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City of Eugene /State of Oregon -Dept. of Transportation <br />Agreement No. 23750 <br />29. City shall make additional deposits, as needed, upon request from State. Requests for <br />additional deposits shall be accompanied by an itemized statement of expenditures and an <br />estimated cost to complete the Project. <br />30. City shall present invoices for 100 percent of actual costs incurred by City on behalf of the <br />Project directly to State's Liaison Person for review and approval. Such invoices shall <br />identify the Project and Agreement number, and shall itemize and explain all expenses for <br />which reimbursement is claimed. Billings shall be presented for periods of not less than <br />one-month duration, based on actual expenses to date. All billings received from City must <br />be approved by State's Liaison Person prior to payment. City's actual costs eligible for <br />federal-aid or State participation shall be those allowable under the provisions of Title 23 <br />CFR Parts 1.11, 140 and 710, Final billings shall be submitted to State for processing <br />within three months from the end of each funding phase as follows: 1) award date of a <br />construction contract for preliminary engineering; 2) last payment for right of way <br />acquisition; and, 3) third notification for construction. Partial billing (progress payment) shall <br />be submitted to State within three months from date that costs are incurred. Final billings <br />submitted after the three months shall not be eligible for reimbursement. <br />31. The cost records and accounts pertaining to work covered by this Agreement are to be kept <br />available for inspection by representatives of State and FHWA for a period of three (3) <br />years following the date of final voucher to FHWA: Copies of such records and accounts <br />shall be made available upon request. For real property and equipment, the retention <br />period-starts from the date of disposition (Title 49 CFR 18.42). <br />32. State shall request reimbursement, and City agrees to reimburse State, for federal-aid <br />funds distributed to City if any of the following events occur: <br />a) Right of way acquisition or actual construction of the facility for which <br />preliminary engineering is undertaken. is not started by the close of the tenth <br />fiscal year following the fiscal year in which the federal-aid funds were <br />authorized; <br />b) Right of way acquisition is undertaken utilizing federal-aid funds and actual <br />construction is not started by the close of the twentieth fiscal year following <br />the fiscal year in which the federal-aid funds were authorized for right of way <br />acquisition. <br />c) Construction .proceeds after the Project is determined to be ineligible for <br />federal-aid funding (e.g., no environmental approval, lacking permits, or other <br />reasons). <br />33. City shall maintain all Project documentation in keeping with State and FHWA standards <br />and specifications. This shall include, but is not limited to, daily work records,' quantity <br />documentation, material invoices and quality. documentation, certificates of origin, process <br />control records, test results, and inspection records to ensure that projects are completed in <br />conformance with approved plans and specifications. <br />12 <br />