RES-2005-039 Resolution for Acceptance of Grant for Proposed Scenic Easement Project

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APPENDIX A ENHANCEMENT PROJECT GUIDELINES A DOT Transportation Improvement Program (TIP) Project Number (E-4XXX) has been assigned. The Sponsor's application stated the estimated cost for the proposal, budgeting each phase of the project as well as stating the estimated time schedule to accomplish each phase of the project. The Board of Transportation awarded federal funds for projects based upon review of the budget submitted. The program is a cost reimbursement program. The award amount is the maximum amount allowed for reimbursement for eligible project cost. The Sponsor must accomplish the project with the total of federal funds awarded plus other sponsor funding sources. 2. The Transportation Program Consultant (hereafter referred to as the TPC) has coordinated with the Agreements Unit to prepare and transmit the Enhancement Agreement. Once the Agreement has been prepared, the following steps will occur: • The Agreement will be sent to the Sponsor and/or Governmental Co-sponsor for execution. • The Agreement will be placed on the North Carolina Board of Transportation Agenda for approval. • The Highway Administrator and the Assistant Attorney General will execute. the Agreement. • The TPC will return a fully executed copy to the Sponsor and/or Governmental Co-sponsor.. Any costs incurred prior to execution of the agreement will not be eligible for reimbursement. 3. The TPC will request approval from FHWA for authorization of Preliminary Engineering funds. The TPC shall provide written notification of funding authorization and authorization to proceed. Any PE costs incurred prior to receipt of FHWA PE authorization will not be eligible for reimbursement. 4. The TPC will coordinate a scoping meeting to discuss project implementation and management. 5. Upon receipt of the PE authorization letter, the Sponsor may proceed with consultant selection or in- house planning efforts. Prior to soliciting bid proposals from consultants for planning and design work, a copy of the proposal may be sent to the TPC for. review and comment on the scope. of work. (*'`NOTE.• If the consultant is not on the list of pre-qualified consultants used by DOT, the consultant must have acceptable accounting systems and be approved by DOT.) 6. The Sponsor shall select a proposed consultant in accordance with Federal and State Guidelines for procurement as stated in "Rules and Regulations for Major Professional or Specialized Services Contracts" that conforms to NCGS 143-64, and Title 23 of the Code of Federal Regulations (CFR). The Sponsor shall submit two (2) copies of the proposed consultant agreement to the TPC for review and approval by the TPC. The TPC will coordinate the review process. The Sponsor will include changes requested by the TPC. (**Note: Apre-negotiation audit must be performed by the Department's External Audit Branch in the event that the architectural and/or engineering services exceed $250,000.00. Apre-negotiation audit of a contract under $250, 000.00 will be performed if the Sponsor or the TPC requests it.) • Upon approval of the Engineering Contract, the Sponsor may submit invoices for costs incurred as specified in the agreement. All preliminary' engineering and design invoices should. be submitted to the TPC for approval. Please note the project number and whether the invoice is a partial or final invoice on each invoice. Proof of payment and supporting documentation is required. -1-