Common use of Method of Reimbursement Clause in Contracts

Method of Reimbursement. (a) The Department will use the funds in the 9-1-1 grant account established pursuant to section 10-4-304(2)(b), MCA, to fund 9-1-1 system awards to Grantees that have received a notice of award letter from the Department. Grantee acknowledges that its access to Program funds is subject to their availability. (b) The Department agrees that, if and when the funds described in paragraph (a) of this Section are available, the Department will authorize the Grantee to request reimbursement from funding awarded for the Project. (c) The Department agrees to reimburse the Grantee for eligible Project costs incurred on or after July 1, 2018 upon the successful completion of activities set forth in Section 6. All reimbursements must be supported by adequate documentation provided by the Grantee and require Department approval of the Grantee’s request for reimbursement. In requesting reimbursement, the Grantee will follow the instructions supplied by the Department. (d) The Department will not reimburse the Grantee for any costs incurred prior to July 1, 2018, any ineligible expenses as set forth in 10-4-306(2) MCA, or any expenses not adequately supported by the Grantee's records. (e) As set forth in Section 17, if the Grantee fails to or is unable to comply with any of the terms and conditions of this Contract any costs incurred will be the Grantee's sole responsibility. (f) The Grantee understands and acknowledges that the Department will report to the Legislature and Legislative Interim Committees on the status of all Program projects. If the Department determines that the Grantee has failed to commence its project in a timely manner or complete its Project by the date prescribed in this Contract, the Department may recommend to the Legislature that the Contract be terminated and any remaining Project funds will revert to the Department and may be used, at the Department’s discretion, to fund other Program grants. (g) The Department is allowed thirty (30) days to process a request for reimbursement once adequate supporting documentation has been received by the Department. The Grantee shall provide banking information before or at the time of Contract execution in order to facilitate electronic funds transfer payments. (h) The Department may reduce the Grantee’s amount of Program funds provided by this Contract if actual Project expenses are lower than projected by the Grantee. (i) If the Department determines that the Grantee has failed to satisfactorily carry out its responsibilities under this Contract or has breached the terms of this Contract, the Department may withhold reimbursement to the Grantee until such time as the Department and the Grantee agree on a plan to remedy the deficiency. (j) Requests for reimbursement for contracted or subcontracted services must include appropriate documentation demonstrating compliance with contract requirements. (k) The Grantee may not use monies provided through this Contract as payment for Project costs that are reimbursed from other sources.

Method of Reimbursement. (a) The Department will use not release any Program funds to the funds Grantee until the Grantee has obtained firm commitments for all other financial resources to be involved in the 9-1-1 grant account established pursuant to section 10-4-304(2)(b)Project, MCAas defined in Section 6 and Exhibit B. The Grantee may not expend or obligate any Program funds, to fund 9-1-1 system awards to Grantees other than for administrative purposes, until the Department determines that have received a notice of award letter from the Department. Grantee acknowledges that its access to Program funds is subject to their availabilitythis condition has been satisfied. (b) The Department agrees that, if and when the funds described in paragraph (a) of this Section are available, the Department will authorize the Grantee to request reimbursement from funding awarded for the Project. (c) The Department agrees to reimburse the Grantee for eligible Project costs incurred on or after July 1, 2018 the date identified in Section 5(b) upon the successful completion of activities set forth in Section 6. All reimbursements must be supported by adequate documentation provided by the Grantee Grantee, and require Department approval of the Grantee’s request for reimbursement. In requesting reimbursement, the Grantee will follow the instructions supplied by the Department. (d) Payment to the Grantee for approved Project activities under this Contract will generally be in accordance with the disbursement schedule listed below: (i) Payment #1 – 50% of the grant award amount will be available after the Department receives a draft of the Project deliverables in accordance with the preliminary conference call. This draft will also serve to document that the Grantee is adequately proceeding toward the preparation of a complete and acceptable final product. (ii) Payment #2 – The remaining 50% of the grant award amount will be available after the Department receives a final copy of all required deliverables to be completed under the Contract, proof of matching funds, a Project completion report, and Grantee’s final request for reimbursement. (e) The