Backup Documents 09/13-14/2011 Item #16K3ORIGINAL DOCUMENTS CHECKLIST &ROUTING SLa 6 K 3
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. Original documents should be hand delivered to the Board Office. The completed routing slip and original
documents are to be forwarded to the Board Office only after the Board has taken action on the item.)
ROUTING SLIP
Complete routing lines #1 through #4 as appropriate for additional signatures, dates, and/or information needed. If the document is already complete with the
exception of the Chairman's signature, draw a line through routing lines # 1 through #4, complete the checklist, and forward to Ian Mitchell (line W.
Route to Addressee(s)
List in routing order
Office
Initials
Date
1.
appropriate.
(Initial)
Applicable)
2.
9/911
Agenda Item Number
16K3
3.
-
Type of Document
�Ivu(TN Rno LrYd
Number of Original
Q
( i
5. Ian Mitchell, Executive Manager
to the BCC
Board of County Commissioners
�S l�
F6. Minutes and Records
Clerk of Court's Office
PRIMARY CONTACT INFORMATION
(The primary contact is the holder of the original document pending BCC approval. Normally the primary contact is the person who created/prepared the executive
summary. Primary contact information is needed in the event one of the addressees above, including Sue Filson, need to contact staff for additional or missing
information. All original documents needing the BCC Chairman's signature are to be delivered to the BCC office only after the BCC has acted to approve the
item.
Name of Primary Staff
Scott R. Teach
Phone Number
252 -8400
Contact
appropriate.
(Initial)
Applicable)
Agenda Date Item was
9/911
Agenda Item Number
16K3
Approved b the BCC
-
Type of Document
Retention Agreement
Number of Original
1
Attached I
resolutions, etc. signed by the County Attorney's Office and signature pages from
Documents Attached
INSTRUCTIONS & CHECKLIST
1: Forms/ County Forms/ BCC Forms/ Original Documents Routing Slip, Revised 6 -15 -2011
Initial the Yes column or mark "N /A" in the Not Applicable column, whichever is
Yes
N/A (Not
appropriate.
(Initial)
Applicable)
1.
Original document has been signed/initialed for legal sufficiency. (All documents to be
signed by the Chairman, with the exception of most letters, must be reviewed and signed
by the Office of the County Attorney. This includes signature pages from ordinances,
resolutions, etc. signed by the County Attorney's Office and signature pages from
contracts, agreements, etc. that have been fully executed by all parties except the BCC
Chairman and Clerk to the Board and possibly State Officials.)
2.
Is the Chairman's original signature required?
3.
All handwritten strike - throughs and revisions have been initialed by the County Attorney's
�,�[�
Office and all other parties except the BCC Chairman and the Clerk to the Board.
✓�1 t.
4.
The Chairman's signature line date has been entered as the date of BCC approval of the
document or the final negotiated contract date, whichever is applicable.
Q
f 1
5.
"Sign here" tabs are placed on the appropriate pages indicating where the Chairman's
signature and initials are required.
6.
In most cases (some contracts are an exception), the original document and this routing slip
should be provided to Ian Mithchell in the BCC office within 24 hours of BCC approval.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified. Be aware of your deadlines!
7.
The document was approved by the BCC on (enter date) and all changes
made during the meeting have been incorporated in the attached document. The
County Attorney's Office has reviewed the changes, if applicable.
1: Forms/ County Forms/ BCC Forms/ Original Documents Routing Slip, Revised 6 -15 -2011
16K 3 0
MEMORANDUM
Date: September 23, 2011
To: Scott Teach, Deputy County Attorney
County Attorney's Office
From: Ann Jennejohn, Deputy Clerk
Minutes & Records Department
Re: Retention Agreement for legal services with the Law Firm of
Hopping, Green & Sams, P.A.
Attached for your records is a copy of the agreement referenced above, (Item #16K3)
approved by the Board of County Commissioners on September 13, 2011.
