Agenda 01/08/2013 Item #16K2 1/8/2013 Item 16.K.2.
EXECUTIVE SUMMARY
Recommendation to approve Amendment to Agreement for Legal Services relating to
Retention Agreement with Allen, Norton & Blue, P.A., extending the expiration date to
February 26,2016. There is no new fiscal impact associated with this Amendment.
OBJECTIVE: That the Board of County Commissioners (Board) approves, and authorizes its
Chairman to sign, Amendment to Agreement for Legal Services relating to the Retention
Agreement with the law firm of Allen, Norton & Blue, P.A. ("Counsel") extending the
expiration date to February 26, 2016.
CONSIDERATIONS: On February 27, 2008, the County and Counsel entered into an
Agreement (the "Agreement") wherein the County agreed to retain Counsel to provide
professional specialized legal services. The professional services to be rendered as specified in
Article 3 of the Agreement was for a three (3) year term with two (2) additional renewal terms
of one year per each term.
The proposed Amendment to Agreement for Legal Services will extend the expiration date of
the Retention Agreement with Counsel to February 26, 2016. The rates for Allen, Norton &
Blue, P.A., will remain the same.
FISCAL IMPACT: There is no change in the fiscal impact portion of the Agreements.
GROWTH MANAGEMENT IMPACT: None.
LEGAL CONSIDERATIONS: The proposed Amendment was reviewed by the County
Attorney Office, is legally sufficient, and requires a majority vote for approval. - SRT
RECOMMENDATION: That the Board of County Commissioners approves, and authorizes
its Chairman to sign, the Amendment to Agreement for Legal Services relating to the Retention
Agreement with the law firm of Allen, Norton & Blue, P.A., extending the expiration date to
February 26, 2016.
PREPARED BY: Scott R. Teach, Deputy County Attorney
04-COA-01 158/2935
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COLLIER COUNTY
Board of County Commissioners
Item Number: 16.K.2.
Item Summary: Recommendation to approve Amendment to Agreement for Legal
Services relating to Retention Agreement Allen, Norton & Blue, P.A. extending the expiration
date to February 26, 2016. There is no new fiscal impact associated with this Amendment.
Meeting Date: 1/8/2013
Prepared By
Name: CrotteauKathynell
Title: Legal Secretary,County Attorney
12/27/2012 12:09:02 PM
Approved By
Name: TeachScott
Title: Deputy County Attorney,County Attorney
Date: 12/27/2012 5:04:58 PM
Name: GreenwaldRandy
Title: Management/Budget Analyst,Office of Management&B
Date: 12/28/2012 8:46:57 AM
Name: KlatzkowJeff
Title: County Attorney
Date: 12/28/2012 3:21:24 PM
Name: IsacksonMark
Title: Director-Corp Financial and Mgmt Svs,CMO
Date: 12/31/2012 9:38:10 AM
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1/8/2013 Item 16.K.2.
AMENDMENT TO AGREEMENT FOR LEGAL SERVICES
THIS AMENDMENT TO AGREEMENT FOR LEGAL SERVICES to Retention
Agreement is entered into on the below date by Collier County,Florida, a political subdivision of
the State of Florida, through its Board of County Commissioners, hereinafter referred to as the
"County" and Allen, Norton & Blue, P.A., 1477 West Fairbanks Avenue, Suite 100, Winter
Park, Florida 32789 (hereinafter referred to as "Counsel").
WITNESSETH
WHEREAS, on February 27, 2008, the County and Counsel entered into an Agreement
(the "Agreement") wherein the County agreed to retain Counsel to provide professional
specialized legal services; and
WHEREAS, the professional services to be rendered as specified in Article 3 of the
Agreement is for a three (3)year term with two (2) additional renewal terms of one year per each
term; and
WHEREAS,the term of the Agreement,will expire on February 26, 2013; and
WHEREAS,the parties wish to amend the Agreement to extend the term of service at the
existing rates for providing these specialized legal services for an additional three (3) years
commencing on February 26, 2013.
NOW, THEREFORE, in consideration of the mutual promises and covenants contained
herein,the parties hereto agree to amend the Agreement as follows:
ARTICLE 3
TERM AND TIME OF PERFORMANCE
3.1 The term of this Agreement shall be for a period of three years to begin
February 26, 2008 2013 and to end on February 26, 2011 2016, 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 two
(2) 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.)
ARTICLE 11
NOTICES
11.1 Whenever either party desires to give notice to the other, such notice must be
in writing, sent by registered to certified United States Mail, postage prepaid, return
receipt requested, or by hand-delivery, addressed to the party for whom it is intended
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at the place last specified, The place for giving notice shall remain the same as set
forth herein until changed in writing in the matter provided in this section. For the
present,the parties designate the following.
FOR COLLIER COUNTY;
County Attorney
Government Center
3384 3299 Tamiami Trail East
Naples,Florida 34112
FOR ALLEN,NORTON
Allen,Norton&Blue,P.A.
