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29. A~cncy shall make additional deposits, as n~;eded, upon request from State. Requests for additional <br /> deposits shall be accompanieJ by an itemized statumclit of expenditures a~td an estimated cost to <br /> complete the Project. <br /> 30.Agency shall present in~~oices for 100 pc:rcentof aaLcostsinrurred by agency on behalf ofi the <br /> Project directl}~ to State's Liaison Person .:for r6v~wn'~ appravai. Such invoices shall identify the <br /> Project and Agreement number, and shall itemize and explain all expenses for which reimbursement <br /> is claimed. Billings shall be presented for periods of not' less than one-month duration, based on <br /> actual expenses to date. All billings received from Agency must be approved by State's Liaison <br /> Person prior to payment. Agency's actual costs eligible for federal-aid or State participation shall be <br /> those allowable under the provisions of Title 23 CFR Parts 1.11, 140 and 710, Final billings shall <br /> be submitted to State for processing within three months from the end of each funding phase as <br /> follows: 1) award date of a constntction contract for preliminary engineering 2) last payment for <br /> right-of--way acquisition and° 3 y third notification for construction. Partial billing (progress payment) <br /> shall be submitted to State within three months from date that costs are incurred. ~inal 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 available <br /> for inspection by representatives of State and FHWA for a period of three (3) years following the <br /> date of final voucher to FI-1WA. Copies of such records and accounts shall be made available upon <br /> requesC. For real property and equipment, the retention period starts from the date of disposition <br /> ~Tit(e 49 C1vR 1.8.4,2,,,). <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 /> 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 nat'started by the close of the twentieth fiscal. year following the <br /> 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 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 <br /> results, and inspection records to ensure that projects are completed in conformance with approved <br /> plans and specifications. <br /> RAILROADS <br /> 34. Agency shall follow State established policy acid procedures when impacts occur on railroad property. The <br /> policy and procedures are available through State's appropriate Region contact or State's Railroad Liaison,. <br /> Only tk?ose costs allowable under Title 23 CFR 6468 & Title 23 CFR 1401, shall be included in the total Project <br /> STDPRO-2005.doc 6 <br /> <br /> Rev. 3-22-OS <br /> <br />