The Minutes and Record's Department will hold the original agreement in the Board's
Official Records.
If you have any questions, please feel free to call me at 252 -8406.
Thank you.
Attachment
16K3
RETENTION AGREEMENT WITH
HOPPING, GREEN & SAMS, P.A.
This Retention Agreement is made this 13th day of September, 2011, by and between the
Board of County Commissioners of Collier County, Florida (the "County "), and the law firm of
Hopping, Green & Sams, P.A. of Tallahassee, Florida ( "Hopping, Green & Sams ").
Whereas, Hopping, Green & Sams has special expertise and resources in a wide range of
legal matters, with particular expertise in environmental law, land use, permitting and
community development districts; and
Whereas, the County from time to time has a requirement and need for legal services
which are particularly within the expertise of Hopping, Green & Sams;
Now, therefore, in consideration of the premises contained herein, the County hereby
hires and retains Hopping, Green & Sams and Hopping, Green & Sams hereby agrees to provide
legal services to County.
ARTICLE 1
COMPENSATION; METHOD OF PAYMENT
1.1 Compensation shall be paid to Hopping, Green & Sams in accordance with the terms set
forth in Exhibit "A" attached hereto and made a part hereof. Requirements for reimbursable
expenses are set forth in Exhibit "B," attached hereto and made a part hereof. Expenses other
than automobile expenses must be documented by copies of paid receipts or other evidence of
payment. The Certificate contained in Exhibit "C" must be included with every invoice
submitted for payment.
1.2 The rates set forth in Exhibit "A" shall remain in effect without change for a minimum of
two (2) years from the effective date of this Agreement. In the subsequent years of the
Agreement, upon the request of Hopping, Green & Sams, the County Attorney is authorized to
negotiate to increase the hourly rate up to a maximum of ten (10) percent without approval by
the Board of County Commissioners. In the negotiation process, Hopping, Green & Sams must
substantiate the reason the request is being made (i.e. market conditions, increase in CPI, etc.)
1.3 Multiple Attorney Assignments. The County acknowledges that, from time to time, it
may be advisable for Hopping, Green & Sams to assign more than one attorney to a project or
case. Nevertheless, in order to ensure that such multiple attorney assignments are efficient and
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16K3 "''
cost - effective for the County, Hopping, Green & Sams agrees to the following procedures and
billing limitations for multiple attorney assignments.
1.3.1 A primary attorney will be identified for such projects or cases and that attorney will be
the contact attorney for the County except in the case of an emergency or the County's written
pre - approval. In practice, this means that generally only the primary attorney will meet or
communicate directly with County personnel or attend meetings, court, arbitrations, mediations
or other proceedings on behalf of the County.
1.3.2 Attorneys assigned to a project or case other than the primary attorney will be less senior
attorneys with lower billing rates unless the additional attorney(s) has/have a demonstrated
expertise that will demonstrably enhance the value and efficiency of the legal services being
provided to the County.
1.3.3 Hopping, Green & Sams agrees that internal or in -house conferences among multiple
attorneys assigned to a project or case shall be kept to the minimum reasonably necessary for the
provision of the legal services in question. To the extent internal or in -house conferences among
multiple attorneys assigned to a project or case are necessary, each such attorney may bill his or
her customary rate for up to thirty (30) minutes for any such conference. To the extent such a
conference exceeds thirty (30) minutes in length, Hopping, Green & Sams agrees that it will
discount the total billings for all attorneys involved in the conference by forty -five (45) percent.
1.4 Hopping, Green & Sams may submit invoices for hourly work assignments pursuant to
Exhibit "A" only after the services for which the invoices are submitted have been completed or
expenses incurred. An original invoice plus one copy is due within fifteen (15) days of the end
of the month, except the final invoice which must be received no later than sixty (60) days after
the work is completed or the expiration of this Agreement.
