OAR 738-124-0080: COAR Program Administration

(1) The Department shall administer all COAR grants. (2) The Department and Recipient shall execute a written Agreement in a form acceptable to the Department prior to the disbursal of funds for an application approved by the Board. (3) The Agreement may contain, without limitation, the following provisions: (a) A provision which requires a Recipient to submit documentation of the projected costs for the project must be submitted to the Department prior to the disbursal of funds. (b) A provision which requires that disbursal of funds be made on a reimbursement basis upon review and approval of auditable documentation (c) A provision requiring the Recipient to separately account for all monies received from the ASAP Fund in project accounts in accordance with Generally Accepted Accounting Principles. (d) A provision that states only project costs incurred on or after the effective date of the Agreement are eligible for grant funds, with the exception of Priority 1 FAA grant match projects for which all other applicable FAA grant requirements have been met. (e) A provision which authorizes the Department to withhold a percentage of funds for which reimbursement is sought by a Recipient and authorizes the Department to release the funds to Recipient when the conditions established by the Department are met or upon final project acceptance by the Department. (f) A provision which requires a Recipient to remain current on all applicable state and local taxes, fees and assessments for the useful life of the project as prescribed in the Agreement. (g) A provision or provisions which protect public funds by identifying circumstances under which the Department may require repayment of disbursed funds or terminate the Agreement and which identify the rights and remedies of the Department upon termination. (h) Provision which state conditions that may necessitate an amendment to the Agreement and require changes to the project’s cost, scope, objectives, or timeframe be effective only upon written amendment to the Agreement. (i) A provision that states the maximum period of performance (j) A provision that states the closeout period and circumstances under which the Department may close out the grant. (k) Provisions which require the Recipient to provide the Department with information, records, materials, progress reports or other information that may be requested by the Department. (l) A provision which authorizes the Department to conduct reasonable inspections of projects funded under the Agreement. (4) The Department shall comply with applicable review requirements set out in statute, rule, or Department policy prior to executing Agreements.