S Grant - NC Department of Transportation FY09-5311 CT Grant Program

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Page 2 Failure to request reimbursement within 30 days following the end of the period covered as outlined in the agreement may result in non-payment or termination of the project. Request for reimbursement must include expenditures incurred during the period covered. Please note that special provisions will be given to accruals such as public utilities and other costs/charges where payments were made after the period covered. Please be aware that grantees shall limit reimbursement for meals, lodging and travel to the rates established by the State of North Carolina Travel Policy. Costs incurred in excess of these rates shall be borne by the grantee. It is the policy of the North Carolina Department of Transportation (NCDOT) to ensure that small businesses owned and controlled by socially and economically disadvantaged individuals have the maximum opportunity to participate in the performance of contracts using Federal and state funds disbursed through the Department. Per this policy, NCDOT manages the following programs that promote and support this policy: . (1) The Federal Disadvantaged Business Enterprise program (DBE), (2) The State Minority (MB) and Women (WB) Business Enterprise program, and (3) The State Historically Underutilized Business Enterprise Program (HUB). Each NCDOT contract contains assurances that disadvantaged and underutilized business enterprise statutes, regulations, policies and procedures will be adhered to during the duration of the contract. It is the responsibility of the grantee to include these assurances, as well as all other relevant contract clauses, in third party bid advertisements for goods and services as well as in the subsequent award of contracts. All bid advertisements must be submitted to the Public Transportation Division for concurrence prior to advertising. The Division will forward the bid advertisements to the Contractual Services Unit within NCDOT for their review prior to concurrence. To allow adequate review time, the advertisement should be submitted two weeks before the expected date of advertisement. Contractor certification can be confirmed by reviewing the Directory of Transportation Firms located at: http//apps.dot.state.nc.us/vendor/directorX. Your agency is responsible for reporting all payments made to DBE/MBE/WBE/HUB firms at the time invoices are submitted to the Public Transportation Division for reimbursement.. The Vendor Payments form can be found on the Public Transportation Division's web-site at http://www.ncdot.org/transit/nctransit/resources.html.