1.5 To be deemed proper, all invoices must comply with the requirements set forth in this
Agreement and must be submitted on the form and pursuant to the instruction prescribed by
County. Payment may be withheld for failure of Hopping, Green & Sams to comply with a term,
condition, or requirement of this Agreement.
1.6 Payment shall be made to Hopping, Green & Sams at:
Hopping, Green & Sams, P.A
119 South Monroe Street
Suite 300
Tallahassee, FL 32301
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fti
ARTICLE 2
INSURANCE
16K3
2.1 In order to insure the indemnification obligation contained above, Hopping, Green &
Sams shall as a minimum, provide, pay for, and maintain in force at all times during the term of
this Agreement, professional liability insurance in an amount not less than Two Million Dollars
($2,000,000.00) Per Occurrence, Combined Single Limits. If any liability insurance obtained by
Hopping, Green & Sams to comply with the insurance requirements contained herein is issued
on a "claims made" form as opposed to an 'occurrence" form, the retroactive date for coverage
shall be no later than the commencement date of the assigned work to which this Agreement
applies, and such insurance shall provide, in the event of cancellation or non - renewal, that the
discovery period for insurance claims (tail coverage) shall not be less than three years following
the completion of the assigned work and acceptance by the County.
2.2 Such policy or policies shall be issued by United States Treasury approved companies
authorized to do business in the State of Florida, and having agents upon whom service of
process may be made in Collier County, Florida.
2.3 Hopping, Green & Sams shall furnish to the Risk Management Director Certificates of
Insurance or endorsements evidencing the insurance coverages specified by this Article prior to
beginning performance of work under this Agreement.
ARTICLE 3
TERM AND TIME OF PERFORMANCE
3.1 The term of this Agreement shall be for a period of two (2) years to begin September 13,
2011 and to end on September 12, 2013, unless terminated earlier in accordance with the
provisions of this Agreement. Absent notice of intent to terminate, the Agreement may be
renewed upon mutual consent of the parties for three (3) additional terms of one (1) year each.
(In the event the term of this Agreement extends beyond a single fiscal year of County, the
continuation of this Agreement beyond the end of any fiscal year shall be subject to the
availability of funds from County in accordance with Chapter 129, Florida Statutes.)
3.2 Time shall be deemed to be of the essence in performing the duties, obligations and
responsibilities by this Agreement.
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16K3 �!1
3.3 Any amendments, alterations, variations, modifications or waivers of provisions of this
Agreement shall only be valid when they have been reduced to writing, duly signed by both
parties hereto, and attached to the original of this Agreement.
ARTICLE 4
TERMINATION
4.1 This Agreement may be terminated by either party for cause upon ten (10) days' notice or
by either party for convenience upon no less than thirty (30) days' advance written notice in
accordance with the "NOTICES" section of this Agreement.
4.2 Termination of this Agreement for cause shall include, but not be limited to, failure to
suitably perform the work, failure to continuously perform the work in a manner calculated to
meet or accomplish the objectives of County as set forth in this Agreement, or multiple breach of
the provisions of this Agreement notwithstanding whether any such breach was previously
waived or cured.
4.3 In the event this Agreement is terminated for convenience, Hopping, Green & Sams shall
be paid for any services performed to the date the Agreement is terminated; however, upon
notice by either party to terminate, Hopping, Green & Sams shall refrain from performing further
services or incurring additional expenses under the term of this Agreement. Hopping, Green &
Sams acknowledges and agrees that Ten Dollars ($10) of the compensation to be paid by County,
the adequacy of which is hereby acknowledged by Hopping, Green & Sams, is given as specific
consideration to Hopping, Green & Sams for County's right to terminate this Agreement for
convenience. Hopping, Green & Sams' obligations to the County as provided for hereunder
shall cease upon termination, except for participating in an orderly and professional transfer of
such responsibilities and files or copies of files to the County or its designee
ARTICLE 5
RECORD AUDIT AND INSPECTION
5.1 County shall have the right to audit the books and records of Hopping, Green & Sams
pertinent to the funding under this Agreement. Hopping, Green & Sams shall preserve and make
available, at reasonable times for examination and audit by County, all financial records,
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16K3 -4
supporting documents, and other documents pertinent to this Agreement for a period of three (3)
years after termination of this Agreement or, if any audit has been initiated and audit findings
have not been resolved at the end of the three years, the books and records shall be retained until
resolution of the audit findings.
