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claimed. Billings shall be presented for periods of not less than one-month duration, based on actual <br /> expenses to date. All billings received from Agency must be approved by State's Liaison Person prior <br /> to payment. Agency's actual costs eligible for federal-aid or State participation shall be those <br /> allowable under the provisions of Title 23 CFR Parts 1.11, 140 and 710, Final billings shall be <br /> ~ subnutted to State for processing ~ti~ithin three months fio~i the end of each funding phase as follows: <br /> 1) award date of a cunstructiarr contract fur preliminary engineering 2) last payment for right-of--way, <br /> I acquisition and 3) third notification for construction. Partial billing (progress payment) shall be <br /> subntted to State within three months from date that costs are incurred. Final billings submitted after <br /> <br /> j 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 available <br /> for. inspection by representatives of State and FHWA for a period of three (3) years following the date <br /> of final voucher to FHWA. Copies of such records and accounts shall be made available upon request. <br /> For real property and equipment, the retention period starts from the date of disposition (Title 49 CFR <br /> 18 421 <br /> 32. State shall request reimbursement, and Agency agrees to reimburse State, for federal-aid funds <br /> distributed to Agency if any of the following events occur: <br /> a) Right-of--way acquisition or actual construction of the facility for which preliminary <br /> engineering is undertaken is not started by the close of the tenth fiscal year following <br /> <br /> ' the fiscal year in which the federal-aid funds were 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 the fiscal <br /> year in which the federal-aid funds were authorized for right-of--way acquisition. <br /> c) Construction proceeds after the Project is .determined to be ineligible for federal-aid <br /> funding (e.g., no environmental approval, lacking permits, or other reasons). <br /> 33. Agency shall maintain all Project documentation in keeping with State and FHWA standards and <br /> specifications. This shall include, but is not limited to, daily work records, quantity documentation, <br /> material invoices and quality documentation, certificates of origin, process control records, test results, <br /> and inspection records to ensure that projects are completed in conformance with approved plans and <br /> specifications. <br /> RAILROADS <br /> 34. Agency shall follow State established policy and procedures when impacts occur on raikoad property. The policy <br /> and procedures are available through State's appropriate Region contact or State's Railroad Liaison. Only those <br /> costs allowable under Title 23 CFR Part 646, subpart B and Title 23 CFR Part 140, subpart I, shall be included in <br /> the total Project costs; all other costs associated with railroad work will be at the sole expense of Agency, or <br /> others. Agency may request State, in writing, to provide railroad coordination and negotiations. However, State <br /> is under no obligation to agree to perform said duties. <br /> UTILITIES <br /> 35. Agency shall cause to be relocated or reconstructed, all privately or publicly-owned utility conduits, <br /> lines, poles, mains, pipes, and all other such facilities of every kind and nature where such relocation <br /> or reconstruction is made necessary by the plans of the Project in order to conform the utilities and <br /> other facilities with the plans and the ultimate requirements of the Project. Only those utility <br /> <br />