R2023-07 Resolution Authorizing a Stipulated Agreement Concerning Safety Improvements at the At-Grade Crossing with Illinois Central Railroad Company at Clinton Street

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SA 2243 Each Project Status Report shall include the Commission Order's docket number, the Order date, the project completion date as noted in the Order, crossing information (inventory number and railroad milepost),type of improvement,and the name, title, mailing address, phone number,facsimile number, and electronic mailing address of the Company and City Project Manager. All bills for the automatic warning devices specified in Section 2 of this Agreement authorized for reimbursement from the Grade Crossing Protection Fund shall be submitted to the Fiscal Control Unit, Bureau of Local Roads and Streets, Illinois Department of Transportation, 2300 S. Dirksen Parkway, Springfield, IL 62764. All bills shall meet the minimum documentation requirements set forth in Section 8 of this Agreement. The Department shall reimburse the Company and the City in accordance with the State Prompt Payment Act (Illinois Compiled Statutes, 30 ILCS 540/). The Department shall send a copy of all invoices to the Director of Processing and Information, Transportation Bureau of the Commission. All bills shall be submitted no later than twelve (12) months from the completion date specified in the Commission Order approving this Agreement. The final bill for expenditures from each party shall be clearly marked "Final Bill". The Department shall not obligate any assistance from the Grade Crossing Protection Fund for the cost of proposed improvements described in this Agreement without prior approval by the Commission. The Commission shall, at the end of the 12th month from the completion date specified in the Commission Order approving this Agreement, or any Supplemental Order(s) issued for this project, conduct a review to determine if any unused assistance from the Grade Crossing Protection Fund should be deobligated. Upon completion of the review,the Commission shall notify the Department to deobligate all residual funds accountable for installation costs for this project. Notification may be by regular mail, electronic mail, fax, or phone. Section 8 Billing: For all work specified in this Agreement, and authorized by an Order of the Commission, the Company shall assure that sufficient documentation for all bills is made available to the Department. The minimum documentation that must be made available is outlined below: a) Labor Charges (including additives) - Copies of employee work hours charged to the project. b) Equipment Rental -Copies of rental agreements for the equipment used, including the rental rate; and the number of hours the equipment was used on the project. c) Material - An itemized list of all materials purchased and installed at the crossing location. If materials purchased are installed at multiple crossing locations, a notation must be made to identify the crossing location. d) Engineering -Copies of employee work hours charged to the project. e) Supervision - Copies of employee work hours charged to the project. f) Incidental Charges -An itemized list of all incidental charges along with a written explanation of those charges. g) Service Dates - Invoice shall include the beginning and ending date of the work accomplished for the invoice. h) Final or Progressive - Each invoice shall be marked as a Progressive or a Final Invoice, as applicable. 3