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Section 5
<br />Reimbursement and Payment
<br />A. Payment will be made with State Funds by WSDOT on a reimbursable basis for actual costs and
<br />expenditures incurred, while performing eligible direct and related indirect Project work during the Project
<br />period. Payment is subject to the submission to and approval by WSDOT of properly prepared invoices that
<br />substantiate the costs and expenses submitted by CONTRACTOR for reimbursement, Failure to send in
<br />progress reports and financial information as required in Section 7 — Progress Reports may delay payment.
<br />The CONTRACTOR must submit an invoice using either State of Washington Form A-19 (Invoice
<br />Voucher), a copy of which is attached hereto as Exhibit 5 and by this reference incorporated into this
<br />AGREEMENT or a format approved by WSDOT. Such invoices may be submitted no more than once per
<br />month and no less than once per year, during the course of this AGREEMENT. If approved by WSDOT, said
<br />invoices shall be paid by WSDOT within thirty (30) days of receipt of the invoice.
<br />B. State Fiscal Year End Closure Requirement (RCW 43.88): The CONTRACTOR shall submit an
<br />invoice for completed work in the same state fiscal period, as defined in RCW 43.88, starting on July I and
<br />ending on June 30 the following year within the timeframe set forth in the caption space header of this
<br />AGREEMENT entitled "Term of Project" during which the work was performed. Reimbursement requests
<br />must be received by July 15 of each state fiscal period. If the CONTRACTOR is unable to provide an invoice
<br />by this date, the CONTRACTOR shall provide an estimate of the charges to be billed so WSDOT may accrue
<br />the expenditures in the proper fiscal period. Any subsequent reimbursement request submitted will be limited
<br />to the amount accrued as set forth in this section. Any payment request received after the timeframe
<br />prescribed above will not be eligible for reimbursement.
<br />Section 6
<br />Project Records
<br />The CONTRACTOR agrees to establish and maintain for the Project, either a separate set of accounts or,
<br />accounts within the framework of an established accounting system in order to sufficiently and properly
<br />reflect all eligible direct and related indirect Project costs incurred in the performance of this AGREEMENT.
<br />Such accounts are referred to herein collectively as the "Project Account." All costs claimed against the
<br />Project Account must be supported by properly executed payrolls, time records, invoices, contracts, and
<br />payment vouchers evidencing in sufficient detail the nature and propriety of the costs claimed.
<br />Section 7
<br />Progress Reports
<br />As part of Exhibit 1, the "Project Scope of Work," the CONTRACTOR shall develop and submit a
<br />Performance Measurement Plan to WSDOT for review and approval. The plan must describe a method to
<br />measure and report the number of vehicle trips reduced, vehicle miles traveled reduced, cost per vehicle trip
<br />reduced and cost per vehicle mile traveled reduced. The CONTRACTOR shall submit three different
<br />progress reports to WSDOT so that WSDOT may adequately and accurately assess the progress made under
<br />the terms of this AGREEMENT. First, the CONTRACTOR must report on the project's progress and
<br />performance, including its baseline performance, in the Project Progress Report to WSDOT, as set forth in
<br />Exhibit 2, submit to WSDOT by April 30, 2018. Second, the CONTRACTOR must report on the project's
<br />progress and performance in the Legislative Progress Report, as set forth in Exhibit 3, submit to WSDOT
<br />September 14, 2018. Last, the CONTRACTOR shall submit the Final Progress Report, as set forth in Exhibit
<br />4, by June 1, 2019.
<br />Section 8
<br />Audits, Inspections, and Records Retention
<br />WSDOT, the State Auditor, and any of their representatives, shall have full access to and the right to examine,
<br />during normal business hours and as often as they deem necessary, all of the CONTRACTOR's records with
<br />respect to all or transcripts from such records, and to make audits of all contracts, invoices, materials,
<br />payrolls, and other matters covered by this AGREEMENT. In order to facilitate any audits and inspections,
<br />the CONTRACTOR shall retain all documents, papers, accounting records, and other materials pertaining to
<br />this AGREEMENT for six (6) years from the date of completion of the Project or the Project final payment
<br />date. However, in case of audit or litigation extending past that six (6) years period, then the CONTRACTOR
<br />must retain all records until the audit or litigation is completed. The CONTRACTOR shall be responsible to
<br />assure that the CONTRACTOR and any subcontractors of CONTRACTOR comply with the provisions of
<br />this section and provide, WSDOT, the State Auditor, and any of their representatives, access to such records
<br />within the scope of this AGREEMENT.
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