5.2 If the Florida Public Records Act (Chapter 119, Fla. Stat.) is determined by County to be
applicable to Hopping, Green & Sams' records, Hopping, Green & Sams shall comply with all
requirements thereof, however, no confidentiality or non - disclosure requirement of either federal
or state law shall be violated by Hopping, Green & Sams.
ARTICLE 6
CONFLICT OF INTEREST
6.1 Hopping, Green & Sams states that it is familiar with and will comply with the terms and
conditions of Chapter 112, Part III, Florida Statutes (Code of Ethics).
6.2 It is important that Hopping, Green & Sams be independent and impartial in order to
properly conduct its services to the County. Hopping, Green & Sams shall not act as counsel in
any lawsuit or other adversary proceeding in which County is named as an adversary party or in
which Hopping, Green & Sams takes an adverse position to the County.
6.3 Neither Hopping, Green & Sams nor its employees shall have or hold any continuing or
frequently recurring employment or contractual relationship that is substantially antagonistic or
incompatible with Hopping, Green & Sams' loyal and conscientious exercise of judgment related
to its performance under this Agreement.
6.4 In the event Hopping, Green & Sams is permitted to utilize subcontractors, herein, to
perform any services required by this Agreement, Hopping, Green & Sams agrees to prohibit
such subcontractors, by written contract, from having any conflicts as within the meaning of this
section.
6.5 If at any time Hopping, Green & Sams' firm represents a client in matters having to do
with the Collier County government, be it before the Board of County Commissioners or any
other agency or division of Collier County government, Hopping, Green & Sams will contact the
County Attorney's Office before undertaking such representation so that it can be determined
whether a conflict of interest exists.
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16K3 A
ARTICLE 7
INDEMNIFICATION
7.1 Hopping, Green & Sams acknowledges and agrees that Ten Dollars ($10.00) of the
compensation to be paid by County, the adequacy of which is hereby acknowledged by Hopping,
Green & Sams, is given as specific consideration to Hopping, Green & Sams so that Hopping,
Green & Sams shall at all times hereafter indemnify, hold harmless and, at County's option,
defend or pay for an attorney selected by County to defend County, its officers, agents, servants,
and employees against any and all claims, losses, liabilities, and expenditures of any kind,
including attorney fees, court costs, and expenses, caused by negligent act or omission of
Hopping, Green & Sams, its employees, agents, servants, or officers, or accruing, resulting from,
or related to the subject matter of this Agreement including, without limitation, any and all
claims, demands or causes of action of any nature whatsoever resulting from injuries or damages
sustained by any person or property. The provisions of this section shall survive the expiration
or earlier termination of this Agreement. To the extent considered necessary by County, any
sums due Hopping, Green & Sams under this Agreement may be retained by County until all of
County's claims for indemnification pursuant to this Agreement have been settled or otherwise
resolved; and any amount withheld shall not be subject to payment of interest by County.
ARTICLE 8
OWNERSHIP OF DOCUMENTS
8.1 Any and all reports, photographs, surveys, and other data and documents provided or
created in connection with this Agreement are and shall remain the property of County. In the
event of termination of this Agreement, any reports, photographs, surveys, and other data and
documents prepared by Hopping, Green & Sams, whether finished or unfinished, shall become
the property of County and shall be delivered by Hopping, Green & Sams to the County within
seven (7) days of termination of this Agreement by either party. Any compensation due to
Hopping, Green & Sams shall be withheld until all documents are received as provided herein.