Department will not reimburse the Grantee for any costs incurred prior to July 1the date identified in Section 5(b), 2018any expenses not included in Exhibit B or an approved adjustment thereto, any ineligible expenses as set forth in 10-4-306(2) MCAthe most current version of the MMS Program Guidelines, or any expenses not adequately supported by the Grantee's records. (ef) As set forth in Section 17, if the Grantee fails to or is unable to comply with any of the terms and conditions of this Contract any costs incurred will be the Grantee's sole responsibility. (f) The Grantee understands and acknowledges that the Department will report to the Legislature and Legislative Interim Committees on the status of all Program projects. If the Department determines that the Grantee has failed to commence its project in a timely manner or complete its Project by the date prescribed in this Contract, the Department may recommend to the Legislature that the Contract be terminated and any remaining Project funds will revert to the Department and may be used, at the Department’s discretion, to fund other Program grants. (g) The Department is allowed thirty fifteen (3015) working days to process a request for reimbursement once adequate supporting documentation has been received by the Department. The Grantee shall provide banking information before or at the time of Contract execution in order to facilitate electronic funds transfer payments. (h) If the Grantee changes one of its sources of funding or the cost of the Project increases after the Grantee has obtained the firm commitment of non-Program funds, the Department may, at its discretion, suspend the distribution of Program funds until the Grantee obtains a firm commitment of funds for the full Project budget. (i) The Department may reduce the Grantee’s amount of Program funds provided by this Contract if actual Project expenses are lower than projected by the GranteeGrantee in Exhibit B or the Grantee obtains a greater amount of grant funds from other sources than as presented in the Project application. (ij) If the Department determines that the Grantee has failed to satisfactorily carry out its responsibilities under this Contract or has breached the terms of this Contract, the Department may withhold reimbursement to the Grantee until such time as the Department and the Grantee agree on a plan to remedy the deficiency. (jk) Requests for reimbursement for contracted or subcontracted services must include appropriate documentation demonstrating compliance with contract requirements. (kl) The Grantee may not use monies provided through this Contract as payment for Project costs that are reimbursed from other sources. (m) The Department, in its sole discretion, may allow the Grantee to amend Section 6. The Department will review the following: likelihood to expend all grant funds prior to the deadline in Section 5(b); progress toward completion of the Project; good faith effort to comply with any of the duties, terms, and conditions of this Contract; and the failure to comply with any of those services, duties, terms, or conditions resulted from circumstances beyond the Grantee’s control. A written request for an amendment to Section 6 must be submitted at least sixty (60) days prior to the termination date of this Contract.

Method of Reimbursement. (a) The Department will use the funds appropriated in the 9-1-1 grant account established pursuant to section 10-4-304(2)(b), MCA, HB 11 to fund 9-1-1 system infrastructure project awards to Grantees that have received a notice of award letter from the Department. Grantee acknowledges that its access to Program funds is subject to their availability. (b) The Department agrees that, if and when the funds described in paragraph (a) of this Section are available, the Department will authorize the Grantee to request reimbursement from funding awarded for the Project. (c) The Department agrees to reimburse the Grantee for eligible Project costs incurred on or after July 1, 2018 the date identified in Section 5(b) upon the successful completion of activities set forth in Section 6. All reimbursements must be supported by adequate documentation provided by the Grantee Grantee, and require Department approval of the Grantee’s request for reimbursement. Unless previously agreed to in writing by the Department, the Department will not reimburse Grantee for any costs related to the land acquisition, construction, construction inspection, or contingency line items in Exhibit B until Grantee demonstrates all applicable permits for the project have been obtained as required in Section 4(c). In requesting reimbursement, the Grantee will follow the instructions supplied by the Department. (d) The Department will not reimburse the Grantee for any costs incurred prior to July 1the date identified in Section 5(b), 2018any expenses not included in Exhibit B or an approved adjustment thereto, any ineligible expenses as set forth in 10-4-306(2) MCAthe most current version of the TSEP Project Administration Manual, or any expenses not adequately supported by the Grantee's records. (e) As set forth in Section 17, if the Grantee fails to or is unable to comply with any of the terms and conditions of this Contract any costs incurred