Resolution_Quadco_WSDOT Agmt - Laserfiche WebLink

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shall contain sufficient detail to inform the STATE and any other entities providing funding for the work as to the progress on each work element contained in the UPWP. Requests for reimbursement should be submitted to TRCOFiscal@wsdot.wa.gov. The STATE shall review and approve each request for payment and shall reimburse the RTPOs no later than fifteen (15) business days after the date of receipt by the STATE. 4 Reports 4.1 The RTPO shall communicate with the STATE from time to time, or as often as required by the STATE, during the term of this Agreement to keep the STATE up to date about the progress of the work being performed as described in the UPWP. The STATE reserves the right to request interim written progress reports during the fiscal year, if the RTPO's monthly billing report is deemed insufficient in detail, the RTPO undergoes major structural changes, or there are changes to the RTPO's core organizational functions/activities. The interim reports are due to the STATE within twenty-one (21) calendar days of being notified in writing by the STATE. The interim reports shall include a summary of work progress during the course of the fiscal year, costs incurred in accordance with the approved UPWP and budget, and progress to date, including any problems or work delays. The STATE may delay reimbursement of billings if the requested interim reports are not submitted as specified. 4.2 On or before September 30 of every calendar year, unless otherwise noted in the UPWP Guidelines, after the conclusion of each state fiscal year, the RTPO shall prepare and submit to the STATE a performance and expenditure report. This final report shall summarize work accomplished under the UPWP, costs incurred by work element, and identify any carryover of funds. Each annual report must contain at a minimum: a. Comparison of actual performance with established goals; b. Progress in meeting schedules; c. Status of expenditures in a format compatible with the work program, including comparison of budgeted (approved) amounts and actual costs incurred; d. Cost overruns or underruns; e. Approved work program revisions; and f. Other pertinent supporting data. 4.3 Reports as described in this section and other documentation or correspondence related to this Agreement should be sent via email to WSDOT's Tribal and Regional Integrated Planning Office at trpo(g)wsdot.wa.gov. 5 Assignment of Work Items 5.1 The work items may be accomplished by joint effort between the staff of the RTPO, the STATE, and/or local government agencies. Such assignments will be clearly listed in the UPWP. 6 Project Records 6.1 The RTPO shall establish and maintain books, records, documents, and other evidence and accounting procedures and practice, sufficient to reflect properly all direct and indirect costs of whatever nature incurred and anticipated to be incurred for the performance of this Agreement. To facilitate the administration of the RTPO, separate accounts shall be established and maintained within the RTPO's existing accounting system or an independent accounting system may be set up for all eligible costs. Costs in excess of the latest approved budget, or attributable WSDOT Agreement #GCB 3521 Page 3 of 8