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HomeMy WebLinkAbout03-309 Resolution No. 03-309 RESOLUTION AUTHORIZING EXECUTION OF A HIGHWAY SAFETY PROJECT AGREEMENT WITH THE ILLINOIS DEPARTMENT OF TRANSPORTATION (Local Alcohol Program) BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that David M. Dorgan, City Manager, be and is hereby authorized and directed to execute a Highway Safety Project Agreement on behalf of the City of Elgin with the Illinois Department of Transportation for the Local Alcohol Program, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: November 19, 2003 Adopted: November 19, 2003 Omnibus Vote : Yeas : 6 Nays : 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk , 1 r Illinois Department Highway Safety of Transportation Project Agreement Division of Traffic Safety 3215 Executive Park Drive/P.O. Box 19245 Springfield, Illinois 62794-9245 1. Applicant Elgin Police Department For Office Use Only Agency: Project Number: AL4-1720-011 Address: 151 Douglas Avenue Project Local Alcohol Program Elgin, Illinois 60120 Title: PSP/Task: 99/11 Year of Funding 3 TIN/FEIN: 36-6005862 PSP Title: 163 Incentive Funds 2. Governmental City of Elgin 3. Starting Date: November 15, 2003 Unit: 4. Expiration Date: September 30, 2004 Address: 150 Dexter Court 5A-E. Project Description (attached) Elgin, Illinois 60120 TIN/FEIN: 36-6005862 5F. Project Description Summary: The City of Elgin will pursue enforcement and educational activities to reduce the number of serious and fatal crashes in Elgin. Provide video evidence to secure DUI convictions and reduce court hearings and provide training and education in occupant restraint device usage. The City of Elgin will strive to obtain positive media and public support of these efforts and foster ownership of this project with community(Public and Private)support. Proposed 5G. Project Budget Federal Local Total Personal Services $36,635 $36,635 $73,270 Fringe Benefits 713 713 1,426 Social Security 0 0 0 Travel 500 500 1,000 Contractual Services 0 0 0 Printing 750 750 1,500 Commodities 375 375 750 Equipment 0 0 0 Oper/Auto/Equipment 1,528 1,528 3,056 Totals $40,501 $40,501 $81,002 6. A. Acceptance-It is understood and agreed by the undersigned that this project is subject to the attached agreement conditions. B. "Obligation of the state shall cease immediately,without penalty or further payment being required if,in any fiscal year,the Illinois General Assembly or federal funding source fails to appropriate or otherwise make available funds for this contract.' 7A. Project Director: 7B.Authorizing Official: Name: Thomas Olson Name: David Dorgan Title: Sergeant Title: City Manager Address: 151 Douglas Avenue, Elgin, IL 60120 Address: 150 Dexter Ct, Elgin, IL 60120 Phone: 847-289-2.61 Fax: 847-289-2950 Phone: 847-289-2740 Fax: 847-289-2750 Signature: g � 1 Signature: Date: /!f 4'3 Date: l/7Z0 2 7C. Division of Traffic Safety Approval and Authorization to Expend Funds: Tom Dilello,Director,Division of Traffic Safety Name Title Signature Date TS 1980(Rev.9/95) City of Elgin 2003-2004 50% Federal FEDERAL LOCAL TOTAL 50% 50% Personal Services Three Patrol Officers ($43.00 hr) (5 hours each Fri/Sat details) 1,380 hours $29,670 $29,670 $59,340 Two Roadside Safety Checks (11 officers @5 hours x$43.00hr) 2,365 2,365 4,730 Project Coordinator$40 per hour x 230 hours 4.600 4.600 9,200 TOTAL PERSONAL SERVICES $36,635 $36,635 $73,270 Benefits $9,200 x 15.5% $713 $713 $1,426 Travel Springfield Meeting for two people-mileage, lodging, per diem, $500 $500 $1000 registration Printing Posters and Pamphlets $750 $750 $1,500 Commodities Misc. Office Supplies $375 $375 $750 Oper/Auto/Equipment 8,490 miles @ .36 per mile $1,528 $1,528 $3,056 TOTAL BUDGET $40,501 $40,501 $81,002 Local Projects Agreement Conditions The following are general conditions of approval and procedural guidelines to which all projects are subject Signatories of this agreement certify that these conditions and procedures will be adhered to unless amended in writing. A. Media: 1. All articles, publications, news releases, exhibits, video or audio materials prepared by the agency shall identify the Illinois Department of Transportation (IDOT)as the funding source. 2. TDD. All printed, visual and auditory materials, which contain a phone number, must also contain a TDD number. The Ameritech relay number 800-526-0844(TDD only) may be used to fulfill this requirement 3. Closed Captioning. All public service announcements funded, in whole or in part, through this federal highway safety program must be closed-captioned for the hearing impaired. • B. Anti-discrimination: Recipient hereby agrees to observe and comply with all provisions of Federal and State constitutions, laws and regulations pertaining to non-discrimination and equal employment opportunity including, but not limited to: 1. Title VI of the Civil Rights Act of 1964, Sec. 601 (Nondiscrimination in Federally-Assisted Programs): No person in the United States shall, on the grounds of race, color, sex or national origin, be excluded from participation in, be denied the benefits of or be subjected to discrimination under any program or activity receiving federal financial assistance. 49 CFR Part 21 is incorporated and made part of this agreement by reference. 