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pity/ODOT <br />Agreement No. 24651 <br />4F, <br />6. City shall present invoices for 100 percent of actual costs incurred by City on behalf of <br />the project directly to State's Regional Local Agency Liaison for review, approval and <br />reimbursement to City. Such invoices shall a) have an invoice number, b) reference a <br />vendor number, c) include a "remit to" name and address, d) reference this <br />Certification Program Agreement No 24561, e) State's Expenditure Account number f) <br />reference State's Supplemental Project Agreement number, g) identify the project by <br />the project name in the Supplemental Project Agreement, and h) itemize and explain <br />all expenses for which reimbursement is claimed. Billings for services including, but <br />not limited to, preliminary engineering and construction engineering shall be <br />presented for periods of not less than one-month duration, based on actual expenses <br />to date. (See paragraph 7 of Construction Activities and Administration of this <br />Agreement for the construction contractor billing period.) All billings received from City <br />must be approved by State's Regional Local Agency Liaison prior to payment. City's <br />actual costs eligible for federal-aid or State participation shall be those allowable <br />under the provisions of Federal-Aid Policy Guide (FAPG), Title 23 CFR Parts 1.11, <br />140 and 710. Final billings shall be submitted to State for processing within three (3) <br />..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) contract completion for construction. Partial billing (progress <br />payment) shall be submitted to State within three (3) months from the date that costs <br />are incurred. Final billings submitted after the three (3) months shall not be eligible for <br />reimbursement. <br />7. City shall, upon State's request for reimbursement, 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 <br />which preliminary engineering is undertaken is not started by the <br />close of the tenth fiscal year following the fiscal year in which the <br />federal-aid funds were authorized for preliminary engineering. <br />b) Right of way acquisition is undertaken utilizing federal-aid funds <br />and actual construction is not started by the close of the twentieth <br />fiscal year following the fiscal. year in which the federal-aid funds <br />were authorized for right of way acquisition. <br />c) , Construction proceeds after the project is determined to be <br />ineligible for federal-aid funding (e.g., no environmental approval, <br />lacking permits, or other reasons): <br />8. City shall maintain all project documentation in keeping with State and FHWA <br />standards and specifications. This shall include, but is not limited to, ..daily work <br />records, quantity documentation, material invoices and quality documentation, <br />certificates of origin, process control records, test results, and inspection records to <br />ensure that projects are completed in conformance with approved plans and <br />specifications. <br />6 <br />