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Contractor Travel Form No. 300-000-06 and will be paid in accordance with Section 112.061,
<br />Florida Statutes, and the most current version of the Department's Disbursement Handbook
<br />for Employees and Managers.
<br />Financial Consequences. Payment shall be made only after receipt and approval of
<br />deliverables and costs incurred unless advance payments are authorized by the Chief
<br />Financial Officer of the State of Florida under Chapters 215 and 216, Florida Statutes, or the
<br />Department's Comptroller under Section 334.044(29), Florida Statutes. If the Department
<br />determines that the performance of the Agency is unsatisfactory, the Department shall notify
<br />the Agency of the deficiency to be corrected, which correction shall be made within a time-
<br />frame to be specified by the Department. The Agency shall, within thirty (30) days after notice
<br />from the Department, provide the Department with a corrective action plan describing how the
<br />Agency will address all issues of contract non-performance, unacceptable performance,
<br />failure to meet the minimum performance levels, deliverable deficiencies, or contract non-
<br />compliance. If the corrective action plan is unacceptable to the Department, the Agency will
<br />not be reimbursed. If the deficiency is subsequently resolved, the Agency may bill the
<br />Department for the amount that was previously not reimbursed during the next billing period. If
<br />the Agency is unable to resolve the deficiency, the funds shall be forfeited at the end of the
<br />Agreement's term.
<br />g. Invoice Processing. An Agency receiving financial assistance from the Department should
<br />be aware of the following time frames. Inspection or verification and approval of deliverables
<br />shall take no longer than 20 days from the Department's receipt of the invoice. The
<br />Department has 20 days to deliver a request for payment (voucher) to the Department of
<br />Financial Services. The 20 days are measured from the latter of the date the invoice is
<br />received or the deliverables are received, inspected or verified, and approved.
<br />If a payment is not available within 40 days, a separate interest penalty at a rate as established
<br />pursuant to Section 55.03(1), Florida Statutes, will be due and payable, in addition to the
<br />invoice amount, to the Agency. Interest penalties of less than one (1) dollar will not be
<br />enforced unless the Agency requests payment. Invoices that have to be returned to an Agency
<br />because of Agency preparation errors will result in a delay in the payment. The invoice
<br />payment requirements do not start until a properly completed invoice is provided to the
<br />Department.
<br />A Vendor Ombudsman has been established within the Department of Financial Services.
<br />The duties of this individual include acting as an advocate for Agency who may be
<br />experiencing problems in obtaining timely payment(s) from a state agency. The Vendor
<br />Ombudsman may be contacted at (850) 413-5516.
<br />Records Retention. The Agency shall maintain an accounting system or separate accounts
<br />to ensure funds and projects are tracked separately. Records of costs incurred under the terms
<br />of this Agreement shall be maintained and made available upon request to the Department at
<br />all times during the period of this Agreement and for five years after final payment is made.
<br />Copies of these records shall be furnished to the Department upon request. Records of costs
<br />incurred include the Agency's general accounting records and the Project records, together
<br />with supporting documents and records, of the Contractor and all subcontractors performing
<br />work on the Project, and all other records of the Contractor and subcontractors considered
<br />necessary by the Department for a proper audit of costs.
<br />i. Progress Reports. Upon request, the Agency agrees to provide progress reports to the
<br />Department in the standard format used by the Department and at intervals established by the
<br />Department. The Department will be entitled at all times to be advised, at its request, as to the
<br />status of the Project and of details thereof.
<br />Page 4 of 24
<br />A TRUE COPY
<br />CERTIFICATION ON LAST PAGE
<br />J.R. SMITH, CLERK
<br />STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
<br />Forth 725-000.01
<br />PUBLIC TRANSPORTATION
<br />STRATEGIC
<br />GRANT AGREEMENT
<br />DEVELOPMENT
<br />OGC07/22
<br />Contractor Travel Form No. 300-000-06 and will be paid in accordance with Section 112.061,
<br />Florida Statutes, and the most current version of the Department's Disbursement Handbook
<br />for Employees and Managers.
<br />Financial Consequences. Payment shall be made only after receipt and approval of
<br />deliverables and costs incurred unless advance payments are authorized by the Chief
<br />Financial Officer of the State of Florida under Chapters 215 and 216, Florida Statutes, or the
<br />Department's Comptroller under Section 334.044(29), Florida Statutes. If the Department
<br />determines that the performance of the Agency is unsatisfactory, the Department shall notify
<br />the Agency of the deficiency to be corrected, which correction shall be made within a time-
<br />frame to be specified by the Department. The Agency shall, within thirty (30) days after notice
<br />from the Department, provide the Department with a corrective action plan describing how the
<br />Agency will address all issues of contract non-performance, unacceptable performance,
<br />failure to meet the minimum performance levels, deliverable deficiencies, or contract non-
<br />compliance. If the corrective action plan is unacceptable to the Department, the Agency will
<br />not be reimbursed. If the deficiency is subsequently resolved, the Agency may bill the
<br />Department for the amount that was previously not reimbursed during the next billing period. If
<br />the Agency is unable to resolve the deficiency, the funds shall be forfeited at the end of the
<br />Agreement's term.
<br />g. Invoice Processing. An Agency receiving financial assistance from the Department should
<br />be aware of the following time frames. Inspection or verification and approval of deliverables
<br />shall take no longer than 20 days from the Department's receipt of the invoice. The
<br />Department has 20 days to deliver a request for payment (voucher) to the Department of
<br />Financial Services. The 20 days are measured from the latter of the date the invoice is
<br />received or the deliverables are received, inspected or verified, and approved.
<br />If a payment is not available within 40 days, a separate interest penalty at a rate as established
<br />pursuant to Section 55.03(1), Florida Statutes, will be due and payable, in addition to the
<br />invoice amount, to the Agency. Interest penalties of less than one (1) dollar will not be
<br />enforced unless the Agency requests payment. Invoices that have to be returned to an Agency
<br />because of Agency preparation errors will result in a delay in the payment. The invoice
<br />payment requirements do not start until a properly completed invoice is provided to the
<br />Department.
<br />A Vendor Ombudsman has been established within the Department of Financial Services.
<br />The duties of this individual include acting as an advocate for Agency who may be
<br />experiencing problems in obtaining timely payment(s) from a state agency. The Vendor
<br />Ombudsman may be contacted at (850) 413-5516.
<br />Records Retention. The Agency shall maintain an accounting system or separate accounts
<br />to ensure funds and projects are tracked separately. Records of costs incurred under the terms
<br />of this Agreement shall be maintained and made available upon request to the Department at
<br />all times during the period of this Agreement and for five years after final payment is made.
<br />Copies of these records shall be furnished to the Department upon request. Records of costs
<br />incurred include the Agency's general accounting records and the Project records, together
<br />with supporting documents and records, of the Contractor and all subcontractors performing
<br />work on the Project, and all other records of the Contractor and subcontractors considered
<br />necessary by the Department for a proper audit of costs.
<br />i. Progress Reports. Upon request, the Agency agrees to provide progress reports to the
<br />Department in the standard format used by the Department and at intervals established by the
<br />Department. The Department will be entitled at all times to be advised, at its request, as to the
<br />status of the Project and of details thereof.
<br />Page 4 of 24
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