WEBVTT 00:04.710 --> 00:04.814 RON ELLIS: OK. 00:04.814 --> 00:05.644 It's 10:01. 00:05.644 --> 00:07.440 Let's go ahead and get started. 00:08.160 --> 00:09.150 Good morning again. 00:10.020 --> 00:12.390 Welcome to our webinar on regional water 00:12.390 --> 00:14.190 planning contracts and payments. 00:14.820 --> 00:18.141 I'm Ron Ellis with the regional water planning staff. 00:18.141 --> 00:21.460 I along with Lisa Farrell whose team leader for contract 00:21.460 --> 00:23.940 payments will be giving this morning's presentation. 00:25.220 --> 00:27.770 Please note that we're recording the presentation. 00:27.770 --> 00:33.095 And we plan to post a link on it on our website. 00:33.095 --> 00:36.512 So, you all can access it as a resource later if needed. 00:36.512 --> 00:43.350 So, this presentation is intended to give 00:43.350 --> 00:45.450 a general overview of the regional 00:45.450 --> 00:47.700 water planning payment request process 00:48.390 --> 00:51.659 and related contracting requirements. 00:52.200 --> 00:56.250 It's not intended to be a comprehensive reference document. 00:57.090 --> 00:59.670 For full details and guidance, 01:00.390 --> 01:03.690 please refer to the regional water planning contract document 01:03.690 --> 01:06.600 that's been executed between the planning group 01:06.600 --> 01:11.030 sponsor and the TWDB in your region. 01:11.030 --> 01:18.600 So, your planner for your region is also your contract manager 01:19.200 --> 01:22.920 and your first contact for contract-related matters. 01:22.920 --> 01:26.580 Our contact information is presented on this slide. 01:27.830 --> 01:31.550 We in regional water planning had been fortunate to not 01:31.550 --> 01:34.320 have a lot of turnover recently in these positions. 01:34.320 --> 01:36.590 So, you should know us pretty well. 01:37.580 --> 01:41.044 Please don't hesitate to reach out to us. 01:41.044 --> 01:47.510 If you are new to the process and you don't know your planner very well, 01:47.510 --> 01:52.160 please feel free to reach out between meetings 01:52.160 --> 01:54.612 or get to know them at a meeting. 01:54.612 --> 01:58.270 SPEAKER: Or so sometimes just sit down and visit 01:58.270 --> 02:01.860 but I think we're in pretty good shape. 02:01.860 --> 02:05.500 RON ELLIS: Can everybody please mute. 02:05.500 --> 02:06.274 Thanks. 02:06.274 --> 02:07.822 So, yeah. 02:07.822 --> 02:11.770 Please don't hesitate to reach out to your planner if you've got 02:11.770 --> 02:14.290 questions about the planning process or about your contract. 02:16.419 --> 02:20.713 I'll let Lisa introduce the contract staff. 02:20.713 --> 02:24.222 CAMERON TURNER: I'll actually do so. 02:24.222 --> 02:26.100 Hey, Ron. 02:26.100 --> 02:31.142 I'm Cameron Turner, director of procurement and contract services. 02:31.142 --> 02:34.120 And with us we've got Stephen Ross, 02:34.120 --> 02:38.950 who is a team lead on our contract development team. 02:39.460 --> 02:43.630 And so your items that require some sort of contract 02:43.630 --> 02:47.200 action in terms of amendments, budget revisions, 02:47.200 --> 02:52.570 subcontract approvals would go through our contracts inbox as well 02:52.570 --> 02:56.554 as your assigned contract manager, the planner that Ron mentioned. 02:56.554 --> 02:59.750 And Stephen and his team will help process those. 02:59.750 --> 03:04.720 And then Lisa Farrell is our contract specialist on the team 03:04.720 --> 03:09.790 lead for contract payments, making sure you'll get paid. 03:10.060 --> 03:13.143 And so with that I don't if know if Stephen, Lisa. 03:13.143 --> 03:14.950 Stephen if you got anything to say. 03:14.950 --> 03:18.730 I know Lisa's got a good bit to say to help give 03:18.730 --> 03:21.310 folks some guidance on processing payments. 03:21.760 --> 03:24.790 But anytime that you have any questions as well that 03:25.120 --> 03:29.230 your contract manager can answer, feel free. 03:29.540 --> 03:35.715 I have open door policy and would love to chat with you all as well. 03:35.715 --> 03:37.608 STEPHEN ROSS: Nothing for me. 03:37.608 --> 03:43.570 I'll turn it over to Lisa and let her carry forward with the discussion. 03:43.570 --> 03:45.517 LISA FARRELL: Thanks, Cameron and Stephen. 03:45.517 --> 03:46.260 I appreciate it. 03:46.290 --> 03:47.520 Hi, I'm Lisa Farrell. 03:47.670 --> 03:49.170 I'm a contract specialist here. 03:49.170 --> 03:51.330 As Cameron mentioned, I'm the team lead 03:51.330 --> 03:54.140 now for TWDB's contract payments. 03:54.140 --> 03:57.120 So, my introduction to regional water planning 03:57.120 --> 03:58.950 was when I started with this agency 03:58.950 --> 04:02.610 six and a half years ago and that was at the end of the fourth cycle. 04:02.610 --> 04:04.260 And yes, I'm still here. 04:04.260 --> 04:05.800 So, happy to be here. 04:05.800 --> 04:08.520 I recognize a lot of names here that are online. 