Agenda Cover Memorandum for 02/ - City of West Palm Beach

Exhibit K
b. Start Up Costs;
c. the pass through expenses identified in the summary attached hereto as
(collectively, the “Reimbursable Expenses”). No other expense shall be passed through to the
City without the City’s prior written consent.
5.3 Best Obtainable Prices. In purchasing and replenishing the Equipment and
Supplies, First Onsite shall use reasonable efforts to find the best obtainable prices. The City’s
obligation to reimburse First Onsite shall be “at cost” and less any applicable discounts, rebates
and other savings passed on to First Onsite by suppliers and without any additional mark up or
overhead charge.
5.4 Invoices. On the fifteenth (15 th ) of each calendar month commencing after the
Delivery Date, First Onsite shall submit to the City an invoice for (a) the Management Fee, and
(b) reimbursement of the prior month’s expenditures for the Reimbursable Expenses. Invoices
must identify the PO number and shall be submitted to the City’s Project Representative.
Invoices for salary, wages and benefits shall show the actual hours worked, person performing
services, hourly rate, and dates(s) of service. Invoices for Reimbursable Expenses shall
include an itemized breakdown of each expense and the cost and any back up documentation
reasonably requested by the City.
5.5 Payment of Fees and reimbursements for Start Up Costs and purchases of
Equipment and Supplies will be made in accordance with the Local Government Prompt
Payment Act, Section 218.70, et al., Florida Statutes, as amended, which provides prompt
payment, interest payments, a dispute resolution process and payments for all purchases be
made in a timely manner for properly executed invoices by local governmental entities.
5.6 No payment made under this Agreement shall be conclusive evidence of the
performance of this Agreement by First Onsite, either wholly or in part, and no payment shall
be construed to be an acceptance of or to relieve First Onsite of liability for the defective,
faulty or incomplete rendition of the Services.
SECTION 6. Records.
6.1 Medical Records. First Onsite shall maintain medical records for each Covered
Person who receives services performed by First Onsite at the Clinic in a professional manner
consistent with the accepted practice of the community in which the Physician provides the
Services. Such medical records shall be the property of First Onsite. First Onsite shall be
solely responsible for the storage, maintenance and confidentiality of such records in
accordance with the provisions of Section 11.2 below. First Onsite shall be responsible for
fulfilling all requirements imposed by state, local and federal law with respect to the
preparation, maintenance, security, disclosures, and retention of medical records. First Onsite
agrees to keep and maintain any medical records for the longer of twelve (12) years or as required
by Florida law. Upon expiration or earlier termination of this Agreement, First Onsite agrees,
with proper consent, to provide an electronic medical record to a successor on-site clinic vendor
or doctor. At City’s election and in accordance with applicable federal and state law, First
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