Suite-350
1477 West Fairbanks Avenue
Suite 100
Winter Park,Florida 32789
Except as modified by this Amendment,all other terms and conditions of the Agreement
shall remain in full force and effect. If there is a conflict between the terms of this Amendment
and the Agreement,the terms of this Amendment shall prevail.
IN WITNESS WHEREOF, the parties have executed this Amendment to the Agreement
on this day of January, 2013, with the intention to attach this Amendment to the original
Agreement.
ATTEST: BOARD OF COUNTY COMMISSIONERS
DWIGHT E. BROCK, Clerk COLLIER COUNTY,FLORIDA
By: By:
,Deputy Clerk ,Chairman
Approved as to form and
legal sufficiency:
I
Scott R. Teach
Deputy County Attorney
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Allen,Norton&Blue,P.A.
Counsel
I t Mark E.Levitt,Esq.
11 too MMO
Type'
ypep I o 1
Second Witness
Type/print witness name
•
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,(Jr 07Y A, TM
RETENTION AGREEMENT WITH2 a it _ .
ALLEN,NORTON& BLUE.P.A.
This Retention Agreement is made by and between the Board of County Commissioners
of Collier County, Florida(the "County"), and the law firm of Allen,Norton&Blue, P.A., of
Tampa, Florida("Allen, Norton").
Whereas, Allen,Norton has special expertise and resources in a wide range of legal
matters,with particular expertise in labor and employment related matters; and
Whereas, the County from time to time has a requirement and need for legal services
which are particularly within the expertise of Allen,Norton;
Now, Therefore, in consideration of the premises contained herein, the County hereby
hires and retains Allen,Norton and Allen,Norton hereby agrees to provide legal services to
County.
ARTICLE I
COMPENSATION; METHOD OF PAYMENT
1.1 Compensation shall be paid to Allen,Norton 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 third, fourth and fifth
years of the Agreement, upon the request of Allen,Norton,the County Attorney is
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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,
Allen,Norton 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 Allen,Norton
to assign more than one attorney to a project or case. Nevertheless, in order to ensure
that such multiple attorney assignments are efficient and cost-effective for the County,
Allen, Norton 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 sole 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 Allen, Norton agrees that internal or in-house conferences among multiple
attorneys assigned to a project or case shall be kept to the absolute minimum
necessary for the provision of the legal services in question. To the extent
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internal or in-house conferences among multiple attorneys assigned to a project
or case are necessary, each such attorney may bill at 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, Allen, Norton agrees that it
will discount the total billings for all attorneys involved in the conference by
forty-five (45)percent.
1.4 Allen,Norton 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 Allen,Norton to comply with a term,
condition, or requirement of this Agreement.
1.6 Payment shall be made to Allen,Norton at:
Allen,Norton, &Blue,P.A.
324 South Hyde Park Avenue
Suite 350
Tampa,Florida 33606
ARTICLE 2
INSURANCE
2.1 In order to insure the indemnification obligation contained above,Allen,Norton shall as
a minimum,provide, pay for, and maintain in force at all times during the term of this
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Agreement,professional liability insurance in an amount not less than Three Million
Dollars ($3,000,000.00) Per Occurrence, Combined Single Limits. If any liability
insurance obtained by Allen,Norton 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 Allen,Norton 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 three years to begin February 26,
2008 and to end on February 26, 2011, 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 two (2) additional terms of one (1)
year each. (In the event the term of this Agreement extends beyond a single fiscal year
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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.
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 the County 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, Allen,Norton shall be paid for
any services performed to the date the Agreement is terminated; however, upon being
notified of County's election to terminate, Allen,Norton shall refrain from performing
further services or incurring additional expenses under the term of this Agreement.
Allen,Norton acknowledges and agrees that Ten Dollars($10)of the compensation to be
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paid by County,the adequacy of which is hereby acknowledged by Allen,Norton, is
given as specific consideration to Allen,Norton for County's right to terminate this
Agreement for convenience. Allen,Norton's 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 Allen,Norton pertinent to
the funding under this Agreement. Allen,Norton shall preserve and make available, at
reasonable times for examination and audit by County,all financial records,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 Allen,Norton's records,Allen,Norton shall comply with all requirements
thereof, however,no confidentiality or non-disclosure requirement of either federal or
state law shall be violated by Allen,Norton.
ARTICLE 6
CONFLICT OF INTEREST
6.1 Allen,Norton states that it is familiar with and will comply with the terms and conditions
of Chapter 112, Part III,Florida Statutes(Code of Ethics).
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6.2 It is important that Allen,Norton be independent and impartial in order to properly
conduct its services to the County. Allen,Norton shall not act as counsel in any lawsuit
or other adversary proceeding in which County is named as an adversary party or in
which Allen,Norton takes an adverse position to the County.