04:08.520 --> 04:13.215 If you wouldn't mind, hey, use the reactions here and give us a thumbs 04:13.215 --> 04:17.354 up if we've actually have communicated by phone or by email. 04:17.354 --> 04:20.460 Hopefully, I won't see any unhappy emojis. 04:20.760 --> 04:22.650 We really do our best to provide you with 04:22.650 --> 04:24.824 really good customer service here. 04:24.824 --> 04:27.480 And many of you have known that our section 04:27.480 --> 04:29.429 has struggled with staffing shortages. 04:29.429 --> 04:34.230 And I wanted to take a moment and say thank you to all the regions 04:34.230 --> 04:38.220 and let you know how much I've appreciated you all's patience with us. 04:38.220 --> 04:40.409 It has been very challenging. 04:40.409 --> 04:43.800 We've recently added some positions and our 04:43.800 --> 04:46.470 goal is to get you paid within 30 days. 04:46.800 --> 04:48.000 But I know. 04:48.000 --> 04:49.529 But wait, there's more. 04:49.560 --> 04:50.550 There's a caveat. 04:50.760 --> 04:53.670 We want to get you paid but only if there's 04:53.670 --> 04:55.350 no additional information that's 04:55.350 --> 04:57.960 needed from either us on the payment side 04:58.410 --> 05:00.776 or on the contract manager's side. 05:00.776 --> 05:03.029 So, I hope that you're going to find the information 05:03.029 --> 05:05.683 being presented today will be helpful for you. 05:05.683 --> 05:09.760 I'm going to go ahead and turn my camera off 05:10.540 --> 05:13.240 and we can go on to the next slide please. 05:14.540 --> 05:17.700 I'm going to do my best here not to do deaf 05:17.700 --> 05:21.170 by PowerPoint and reading verbatim. 05:22.010 --> 05:28.880 But the slide here shows two types of our RWP payment methods. 05:29.240 --> 05:32.195 We have the advanced method which the grid applies here. 05:32.195 --> 05:33.900 And we have reimbursement. 05:33.900 --> 05:36.920 So, many of you received or all of you should have 05:36.920 --> 05:38.960 received that are on the advanced method, 05:38.960 --> 05:42.700 your 20% of current committed funds already. 05:42.700 --> 05:47.200 So, the highlight here, the first 20% that's what you've received. 05:47.200 --> 05:53.240 So, you may request your next advance by providing basically 05:53.240 --> 05:57.980 90% of eligible expenses of the previous advanced amount. 05:58.370 --> 06:00.800 And as the grid shows as we progress up to 06:00.800 --> 06:05.240 that 95% threshold of the committed funds. 06:05.240 --> 06:08.900 And as you continue to submit eligible expenses, 06:08.900 --> 06:12.920 we withhold that last 5% until project completion. 06:12.920 --> 06:15.950 So, reimbursement method, very straightforward. 06:16.279 --> 06:20.390 You submit your eligible expenses and we withhold 5% 06:20.390 --> 06:23.678 from each payment request upon project completion. 06:23.678 --> 06:27.710 And with that I just wanted to also mention that I know that 06:27.710 --> 06:31.355 you all that are on the advanced method of payment, 06:31.355 --> 06:34.580 you are depositing into a separate interest bearing 06:34.580 --> 06:37.760 account as it states in your contract. 06:38.390 --> 06:43.585 And with that, I will go ahead and hand over the next slide to Ron. 06:43.585 --> 06:44.487 RON ELLIS: Alright. 06:44.487 --> 06:46.516 Thanks, Lisa. 06:46.516 --> 06:51.950 So, our payment request submission guidelines here. 06:51.950 --> 06:55.610 According to Article One, Section five of your contract, 06:55.610 --> 06:58.460 the payment request schedule is quarterly. 06:58.460 --> 07:02.540 So, this is something that we're going to be asking 07:02.540 --> 07:05.630 you to be more vigilant about this planning cycle. 07:05.630 --> 07:12.200 In past cycles it hasn't been adhered to very closely sometimes. 07:12.590 --> 07:15.590 And it can be more difficult for everyone, 07:15.590 --> 07:19.310 for you all in for us to process payments when 07:19.310 --> 07:23.900 a long period of time has passed since the billable 07:23.900 --> 07:26.940 action or since the last payment request. 07:26.940 --> 07:32.870 Please note that if you're on the advanced method you can submit 07:32.870 --> 07:36.530 requests before you've spent 90% of your previous advance. 07:36.530 --> 07:41.060 So, if you've accumulated some invoices 07:41.630 --> 07:44.210 but you haven't reached the 90% threshold yet, 07:45.020 --> 07:48.170 you can go ahead and submit a payment request. 07:48.830 --> 07:50.690 We'll keep track of your progress towards 07:50.690 --> 07:52.940 the next advance and we'll remit 07:52.940 --> 07:57.700 it to you when you've submitted enough eligible expenses to qualify. 07:57.700 --> 08:01.250 So, when submitting a payment request, 08:01.250 --> 08:04.925 please submit it to invoice at twdb.texas.gov. 08:04.925 --> 08:08.630 And please include the contract number 08:08.630 --> 08:10.805 in the subject line of your email. 