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2014-062
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Last modified
3/13/2017 11:37:50 AM
Creation date
10/1/2015 6:05:31 AM
Metadata
Fields
Template:
Official Documents
Official Document Type
Agreement
Approved Date
05/06/2014
Control Number
2014-062
Agenda Item Number
8.J.
Entity Name
Florida Department of Transportation
Subject
Public Transportation Joint Participation
Bus Purchase
Project Number
435846-1-84-01
Alternate Name
FDOT
Supplemental fields
SmeadsoftID
13133
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725-030-06 <br />PUBLIC TRANSPORTATION <br />OGC -1114 <br />Page 3 of 14 <br />5.00 Project Budget and Payment Provisions: <br />5.10 The Project Budget: A project budget shall be prepared by the Agency and approved by the Department. <br />The Agency shall maintain said budget, carry out the project and shall incur obligations against project funds only in <br />conformity with the latest approved budget for the project. No budget increase or decrease shall <br />be effective unless it complies with fund participation requirements established in Section 4.00 of this Agreement, or <br />Amendment thereto and is approved by the Department Comptroller. <br />5.20 Payment Provisions: Unless otherwise allowed, payment will begin in the year the <br />project or project phase is scheduled in the work program as of the date of the agreement. Payment will be made for <br />actual costs incurred as of the date the invoice is submitted with the final payment due upon receipt of a final invoice. <br />6.00 Accounting Records: <br />6.10 Establishment and Maintenance of Accounting Records: The Agency shall establish for the project, in <br />conformity with requirements established by Department's program guidelines/procedures and "Principles for State and <br />Local Governments", separate accounts to be maintained within its existing accounting system or establish independent <br />accounts. Such accounts are referred to herein collectively as the "project account" Records of costs incurred under terms <br />of this Agreement shall be maintained in the project account and made available upon request to the Department at all <br />times during the period of this Agreement and for five (5) years after final payment is made. Copies of these documents <br />and records shall be furnished to the Department upon request. Records of costs incurred include the Agency's general <br />accounting records and the Project records, together with supporting documents and records, of the Agency and all <br />sub -consultants performing work on the Project and all other records of the Agency and sub -consultants considered <br />necessary by the Department for a proper audit of costs If any litigation claim, or audit is started before the expiration of <br />the five (5) year period, the records shall be retained until all litigation claims, or audit findings involving the records have <br />been resolved. <br />6.30 Costs Incurred for the Project: The Agency shall charge to the project account all eligible costs of the <br />project. Costs in excess of the latest approved budget or attributable to actions which have not received the required <br />approval of the Department shall not be considered eligible costs. <br />6.40 Documentation of Project Costs: All costs charged to the project, including any approved services <br />contributed by the Agency or others shall be supported by properly executed payrolls, time records, invoices, contracts, or <br />vouchers evidencing in proper detail the nature and propriety of the charges. <br />6.50 Checks, Orders, and Vouchers: Any check or order drawn by the Agency with respect to any item which is <br />or will be chargeable against the project account will be drawn only in accordance with a properly signed voucher then on <br />file in the office of the Agency stating in proper detail the purpose for which such check or order is drawn. All checks, <br />payrolls, invoices, contracts, vouchers, orders, or other accounting documents pertaining in whole or in part to the project <br />shall be clearly identified, readily accessible, and, to the extent feasible, kept separate and apart from all other such <br />documents. <br />6.60 Audit Authority: In addition to the requirements below, the Agency agrees to comply and cooperate with any <br />inspections, reviews, investigations, or audits deemed necessary by the Department, Flonda's Chief Financial Officer or <br />Auditor General. The Agency shall retain sufficient records demonstrating its compliance with the terms of this Agreement <br />for a period of five years from the date the audit report is issued, and shall allow the Department access to such records <br />and working papers upon request. The following requirements do not limit the authority of the Department to conduct or <br />arrange for the conduct of additional audits or evaluations of state financial assistance or limit the authority of any state <br />agency inspector general the Auditor General, or any other state official. <br />The Agency shall comply with all audit and audit reporting requirements as specified in Exhibit "D" attached hereto and by <br />this reference made a part hereof this Agreement. <br />Page 3 of 14 <br />
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