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12-ORA-0-SA <br />ATPLNI-5063(203) <br />SPECIAL COVENANTS OR REMARKS <br />A. ADMINISTERING AGENCY shall conform to all State statutes, regulations and procedures <br />(including those set forth in the Local Assistance Procedures Manual and the Local <br />Assistance Program Guidelines, hereafter collectively referred to as "LOCAL ASSISTANCE <br />PROCEDURES") relating to the federal -aid program, all Title 23 Code of Federal Regulation <br />(CFR) and 2 CFR Part 200 federal requirements, and all applicable federal laws, regulations, <br />and policy and procedural or instructional memoranda, unless otherwise specifically waived <br />as designated in the executed project -specific PROGRAM SUPPLEMENT. <br />B. Invoices shall be formatted in accordance with LOCAL ASSISTANCE PROCEDURES. <br />C. ADMINISTERING AGENCY must have at least one copy of supporting backup <br />documentation for costs incurred and claimed for reimbursement by ADMINISTERING <br />AGENCY. ADMINISTERING AGENCY agrees to submit supporting backup documentation <br />with invoices if requested by State. Acceptable backup documentation includes, but is not <br />limited to, agency's progress payment to the contractors, copies of cancelled checks showing <br />amounts made payable to vendors and contractors, and/or a computerized summary of <br />PROJECT costs. <br />D. Indirect Cost Allocation Plan/Indirect Cost Rate Proposals (ICAP/ICRP), Central Service <br />Cost Allocation Plans and related documentation are to be prepared and provided to STATE <br />(Caltrans Audits & Investigations) for review and approval prior to ADMINISTERING AGENCY <br />seeking reimbursement of indirect costs incurred within each fiscal year being claimed for <br />State and federal reimbursement. ICAPs/ICRPs must be prepared in accordance with the <br />requirements set forth in 2 CFR, Part 200, Chapter 5 of the Local Assistance Procedural <br />Manual, and the ICAP/ICRP approval procedures established by STATE. <br />E. STATE will withhold the greater of either two (2) percent of the total of all federal funds <br />encumbered for each PROGRAM SUPPLEMENT or $40,000 until ADMINISTERING <br />AGENCY submits the Final Report of Expenditures for each completed PROGRAM <br />SUPPLEMENT PROJECT. <br />F. Payments to ADMINISTERING AGENCY for PROJECT -related travel and subsistence <br />(per diem) expenses of ADMINISTERING AGENCY forces and its contractors and <br />subcontractors claimed for reimbursement or as local match credit shall not exceed rates <br />authorized to be paid rank and file STATE employees under current State Department of <br />Personnel Administration (DPA) rules. If the rates invoiced by ADMINISTERING AGENCY <br />are in excess of DPA rates, ADMINISTERING AGENCY is responsible for the cost difference, <br />and any overpayments inadvertently paid by STATE shall be reimbursed to STATE by <br />ADMINISTERING AGENCY on demand within thirty (30) days of such invoice. <br />G. ADMINISTERING AGENCY agrees to comply with 2 CFR, Part 200, Uniform <br />Program Supplement 12-5063F15-F174- ISTEA Page 2 of 9 <br />