08:10.805 --> 08:13.790 And please copy your contract manager. 08:13.790 --> 08:19.625 So, the Payment Request Form is an Excel spreadsheet. 08:19.625 --> 08:25.400 And it has tabs on that spreadsheet for the invoice ledger, 08:25.400 --> 08:27.870 the task ledger and the summary table. 08:27.870 --> 08:33.410 So, please save it along with the invoices and support 08:33.410 --> 08:38.840 documentation as a PDF and submit it as a PDF please. 08:39.170 --> 08:44.780 But please submit the progress report as a separate PDF. 08:44.780 --> 08:49.324 We'll talk about the progress report later in the presentation. 08:49.324 --> 08:53.072 And we'll talk about the Payment Request Form, 08:53.072 --> 08:55.206 Lisa will on the next slide. 08:56.123 --> 08:57.040 LISA FARRELL: Thanks, Ron. 08:58.360 --> 09:01.540 Payment Request Form, I know a lot of you are familiar with this. 09:01.840 --> 09:03.820 Down at the bottom I want to just go ahead 09:03.820 --> 09:05.889 and point this out first thing. 09:05.889 --> 09:08.785 We do have a link to our external website. 09:08.785 --> 09:13.630 And you can download the form but I would like to encourage you to reach 09:13.630 --> 09:19.700 out to me directly if you would like a worksheet sent to you. 09:19.720 --> 09:21.085 I have the setup. 09:21.085 --> 09:22.750 You've got my email address. 09:22.750 --> 09:26.184 I believe the contact information was on the previous slide. 09:26.184 --> 09:28.780 But we will provide that for you. 09:28.780 --> 09:33.719 But I do encourage you, email me with your contract number and just say, 09:33.719 --> 09:38.200 I'd like to get a worksheet and I will get that over to you ASAP. 09:38.710 --> 09:39.510 Thanks so much. 09:39.510 --> 09:41.650 So, on the Payment Request Form. 09:41.650 --> 09:43.569 If you're using the advanced method. 09:43.569 --> 09:47.740 So, the next obvious payment request would be payment number 09:47.740 --> 09:52.052 two because we have already advanced you that first 20% So, 09:52.052 --> 09:54.340 if you're on the reimbursement method, 09:54.340 --> 09:56.755 of course your payment requests will be number one. 09:56.755 --> 10:00.610 So, here highlighted, I want to make a distinction between 10:00.610 --> 10:04.240 your submission schedule versus the billing period. 10:04.240 --> 10:06.520 The billing period is going to be your actual date range. 10:06.520 --> 10:09.160 And that includes your expenses, 10:09.160 --> 10:12.010 your subcontractors and the sub subs as well. 10:12.010 --> 10:17.410 So, again, in the past a lot of folks have sent in their payment 10:17.410 --> 10:22.990 request form with the date reflecting the submission schedule. 10:23.500 --> 10:25.390 This billing period, this payment request 10:25.390 --> 10:27.610 form needs to cover that date range 10:27.610 --> 10:30.429 of actual work done and what you're submitting 10:30.429 --> 10:32.530 for that particular packet. 10:32.530 --> 10:36.082 Requested amount obviously will be advanced method. 10:36.082 --> 10:36.634 Sorry. 10:36.634 --> 10:41.110 The advanced method will be the 20% of current committed funds. 10:41.110 --> 10:45.250 You will also be listing your interest 10:45.250 --> 10:47.949 earned on this payment request form. 10:47.949 --> 10:51.040 And for reimbursement it's the amount of 10:51.040 --> 10:53.259 eligible expenses minus your retainage. 10:53.259 --> 10:56.982 And please remember to sign and date before submitting. 10:56.982 --> 11:00.348 Electronic signature is perfect. 11:00.348 --> 11:04.559 Next slide please. 11:04.559 --> 11:09.830 So, invoice/expense and task ledgers. 11:09.830 --> 11:14.650 So, we do ask you to provide the breakdown amounts that's according 11:14.650 --> 11:19.270 to what your categories are from exhibit b of your contract. 11:19.660 --> 11:22.929 Obviously, the task is what's being done, explains how it's done. 11:23.890 --> 11:28.165 We need consistency with your documentation. 11:28.165 --> 11:30.295 With your payment request form. 11:30.295 --> 11:34.630 Total amount of expenses needs to add up with both 11:34.630 --> 11:37.120 your invoice and your task ledger please. 11:38.030 --> 11:42.910 And next slide we'll have an example of the invoice ledger. 11:42.910 --> 11:48.679 As you can see we've got the planning group information here. 11:48.740 --> 11:52.820 Currently you have those particular budget categories, 11:52.820 --> 11:55.189 other expenses and voting member travel. 11:55.189 --> 11:58.861 We need to have underneath that your subcontractor. 11:58.861 --> 12:04.520 Invoice is broken out by the executed categories that are provided. 12:04.820 --> 12:07.580 If you notice that there's a little sub sub there, 12:07.610 --> 12:09.920 a lot of the subcontractors have their sub subs. 12:10.190 --> 12:12.990 Those can get wrapped up into one line item. 12:12.990 --> 12:15.860 But again, we do need to have this broken out. 12:15.860 --> 12:18.679 We need to make sure that all expenses are consistent, 12:18.679 --> 12:21.770 the amounts are consistent and that we do 12:21.770 --> 12:24.020 have those budget categories allocated. 