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SA 1647 <br /> The Company and the City shall each, at six (6) month intervals from the date of the <br /> Commission Order approving this Agreement, or any Supplemental Order(s) issued for <br /> the project, submit to the Director of Processing and Information, Transportation Bureau of <br /> the Commission, a Project Status Report, attached as Exhibits E (Company) and E1 <br /> (City), regarding the progress each has made toward completion of the work required by <br /> this Agreement. Each Project Status Report shall include the Commission Order's docket <br /> number, the Order date, the project completion date as noted in the Order, crossing <br /> information (inventory number and railroad milepost), type of improvement, and the name, <br /> title, mailing address, phone number, facsimile number, and electronic mailing address of <br /> the Company or City Project Manager. <br /> All bills for work specified in Section 2 of this Agreement authorized for reimbursement <br /> from the GCPF shall be submitted to the Fiscal Control Unit, Bureau of Local Roads and <br /> Streets, Illinois Department of Transportation, 2300 S. Dirksen Parkway, Room 205, <br /> Springfield, IL 62764. All bills shall meet the minimum documentation requirements set <br /> forth in Section 8 of this Agreement. All bills will be paid in accordance with the State <br /> Prompt Payment Act as currently enacted (Illinois Compiled Statutes, 30 ILCS 540/). <br /> The Department shall send a copy of all invoices to the Director of Processing and <br /> Information, Transportation Bureau of the Commission. All bills shall be submitted no <br /> later than twelve (12) months from the completion date specified in the Commission <br /> Order approving this Agreement, or any Supplemental Order(s) issued for the project. <br /> The final invoice for expenditures from each party shall be clearly marked "Final <br /> Invoice". The Department shall not obligate any assistance from the GCPF for the cost <br /> of proposed improvements described in this Agreement without prior approval by the <br /> Commission. The Commission shall, at the end of the 12th month from the completion <br /> date specified in the Commission Order approving this Agreement, or any Supplemental <br /> Order(s) issued for this project, conduct a review to determine if any unused assistance <br /> from the GCPF should be de-obligated. Upon completion of the review, the Commission <br /> shall notify the Department to de-obligate all residual funds accountable for installation <br /> costs for this project. Notification may be by regular mail, electronic mail, fax, or phone. <br /> Section 8 Billing: For all work specified in Section 2 of this Agreement, and authorized <br /> by an Order of the Commission, the Company shall assure that sufficient documentation <br /> for all bills is made available to the Department. The minimum documentation that must <br /> be made available is outlined below: <br /> a) Labor Charges (including additives) - Copies of employee work hours charged to <br /> the project. <br /> b) Equipment Rental - Copies of rental agreements for the equipment used, <br /> including the rental rate; and the number of hours the equipment was used on <br /> the project. <br /> c) Material - An itemized list of all materials purchased and installed at the crossing <br /> location. If materials purchased are installed at multiple crossing locations, a <br /> notation must be made to identify the crossing location. <br /> d) Engineering - Copies of employee work hours charged to the project. <br /> e) Supervision - Copies of employee work hours charged to the project. <br /> 3 <br />