Common use of Documentation and Reporting Clause in Contracts

Documentation and Reporting. Developer shall provide TxDOT with all specific reports and supporting documentation for review and approval during the acquisition process. All correspondence with TxDOT and property owners relating to acquisition of real property shall include the following information (at a minimum) as a heading: • County • Control Section Job (CSJ) number • Highway Designation • Project limits • Parcel number • Name of record owner(s) In administering and managing its Project ROW activities, Developer shall: 1. Maintain parcel records on file of all aspects of the acquisition process in accordance with TxDOT requirements and applicable Law. Each parcel file shall include all documents required by the CDA Documents, the FHWA, and/or TxDOT. 2. Provide monthly summaries for the cost of Project ROW acquisition and related relocation assistance including amounts authorized and amounts paid on a parcel-by-parcel basis and budget forecasting on an overall Project basis as requested by TxDOT. 3. Maintain and electronically transmit to TxDOT, in a format acceptable to TxDOT, monthly status reports including appraisal, acquisition and relocation status of all parcels and activities related to Project ROW, acquisition and disposition of Additional Properties and acquisition and disposition of temporary easements or other property interests, and provide weekly (or as requested) updates to TxDOT. 4. Evaluate and report to TxDOT, Contractor status and performance on a monthly basis or more frequently as requested. 5. Prepare and submit electronically to TxDOT, on a monthly basis, a spreadsheet that contains Project ROW specific data required in order to complete the fields in TxDOT’s ROWIS tracking software program or as directed by TxDOT. 6. Input and update parcel status in TxDOT approved web based tracking system or as directed by TxDOT.

Documentation and Reporting. Developer shall provide TxDOT with all specific reports and supporting documentation for review and approval during the acquisition process. All correspondence with TxDOT and property owners relating to acquisition of real property shall include a heading with the following information (at a minimum) as a heading: ): • County • Control Section Job (CSJ) number • Highway Designation • Project limits • Parcel number • Name of record owner(s) In administering and managing its Project ROW activities, Developer shall: 1. Maintain parcel records on file of all aspects of the acquisition process in accordance with TxDOT requirements and applicable Law. Each parcel file shall include all documents required by the CDA Documents, the FHWA, and/or TxDOT. 2. Provide monthly summaries for the cost of Project ROW acquisition and related relocation assistance including amounts authorized and amounts paid on a parcel-by-parcel basis and budget forecasting on an overall Project basis as requested by TxDOT. 3. Maintain and electronically transmit to TxDOT, in a format acceptable to TxDOT, monthly status reports including appraisal, acquisition and relocation status of all parcels and activities related to Project ROW, acquisition and disposition of Additional Properties and acquisition and disposition of temporary easements or other property interests, and provide weekly (or as requested) updates to TxDOT. 4. Evaluate and report to TxDOT, Contractor Subcontractor status and performance on a monthly basis or more frequently as requested. 5. Prepare and submit electronically to TxDOT, on a monthly basis, a spreadsheet that contains Project ROW specific data required in order to complete the fields in TxDOT’s ROWIS tracking software program or as directed by TxDOT. 6. Input and update parcel status in TxDOT approved web Web-based tracking system or as directed by TxDOT.