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In accordance with the authorization granted by Section 930.2 of the Government Code, the following procedure may be made applicable to the presentation and processing of claims arising out of or relating to contracts and agreements to which the District is a party.

A. Time Limitation. A claim under this chapter based upon the accrual of a cause of action arising from a purchase order or other agreement of the District shall be presented in the manner provided in subsections B and C of this section not later than one year after the accrual of the cause of action. For the purpose of computing the time limit prescribed by this section, the date of accrual of a cause of action, which is the subject matter of a claim, is the date upon which the cause of action accrued within the meaning of the applicable statute of limitations, as defined by Section 901 of the Government Code.

B. Claim Form – Purchase Order Forms. The presentation of claims for materials or services furnished in compliance with purchase orders issued by the District shall be as follows:

1. The claimant shall file one copy of his invoice with the Auditor, Room 100, County Government Center, Santa Cruz CA 95060.

2. The invoice shall show the following:

a. The date service was rendered or materials furnished;

b. The purchase order reference under which the materials or services were furnished;

c. The claimant’s name and post office address to which the remittance is to be mailed;

d. A detail of the items invoiced, the unit price, sales tax where applicable, and the total amount claimed.

3. The Auditor shall, prior to payment of the invoice, secure the certification of the ordering department of receipt of goods in compliance with the purchase order.

C. Claim Form – Agreements Other Than Purchase Orders. If the claim is based upon an agreement other than a purchase order, the claim shall be completed by the claimant by filling in all applicable blanks and shall be presented by the claimant to the Auditor or to the officer or agent to whom the Board has given responsibility for administrative supervision of the contract performance in triplicate, on forms furnished or approved by the Auditor. A claim may be filed by mail but will not be deemed filed unless and until its actual receipt by the Auditor or other authorized officer or agent. The Auditor shall secure certification of performance by the administering officer or agent prior to the payment of the claim.

D. Action on Contract Claims. If the claim is based upon a purchase order or if the claim is based upon a contract other than a purchase order, it shall be acted upon by the Auditor within the time prescribed by Section 912.4 and in the manner prescribed by Section 912.6 of the Government Code for action by the Board of a local public entity. Should the Auditor fail or refuse to act upon the claim, his failure or refusal shall have the effect of the failure or refusal of a Board to act as specified in said Section 912.4. Any action brought by the claimant on the cause of action set forth in the claim shall be brought within the time specified in Section 945.6 of the Government Code. Should the Auditor reject any claim in whole or in part, he shall promptly report in writing thereon to the Board. Any claim which is not within the authority of the Auditor to allow under the provisions of Article 2 of Chapter 4, Division 3, Title 3 of the Government Code (commencing with Section 29740) shall not be acted upon by the Auditor but shall be verified for mathematical errors by the Auditor, pre-audited and referred to the Board for action. Sections 911.4 to 912.2 of the Government Code shall apply to all claims under this section.

E. Action on Certain Car Rental Agreement Claims. Notwithstanding subsections B, C and D of this section, claims for damages to rental cars under contracts or agreements with the County where collision damage waivers are declined shall be administered by the District Engineer, subject to the same settlement authority authorized for settlement of tort liability claims under Section 1.05.130. (Ord. 115 §1, 2006)