Local Agency Guidelines Agreements and Progress Billings

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Local Agency GuidelinesAgreements and Progress
Billings

• Beth Vargas Duncan
• Certification Program Manager
• January 30, 2009

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Road Map
B-3 Non-Certified Agency Agreements C-4
Certified Local Agency Agreements B-4 Progress
Billing (Reimbursement Costs)
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Local Agency Agreements
LAG B-3 C-4

• Local Agency
• Master Agreement Project Agreement or
  standalone project agreement
• Agreement Development
• Started early in program development stage
• Completed prior to project delivery

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Local Agency Agreements

LAG B-3 C-4

• Line of Agreements used with federal funds
• FHWA/ODOT Stewardship Agreement
• AOC/LOC/ODOT Federal-aid Working Agmt
• Master Agreement
• Supplemental Project Agreements
• Amended Supplemental Project Agreements
• Stand Alone Project Agreement

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Local Agency Agreements

LAG B-3 C-4

• Supplemental Project Agreement
• Describes the proposed improvement
• Serves as support documents for FHWA
  authorization of federal funds
• Provides schedule identifying anticipated
  obligation of funds

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Local Agency Agreements

LAG B-3 C-4

• NOTE The Supplemental Project Agreement must be
  fully executed before reimbursement and no costs
  are eligible for federal-aid reimbursement until
  ODOT authorizes it
• in writing.

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Non-Certified Agency Progress Billings
(Reimburse Costs)

LAG Manual B-4

• Billings only accepted after
• Execution of local agency agreement
• Completion of Prospectus
• Receipt of federal authorization of funds
• ODOT issues Notice to Proceed (NTP) letter

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Certified Agency Progress Billings (Reimburse
Costs)

LAG Manual B-4

• Billings only accepted after
• Execution of Master Certification Agreement
• Execution of Supplemental Project Agreement
• Receipt of federal authorization of funds
• ODOT issues Notice to Proceed (NTP) letter

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Non-Certified Agency Progress Billings
(Reimburse Costs)

LAG B-4 C-5

• Local Agency
• Submits all progress billings to Regional local
  agency liaison per IGA
• Certified locals refer to C-5 and Appendix

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Non-Certified Agency Progress Billings
(Reimburse Costs)

LAG B-4 C-5

• Participating Costs
• Programmed with FHWA
• Incurred after date of FHWA authorization of
  funds
• Entirely for the benefit of the project charged
• Participating functions
• Examples
• Labor Materials
• Supplies Travel costs for employees
• Services

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Non-Certified Agency Progress Billings
(Reimburse Costs)

LAG B-4 C-5

• Non-Participating Costs
• Equipment purchase repair
• Supplies for a number of projects
• Office rental
• General operating labor costs
• Travel unrelated to a specific federal project

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Questions?