2010/10/27 Council Agenda Packet

SPECIAL TERMS AND CONDITIONS INTERAGENCY FEDERAL FUNDS 2 6. QUARTERLY MEETINGS OF CONTRACTORS Contractor shall attend a quarterly meeting with the other grant contractors convened by COMMERCE and the Puget Sound Regional Council to share information regarding TDR and contractors' progress on their respective TDR projects. 7. BILLING PROCEDURES AND PAYMENT COMMERCE will pay Contractor upon acceptance of services provided and receipt of properly completed invoices, which shall be submitted to the Representative for COMMERCE quarterly. The invoices shall describe and document, to COMMERCE's satisfaction, a description of the work performed, the progress of the project, and fees. The invoice shall include the Agreement reference number T11-63500-002. If expenses are invoiced, provide a detailed breakdown of each type. A receipt must accompany any single expenses in the amount of$50.00 or more in order to receive reimbursement. Payment shall be considered timely if made by COMMERCE within thirty (30)calendar days after receipt of properly completed invoices. Payment shall be sent to the address designated by the Contractor. COMMERCE may, in its sole discretion, terminate the Agreement or withhold payments claimed by the Contractor for services rendered if the Contractor fails to satisfactorily comply with any term or condition of this Agreement. No payments in advance or in anticipation of services or supplies to be provided under this Agreement shall be made by COMMERCE. Duplication of Billed Costs The Contractor shall not bill COMMERCE for services performed under this Agreement, and COMMERCE shall not pay the Contractor, if the Contractor is entitled to payment or has been or will be paid by any other source, including grants, for that service. Disallowed Costs The Contractor is responsible for any audit exceptions or disallowed costs incurred by its own organization or that of its subcontractors. Compensation for Overtime, Extra—Pay Shift, and Multi-Shift Premiums If Grantee is a private non-profit entity pursuant to OMB Circular A-122, Appendix B, 8(f), grantee may pay for overtime, extra—pay shifts, and multi-shift work only with prior approval of COMMERCE. Exceptions are as follows: 1) When necessary to cope with emergencies, such as those resulting from accidents, natural disasters, breakdowns of equipment, or occasional operational bottlenecks of a sporadic nature. 2) When employees are performing indirect functions, such as administration, maintenance, or accounting. 3) In-the performance of tests, laboratory procedures, or other similar operations which are continuous in nature and cannot reasonably be interrupted or otherwise completed. 4) When lower overall cost to the federal Government will result." 8. INSURANCE The Contractor shall provide insurance coverage as set out in this section. The intent of the required insurance is to protect COMMERCE should there be any claims, suits, actions, costs, damages or expenses arising from any loss, or negligent or intentional act or omission of the Contractor or Subcontractor, or agents of either, while performing under the terms of this Agreement. 3 9