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12-ORA-O-SA <br /> BPMPL-5063(220) <br /> SPECIAL COVENANTS OR REMARKS <br /> 2. 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 /> • <br /> • <br /> Program Supplement 12-5063F15-F178-ISTEA Page 4 of 7 <br />