will be the Grantee's sole responsibility. (f) The Grantee understands and acknowledges that the Department will report to the Legislature and Legislative Interim Committees on the status of all Program projectsprojects in accordance with HB 11. If the Department determines that the Grantee has failed to commence its project in a timely manner or complete its Project by the date prescribed in this Contract, the Department may recommend to the Legislature that the Contract be terminated and any remaining Project funds will revert to the Department and may be used, at the Department’s discretion, to fund other Program grants. (g) The Department is allowed thirty fifteen (3015) working days to process a request for reimbursement once adequate supporting documentation has been received by the Department. The Grantee shall provide banking information before or at the time of Contract execution in order to facilitate electronic funds transfer payments. (h) If the Grantee changes one of its sources of funding or the cost of the Project increases after the Grantee has obtained the firm commitment of non-Program funds, the Department may, at its discretion, suspend the distribution of Program funds until the Grantee obtains a firm commitment of funds for the full Project budget. (i) The Department may reduce the Grantee’s amount of Program funds provided by this Contract if actual Project expenses are lower than projected by the GranteeGrantee in Exhibit B or the Grantee obtains a greater amount of grant funds from other sources than as presented in the Project application. (ij) If the Department determines that the Grantee has failed to satisfactorily carry out its responsibilities under this Contract or has breached the terms of this Contract, the Department may withhold reimbursement to the Grantee until such time as the Department and the Grantee agree on a plan to remedy the deficiency. (jk) Requests for reimbursement for contracted or subcontracted services must include appropriate documentation demonstrating compliance with contract requirements. (kl) The Grantee may not use monies provided through this Contract as payment for Project costs that are reimbursed from other sources.

Method of Reimbursement. (a) The Department will use the funds in the 9-1-1 grant account established pursuant to section 10-4-304(2)(b), MCA, to fund 9-1-1 system awards to Grantees that have received a notice of award letter from the Department. Grantee acknowledges that its access to Program funds is subject to their availability. (b) The Department agrees that, if and when the funds described in paragraph (a) of this Section are available, the Department will authorize the Grantee to request reimbursement from funding awarded for the Project. (c) The Department agrees to reimburse the Grantee for eligible Project costs incurred on or after July 1, 2018 2020 upon the successful completion of activities set forth in Section 6. All reimbursements must be supported by adequate documentation provided by the Grantee and require Department approval of the Grantee’s request for reimbursement. In requesting reimbursement, the Grantee will follow the instructions supplied by the Department. (d) The Department will not reimburse the Grantee for any costs incurred prior to July 1, 20182020, any ineligible expenses as set forth in 10-4-306(2) MCA, or any expenses not adequately supported by the Grantee's records. (e) As set forth in Section 17, if the Grantee fails to or is unable to comply with any of the terms and conditions of this Contract any costs incurred will be the Grantee's sole responsibility. (f) The Grantee understands and acknowledges that the Department will report to the Legislature and Legislative Interim Committees on the status of all Program projects. If the Department determines that the Grantee has failed to commence its project in a timely manner or complete its Project by the date prescribed in this Contract, the Department may recommend to the Legislature that the Contract be terminated and any remaining Project funds will revert to the Department and may be used, at the Department’s discretion, to fund other Program grants. (g) The Department is allowed thirty (30) days to process a request for reimbursement once adequate supporting documentation has been received by the Department. The Grantee shall provide banking information before or at the time of Contract execution in order to facilitate electronic funds transfer payments. (h) The Department may reduce the Grantee’s amount of Program funds provided by this Contract if actual Project expenses are lower than projected by the Grantee. (i) If the Department determines that the Grantee has failed to satisfactorily carry out its responsibilities under this Contract or has breached the terms of this Contract, the Department may withhold reimbursement to the Grantee until such time as the Department and the Grantee agree on a plan to remedy the deficiency. (j) Requests for reimbursement for contracted or subcontracted services must include appropriate documentation demonstrating compliance with contract requirements. (k) The Grantee may not use monies provided through this Contract as payment for Project costs that are reimbursed from other sources.