12:24.320 --> 12:27.570 Just a word of know, what we have found previously. 12:27.590 --> 12:30.305 Sometimes there's a penny off on your 12:30.305 --> 12:32.975 subcontractor just heads up on that. 12:32.975 --> 12:36.485 TWDB, we cannot change that amount for you. 12:36.485 --> 12:39.300 So, that may get kicked back to you. 12:39.300 --> 12:41.675 So, just be aware of that. 12:41.675 --> 12:43.700 When they're giving you their breakdown make 12:43.700 --> 12:47.015 sure it adds up tasks and expenses for them. 12:47.015 --> 12:52.429 So, that will cause a boomerang effect unfortunately. 12:52.429 --> 12:56.920 And moving on to required support documentation. 12:56.920 --> 12:59.940 I'm going to be referring you for the next slide 13:00.570 --> 13:03.480 article for compensation or reimbursement. 13:03.480 --> 13:05.010 Please get familiar with this. 13:05.429 --> 13:07.650 This does provide additional information. 13:08.700 --> 13:12.300 We must have invoices and support documentation from 13:12.300 --> 13:17.349 not only you the subcontractor and also the sub-sub. 13:17.349 --> 13:19.757 We do ask for labor summary. 13:19.757 --> 13:25.480 It could be your employee classification rate, number of hours. 13:25.480 --> 13:28.230 I've really appreciated last cycle. 13:28.230 --> 13:30.330 I did not get detailed timesheets. 13:30.330 --> 13:31.880 Thank you so much for that. 13:31.880 --> 13:35.160 We just need the summary which most of the subcontractors 13:35.160 --> 13:38.220 will provide that in their invoicing which is great. 13:39.210 --> 13:42.750 We must have again, those categories broken out. 13:43.410 --> 13:47.700 And just a note here for the regions, tear sheets or affidavits. 13:48.120 --> 13:51.450 The publications that come out in the newspapers or online. 13:51.750 --> 13:59.250 We do need to see an invoice and a proof that the publication did run. 14:01.559 --> 14:03.660 And on the next slide. 14:03.660 --> 14:07.140 I always like to highlight travel. 14:07.140 --> 14:11.670 We all know that state of Texas is very transparent 14:11.670 --> 14:14.760 when it comes to travel expense and reimbursement. 14:15.179 --> 14:18.277 We definitely want to see backup for travel 14:18.277 --> 14:21.330 expense also for other categories as well. 14:21.810 --> 14:25.290 But specifically on the travel expense, I want to emphasize that 14:25.290 --> 14:30.585 itemized meal receipts are required and requested by TWDB. 14:30.585 --> 14:35.550 Mileage documentation can include Google Maps or odometer readings. 14:35.550 --> 14:40.460 And now we're going to look at the task ledger example. 14:40.460 --> 14:46.650 So, for this one here, I am asking that when you fill out your task 14:46.650 --> 14:55.240 ledger that if you have several different invoices that come in. 14:55.600 --> 15:00.430 I have had the task numbers listed several 15:00.430 --> 15:02.740 times and with different amounts. 15:02.740 --> 15:05.770 What we're asking is that you roll everything up into 15:05.770 --> 15:08.470 one line item for that particular task number. 15:08.470 --> 15:11.980 So, if you could just list the task number once 15:12.250 --> 15:14.645 with the total task's cumulative amount. 15:14.645 --> 15:16.910 It is very much appreciated. 15:16.910 --> 15:24.760 And on the next slide, I'm happy to say that with subcontractor proof 15:24.760 --> 15:29.800 of payment it's not required to be included in your packet. 15:30.190 --> 15:34.660 It's already stated in the contract that you are to pay 15:34.660 --> 15:37.880 your subcontractor before submitting for reimbursement. 15:37.880 --> 15:41.530 So, this section right here is no longer needed. 15:41.530 --> 15:44.200 But you are when you send in your packet, 15:44.200 --> 15:47.610 you have already paid your subcontractor. 15:47.610 --> 15:53.530 So, that is one of those small benefits that's going to 15:53.650 --> 15:56.110 little bit less time and processing these packets. 15:59.130 --> 16:03.810 And I'm going to hand over the next slide to Ron. 16:03.810 --> 16:06.816 RON ELLIS: Thank you, Lisa. 16:06.816 --> 16:10.280 So, I'm going to talk a little bit about the summary table. 16:10.790 --> 16:13.820 This may be a new item for some regions. 16:14.600 --> 16:18.410 Some of you all have been submitting a table like this 16:18.740 --> 16:22.220 already with your payment requests in previous cycles. 16:22.640 --> 16:24.500 And it's been very helpful. 16:24.500 --> 16:28.880 So, it tracks the percent of funds that's 16:28.880 --> 16:31.430 remaining in each task budget category. 16:32.300 --> 16:38.090 This can be very helpful in foreseeing potential 16:38.090 --> 16:40.640 budget overages before they occur. 