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ARTICLE 9
INDEPENDENT CONTRACTOR
16K3
9.1 Hopping, Green & Sams is an independent contractor under this Agreement. Services
provided by Hopping, Green & Sams shall be subject to the supervision of Hopping, Green &
Sams, and such services shall not be provided by Hopping, Green & Sams as officers,
employees, or agents of the County. The parties expressly acknowledge that it is not their intent
to create any rights or obligations in any third person or entity under this Agreement.
ARTICLE 10
NONDISCRIMINATION, EQUAL OPPORTUNITY
AND AMERICANS WITH DISABILITIES ACT
10.1 Hopping, Green & Sams shall not unlawfully discriminate against any person in its
operations and activities in its use or expenditure of the funds or any portion of the funds
provided by this Agreement and shall affirmatively comply with all applicable provisions of the
Americans with Disabilities Act (ADA) in the course of providing any services funded in whole
or in part by County, including Titles I and II of the ADA (regarding nondiscrimination on the
basis of disability), and all applicable regulations, guidelines, and standards.
10.2 Hopping, Green & Sams' decisions regarding the delivery of services under this
Agreement shall be made without regard to or consideration of race, age, religion, color, gender,
sexual orientation national origin, martial status, physical or mental disability, political
affiliation, or any other factor which cannot be lawfully or appropriately used as a basis for
service delivery.
10.3 Hopping, Green & Sams shall comply with Title I of the Americans with Disabilities Act
regarding nondiscrimination on the basis of disability in employment and further shall not
discriminate against any employee or applicant for employment because of race, age, religion,
color, gender, sexual orientation, national origin, marital status, political affiliation, or physical
or mental disability. In addition, Hopping, Green & Sams shall take affirmative steps to ensure
nondiscrimination in employment against disabled persons. Such actions shall include, but not
be limited to, the following: employment, upgrading, demotion, transfer, recruitment or
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16K3 "
recruitment advertising, layoff, termination, rates of pay, other forms of compensation, terms and
conditions of employment, training (including apprenticeship), and accessibility.
10.4 Hopping, Green & Sams shall take affirmative action to ensure that applicants are
employed and employees are treated without regard to race, age, religion, color, gender, sexual
orientation, national origin, marital status, political affiliation, or physical or mental disability
during employment. Such actions shall include, but not be limited to, the following:
employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff,
termination, rates of pay, other forms of compensation, terms and conditions of employment,
training (including apprenticeship), and accessibility.
10.5 Hopping, Green & Sams shall not engage in or commit any discriminatory practice in
performing the Scope of Services or any part of Scope of Services of this Agreement.
ARTICLE 11
NOTICES
11.1 Whenever either party desires to give notice to the other, such notice must be in writing,
sent by registered or certified United States Mail, postage prepaid, return receipt requested, or by
hand- delivery, addressed to the party for whom it is intended at the place last specified. The
place for giving notice shall remain the same as set forth herein until changed in writing in the
manner provided in this section. For the present, the parties designate the following:
FOR COLLIER COUNTY:
Jeffrey A. Klatzkow, County Attorney
Government Center
3299 Tamiami Trail East
Suite 800
Naples, Florida 34112
FOR HOPPING. GREEN & SAMS:
Frank E. Matthews, Esq.
Hopping, Green & Sams, P.A
119 South Monroe Street
Suite 300
Tallahassee, FL 32301
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ARTICLE 12
MISCELLANEOUS
12.1.1 WAIVER OF BREACH AND MATERIALITY Failure by County to enforce any
provision of this Agreement shall not be deemed a waiver of the provision or modification of this
Agreement. A waiver of any breach of a provision of this Agreement shall not be deemed a
waiver of any subsequent breach and shall not be construed to be a modification of the terms of
• .ice ' + ,
this Agreement.
