Financial- Salem, City of (Streetscape)

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MEMORANDUM Commxnity Development Department Urban Development Division TO: Billy Wasson, Project Manager, Courthouse Square FROM: Jeff Datwyler, Urban Design Coordinator DATE: February 21, 2000 SUBJECT: Courthouse Square Billing and Accounting This memorandum will serve as a transmittal for information city staff has developed for use by the joint County / Transit Courthouse Square Project Team, and The City of Salem. This information was developed in response to the submittal of the first ~equest for payment for City of Salem reimbursement under terms of the Intergovernmental Participation Agreement with the County and Transit District. Please find attached: 1) a sample blank form "Invoice and Payment Summary Sheet" 2) a completed form "Invoice and Payment Summary SheeY' reflecting city staff review of the current request for payment. 3) a table listing the invoiced line items with eligibility for reimbursement. 4) a copy of the February 12,1999, Courthouse Square Urban Renewal Agency Participation Letter. 5) a copy of the bid comparison worksheet showing the 120% of inedian participation levels. In order to accurately track and account for project expenses and payments, ciry staff devel- oped the "Invoice and Payment Summary Sheet". This sheet is formatted to show a complete summary of billings and payments for each category of work, with current change order totals and adjusted participation levels. Given the complexity of the project and the "Participation Agreement" city staff felt that this level of accounting would be beneficial to all parties of the agreement. The intent is to have this form filled out and updated by the billing party and submitted with the invoices and request for payment certification. The first invoice submitted on November 8, 1999, was presented by John Wittington on behalf of the Transit District for the Courthouse Square Project. Future payment requests will need to be submitted in compliance with section 7b of the Participation Agreement. However, upon receipt of the first request for payment, staff began a review of the line items listed on the invoice to determine eligibility for payment. Public Works staff went back to the original work orders and permit entries to determine if the invoiced items were public improvement related or were to serve the Courthouse Square building. The results of that review can be found on attachment #3. In the course of that review one additional item was found ( permit 402007- relocation of two fire hydrants -$3735.32 ) which had not been invoiced but is eligible for reimbursement. The completed Invoice and Payment Summary Sheet (attachment #2) reflects the review mentioned above.