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Agreement No. 75A0242 Al <br />CITY OF SANTA ANA <br />Page 3 of 10 <br />b. It is agreed and understood that this FTA fund limit is an estimate and that <br />DEPARTMENT will only reimburse the cost of services actually rendered as authorized <br />by the DEPARTMENT Contract Manager, said costs not to exceed that fund limitation set <br />forth in 5.a, above, unless amended. <br />6. Allowable Costs <br />a. DEPARTMENT will reimburse CITY for expended actual allowable direct and <br />indirect costs, including, but not limited to labor costs, employee benefits, and travel <br />(overhead is reimbursable only if the CITY has an approved indirect cost allocation plan) <br />and contracted consultant services costs incurred by CITY in performance of the Project <br />work, not to exceed the cost reimbursement limitation set forth in 5.a, above, unless <br />amended. <br />b. Reimbursement of CITY expenditures will be authorized only for those allowable <br />costs actually incurred by CITY in the performance of the Project work. CITY must not <br />only have incurred the expenditures on or after the Effective Date of this FTA and before <br />the Termination Date, but must have also paid for those costs to claim any <br />reimbursement. <br />c. Travel expenses and per diem rates are not to exceed the rate specified by the <br />State of California Department of Personnel Administration for similar employees (i.e. <br />non-represented employees) unless written verification is supplied that government hotel <br />rates are not commercially available to CITY, or its contractors, its subcontractors, and/or <br />its subrecipients, at the time and location required as specified in the California <br />Department of Transportation's Travel Guide Exception Process. <br />d. DEPARTMENT will reimburse CITY for all allowable Project costs no more <br />frequently than monthly in arrears as promptly as DEPARTMENT fiscal procedures <br />permit upon receipt of acceptable and accurate duplicate itemized signed invoices. <br />Invoices shall reference this FTA Number and shall be signed and submitted to the <br />Contract Manager at the following address: <br />California Department of Transportation <br />Division of Rail,. MS-74 <br />Attention: Karen Hunter <br />P.O. Box 942874 <br />Sacramento, CA 94274-0001 <br />e. Invoices shall include the following information: <br />1. Names of the CITY Personnel performing work, or subcontractor invoices. <br />2. Dates of Service. <br />3. Locations of Service. <br />7. Reports <br />a. CITY shall submit a written progress report with each set of invoices, to allow the <br />DEPARTMENT's Contract Manager to determine if CITY is performing to expectations, <br />is on schedule, is within funding cost limitations, to communicate interim findings, and to <br />afford occasions for airing difficulties respecting special problems encountered so that <br />remedies can be developed. <br />25J-9 <br />