Lea: No, it is Nancy’s and my understanding that we can submit for reimbursement when each phase is complete (meaning that we have expended all of the money that we are requesting reimbursement for). When we completed the Section 11, we gave a range of dates for each project so they would have an idea of when the projects would be complete, but it is our understanding that those dates are for the entire project, not just the NCTCOG portion. I have a call in to Emily to verify this. This is the reimbursement schedule that she references from the Section 11: From: Lea Dunn Sent: Wednesday, July 13, 2011 12:13 PM To: Alison Ream Cc: Nancy Cline; Clay Barnett; Slade Strickland; Marisa Perry Subject: RE: Reimbursement questions Alison: Thanks for the info. In reading Emily’s responses, it would appear that anything related to landscaping – trees, etc. – cannot be submitted for reimbursement until October 2011? Is this your understanding? Lea Lea Dunn |Deputy City Manager, Town of Addison | 5300 BeltLine Road | Dallas, Texas 75254 ofc 972.450.7037 | ldunn@addisontx.gov From: Alison Ream Sent: Wednesday, July 13, 2011 11:41 AM To: Lea Dunn Cc: Nancy Cline; Clay Barnett; Slade Strickland; Marisa Perry Subject: FW: Reimbursement questions 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. 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