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City of Eugene /State of Oregon -Dept. of Transportation <br /> Agreement No. 23750 <br /> j 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 /> <br /> j fiscal ear followin the fiscal ear in which the federal-aid funds were <br /> Y g Y <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 /> <br />