16:42.350 --> 16:45.680 It is the last tab on the Payment Request Form. 16:45.680 --> 16:48.200 We've put a little spreadsheet in there 16:48.200 --> 16:52.580 for you that has each of the current 16:53.120 --> 17:01.307 tasks identified so that you can use that as a template to submit this. 17:01.307 --> 17:08.770 So, that's the summary table requirements and the point is to identify 17:08.770 --> 17:12.310 the percent and the cost of each task that's completed. 17:14.119 --> 17:15.423 Progress reports. 17:15.423 --> 17:20.570 So, according to the planning contract, you must include a progress 17:20.570 --> 17:24.980 report by task item since the last progress report. 17:24.980 --> 17:29.900 You have to identify any problems encountered and describe 17:29.900 --> 17:33.836 any actions taken to remedy the problems. 17:33.836 --> 17:39.590 So, as contract managers will be comparing the progress report to 17:39.590 --> 17:43.820 the tasks that are being billed to ensure that they're consistent. 17:45.020 --> 17:46.760 And as I requested before, 17:46.790 --> 17:52.946 please submit the progress report as a separate PDF. 17:52.946 --> 17:59.230 So, we'll talk a little bit in the next 17:59.230 --> 18:02.380 couple of slides about some contract 18:02.380 --> 18:06.280 requirements that are in Exhibit B which 18:06.280 --> 18:10.139 is your task and expense budgets. 18:10.139 --> 18:13.060 So, reimbursement amounts for voting 18:13.060 --> 18:16.119 member travel is limited by statute. 18:16.119 --> 18:19.060 They the are same amounts as for state 18:19.060 --> 18:21.280 employees when state employees travel. 18:21.280 --> 18:26.890 So, the eligibility of the expenses is limited by TWDB rules. 18:29.210 --> 18:31.490 Planning group members can be paid for mileage 18:31.490 --> 18:33.860 to attend planning group meetings. 18:33.860 --> 18:42.214 Or in rare occasions they can be paid for legislatively or TWDB 18:42.214 --> 18:45.400 board requested meetings for traveled and those meetings. 18:45.400 --> 18:52.150 So, in the latter case which is designated by to be here, 18:52.150 --> 18:56.250 the reimbursement has to be specifically authorized by 18:56.250 --> 18:59.823 the planning group and by the Water Development Board. 18:59.823 --> 19:06.353 So, a note regarding the certification by the member that's required 19:06.353 --> 19:15.260 in 2A says that it cannot be reimbursed by any other entity, 19:15.260 --> 19:18.800 political subdivision, etc, as certified by the voting member. 19:18.800 --> 19:22.850 So, the planning group member must certify that the mileage expenses 19:23.660 --> 19:27.240 can't be reimbursed by another entity such as their employer. 19:27.240 --> 19:31.340 So, I know that some planning groups have a form that 19:31.340 --> 19:34.625 they use for this mileage and member certification. 19:34.625 --> 19:35.990 And that's great. 19:36.950 --> 19:39.320 Or the member can provide a letter. 19:40.100 --> 19:44.090 In either case, please include that certification as part 19:44.090 --> 19:46.730 of the backup documentation with your payment request. 19:47.570 --> 19:50.840 If your region doesn't have a form and you'd like one, 19:50.840 --> 19:54.370 we can probably share that with you. 19:54.370 --> 19:57.296 So, just reach out and let us know. 19:57.296 --> 20:02.297 So, for planning group sponsor expenses. 20:02.297 --> 20:09.880 So, currently, political subdivisions can only bill to task 10 in 20:09.880 --> 20:14.590 the task budget and to other expenses in the expense budget. 20:15.430 --> 20:20.410 However, a new expense item for salary and wages will 20:20.410 --> 20:23.520 be created in the upcoming contract amendments. 20:23.520 --> 20:29.619 So, that expense category will be where to charge personnel costs. 20:29.619 --> 20:35.122 So, this text here at the bottom is, again is from Exhibit B. 20:35.122 --> 20:39.663 There are five types of costs, letters A through E which 20:39.663 --> 20:43.210 includes several examples of eligible direct costs. 20:43.210 --> 20:46.839 They're related to notice in meetings. 20:46.839 --> 20:52.150 Section E which is here is just one subsection in 20:52.150 --> 20:54.587 the eligible expenses that we wanted to highlight. 20:54.587 --> 20:56.830 We are highlighting it to make sure we 20:56.830 --> 20:58.570 point out that the personnel costs are 20:58.570 --> 21:02.050 very limited to staff hours spent preparing 21:02.050 --> 21:04.075 for planning group meetings only. 21:04.075 --> 21:08.890 And also note that they're capped at $5,000 21:08.890 --> 21:16.016 per regular meeting for a total of $60,000, whichever is lower. 21:16.016 --> 21:17.833 Alright. 21:17.833 --> 21:23.034 Again, from Exhibit B and eligible expenses. 21:23.034 --> 21:29.369 So, in addition to this list, expenses that are identified 21:29.369 --> 21:32.045 in the regional water planning rules, 21:32.045 --> 21:36.200 Section 355.92A are ineligible. 