Lea: These are Emily’s responses to our original 5 questions. Attached is the spreadsheet I handed out this morning with the preliminary breakdown of the reimbursements. I spoke with Slade after our meeting and he understands the process and is working on breaking out his bid items. I will go over the process with Clay today to make sure we’re all on the same page. Please let me know if there’s anything else I can do in the meantime. Thanks, Alison From: Emily Beckham [mailto:ebeckham@nctcog.org] Sent: Monday, July 11, 2011 4:40 PM To: Alison Ream Cc: Patrick Mandapaka Subject: RE: Reimbursement questions Hi Alison, I’ve provided responses below. _______________________________________ Emily R. Beckham Senior Grants and Contracts Coordinator North Central Texas Council of Governments 616 Six Flags Drive, Suite 200, Centerpoint Two P.O. Box 5888 Arlington, TX 76005-5888 Phone: 817-608-2308 ebeckham@nctcog.org Find us on Facebook Follow us on Twitter The information contained in this transmittal and accompanying documents, if any, is protected by both state and federal law. This information is intended only for the use of the individual or entity named above. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution or action taken in reliance on the contents of this transmittal is strictly prohibited. If you have received this transmittal in error, please notify the sender immediately to arrange for return or destruction of these documents. The authorized recipient of this information is prohibited from disclosing this information to any other party except as may be permitted by law, and is required to destroy the information after its intended purpose has been fulfilled, unless otherwise permitted by law. From: Alison Ream [mailto:aream@addisontx.gov] Sent: Wednesday, July 06, 2011 8:12 AM To: Emily Beckham Subject: Reimbursement questions Hi Emily, We had just a few questions on the reimbursement procedures: 1. We have pre-award authority for the total amount of the Redding Trail, which can count toward our 20% local match. Since each phase 2 invoice automatically deducts 20% how will that be reconciled? I’ve attached NCTCOG’s proposed reimbursement methodology. Please review and let me know if the Town agrees. If so, I’ll update the template and send a new version to you (this will also include modifications requested in question 5). 2. We are looking at probably submitting all invoices in August/September when the projects are fully complete. Can we combine construction and landscaping phases on one invoice, or do we need to submit a separate invoice for each phase? An invoice should be submitted at the completion of each phase and consistent with the reimbursement schedule completed in the Article 11.1. There is one construction reimbursement approved for August 2011; however, there is not a landscaping reimbursement approved until October 2011. Based on this schedule, I believe separate invoices should be submitted for these items. 3. On item #9 on the reporting checklist, do you have a sample letter or template for us to use? I am working on finalizing approval of this letter. I will provide a copy once it has been approved. 4. On item #10, could you please send us the form mentioned? Guidelines http://www.nctcog.org/trans/rtr/LERGuidelines_20110516.pdf Form http://www.nctcog.org/trans/rtr/LERForm_20101022.pdf For assistance with completing this form please contact: Sandy Wesch, P.E., AICP Program Manager North Central Texas Council of Governments 616 Six Flags Drive, Arlington, Texas 76011 Phone 817.704.5632 | Fax 817.640.3028 swesch@nctcog.org 5. We have considerably more bid items than lines provided in the invoice. Is there any way to format the invoice to allow us to insert lines or is that something you could insert for us? Thank you for all your help! Alison Ream Assistant to the Public Works Director Town of Addison 972.450.2818 aream@addisontx.gov ************************************************************ This e-mail and any files or attachments transmitted with it contain Information that is confidential and privileged. This document may contain Protected Health Information (PHI) or other information that is intended only for the use of the individual(s) and entity(ies) to whom it is addressed. If you are the intended recipient, further disclosures are prohibited without proper authorization. If you are not the intended recipient, any disclosure, copying, printing, or use of this information is strictly prohibited and possibly a violation of federal or state law and regulations. If you have received this information in error, please delete it and notify Hamid Khaleghipour at 972-450-2868 immediately. Thank you. ************************************************************