12.1.2 COMPLIANCE WITH LAWS Hopping, Green & Sams shall comply with all federal,
state, and local laws, codes, ordinances, rules, and regulations in performing its duties,
responsibilities, and obligations related to this Agreement.
12.3 SEVERANCE In the event a portion of this Agreement is found by a court of
competent jurisdiction to be invalid, the remaining provisions shall continue to be effective
unless County and Hopping, Green & Sams elect to terminate this Agreement. The election to
terminate this Agreement based upon this provision shall be made within seven (7) days after the
finding by the court becomes final.
12.4 APPLICABLE LAW AND VENUE This Agreement shall be interpreted and
construed in accordance with and governed by the laws of the State of Florida. Venue for
litigation concerning this Agreement shall be in Collier County, Florida.
12.5 PRIOR AGREEMENTS This document supercedes all prior negotiations,
correspondence, conversations, agreements, and understandings applicable to the matters
contained herein and the parties agree that there are no commitments, agreements or
understandings concerning the subject matter of this Agreement that are not contained in this
document. Accordingly, the parties agree that no deviation from the terms hereof shall be
predicated upon any prior representations or agreements, whether oral or written. It is further
agreed that no modification, amendment or alteration in the terms or conditions contained herein
shall be effective unless contained in a written document in accordance with Article 3 above.
12.6 INCORPORATION BY REFERENCE The truth and accuracy of each "Whereas"
clause set forth above is acknowledged by the parties. The attached Exhibits "A," "B," and "C"
are incorporated into and made a part of this Agreement.
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3--
IN WITNESS WHEREOF, the Parties have executed this Agreement on the date and
year first above written.
BOARD OF COUNTY COMMISSIONERS
4 OF COLLIER COUNTY, FLORIDA
ATTEST ,. r
E
DWIGI ,,BROCK,'CRK
b-Al = B
- �:. y.
C FRED W. COYLE, CHAIR
Approved as to form and
le sufficient
Jeffrey A. glatzkow
County Attorney
STATE OF FLORIDA
COUNTY OF LEON
The foregoing
, 2011,
Sams, on behalf of
produced
LM %TW
Retention Agreement was acknowledged befor me this day of
by WeLg-y i'�- a���as �°�-5 Green &
He /she ' personally known to
as identification.
Signature of Notary Public
ke,,&:Fs aauk-�A e
..... N g�pwa if •264
Como* ra 70200
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Name of Notary Public typed, printed or
My Commission Expires: --T 4 �v�zs0x 3
Page 10 of 14
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16K3
EXHIBIT A
For professional services rendered, Hopping, Green & Sams' fee shall be based on the hourly
rate as follows:
Attorney Billing Rate
Frank E. Matthews
330
James S. Alves
330
Gary V. Perko
300
Eric T. Olsen
300
Winston K. Borkowski
300
D. Kent Safriet
285
Miguel Collazo
260
David W. Childs
260
A. Tucker Mackie
225
Amelia A. Savage
225
Timothy M. Riley
225
Mohammad O. Jazil
215
Jacob T. Cremer
200
Paralegals
140
Clerks
120
Legal Assistants
110
Hopping, Green & Sams' fee shall not exceed $100,000.00 per new matter assigned without the
approval of the Board of County Commissioners. Any expenditure beyond the initial
$100,000.00 approval by the Board of County Commissioners must have Board approval prior to
work being performed. (Where appropriate a "not to exceed" sum shall be agreed to when each
assignment is made to Hopping, Green & Sams.)
In the event that Hopping, Green & Sams is required or requested to perform any additional or
extraordinary services not herein contemplated, Hopping, Green & Sams shall be entitled to
apply for additional compensation, the amount of which shall be subject to the approval of
County and no such additional compensation in excess of the amount herein stated shall be paid
unless specifically authorized in advance by County in its sole discretion.
