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SA 1232 <br /> required by this Agreement. Each Project Status Report shall include the Commission <br /> Order's docket number, the Order date, the project completion date as noted in the Order, <br /> crossing information (inventory number and railroad milepost), type of improvement, and <br /> the name, title, mailing address, phone number, facsimile number, and electronic mailing <br /> address of the Company and City Project Manager. <br /> All bills for work specified in Section 2 of this Agreement authorized for reimbursement <br /> from the Grade Crossing Protection Fund shall be submitted to the Fiscal Control Unit, <br /> Bureau of Local Roads and Streets, Illinois Department of Transportation, 2300 South <br /> Dirksen Parkway, Springfield, Illinois 62764. The Department shall send a copy of all <br /> invoices to the Director of Processing and Information, Transportation Bureau of the <br /> Commission. All bills shall be submitted no later than twelve (12) months from the <br /> completion date specified in the Commission Order approving this Agreement. The final <br /> bill for expenditures from the Company shall be clearly marked "Final Bill". The <br /> Department shall not obligate any assistance from the Grade Crossing Protection Fund for <br /> the cost of proposed improvements described in this Agreement without prior approval by <br /> the 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, notify the Department to de-obligate all residual funds <br /> accountable for this project. Notification may be by regular mail, electronic mail, fax, or <br /> phone. <br /> SECTION 7 Billing: For all work specified in Section 2 of this Agreement and <br /> authorized by an Order of the Commission, The Company <br /> shall assure that sufficient documentation for all bills is made available for review by the <br /> Department or the Department's representative. The minimum documentation that must <br /> be made available is outlined below: <br /> a) Labor Charqes (includinq additives) - Copies of employee work hours <br /> charged to the railroad account code for the project. <br /> b) Equipment Rental - Copies of rental agreements for the equipment used, <br /> including the rental rate; number of hours the equipment was used and the <br /> railroad account code for the project. <br /> c) Material - An itemized list of all materials purchased and installed at the <br /> crossing location. If materials purchased are installed at multiple crossing <br /> locations, a notation must be made to identify the crossing location. <br /> d) Enqineerinq - Copies of employee work hours charged to the railroad <br /> account code for the project. <br /> e) Supervision - Copies of employee work hours charged to the railroad code <br /> for the project. <br /> f) Incidental Charqes - An itemized list of all incidental charges along with a <br /> written explanation of those charges. <br /> g) Service Dates - Invoice shall include the beginning and ending date of <br /> the work accomplished for the invoice. <br /> h) Final or Proqressive - Each invoice shall be marked as a Progressive or <br /> a Final Invoice. <br /> 3 <br />