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Portland Bureau of Transportation

Phone: 503-823-5185

Fax: 503-823-7576

1120 SW Fifth Ave, Suite 800, Portland, OR 97204

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Grantee Expectations

PBOT staff will work with successful applicants (grantees) to enter into the necessary contractual agreements for the project between the City of Portland, PBOT and the applicant. The following expectation will be required of selected grantees: 

Authorization Requirements: 

  1. The grantee and/or fiscal agent must provide proof of nonprofit status.

  2. Fiscal agents must be approved by PBOT

  3. The grantee must complete, sign and submit a W-9 form, proof of insurance and any other paperwork required to enter the organization into the City of Portland procurement system.

  4. If the grantee is not the property owner, documentation must be provided proving authorization to implement the project at the selected location.

Planning and Implementation Period:

  1. Grantees will be required to attend an in-person meeting with PBOT staff and consultants to launch the project planning process.

  2. During the project planning period, the grantee will be expected to work with PBOT staff to update and finalize the project scope of work, timeline, budget and maintenance agreement (where applicable) based on recommendations from the technical review team.

  3. The grantee will be expected to be responsive to PBOT’s communications, guidance and requests and to check in (via phone or in person) at intervals agreed upon in the project timeline.

Reporting

  1. Project implementation plan (including final scope of work, timeline, budget and maintenance agreement) due by February 28th, 2018 or 30 days prior to project implementation (whichever comes first).

  2. Progress reports will be expected based on the timeline identified in the implementation plan.

  3. Project must be implemented no later than December 31, 2018. Final report and financial documentation due no later than February 1, 2019 or 30 days after project implementation (whichever comes first).

PBOT staff and consultants will communicate these and other final expectations and instructions at the launch of the planning period. Failure to comply with these expectations and instructions may result in the applicant losing their grant award.