Method of Reimbursement. (a) The Department will use the Program funds in the 9-1-1 grant account established pursuant to section 10-4-304(2)(b), MCA, to fund 9-1-1 system awards to Grantees Program activities that have received a notice of award letter from the Department. Grantee acknowledges that its access to Program funds is subject to their availability. (b) The Department agrees that, if and when the funds described in paragraph (a) of this Section are available, the Department will authorize the Grantee to request reimbursement from funding awarded for the Project. In drawing against the reserved amount, the Grantee will follow the instructions supplied by the Department. (c) The Department agrees to reimburse the Grantee for eligible Project costs incurred on or after July 1, 2018 the date identified in Section 5(b) upon the successful completion of activities set forth in Section 6. All reimbursements must be supported by adequate documentation provided by the Grantee and require Department approval of the Grantee’s request for reimbursement. In requesting reimbursement, the Grantee will follow the instructions supplied by the Department. Unless previously agreed to in writing by the Department, the Department will not reimburse Grantee for any costs related to land acquisition, construction, construction inspection, or contingency line items in Exhibit B until Grantee documents that all applicable permits for the project have been obtained, as required in Section 4(c). (d) The Department will not reimburse the Grantee for any costs incurred prior to July 1the date identified in Section 5(b), 2018any expenses not included in Exhibit B or an approved adjustment thereto, any ineligible expenses as set forth in 10-4-306(2) MCAthe most current version of the CDBG Application & Guidelines for Housing, Public Facilities, and Economic Development Planning Grants, as amended, and the CDBG/NSP Grant Administration Manual, or any expenses not adequately supported by the Grantee's records. Reimbursement for any Project expenses incurred is contingent on the Grantee’s successful completion of Section 10. (e) As set forth in Section 17, if the Grantee fails to or is unable to comply with any of the terms and conditions of this Contract any costs incurred will be the Grantee's sole responsibility. (f) The Grantee understands and acknowledges that the Department will report to the Legislature and Legislative Interim Committees on the status of all Program projects. If the Department determines that may, at its discretion, withdraw from the Grantee has failed to commence its project in a timely manner or complete its Project by the commitment of any CDBG funds that remain undispersed 24 months after the award date prescribed in this Contractof December 1, the Department may recommend to the Legislature that the Contract be terminated and any remaining Project funds will revert to the Department and may be used, at the Department’s discretion, to fund other Program grants2021. (g) The Department is allowed thirty fifteen (3015) working days to process a request for reimbursement once adequate supporting documentation has been received by the Department. The Grantee shall provide banking information before or at the time of Contract execution in order to facilitate electronic funds transfer payments. (h) If the Grantee changes one of its sources of funding or the cost of the Project increases after the Grantee has obtained the firm commitment of non-Program funds, the Department may, at its discretion, suspend the distribution of Program funds until the Grantee obtains a firm commitment of funds for the full Project budget. (i) The Department with withhold two percent (2%) of the total authorized grant award until all tasks outline in Section 6 are completed and approved by the Department and the Grantee’s Project completion report is received and approved by the Department. Prior to receipt of the Project completion report, the Department may authorize release of part or all of the withheld amount when situations occur that would result in an undue financial hardship to the Grantee as long as the Grantee has demonstrated effective overall management of the Project and if applicable, satisfactorily managed previous Program projects. (j) The Department may reduce the Grantee’s amount of Program funds provided by this Contract if actual Project expenses are lower than projected by the GranteeGrantee in Exhibit B or the Grantee obtains a greater amount of grant funds from other sources than as presented in the Project application. (ik) If the Department determines that the Grantee has failed to satisfactorily carry out its responsibilities under this Contract or has breached the terms of this Contract, the Department may withhold reimbursement to the Grantee until such time as the Department and the Grantee agree on a plan to remedy the deficiency. (jl) Requests for reimbursement for contracted or subcontracted services must include appropriate documentation demonstrating compliance with contract requirements. (km) The Grantee may not use monies provided through this Contract as payment for Project costs that are reimbursed from other sources. When applicable, the Grantee’s travel expenses, meals, and lodging will be reimbursed at the prevailing state rate at the time such expense is incurred. (n) The Department, in its sole discretion, may allow the Grantee to amend Section 6. The Department will review the following: likelihood to expend all grant funds prior to the deadline in Section 5(b); progress toward completion of the Project; good faith effort to comply with any of the duties, terms, and conditions of this Contract; and the failure to comply with any of those services, duties, terms, or conditions resulted from circumstances beyond the Grantee’s control. A written request for an amendment to Section 6 must be submitted at least sixty (60) days prior to the termination date of this Contract. (o) If any obligations remain as of Project closeout and contract termination, the Department and the Grantee will prepare and execute a Closeout Agreement specifying the conditions and requirements governing the remaining obligations, in accordance with the requirements set forth in 24 CFR § 570.509(c).