21:36.200 --> 21:42.030 In the rules their activities where your 21:42.840 --> 21:45.869 existing information already exists or 21:45.869 --> 21:48.630 activities related to preparation of regulatory 21:48.630 --> 21:51.180 permits that are ineligible. 21:52.970 --> 21:56.060 On the previous slide, we mentioned that the sponsors personnel 21:56.060 --> 22:01.086 costs are limited to work related to planning group meetings. 22:01.086 --> 22:05.730 Costs of administering the grant are also ineligible. 22:05.730 --> 22:11.400 So, if you also made an expense that's ineligible 22:11.460 --> 22:13.260 on something from this list, 22:14.460 --> 22:18.480 you'll get a letter with an adjusted amount to the payment request 22:18.810 --> 22:22.290 and an attached worksheet with a detailed explanation. 22:23.220 --> 22:29.250 If you submit appropriate documentation for a denied expense, 22:30.119 --> 22:33.100 you can resubmit it with the next request. 22:33.100 --> 22:37.320 So, once the payment requests had been approved 22:37.320 --> 22:38.640 by the contract manager and sent 22:38.640 --> 22:40.740 to finance for processing you'll get 22:40.740 --> 22:42.869 a Payment Request Report for review. 22:43.320 --> 22:48.629 And that can be helpful in making sure that your numbers match ours. 22:48.629 --> 22:50.669 OK. 22:50.669 --> 22:55.709 So, certification of administrative expenses. 22:55.709 --> 23:00.240 You all have begun doing this cycle and you're doing a great job. 23:00.240 --> 23:02.685 So, this is a requirement. 23:02.685 --> 23:06.862 Again, in our rules, it's in 355.92C. 23:06.862 --> 23:10.260 The planning group must certify during 23:10.260 --> 23:12.210 a public meeting that the expenses 23:13.340 --> 23:16.550 are eligible for reimbursement and are correct and necessary. 23:16.550 --> 23:19.500 So, planning groups can make this certification 23:19.500 --> 23:22.530 for each invoice that you approve payment for. 23:22.530 --> 23:26.340 Or you can do a blanket certification that 23:26.340 --> 23:27.740 can cover the whole planning cycle. 23:27.740 --> 23:30.690 So, in either case, it's important to 23:30.690 --> 23:32.820 include the date of the certification 23:32.820 --> 23:40.526 action by the planning group under task 10 in the progress report. 23:40.526 --> 23:45.472 So, budget modifications. 23:45.472 --> 23:54.028 Again, this is in your contract, Article Four, Paragraph E. 23:54.028 --> 23:58.480 As in past contracts, exceeding a budget category 23:58.810 --> 24:01.300 by more than 35% requires a budget 24:01.300 --> 24:03.760 memo approved by the planning group 24:03.760 --> 24:06.650 and the TWDB Executive Administrator. 24:06.650 --> 24:10.300 So, if you see this coming, 24:11.530 --> 24:16.750 please reach out and we'll work with you on a budget memo 24:16.750 --> 24:26.440 to adjust your task expense budgets to do 24:26.440 --> 24:28.300 a budget memo to make an adjustment. 24:28.300 --> 24:35.260 If you exceed in an expense request or in 24:35.260 --> 24:38.920 a payment request then we're going to have 24:38.920 --> 24:40.270 to kick that back to you and we're going 24:40.270 --> 24:41.855 to have to do the budget memo again. 24:41.855 --> 24:48.540 So, it's good to try to foresee this and make adjustments in advance. 24:50.520 --> 24:56.180 Another note is that we will require 24:56.180 --> 24:58.100 you to provide a written explanation 24:58.100 --> 25:02.922 for the overage and reallocation of the task and expense amount. 25:02.922 --> 25:04.685 Alright. 25:04.685 --> 25:08.210 So, subcontracts. 25:08.330 --> 25:12.050 This is unfortunately been a point of confusion and we'll try 25:12.050 --> 25:16.195 to add some clarity and try to get this good going forward. 25:16.195 --> 25:19.640 So, each subcontract and subcontract amendment 25:19.880 --> 25:21.140 between the planning groups, 25:21.140 --> 25:23.780 political subdivision and the primary technical 25:23.780 --> 25:26.270 consultant must be submitted 25:26.630 --> 25:30.249 to the Water Development Board for official review and acceptance. 25:30.249 --> 25:33.470 Upon execution these documents should be 25:33.470 --> 25:37.360 sent to contracts at twdb.texas.gov. 25:37.360 --> 25:44.840 Again, please ensure to copy your planner and include 25:44.840 --> 25:47.690 the contract number in the email subject line. 25:49.280 --> 25:52.550 Please include that contract member on the email subject line 25:52.550 --> 25:56.179 on any current or any correspondence to the contracts, 25:56.179 --> 26:00.083 email box or to the invoice email box please. 26:00.083 --> 26:04.310 The subcontract between the political subdivision 26:04.310 --> 26:08.000 and the primary consultant should specify the names of 26:08.000 --> 26:14.127 any sub-sub contractors and the total sub-sub contract 26:14.127 --> 26:17.534 amount allocated to each sub-sub contractor. 