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ACTIA Bicycle/Pedestrian Countywide Discretionary Fund Program ACTIA No. A07-0012 DRAFT Cycle 3 Grant Funding Agreement alternative form approved in writing in advance by ACTIA. Invoices will include a summary sheet specifying the project number; time period for the invoice; itemized staff charges to the Project, if any; itemized payments to vendors, consultants, ox contractors and total funds being requested for the invoice period. If Project Sponsor is requesting reimbursement for costs incurred as a result of a contract or agreement with a third party, e.g. a consultant, contractor ox other entity, Project Sponsor shall submit a copy of the fully executed contract or agreement to ACTIA prior to ACTIA authorizing reimbursement of such costs. Each invoice will also include detailed supporting documentation which will include accounting summaries documenting hourly labor costs incurred in the implementation of the Project, copies of invoices from vendors, consultants, or contractors or an explanation of the goods or services provided fox the Project. Project Sponsor may establish an alternative method, subject to approval in advance by ACTIA, to document staff costs charged to the Project. Project Sponsor must submit the final invoice for payment with the Final Report as required by Attachment E. 5) Project Sponsor will submit all reports set forth in Attachment E to ACTIA by the specified due dates. A. Project Progress Reports must be submitted every six months. These reports shall include the current status of the Project, actions taken during the reporting period, actions expected to be taken during the next reporting period, an updated schedule with estimated completion date, scope changes, project-related issues, any unexpected legal, environmental or contractual difficulties, notices of potential claims, and any additional relevant information requested by ACTIA. Project Progress Reports shall be submitted in a format consistent with Attachment F: Sample Project Progress Report Format, unless an alternate reporting format is requested by the Project Sponsor and approved in advance by ACTIA. B. The employment of Small Local Business Enterprises (SLBE) and Local Business Enterprises (LBE) by Project Sponsor as consultants or contractors on the Project is encouraged, but not required. SLBE and LBE reporting is required, in the report format in Attachment G: Contract Reporting Form, when the Project is receiving $25,000 or more in ACTIA funds and the ACTIA funds are used for a single consultant contract with a value of more than $25,000. The Project Sponsor must also complete the contract reporting form for all subconsultants, as detailed in Attachment G: Contract Reporting Form. C. Project Sponsor shall submit a Final Report/Final Invoice within 90 days of project completion. The cover of the Final Report should be printed on Project Sponsor letterhead. The Final Report must include a summary of the actual total project costs including costs paid fox with non-Measure B funding. The summary of actual total project costs should include subtotals fox each project phase. Supporting documentation should include the following costs listed separately by phase: Project costs related to Project Sponsor staff time; and Project costs resulting from any contract with a total contract amount greater than $5,000 (for contract amounts over $25,000 a Contracting Reporting Form is also required). BikePed-Cycle3-A070012-Pleasanton-MasterPlan.doc Page 3 of 18