2. The Illinois Human Rights Act(775 ILCS, 5/1-101 et seq.). C. Disadvantaged Business Enterprises: 1. Policy—It is the policy of the U.S. Department of Transportation that disadvantaged business enterprises(DBE) as defined in 49 CFR Part 26 shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with federal funds under this agreement. Consequently the DBE requirements of 49 CFR Part 26 apply to this agreement. 2. DBE Obligation—The recipient or its contractor agrees to ensure that disadvantaged business enterprises as defined in 49 CFR Part 26 have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with federal funds provided under this agreement. In this regard all recipients or contractors shall take all necessary and reasonable steps in accordance with 49 CFR Part 26 to ensure that disadvantaged business enterprises have the maximum opportunity to compete for and perform contracts. Recipients and their contractors shall not discriminate on the basis of race, color, national origin or 'sex in the award and performance of Department of Transportation-assisted contracts. 3. Illinois Department of Transportation Program Requirements for Recipients of Grants—All recipients shall comply with the requirements of 49 CFR Part 26. The recipients which are required under Part 26 to develop a program shall either adopt the Department DBE Program as the minimum to which they will adhere or develop their own DBE Program pursuant to 49 CFR Part 26. This requirement will be a specific condition of grant or contract approval. The Department will provide assistance to recipients in the setting and enforcement of goals for DBEs. The Department will provide its certified DBE directory to recipients at no charge. 4. Subcontracts—The recipient shall include the provisions of this"Policy" in every subcontract, including procurement of materials and leases of equipment. D. Laws in Illinois: This contract shall be governed in all respects by the laws of the State of Illinois. E. Procurement Procedures: All procurement transactions for contractual services, commodities and equipment shall be conducted in a manner that provides maximum open and free competition. The applicant agency shall also meet the following minimum procedural requirements, as well as any specific procedures written into the narrative of this agreement 1. Solicitations of offers shall include a description of the technical requirements for the products or service to be procured. 1 (Rev. 12/01) 2. Awards shall be made only to responsible bidders that can meet the preceding requirements. 3. Small purchase procedures, which consist of obtaining verbal or written price or rate quotations from at least three qualified sources, may be used for products or services having a total value of not more than$10,000. Purchase is to be made from vendor with lowest quote. 4. Formal advertising procedures shall be used for products, which may include associated nonprofessional services having a total value of more than $10,000. If under$10,000, three verbal or written price quotes are to be obtained. Purchase is to be made from vendor with lowest quote. An invitation for bids, with item specifications and supplier requirements, shall be publicly advertised. In addition, bids shall be solicited from an adequate number of known suppliers. Bids shall be opened publicly and a fixed-price contract award made to that responsible bidder whose bid most closely conforms to the best interest of the project. 5. Competitive negotiation procedures shall be used to procure services having a total value of more than$10,000. The Request for Proposal shall be publicized and proposals shall be solicited from an adequate number of qualified sources. Negotiations are normally conducted with more than one source and a cost-reimbursement contract shall be awarded based on a technical evaluation of the proposals received. Award may be made to the responsible bidder whose proposal will be most advantageous to the procuring party, price and other factors considered. Unsuccessful bidders should be notified promptly. 6. Non-competitive negotiation, the procurement through solicitation of a proposal from one source, is allowed if the products or services are available only from a single source or, if after a number of sources have been solicited, competition is determined inadequate. The Division of Traffic Safety must authorize this procedure. 7. The applicant agency will take all necessary affirmative steps to assure that minority firms,women's business enterprises and labor surplus area firms are used when possible. 8. The applicant agency shall maintain records sufficient to detail the significant history of a procurement. These records shall include, but are not necessarily limited to, information pertinent to: rationale for the method of procurement, selection of contract type, contractor selection or rejection and basis for the cost or price. 9. No employee or representative of the Illinois Department of Transportation or the applicant agency shall participate in the procurement of products or services if a conflict of interest, real or apparent, would be involved. Nor shall such persons solicit or accept anything of monetary value from bidders or suppliers. 