Reg 2018-10-15 Item 4E - Contract Amendment - SeaTac Airport Transportation Demand Management Program Phase II with WA State Department of Transportation for $43,000 (Commute Trip Innovation Grant)

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Section 5 Reimbursement and Payment A. Payment will be made with State Funds by WSDOT on a reimbursable basis for actual costs and expenditures incurred, 'while performing eligible direct and related indirect, Project work during the Project period. Payment is subject to the submission to and approval by WSDOT of properly prepared invoices that substantiate the costs and expenses submitted by CONTRACTOR for reimbursement. Failure to send in progress reports and financial information, as required in Section '7 Progress Reports may delay payment„ The CONTRACTOR must submit an invoice using either State of Washington Form A-19 (Invoice Voucher), a copy of which is attached hereto as Exhibit 5 :and by this reference incorporated into this AGREEMENT or a format a,pproved. by WSDOT. Such invoices ma.y be submitted no more than once per month and no less than once, per year, during th,e course of this AGREEMENT, If approved by WSDOT, said invoices shall be paid by WSDOT withiis thirty (30) clays of receipt of the invoice. B. State Fiscal Year End Closure Itetiplirement (RCW 43.88): The CONTRACTOR shall submit an invoice for completed work in the same state fiscal period, as defined in RCW 43.88, starting ori July 1 and. ending on June 30 the following year within the tirneframe set forth in the caption space header of this AGREEMENT entitled, "Term of Project" during which the work was performed. Reimbursement: :requests must be received by July 15 of each state fiscal period. If the CONTRACTOR is unable to provide an invoice by this date, the CONTRACTOR shall provide an estimate (Tithe charges to be billed so WSDOT may accrue the expenditures in the, proper fiscal period,. Any subsequent reirribursement request submitted will be limited to the amount accrued as set forth in this section. Any payment request received after the timeframe prescribed above will not be eligible for reirnbursernent. Section 6 Project Records The CONTRACTOR. agrees to establish and !maintain for the Project, either a separate set of accounts or, accounts within the framework of an established accounting system in order to sufficiently arid properly reflect all eligible direct and related indirect Project costs incurred in the performance of this AGR,EEMENT. Such accounts are referred to herein collectively as the "Project Account," All costs claimed against the Proje,ct Account 'must be supported by .properly executed payrolls., time records, invoices, contracts„ an.d pa,yrnerit vouchers evidencing in sufficient detail the nature and propriety ofthe costs claimed. Section '7 Progress Reports As part of Exhibit 1, the. ",Pruject Scope of Work," the CONTRACTOR shall develop and, submit a Performance ,Measurement Plan to WSDOT for review and approval. The plan must describe a method to measure and report the number of vehicle trips reduced, vehicle miles traveled reduced, cost per vehicle trip reduced and cost per vehicle mile traveled reduced, The CONTRACTOR shall submit three different progress reports to WSDOT so that WSDOT may adequately and accurately assess he progress made under the terms of this, AGR„,EEMENT. First, the CONTRACTOR, must report on the project's progress and performance, including .its baseline performance, in the Project Progress Report to WSDOT, as set forth. in Exhibit 2, submit to WSDOT by April 30, 2018. Second, the CONTRACTOR inust report on the project's progress and perforinance in the Legislative Progress Report, as set forth in Exhibit 3, submit to WSDOT September 14,, 2018..Last, the CONTRACTOR shah submit the Final Progress Report, as set forth in Exhibit 4, by June 1„ 2019. Section 8 Audits, Inspections, and Records Retention WSDOT, the State Auditor, and any of their representatives, :shall have :full access to and the right to examine, during normal business hours and as often as they deem necessary, all of the CONTRACTOR'S records with respect to all or transcripts from such records, and to make audits of all contracts, invoices, materials., payrolls, and other matters covered by this AGREEMENT, in order to facilitate any audits and inspections, the CONTRACTOR shall retain all documents, papers, accounting records, and other materials pertaining to this AGREEMENT for six (6) :years from the date of completion of the Project or the Project final payment date. However„ in case of audit or litigation extending past that six (6) years period, then the CONTRACTOR must retain all records until the audit or litigation is completed, The CONTRACTOR shall be responsible to assure that the CONTRACTOR and any subcontractors of CONTRACTOR comply with the provisions of this section and provide, WSDOT, the State Auditor, and any of their representatives, access to such records within the scope of this AGR„E,EMENT. GCB2886 Page 3 of 16 41