Provide “as-built” plans, if there is a significant difference from approved plans.

Execute District-prepared quitclaims, if applicable.

Maintain complete and accurate records of its involvement in preparation and accomplishment of the adjustment(s).

Provide definitions of procedures, descriptions of practices, and explanations of materials used to document the type and nature of adjustments.

Submit a single comprehensive billing upon compilation/summation of all record costs.

Submit billings in a manner that will allow correlation to the original estimate.

Respond promptly to requests from TxDOT or the LPA.

Maintain detailed billing records demonstrating compliance with Buy America or state Iron and Steel Preference Provisions; the documentation must be available for review in the event of an audit.

Utilities shall provide the completed compliance documentation with reimbursement requests for items required to comply with Buy America or state Iron and Steel Preference Provisions; although, compliance of these items should be verified prior to installation.

All items that are subject to Buy America or state Iron and Steel Preference Provisions must be identified in the utility agreement.

Adhere to TxDOT guidelines and policies in dealing with utilities.

Submit executed quitclaims, if applicable.

Maintain records of installations and expenditures.

Respond promptly to requests from the utility and TxDOT.

Promptly process reimbursement requests for eligible expenditures upon completion of adjustments.

Provide guidance to utility accounting/billing personnel regarding requirements of reimbursement procedures when work is authorized, or as soon as possible.

Assist the LPA or utility with forms and requirements of reimbursement procedures. The TxDOT Utility Liaison should aid the LPA or utility in preparing the forms.

Request an accounting/billing contact from the utility when the plan of adjustment is being discussed.

Promptly contact the utility for final billing upon the completion of work. Follow up as needed.

Prepare and have utility execute all necessary quitclaims, if applicable.

Review, approve, and recommend final billing for payment.

Provide clarification and/or additional information to the ROW Division and Audit Office/ROW Utility Portfolio Section, as requested.

Ensure that payment is made in accordance with the “Prompt Payment” process.

Provide guidance, assistance, and on-site support to District personnel on all aspects of utility reimbursements.

Review all District-prepared and executed quitclaims, when applicable.

Process utility reimbursement claims for payment.

Process final reimbursement claims to the Contracts and Finance Section, ROW Division.

Ensure that payment is made in accordance with the “Prompt Payment” process.

Perform audits in a timely manner.

Issue citations for ineligible costs.

Resolve audit citations in a timely manner.

Issue a final audit report.

Advise/consult on the eligibility of costs.