GJN4479 ODOT Contract - Laserfiche WebLink

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City of Eugene / Stale of Oregon -Dept. of Transportation ~ ' Agreemenf No. 24596 25. If the estimated cost exceeds the total matched federal funds available, City shall deposit its share of the required matching funds, plus 100 percent of all costs in excess of the total matched federal funds. City shall also pay 100 percent of the cost of any item in which FHWA will not participate. If City has not repaid any non-participating cost, future allocations of federal funds, or allocations of State Highway Trust Funds, to that City may be withheld to pay the non-participating costs. If State approves processes, procedures, or contract administration outside the Local Agency Guidelines that result in items being declared non-participating, those items will not result in the withholdin of Ci 's futur e allocations of federal f 9 tY unds or the future allocations of State Highway Trust Funds. 26. Costs incurred by State arid City for services performed in connection with any phase of the Project shall be charged to the Project, unless otherwise mutually agreed upon. 27. If City makes a written request for the cancellation of a federal-aid project; City shall bear 100 percent of all costs as of the date of cancellation. If State was the sole cause of the cancellation, State shall bear 100 percent of all costs incurred. If it is determined that the cancellation was caused by third parties or circumstances beyond the control of State or City, City shall bear all development costs, whether incurred by State or City, either directly or through contract services, and State shall bear any State administrative costs incurred. After settlement of payments, State shall deliver surveys, maps, field notes, and all other data to City. 28. City shall follow requirements of the Single Audit Act. The requirements stated in the Single Audit Act must be followed by those local governments and non-profit organizations receiving $500,000 or more in federal funds. The Single Audit Act. of 1984, PL 98-502 as amended by PL 104-156, described in "OMB CIRCULAR NO. A-133", requires local governments and non-profit organizations to obtain an audit that includes internal controls and compliance with federal laws and regulations of all federally-funded programs in which the local agency participates. The cost of this audit can be partially prorated to the federal program. 29. City shall make additional deposits, as needed, upon request from State. Requests for additional deposits shalt be accompanied by an itemized statement of expenditures and an estimated cost to complete the Project. . 30. City shall present invoices for 100 percent of actual costs incurred by City on behalf of the Project directly to State's Liaison Person for review and approval. Such invoices shall identify the Project and Agreement number, and shall itemize and explain all expenses for which reimbursement is claimed. Billings shall be presented for periods of not less than one-month duration, based on actual expenses to date. All billings received from City must be approved by State's Liaison Person prior to payment. City's actual costs, eligible for federal-aid or State participation shall be~ those allowable under the provisions of Title 23 CFR Parts 1.11, 140 and 710, Final billings shall be submitted to State for processing within three months from the end of each funding phase as follows: 1) award date of a construction contract for preliminary engineering; 2) last payment for right of way acquisition; and 3} third notification for construction. Partial billing (progress payment) shall be submitted to State within three months from date that costs are incurred. Final billings submitted after the three months shall not be eligible for reimbursement. 31. The cost records and accounts pertaining to work covered by this Agreement are to be kept available for inspection by representatives of State and FHWA #or a period of six (6) years following the date of final voucher to FHWA. Copies of such records and accounts shall be made 11