10. The applicant agency must comply with any special conditions detailed in the contract, the State Purchasing Act and any local ordinances or regulations. F. Consultant Contracts: After a consultant is selected in accordance with the requirements of Condition E (Procurement Procedures)as detailed herein, the consultant contract shall be submitted to the Division of Traffic Safety for approval prior to execution. The applicant agency and consultant are subject to all regulations in the "Requirements for Consultant Contracts"which will be furnished by the Division of Traffic Safety, and to 49 CFR Part 18, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. G. Supporting Documentation: Funds shall not be advanced to an applicant agency but rather reimbursed for actual expenditures upon submission of proper supportive documentation. Copies of the original or source records which evidence all expenditures(federal and local)shall be submitted with claims for reimbursement of costs. Only those costs incurred within the approved project period and budget are eligible for reimbursement. Supporting documentation to verify the amounts, uses and recipients of all disbursements of funds shall be retained for a period of five years after the final claim has been paid and shall be available for audit at any time during this period. 1. Proper supportive documentation required for costs incurred is described in the guidelines entitled,"Procedures for Submittal of Claims for Reimbursement." 2. Claims for reimbursement should be submitted on a monthly/quarterly basis. The final claim for reimbursement must be received by the Division of Traffic Safety within 30 days following the expiration of the grant to receive payment. H. Equipment Inventory: An inventory of nonexpendable personal property having an acquisition cost of$5,000 or more is subject to periodic inspection by the Division of'Traffic Safety. "Property Management Standards"will be furnished by the Division of Traffic Safety. These standards provide requirements relative to equipment inventory, use and disposition procedures. 2 I. Project Monitoring: The Division of Traffic Safety will conduct periodic on-site reviews of all ongoing highway safety projects to monitor adherence to the project agreement and to review project progress and claim for reimbursement procedures. J. Reports: Progress reports by objective shall be submitted to the Division of Traffic Safety as stipulated in this agreement. The final project report shall be submitted to the Division of Traffic Safety within 30 days after the expiration date of the project or as stipulated in this agreement. K. Alterations: All alterations shall be requested in writing and shall be authorized in writing by the Division of Traffic Safety before work is started. No oral understanding or agreement not incorporated herein will be binding on either of the parties. L. Termination/Cancellation: Obligation of the State shall cease immediately without penalty or further payment being required if, in any fiscal year, the Illinois General Assembly or federal funding source fails to appropriate or otherwise make available funds for the contract. This agreement may be terminated/canceled by either party upon 30 days written notice. Failure to carry out the conditions set forth herein shall constitute a breach of the agreement and may result in termination of the agreement of such remedy as-appropriate. Upon termination, the applicant agency will be paid for work satisfactorily completed prior to the date of termination. M. Approval and Ownership of Data and Creative Material: All documents including reports and all other work • products produced by the applicant agency under this contract shall be submitted to the Division of Traffic Safety for approval prior to development and same shall become and remain the property of the Division of Traffic Safety. N. Audits: The records and supportive documentation for all completed projects are subject to an on-site audit by the Illinois Department of Transportation, Bureau of Accounting and Auditing. The Bureau of Accounting and Auditing reserves the right to inspect and review during normal working hours the workpapers of the independent auditor in support of their audit report. The Single Audit Act of 1984, 31 U.S.C. Section 7501 et. sq., as amended, require the following: 1. State or local governments that receive$300,000 or more a year in federal financial assistance shall have an audit made in accordance with the Office of Management and Budget(OMB) Circular No. A-133. " 2. State or local governments that receive less than $300,000 a year shall be exempt from compliance with the Act and other federal audit requirements. 3. Nothing in this paragraph exempts State or local governments from maintaining records of federal financial assistance or from providing access to such records to Federal Agencies, as provided for in Federal law or in Circular A-133"Audits of States, Local Governments and Non-Profit Organizations". 4. A copy of the audit report must be submitted to the Division of Traffic Safety within 30 days after completion of the audit, but no later than one year after the end of the local government's fiscal year. One copy of the audit report shall be provided to the Division of Traffic Safety and one copy sent to: Bureau of Census, Data Preparation Division, 1207 East 10th Street, Jefferson, IN 47132, Attn: Single Audit Clearinghouse. O. Safety Belt Use Requirements: 1. In accordance with the Illinois Mandatory Seat Belt Law(625 ILCS 5/12/603.1)the grantee will establish a safety belt use policy requiring employees to use the appropriate occupant restraint protection devices as provided in the vehicle being driven while on official business. 