6.3 Neither Allen,Norton nor its employees shall have or hold any continuing or frequently
recurring employment or contractual relationship that is substantially antagonistic or
incompatible with Allen,Norton's loyal and conscientious exercise of judgment related
to its performance under this Agreement.
6.4 In the event Allen,Norton is permitted to utilize subcontractors,herein, to perform any
services required by this Agreement,Allen,Norton 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 Allen,Norton's 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,Allen, Norton will contact the
County Attorney's Office before undertaking such representation so that it can be
determined whether a conflict of interest exists.
ARTICLE 7
INDEMNIFICATION
7.1 Allen, Norton acknowledges and agrees that Ten Dollars ($10.00) of the compensation to
be paid by County, the adequacy of which is hereby acknowledged by Allen, Norton, is
given as specific consideration to Allen,Norton so that Allen,Norton shall at all times
hereafter indemnify,hold harmless and, at County's option, defend or pay for an attorney
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gook
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 Allen,Norton, 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 Allen,Norton 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. b.,
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 Allen,Norton, whether finished or unfinished,
shall become the property of County and shall be delivered by Allen,Norton to the
County within seven(7) days of termination of this Agreement by either party. Any
compensation due to Allen,Norton shall be withheld until all documents are received as
provided herein.
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ARTICLE 9
INDEPENDENT CONTRACTOR
9.1 Allen,Norton is an independent contractor under this Agreement. Services provided by
Allen,Norton shall be subject to the supervision of Allen,Norton, and such services shall
not be provided by Allen,Norton 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 Allen,Norton 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 complywith 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 Allen,Norton's 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.
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10.3 Allen,Norton 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,Allen,Norton 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 recruitment advertising, layoff,termination, rates of
pay, other forms of compensation,terms and conditions of employment,training
(including apprenticeship), and accessibility.
10.4 Allen,Norton 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 Allen,Norton 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
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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:
County Attorney
Government Center
3301 Tamiami Trail East
Naples,Florida 34112
FOR ALLEN,NORTON:
Allen,Norton&Blue, P.A.
324 South Hyde Park Avenue
Suite 350
Tampa,Florida 33606
ARTICLE 12
MISCELLANEOUS
8.1 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 this Agreement.
8.1 COMPLIANCE WITH LAWS
Allen,Norton 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.
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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
Allen,Norton 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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D •: rl:r.-Ota BOARD OF COUNTY COMMISSIONERS
� d` OF COLLIER COUNTY,FLORIDA
AT'Et$ ':
W - E ) OK,CLERK••
By TO• _ GT • I• .'1-
tGi .t* i
Approved as to form and
le suffi enc
1
S tt R. each
Managing Assistant County Attorney
ALLEN,NORTON, &BLUE,P.A.
DATE:
By: J /�
Its: a
STATE OF FLORIDA
COUNTY OF COLLIER
The foregoing Retention Agreement was acknowledged before me this81'4day of
r�0.44 , 2008, by a L uiT,-- as ,.10 5g of Allen,Norton&Blue,
P.A., a Florida Professional Association, on behalf of the professional association. He he is
personally kno)o me or produced as identification.
Signature of of Public
MAxSo,a
Name of Notary Public typed,printed or
My Commission Expires:
KIMBERLY MAXSON
,► Commission DD 098670
-:.,1.j,: Expires September 2,2011
t _ Bailed lbw Troy Fit rra.00naomsro1a
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EXHIBIT A
For professional services rendered,Allen,Norton's fee shall be based on the hourly rate as
follows:
$220.00 per hour for services provided by principals and associates
$ 95.00 per hour for services provided by law clerks¶legals.
Allen,Norton's fee shall not exceed$100,000.00 per Purchase Order without the approval of the
Board of County Commissioners. (Where appropriate a "not to exceed" sum shall be agreed to
when each assignment is made to Allen,Norton.)
In the event that Allen, Norton is required or requested to perform any additional or
extraordinary services not herein contemplated, Allen, Norton 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 in writing by County in its sole discretion.
Allen, Norton 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. Allen,
Norton shall provide said response within 30 days of receipt of the request.
NOTES:
• 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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EXHIBIT B
1. In addition to the charges for professional fees set forth in Exhibit A,and the
Schedules attached hereto, County shall reimburse Allen,Norton 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 (with lodging expenses no greater than$150.00 per night)incurred in
accordance with the requirements of Chapter 112,F.S. Allen,Norton 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. Allen,Norton 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.
A Services rendered must be specifically and concisely identified, as well as the
bond issue or financing transaction for which the services were rendered.
> Names of persons performing services,hourly rates, and dates must be listed. The
County agrees to reimburse Allen,Norton for retention and utilization of
sub-consultants.
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> 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.
➢ 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
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: ,Amount
IN-HOUSE CHARGES:
Photocopies: copies $
Mileage: miles $
OTHER(Copies of invoices required):
Long Distance Calls $
Other: $
TOTAL: $
FOR THE FIRM
Signed:
Print Name:
Title:
Date:
04-COA-01158/792 rev 1
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