Attachment 4
The following is a list of items that should be submitted by municipalities or agencies performing projects in cooperation with the "Rouge River National Wet Weather Demonstration Project."
1. Monthly Progress Report. (Submit monthly even if no payment request is made).
Item 1 the "Monthly Progress Report" should be submitted by the community once an inter-agency agreement or memorandum of understanding has been executed with Wayne County. This allows the RPO to track the progress of the critical early stages of the project and can help to expedite the start of the project.
The "Monthly Progress Report" should be submitted each month even if no request for payment is made.
2. Contractor Procurement Method. Item 2 is the documentation of contractor procurement method, which must include a brief description of the decision process and basis of selection. The procurement documentation should be reviewed by the RPO before initiation of work. Wayne County emphasizes that the federal regulation requires the publication of the request for proposals for architectural and engineering services. The publication must clearly describe the project. 40CFR Part31 has specific guidance on the procedures for selection architectural and engineering services. Also, we emphasize that the grant requirement includes provisions regarding contracts with MBE/WBE firms. Six affirmative steps in 40CFR 31.36e must be followed. In addition to the foregoing, other requirements are included in the 40CFR 31, attached in the agreement with the County. We strongly recommend these be carefully reviewed and followed because failure to comply with the provisions could result in disallowance of costs. If you have questions, please call Razik Alsaigh at the RPO, telephone (313) 967-2283.
3. Executed Contract. Copy of executed contract(s) and any contract amendments against which costs are being claimed should be submitted to the RPO prior to the first request for reimbursement.
4. Overhead Rates. Provide federally audited overhead rate for operating agency and consultant(s) prior to the first request for reimbursement and when reaudited.
5. Insurance Certificates. Insurance certificates naming Wayne County as insured per the requirements identified in the IAA (or comparable) should be submitted to the RPO with the first request for reimbursement.
Items 2-5 should each be submitted once or whenever they are revised.
6. Request for Reimbursement of Grant Funds. The "Reimbursement Request Form" should be filled out completely and signed whenever a request for reimbursement of grant funds is submitted. Requests should be submitted before the 20th of each month to:
Wayne County Rouge Program Office (RPO)
220 Bagley, Suite 920
Detroit, Michigan 48226
Attention: Razik Alsaigh
7. Municipality/Agency Labor Costs. The municipality or lead agency is required to document their labor costs. This documentation must include invoices listing individual names, hours worked, and hourly pay rate. This would be submitted in conjunction with the "Reimbursement Request" when community costs are incurred.
8. Consultant and Sub-consultant Labor Costs. The consultant is required to document their labor costs in the same manner as the community. This documentation must include copies of invoices supporting the request for reimbursement. These invoices should list individual names, total hours worked, hourly pay rate. This would be submitted in conjunction with the "Reimbursement Request" when consultant or sub-consultant costs are incurred.
9. Other Direct Costs. The direct costs incurred by both the community or agency and the consultant or sub-consultant must be documented. This documentation must include copies of invoices for all direct costs including purchases of equipment or supplies, travel, contractual, or other direct costs. The charging of a fee on direct costs is not permitted. The documentation of direct costs would be submitted in conjunction with the "Reimbursement Request" when direct costs are incurred.
Items 6-9 should be submitted when requesting funds for reimbursement (preferably on a monthly basis).
10. Minority/Women Business Enterprises (MBE/WBE) Summary. The documentation of the amount of MBE/WBE participation in the project is required. The amounts shown on this form should include the contract amount and the cumulative amount to date.
Item 10 should be submitted on a quarterly basis.
If there are any questions with any or the above requirements, please contact Razik Alsaigh at the RPO at (313) 967-2283.
Please address all comments and suggestions about the contents of this Web page to rougeweb@co.wayne.mi.us.
The Rouge River National Wet Weather Demonstration Project is funded, in part, by the United States Environmental Protection Agency (EPA) Grants #XP995743-01, -02, -03, -04, -05, -06, -08 and C-264000-01.