2. A copy of the safety belt policy shall be retained locally in the project file and available for review by Division of Traffic Safety representatives. P. Certification Regarding Debarment and Suspension: In accordance with the provision of 49 CFR Part 29, the undersigned agency certifies that it shall not knowingly enter into any agreement or contract with a person or agency that is barred, suspended, declared ineligible or voluntarily excluded from participation in a contract with any Federal department or agency. 3 Q. Certification Regarding Lobbying—Certification for Contracts,Grants, Loans and Cooperative Agreements: The undersigned agency certifies to the best of its knowledge and belief, that 1. No federally appropriated funds have been paid or will be paid, by or on behalf of the undersigned,to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, or an employee of a member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement or the extension, continuation, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. 2. If any funds other than federally appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this federal contract, grant, loan or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying,"in accordance with its instructions. 3. The undersigned agency shall require that the language of this certification be included in the award documents for all subawards at all tiers(including subcontracts, subgrants and contracts under grants, loans and cooperative agreements)and that subrecipients shall certify and disclose accordingly. This certificationis a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. R. Drug Free Workplace Act—Certification for Drug Free Workplace: 1. As required by the Drug Free Workplace Act(30 ILCS, 580/3 et. seq.), no grantee or contractor with 25 or more employees shall receive a grant or be considered for the purpose of being awarded a contract for the procurement of any property or services from the State, unless the grantee or contractor has certified to the State that the grantee or contractor will provide a drug-free workplace. 2. Submission of this certification is a prerequisite for making or entering into this transaction imposed by the Drug Free Workplace Act. False certification or violation of the-certification may result in sanctions including, but not limited to, suspension of contract or grant payments, termination of the contract or grant and debarment of contracting or grant opportunities with the State for at least one (1) year but not more than five(5)years. • 4 City of Elgin The City to Watch in Traffic Safety ATTACHMENT A PROJECT DESCRIPTION A. PROBLEM STATEMENT The city of Elgin continues to experience population growth and expansion since 1995. The recent census , shows the city of Elgin to have a population of 94,000. The city is also expanding it'-s western boundary, and, at present, covers an area of 25.3 square miles. Population growth and expansion have put enormous pressure on the cities roadways with the sharp increase of traffic traveling within and through the city limits. The city has three(3) state routes and a state toll way. Traffic on Randall Road, a four lane county roadway which runs north and south for the entire length of the western edge of Elgin, has increased at an alarming rate due to large scale development along the entire Randall Road corridor. The city of Elgin continues to see alcohol, speed and belt restraint to be major factors in vehicular crash injuries and deaths. Nationally 42,850 people were killed on the roadways of the United States. Forty-one percent (41%) of these died in crashes involving alcohol. 3.3 million people were injured and of those, ten percent(10%)were alcohol related. The financial burden of traffic related injuries costs the public over 150 billion dollars a year. In the city of Elgin, twelve(12) of the thirty-one (31) fatalities in the last five years were alcohol related or 39% . After a one year decrease in traffic related fatalities in 2001, there has been an increase over the last five years, from 6 in 1998 to 9 in the year 2000 and 4 in 2001, it climbed back to 6 in 2002. During the same period, the arrests for Driving Under the Influence in crashes has also increased from 77 arrests in 1998 to 98 in 2001, and 93 in 2002. or a 18% increase. This crisis situation has forced the city of Elgin to search for solutions to reduce traffic related fatalities, through enforcement of alcohol, speed, and seatbelt restraint laws, along with increased efforts to educate students and citizens of the city of Elgin. Together, with some financial aid from the Illinois Department of Transportation, the city of Elgin can reduce traffic related fatalities and address alcohol and drug abuse issues to make the city's roadways safer. B. BACKGROUND 1. General Characteristics The city of Elgin is the seventh largest city in Illinois located partly in Cook County,the largest county in the State, and in Kane County, the fifth largest county in the State. Elgin is located in the Fox Valley, 35 miles west of Chicago. The city has 3 State Routes (Rt.31, Rt.25 and Rt. 20 ), along with an interstate highway ( I-90 ). The city also has a bike trail running north to south through the entire length of the city. The