Method of Reimbursement. (a) The Department will use the funds appropriated in the 9-1-1 grant account established pursuant to section 10-4-304(2)(b), MCA, HB 11 to fund 9-1-1 system infrastructure planning awards to Grantees that have received a notice of award letter from the Department. Grantee acknowledges that its access to Program funds is subject to their availability. (b) The Department agrees that, that if and when the funds described in paragraph (a) of this Section are available, the Department will authorize the Grantee to request reimbursement from funding awarded for the Project. (c) The Department agrees to reimburse the Grantee for eligible Project costs incurred on or after July 1, 2018 the date identified in Section 5(b) upon the successful completion of activities set forth in Section 6. All reimbursements must be supported by adequate documentation provided by the Grantee Grantee, and require Department approval of the Grantee’s request for reimbursement. In requesting reimbursement, the Grantee will shall follow the instructions supplied by the Department. (d) Payment to the Grantee for approved Project activities under this Contract will generally be in accordance with the disbursement schedule listed below: (i) Payment #1 – 50% of the grant award amount will be available after the Department receives a draft of the Project deliverables in accordance with the preliminary conference call. This draft will also serve to document that the Grantee is adequately proceeding toward the preparation of a complete and acceptable final product. (ii) Payment #2 – The remaining 50% of the grant award amount will be available after the Department receives a final copy of all required deliverables to be completed under the Contract, proof of matching funds, a Project completion report, and Grantee’s final request for funds. (e) The Department will not reimburse the Grantee for any costs incurred prior to July 1, 2018, the date identified in Section 5(b); any expenses not included in Exhibit B or an approved adjustment thereto; any ineligible expenses as set forth in 10-4-306(2) MCA, the most current version of the MCEP Administration Guidelines for Infrastructure Planning Grants; or any expenses not adequately supported by the Grantee's records. (ef) As set forth in Section 17, if the Grantee fails to or is unable to comply with any of the terms and conditions of this Contract Contract, any costs incurred will be the Grantee's sole responsibility. (fg) The Grantee understands and acknowledges that the Department will report to the Legislature and Legislative Interim Committees on the status of all Program projectsprojects in accordance with HB 11. If the Department determines that the Grantee has failed to commence its project Project in a timely manner or complete its Project by the date prescribed in this Contract, the Department may recommend to the Legislature that the Contract be terminated and any remaining Project funds will revert to the Department and may be used, at the Department’s discretion, to fund other Program grants. (gh) The Department is allowed thirty fifteen (3015) working days to process a request for reimbursement once adequate supporting documentation has been received by the Department. The Grantee shall provide banking information before or at the time of Contract execution in order to facilitate electronic funds transfer payments. (hi) If the Grantee changes one of its sources of funding or the cost of the Project increases after the Grantee has obtained the firm commitment of non-Program funds, the Department may, at its discretion, suspend the distribution of Program funds until the Grantee obtains a firm commitment of funds for the full Project budget. (j) The Department may reduce the Grantee’s amount of Program funds provided by this Contract if actual Project expenses are lower than projected by the GranteeGrantee in Exhibit B or the Grantee obtains a greater amount of grant funds from other sources than as presented in the Project application. (ik) If the Department determines that the Grantee has failed to satisfactorily carry out its responsibilities under this Contract or has breached the terms of this Contract, the Department may may, in addition to the remedies available at law or in this Contract, withhold reimbursement to the Grantee until such time as the Department and the Grantee agree on a plan to remedy the deficiency.. If the parties are unable to agree on such a plan, the Department may exercise remedies available at law or in this Contract (jl) Requests for reimbursement for contracted or subcontracted services must include appropriate documentation demonstrating compliance with contract Contract requirements. (km) The Grantee may not use monies funds provided through this Contract as payment for Project costs that are reimbursed from other sources. (n) The Department, in its sole discretion, may allow the Grantee to amend Section 6. The Department will review the following: likelihood to expend all grant funds prior to the deadline in Section 5(b); progress toward completion of the Project; good faith effort to comply with any of the duties, terms, and conditions of this Contract; and the failure to comply with any of those services, duties, terms, or conditions resulted from circumstances beyond the Grantee’s control. A written request for an amendment to Section 6 must be submitted at least sixty (60) days prior to the termination date of this Contract.