26:17.534 --> 26:20.869 So, this can be added or revised and future 26:20.869 --> 26:22.520 sub-contract amendment if needed. 26:23.240 --> 26:27.350 But this is needed before Water Development Board can 26:27.350 --> 26:30.546 provide payment for any sub-subcontractor work. 26:30.546 --> 26:33.640 So, subcontracts must include the provisions 26:33.640 --> 26:37.340 and clauses that are in Article Six, 26:37.340 --> 26:39.830 subcontracts of the prime contract. 26:39.830 --> 26:45.310 This last point here is one that's been a stumbling 26:45.310 --> 26:48.209 block sometimes for planning groups, 26:48.209 --> 26:53.530 is that all of those provisions and clauses the required provisions 26:53.740 --> 26:59.200 that are in Article Six are not adopted in the subcontract. 26:59.200 --> 27:02.834 So, please be aware of that. 27:02.834 --> 27:07.507 Continuing subcontracts and middle. 27:07.507 --> 27:16.560 So, we'll review and if it's correct we'll accept the subcontracts. 27:16.560 --> 27:22.109 But the sub-sub contracts will no longer be 27:23.160 --> 27:27.340 reviewed and officially accepted by TWDB. 27:27.340 --> 27:31.010 So, that is a change from last cycle. 27:32.030 --> 27:35.313 Please continue to submit those sub subcontracts 27:35.313 --> 27:39.935 and sub-sub contract amendments to your planner. 27:39.935 --> 27:43.160 And we will keep them for our records but they're not 27:43.160 --> 27:45.740 going to require official review and acceptance. 27:46.280 --> 27:49.550 And another change is there is not a certificate 27:49.550 --> 27:51.710 of procurement form associated 27:52.400 --> 27:57.697 with the 2026 original water plan with our contract process. 27:57.697 --> 27:58.575 LISA FARRELL: Hey, Ron. 27:58.575 --> 28:02.279 if I can just kind of pipe in here for just a second here. 28:02.279 --> 28:04.800 I just like to emphasize on the payment side. 28:04.800 --> 28:09.270 When we're processing your payments, when we have amendments 28:09.270 --> 28:11.970 that are increasing your contracted amount, 28:11.970 --> 28:16.300 please make sure that you get us your amended subcontracts. 28:16.300 --> 28:19.980 That is very critical because we've had timing issues 28:19.980 --> 28:23.880 where we've received invoices in and unfortunately 28:23.880 --> 28:26.250 budgets have been kind of blown out because 28:26.250 --> 28:28.180 we didn't receive the amended subcontract. 28:28.180 --> 28:29.910 So, just keep that in mind. 28:29.910 --> 28:34.640 If your funds increase, please get us your amended 28:34.640 --> 28:37.460 subcontracts so that those get increased as well. 28:37.470 --> 28:40.530 And that way we can kind of keep the process going 28:40.530 --> 28:44.973 and get you paid as soon as we can get those through. 28:44.973 --> 28:46.027 Thanks. 28:46.027 --> 28:49.188 RON ELLIS: Thank you, Lisa. 28:49.188 --> 28:50.242 OK. 28:50.242 --> 28:55.090 So, we have contract amendments coming up. 28:55.090 --> 29:01.140 So, we've begun working on the materials for these amendments. 29:02.250 --> 29:05.670 Those amendments will incorporate the full 29:05.670 --> 29:09.735 contract funding amount for each region, 29:09.735 --> 29:15.015 the full scope of work and updated contract guidance, 29:15.015 --> 29:18.630 updated Exhibit C and Exhibit D. 29:18.630 --> 29:22.140 As I mentioned before, excuse me. 29:22.140 --> 29:26.190 As I mentioned before, the new expense budget category for 29:26.190 --> 29:29.880 salaries and wages will be included in this amendment. 29:29.880 --> 29:41.680 We plan to take the amendments to our board for approval from them 29:41.680 --> 29:44.980 to authorize and execute the contract amendments this summer. 29:46.930 --> 29:49.440 Last cycle, I don't know if you recall this 29:49.440 --> 29:52.170 but you had to submit a second funding application. 29:52.180 --> 29:55.510 We are not going to need to do that this cycle. 29:55.510 --> 29:57.070 It'll just be a standard amendment. 29:57.460 --> 30:00.673 There will not be a new funding application. 30:00.673 --> 30:06.450 So, that is the extent of our presentation. 30:06.450 --> 30:09.920 Does anybody have any questions? 30:17.270 --> 30:18.405 Any comments? 30:18.405 --> 30:20.237 SPEAKER: I have a question. 30:20.237 --> 30:23.640 I'm coming from Rio Grande Council of Governments. 30:24.840 --> 30:27.300 The progress report, is that just for 30:27.300 --> 30:34.065 the planning or is it for the subcontractor? 30:34.065 --> 30:37.280 RON ELLIS: The it can be for both. 30:37.280 --> 30:37.600 Yes. 30:37.600 --> 30:43.876 But the subcontractor can submit a progress report to the contractor 30:43.876 --> 30:50.140 or to the prime contractor and you can submit both of those to us. 30:50.740 --> 30:51.797 It's very helpful. 30:51.797 --> 30:54.793 SPEAKER: You want that in our separate PDF. 30:54.793 --> 30:55.225 Right. 