that the costs were for Authorized Reimbursable Expenses. Sufficient documentation will <br />include case numbers during the invoice time period and proof that the requested expenses were paid by <br />Recipient. Sufficient documentation demonstrating costs incurred by Recipient may include, but is not <br />limited to, salary pay stubs or invoices for contracted services. OPD reserves the right to amend the invoice <br />form at any time. <br />C. Payment will be considered timely if made by OPD within 30 calendar days after receipt of properly <br />completed invoices. OPD shall send payment to Recipient via the default payment method associated with <br />Recipient’s Statewide Vendor Number. <br />D. OPD may, in its sole discretion, terminate this Agreement or withhold payments claimed by Recipient for <br />services rendered if Recipient fails to satisfactorily comply with any term or condition of this Agreement. <br />E. OPD shall not make any payments in advance or in anticipation of services or supplies to be provided under <br />this Agreement. <br />F. Recipient shall report whether it will be unable to spend the maximum reimbursement amount during the <br />Agreement Period, or if Recipient anticipates a need to increase the maximum reimbursement amount. Any <br />request to increase the maximum amount will be subject to Section 4(D) Maximum Reimbursement Amount. <br />OPD reserves the right to amend this agreement to reduce the maximum reimbursement amount set forth in <br />Section 4(D), and reallocate unspent funds to other jurisdictions, if Recipient’s invoicing indicates it will be <br />underspent. <br />G. Reimbursable expenses must be incurred between Wednesday, July 1, 2026 and Wednesday, June 30, <br />2027. Recipient shall bear the cost of and ensure continued Consultation and Representation for all <br />individuals who are being represented by Recipient’s attorneys on Qualifying Cases when the agreement <br />period ends. <br />H. Recipient shall invoice OPD at least quarterly, but no more than once per month, according to the following <br />schedule. <br />1. Known expenses for July 1 through September 30, 2026 shall be submitted by <br />November 1, 2026. <br />2. Known expenses for October 1 through December 31, 2026 shall be submitted by <br />February 1, 2027. <br />3. Known expenses for January 1 through March 31, 2027 shall be submitted by May 1, <br />2027. <br />4. Known expenses for April 1 through June 30, 2027 shall be submitted by July 15, 2027. <br />I. OPD understands Recipient's contractors may not bill Recipient timely and that Recipient may not be aware <br />of expenses in a particular quarter until after the submission deadline has passed. OPD will reimburse for <br />invoices submitted outside the schedule outlined in sub-section (H) above, except for and subject to the <br />limitation set forth in sub-section (j) below.