Hopping, Green & Sams shall provide, at no cost to County, the annual response to County's
auditors regarding pending or threatened litigation. The auditors typically request information
regarding all litigation, claims and assessments considered to be material. The response should
include the nature of the litigation, the progress of the case to date, an estimate of the amount or
range of potential loss, and any other information considered necessary to explain the case.
Hopping, Green & Sams shall provide said response within 30 days of receipt of the request.
Divisions, or departments within such divisions, shall be responsible and pay for legal counsel
services relating to litigation and outside counsel specifically for cases, matters or issues relating
to such division or department, as determined by the County Attorney in coordination with the
County Manager.
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16K3
EXHIBIT B
1. In addition to the charges for professional fees set forth in Exhibit "A," and the Schedules
attached hereto, County shall reimburse Hopping, Green & Sams for out -of- pocket expenses
reasonably incurred in the course of rendering such legal services, including costs of long
distance calls, printing, costs of reproduction, and necessary travel expenses incurred in
accordance with the requirements of Chapter 112, F.S. Hopping, Green & Sams shall not charge
for travel of attorneys between its offices so that it can provide the best available and most
appropriate lawyer in any of its office locations for the issues involved.
2. Hopping, Green & Sams shall submit invoices on a monthly basis for the payment of out -
of- pocket expenses. Each invoice shall include a signed certificate listing all costs, expenses,
vouchers, invoices and other documentary evidence that will describe in reasonable detail the
basis for expenditures for which reimbursement is sought as set forth below.
3. REQUIREMENTS
The following represents Collier County's payment requirements for legal costs
➢ Your federal employee identification number must be on all invoices submitted.
➢ The applicable Purchase Order number must be on all invoices submitted.
➢ No service, interest, or other charge of like nature is to be imposed with regard to
any item, invoice, or request. All firms doing business with Collier County must
have a current W -9 "Request for Taxpayer Identification Number and
Certification" on file.
➢ Services rendered must be specifically and concisely identified-
➢ Names of persons performing services, hourly rates, and dates must be listed. The
County agrees to reimburse Hopping, Green & Sams for retention and utilization
of sub - consultants.
➢ Reimbursable expense must be verified by attached receipts or copies thereof.
➢ Claims for mileage and meals cannot exceed statutory allowance as provided for
under Chapter 112, F.S. Meals and mileage cannot be charged unless the
professional has traveled outside the county of the principal business location.
➢ Claims for lodging at single rate (actual cost) must be substantiated by paid bill or
charge, with a cap of no more than $150.00 per night.
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➢ Car rentals required for travel should include compact or standard -size vehicles
only.
➢ Common carrier travel shall be reimbursable at tourist or coach class fares only.
➢ Accounting Division requires original receipts, or copies of receipts which have
been individually certified to be true copies of the originals. In addition the
Certificate contained in Exhibit C must accompany each invoice. The certifying
person must sign the Certification form and a description provided of the items,
which are certified.
➢ Faxes shall not be reimbursed
➢ Legal Research costs ( Lexis- Nexis, Westlaw, etc.) shall not be reimbursed
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EXHIBIT C
CERTIFICATE
16K3 -. .,\.
IT IS HEREBY CERTIFIED that:
1. has been duly designated as special counsel to
render legal services or provider of services for or on behalf of Collier County;
2. Each of the documents hereinafter identified and attached is a true and correct copy of the
original record;
3. Expenditure(s) enumerated represent costs necessarily incurred during the course of
official business for which payment has not been received and for which documentation is
not available or reasonably retrievable;
4. Claims are in compliance with the applicable statutes and administrative orders, and with
the express provision that all other parties are barred from entitlement to any part of these
costs.
RE: Invoice No. , Dated
Period Covered:
IN -HOUSE CHARGES:
Photocopies:
Mileage:
OTHER (Copies of invoices required):
Long Distance Calls
Other:
TOTAL:
Amount
copies @ $0.15 /each
miles @ /mile
FOR THE FIRM
Signed:
Print Name:
Title:
Date:
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