30:55.225 --> 30:56.227 RON ELLIS: Yes, please. 30:56.227 --> 30:56.798 SPEAKER: OK. 30:56.798 --> 30:57.370 Perfect. 30:57.380 --> 30:59.935 Thank you. 30:59.935 --> 31:03.570 CAMERON TURNER: Ron, I don't have any questions. 31:03.570 --> 31:05.610 Just some basic comments. 31:05.610 --> 31:09.750 First and foremost, I want to thank you and Lisa for holding this 31:09.750 --> 31:13.460 together but also I want to thank everybody for taking the time. 31:13.710 --> 31:16.080 I think this regional water planning process, 31:16.290 --> 31:20.940 this grant program is some of our most mature 31:21.840 --> 31:25.950 contracting processes within the board. 31:26.670 --> 31:29.880 And I think the sponsors and the folks with all 31:29.880 --> 31:31.500 the entities you're working with and those 31:31.500 --> 31:35.790 of you on the line do a great job of working to 31:35.790 --> 31:37.810 make sure that we're checking those boxes. 31:37.810 --> 31:41.934 Really the whole presentation I think could be summed up though. 31:41.934 --> 31:42.186 Right. 31:42.186 --> 31:46.200 Like read your contract, be proactive and talk to your contract manager. 31:46.920 --> 31:48.695 Ask questions if you got questions. 31:48.695 --> 31:51.780 You know, that especially gets more important as we 31:51.780 --> 31:55.470 work through and get further along in that process. 31:55.470 --> 31:55.830 Right. 31:55.830 --> 31:58.290 But like if we lay the groundwork now and we get 31:58.290 --> 32:00.630 it right from the start then we have less 32:00.630 --> 32:03.120 of those problems and corrections to make on 32:03.120 --> 32:05.969 the back end when it comes to close out. 32:05.969 --> 32:09.720 So, again, I just want to say thank you all. 32:09.720 --> 32:13.510 And I do encourage anyone and everyone to ask questions. 32:13.510 --> 32:17.500 Like I said, a lot of y'all have been doing this for a while. 32:17.500 --> 32:17.700 Right. 32:17.700 --> 32:20.940 Like we've got a lot of repeat customers here in the contracting 32:20.940 --> 32:23.580 process with this program since it's a mature program. 32:23.580 --> 32:27.990 But that said, there could be some new folks out there that are new to 32:27.990 --> 32:29.820 the process that can learn from those 32:30.420 --> 32:32.257 best practices and lessons learned. 32:32.257 --> 32:37.020 So, I encourage you all to have just somewhat of an informal 32:37.020 --> 32:40.905 discussion here to share some of those tips and tricks. 32:40.905 --> 32:43.320 RON ELLIS: Thank you, Cameron. 32:43.430 --> 32:44.970 I appreciate your comments. 32:48.260 --> 32:48.990 Yes. 32:48.990 --> 32:55.190 Sara just put a comment that we will post the slides and we will 32:55.190 --> 32:59.590 post the recording of this for future reference for you all. 32:59.590 --> 33:05.396 So, we'll go ahead and wrap up if there's no additional questions. 33:05.396 --> 33:08.310 SPEAKER: I have a question? 33:08.310 --> 33:09.360 RON ELLIS: Oh, yes. 33:09.360 --> 33:09.810 Please. 33:09.810 --> 33:15.435 SPEAKER: Where it talks about when you do the labor expense for the meetings. 33:15.435 --> 33:19.770 It says a total of 10% of the total study cost. 33:19.770 --> 33:23.100 Is that what's allocated to me as the political 33:23.100 --> 33:28.090 sub or is that the total contract cost? 33:28.090 --> 33:33.790 RON ELLIS: It's what's allocated to you. 33:33.800 --> 33:35.483 It's the contract cost. 33:35.483 --> 33:35.967 Yes. 33:35.967 --> 33:36.451 SPEAKER: OK. 33:36.451 --> 33:41.235 So, that doesn't include 10% of what the consultants have? 33:41.235 --> 33:43.710 RON ELLIS: No, it does. 33:43.720 --> 33:48.585 It's 10% total but yeah. 33:48.585 --> 33:54.200 So, it's 10% of the total cost including 33:54.200 --> 33:58.930 what's allocated to the sub contract. 33:58.930 --> 33:59.784 SPEAKER: OK. 33:59.784 --> 34:00.638 OK. 34:00.638 --> 34:02.214 Thank you. 34:02.214 --> 34:03.791 RON ELLIS: You're welcome. 34:03.791 --> 34:05.095 Alright. 34:05.095 --> 34:07.270 Any more questions? 34:11.340 --> 34:13.590 Thank you all very much for your time today. 34:14.730 --> 34:17.780 And again, any questions, any follow-up. 34:17.780 --> 34:21.810 Please reach out to your planner or to me 34:22.110 --> 34:25.650 or to the contracting staff directly. 34:29.260 --> 34:32.700 We're all trying to make this the best process 34:32.700 --> 34:36.530 and get you all paid as quickly as possible. 34:36.530 --> 34:39.990 So, I think we all have the same goal here 34:39.990 --> 34:42.030 and we work together it'll to work out. 34:43.110 --> 34:44.040 Thanks again. 34:44.040 --> 34:46.265 And I hope you all have a great day. 34:46.265 --> 34:47.708 LISA FARRELL: Thank you. 34:47.708 --> 34:48.776 SPEAKER: Thank you. 34:48.776 --> 34:49.804 SPEAKER: Thank you. 34:49.804 --> 34:50.658 CAMERON TURNER: Thank you. 34:50.658 --> 34:51.338 SPEAKER: Thank you. 34:51.338 --> 34:51.980 SPEAKER: Thank you.