2012/09/12 Council Agenda Packet

SPECIAL TERMS AND CONDITIONS 1 6. EXPENDITURES ELIGIBLE FOR REIMBURSEMENT INPUTS The Grantee may be reimbursed, at the rate set forth elsewhere in this Grant, for the Project expenditures in the following cost categories: A. Real property and costs directly associated with such purchase, when purchased or acquired solely for the purposes of the Project; B. Design, engineering, architectural, and planning; C. Construction management and observation; D. Construction costs including, but not limited to, the following: Site preparation and improvements; Permits and fees; Labor and materials; Taxes on Project goods and services; Capitalized equipment; Information technology infrastructure; and Landscaping. 7. BILLING PROCEDURES AND PAYMENT INPUT DOH shall reimburse the Grantee for eligible project expenditures up to the maximum payable under this Grant. When requesting reimbursement for costs incurred or expenditures made, the Grantee shall submit a signed and completed Invoice Voucher, referencing the Attachment I: Project Scope of Work project activity performed, and any appropriate documentation. The Invoice Voucher must be certified by a representative of the Grantee with authority to bind the Grantee. Each Invoice Voucher must be accompanied by a Project Status Report,which describes, in narrative form, the progress made on the project since the last invoice was submitted, as well as a report of project status to date. DOH will not release payment for any reimbursement request received unless and until the Project Status Report is received. After approving the Invoice Voucher and Project Status Report, DOH shall promptly remit a warrant to the Grantee. In no case shall grant funds be disbursed to construction activities until the Grantee has met the following conditions: Proof of completion with Governor's Executive Order 05-05 and/or,as applicable, Section 106 of the National Historic Preservation Act. DOH has approved a Water System Plan, Amendment to a Water System Plan, or Small Water System Management Program that includes the project improvements described in Attachment I: Project Scope of Work. DOH has approved a project report and related construction documents for all applicable activities described in Attachment I: Project Scope of Work. The project includes installation of source meters, if applicable, per WAC 246-290. The final Invoice Voucher payment shall not occur prior to the completion of all project activities as identified in Attachment I: Project Scope of Work. DOH will retain a sum not to exceed ten percent (10%)of the grant amount until all project activities are complete and a Certified Project Completion Report is completed and submitted by the Grantee, per Section 8. The Grantee shall submit all Invoice Vouchers and any required documentation to: Office of Drinking Water Department of Health PO Box 47822 Olympia,WA 98504-7822 DOH Grant N19726 Page97 of 26 City of Everett