Method of Reimbursement. (a) The Department will use not release any Program funds to the funds Grantee until the Grantee has obtained firm commitments for all other financial resources to be involved in the 9-1-1 grant account established pursuant to section 10-4-304(2)(b)Project, MCAas defined in Section 6 and Exhibit B. The Grantee may not expend or obligate any Program funds, to fund 9-1-1 system awards to Grantees other than for administrative purposes, until the Department determines that have received a notice of award letter from the Department. Grantee acknowledges that its access to Program funds is subject to their availabilitythis condition has been satisfied. (b) The Department agrees that, if and when the funds described in paragraph (a) of this Section are available, the Department will authorize the Grantee to request reimbursement from funding awarded for the Project. (c) The Department agrees to reimburse the Grantee for eligible Project costs incurred on or after July 1, 2018 the date identified in Section 5(b) upon the successful completion of activities set forth in Section 6. All reimbursements must be supported by adequate documentation provided by the Grantee Grantee, and require Department approval of the Grantee’s request for reimbursement. In requesting reimbursement, the Grantee will follow the instructions supplied by the Department. (d) Payment to the Grantee for approved Project activities under this Contract will generally be in accordance with the disbursement schedule listed below: (i) Payment #1 – 50% of the grant award amount will be available after the Department receives a draft of the Project deliverables in accordance with the preliminary conference call. This draft will also serve to document that the Grantee is adequately proceeding toward the preparation of a complete and acceptable final product. (ii) Payment #2 – The remaining 50% of the grant award amount will be available after the Department receives a final copy of all required deliverables to be completed under the Contract, proof of matching funds, a Project completion report, and Grantee’s final request for funds. (e) The Department will not reimburse the Grantee for any costs incurred prior to July 1the date identified in Section 5(b), 2018any expenses not included in Exhibit B or an approved adjustment thereto, any ineligible expenses as set forth in 10-4-306(2) MCAthe most current version of the MMS Program Guidelines, or any expenses not adequately supported by the Grantee's records. (ef) As set forth in Section 17, if the Grantee fails to or is unable to comply with any of the terms and conditions of this Contract any costs incurred will be the Grantee's sole responsibility. (f) The Grantee understands and acknowledges that the Department will report to the Legislature and Legislative Interim Committees on the status of all Program projects. If the Department determines that the Grantee has failed to commence its project in a timely manner or complete its Project by the date prescribed in this Contract, the Department may recommend to the Legislature that the Contract be terminated and any remaining Project funds will revert to the Department and may be used, at the Department’s discretion, to fund other Program grants. (g) The Department is allowed thirty fifteen (3015) working days to process a request for reimbursement once adequate supporting documentation has been received by the Department. The Grantee shall provide banking information before or at the time of Contract execution in order to facilitate electronic funds transfer payments. (h) If the Grantee changes one of its sources of funding or the cost of the Project increases after the Grantee has obtained the firm commitment of non-Program funds, the Department may, at its discretion, suspend the distribution of Program funds until the Grantee obtains a firm commitment of funds for the full Project budget. (i) The Department may reduce the Grantee’s amount of Program funds provided by this Contract if actual Project expenses are lower than projected by the GranteeGrantee in Exhibit B or the Grantee obtains a greater amount of grant funds from other sources than as presented in the Project application. (ij) If the Department determines that the Grantee has failed to satisfactorily carry out its responsibilities under this Contract or has breached the terms of this Contract, the Department may withhold reimbursement to the Grantee until such time as the Department and the Grantee agree on a plan to remedy the deficiency. (jk) Requests for reimbursement for contracted or subcontracted services must include appropriate documentation demonstrating compliance with contract requirements. (kl) The Grantee may not use monies provided through this Contract as payment for Project costs that are reimbursed from other sources. (m) The Department, in its sole discretion, may allow the Grantee to amend Section 6. The Department will review the following: likelihood to expend all grant funds prior to the deadline in Section 5(b); progress toward completion of the Project; good faith effort to comply with any of the duties, terms, and conditions of this Contract; and the failure to comply with any of those services, duties, terms, or conditions resulted from circumstances beyond the Grantee’s control. A written request for an amendment to Section 6 must be submitted at least sixty (60) days prior to the termination date of this Contract.