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City of Santa Ana <br />Agreement Number 12-TRANSIT-06 <br />AMS ADV ID: 1224000031 <br />Page 7 of 19 <br />Also see website for summary of travel reimbursement rules. <br />f.AGENCY shall submit invoices to CALTRANS at least quarterly, but no more frequently than <br />monthly, in arrears upon completion of project tasks, milestone and/or deliverables in <br />accordance with the Project Timeline in Attachment III to the satisfaction of CALTRANS <br />District Partnership Liaison <br />g.. Invoices shall reference this RGA Number and shall be signed and submitted to CALTRANS <br />District Partnership Liaison, as stated in Section III–Notification of Parties, Item 8c. <br />h.Invoices shall include the following information: <br />1)Names of the AGENCY personnel performing work <br />2)Dates and times of Project Work <br />3)Locations of Project Work <br />4)Itemized costs as set forth in Attachment III, including identification of each employee, <br />contractor or subcontractor staff who provided services during the period of the invoice, the <br />number of hours and hourly rates for each employee, contractor, sub-recipient or <br />subcontractor staff member, authorized travel expenses with receipts, receipts for <br />authorized materials or supplies, and contractor, subrecipient and subcontractor invoices. <br />5)AGENCY shall submit written progress reports with each set of invoices to allow <br />CALTRANS District Partnership Liaison to determine if AGENCY is performing to <br />expectations, is on schedule, is within funding cost limitations, to communicate interim <br />findings, and to afford occasions for airing difficulties respecting special problems <br />encountered so that remedies can be developed. <br />i.Incomplete or inaccurate invoices shall be returned to the AGENCY unapproved for correction. <br />Failure to submit invoices on a timely basis may be grounds for termination of this RGA for <br />material breach per Section III–Termination, Item 12. <br />j.CALTRANS will reimburse AGENCY for all allowable Project costs at least quarterly, but no <br />more frequently than monthly, in arrears as promptly as CALTRANS fiscal procedures permit <br />upon receipt of an itemized signed invoice. <br />k.The RGA Expiration Date refers to the last date for AGENCY to incur valid Project costs or <br />credits and is the date this RGA expires. AGENCY has until December 31, 2024 to make final <br />allowable payments to Project contractors or vendors, and submit the Project’s Final Report, as <br />defined in Attachment I and a final invoice to CALTRANS for reimbursement for allowable <br />Project costs. Any unexpended Project funds not invoiced by the 60th day will be reverted and <br />will no longer be accessible to reimburse late Project invoices contractor. <br />l.The final invoice will be paid upon submission by AGENCY to CALTRANS and acceptance by <br />CALTRANS of the Final Delivery Report. Complete final delivery reports and invoices must be <br />submitted to CALTRANS by June 30, 2025. <br />15.Quarterly Progress Reporting <br />a.AGENCY shall submit written quarterly progress reports to the CALTRANS District <br />Partnership Liaison to determine if AGENCY is performing to expectations, is on schedule, <br />is within funding cost limitations, to communicate interim findings, and to afford occasions for <br />airing difficulties respecting special problems encountered so that remedies can be <br />developed.