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City of Santa Ana <br />Agreement Number: CCL-5063-213 <br />AMS ADV ID: 1224000042 <br />Page 6 of 19 <br />d. The AGENCY indirect cost rate must be approved in writing by the California Department of <br />Transportation Independent Office of Audits and Investigations or federal cognizant agency <br />before any reimbursement payment is made by CALTRANS to AGENCY for such cost. <br />e. Travel expenses and per diem rates are not to exceed the rate specified by the State of <br />California Department of Human Resources for similar employees (i.e. non -represented <br />employees) unless written verification is supplied that government hotel rates were not then <br />commercially available to AGENCY, its subrecipients, contractors, and/or subcontractors, at the <br />time and location required as specified in the California Department of Transportation's Travel <br />Guide Exception Process at the following link: https://travelpocketguide.dot.ca.govl. <br />Also see website for summary of travel reimbursement rules. <br />f. AGENCY shall submit invoices to CALTRANS at least every six months, but no more frequently <br />than 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 District <br />Grant Manager. Invoices shall reference this RGA Number and shall be signed and submitted to <br />CALTRANS District Grant Managerhttps://dot.ca.clov/-/media/dot-media/programs/local- <br />assistance/documents/lapm/ch05.pdf, as stated in Section III —Notification of Parties, Item Sc. <br />g. invoices shall be complete with all of the following sections in the invoice completed: <br />1) Section 1: Invoice <br />2) Section 2: Indirect Cost Calculation, if the AGENCY is seeking reimbursement for indirect <br />costs <br />3) Section 3: Billing Summary <br />4) AGENCY shall submit a completed detailed contractor award package, including final cost <br />estimates, to CALTRANS after the project has been awarded to the contractor. The award <br />package shall be submitted to CALTRANS with the first invoice that the AGENCY is <br />seeking reimbursement for the contractor for. <br />h. 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 />i. CALTRANS will reimburse AGENCY for all allowable Project costs at least every 6 months, but <br />no more frequently than monthly, in arrears as promptly as CALTRANS fiscal procedures permit <br />upon receipt of an itemized signed invoice. <br />j. 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 November 1, 2026 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 />k. 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 November 1, 2026. <br />16. Local Match Funds <br />a. AGENCY shall contribute not less than a proportional cash amount toward the services <br />described herein on a monthly or 6-month basis. Notwithstanding the foregoing, to the extent <br />