city of Elgin also is home to the Grand Victoria Riverboat Casino which is a source of additional traffic entering and exiting the city as most of its patrons travel from outside Elgin. Two large scale annual events also add to increased vehicle traffic, the Fox Valley Fox Trot and the Four Bridges International Bike Race. 2. History of Problem Solving The city of Elgin is a member of the Kane County Task Force on Drinking and Driving. The Task Force adopted a mission statement taking a total systems approach to the problem and develop any and all possible solutions that will Iead to a reduction of death and injury caused by a intoxicated driver, The city:of Elgin fully believes and truly backs this mission statement. The city of Elgin believes this mission can be accomplished through education, enforcement, and prevention. The city of Elgin was part of a grant given to Kane County, as a Safe Communities, in 2000. In this grant the city participated in saturation patrols with a high rate of success. The city accounted for 396 hours worked on the grant. The Elgin Police Department- issued 995 citations, including 169 Driving Under the Influence citations and 110 Driving Under the Influence arrests. That is 45% of the total Driving Under the Influence arrests made for the grant and 40%of the citations issued. Speeding citations were 17%and seat belt /child restraint totaled 14%of the citations issued. The city of Elgin was given a grant from the Illinois Department of Transportation in 2001, and participated in the grant requirements to the fullest. However the Elgin Police Department feels continuing the fight against Driving Under the Influence would suffer greatly if funds would not be renewed through another grant. The Elgin Police Department was ranked fourth (4) in the State in Driving Under the Influence arrests in 2001, mainly due to the participation in the 2001 grant from the Illinois Department of Transportation. The city has previously participated in Child Passenger Safety Month ( February), Alcohol Awareness Month ( April ), Buckle Up America Week ( May), 3-D Month ( December) Click It or Ticket, and Operation Safe Passage. The city assists a local hospital in Lamaze training, instructing new parents in the correct procedures of Child Passenger Safety. The Traffic Unit also holds a Seat Belt class twice a month for violators of restraint laws. B-1. ELGIN POLICE DEPARTMENT The Elgin Police Department has 175 sworn police officers and 62 marked squad cars. The Traffic Investigations Unit has four officers. Each officer has attended Northwestern University's Center for Public Safety courses in accident investigation/reconstruction. Two officers have completed Vehicle Dynamics. Each officer is certified in radar/laser, teaches seat belt courses and speaks publicly on Driving Under the Influence and other • alcohol related subjects. C, TRAFFIC CRASH RECORDS SYSTEM The computer system used at the Elgin Police Department is a Network developed by the City's Management Information System(MIS) Division. The program breaks down information that has been downloaded into the system. Information can be retrieved based on officer, date, location, or offense. Crash data is broken down by location, names of drivers, offenses related to the cause of the crash,weather,time of day, and injuries. The system is well suited to handle the needs of the grant. 1. Law Enforcement Objectives: + Conduct two (2) roadside safety checks and one thousand five sixty(1560)hours of saturation patrols on a hire-back basis. + Conduct traffic safety training which will include occupant protection, and Driving Under the Influence, field sobriety procedures and law to all Elgin police officers. 2. Education Objectives: +Plan at least three (3) Driving Under the Influence presentations (on a small or large scale) at local high schools, utilizing the ,fatal vision goggles in an effort to educate high school students on drunk driving. +Will participate in Operation Prom Night at local high schools. 3. Special Events Objective: +Participate in three (3) county-wide events displaying traffic safety booths. 4. Public Awareness Objectives: +Focus public attention on the problem of traffic safety by organizing promotional or informational activities for the following special observances: * CLICK IT OR TICKET * Alcohol Awareness Month (April) • * Buckle Up America Week(May) * Operation Safe Passage *National Drunk and Drugged Driving Prevention Month + Generate a monthly press release to local media. +Utilize area churches, sport leagues, and other social avenues to reach the city's population. +Prepare at least one (1) public safety announcement(PSA) using a local celebrity or politician. D. Methods and Procedures The following action plans are proposed: I. Law Enforcement Action Plan +Review submitted crash data to determine which Elgin roadways would benefit most from saturation patrol and enforcement. +Determine who will be responsible for completing IDOT required forms and mailing them to the Project Manager in a timely fashion. + Eliminate officers from the program if enforcement efforts do not meet IDOT expectations. + Supply officers with expected performance objectives and guidelines. In order to accomplish the enforcement objectives, this agency will have the following IDOT requirements: + Conduct two (2)roadside safety checks (RSC' s) and one thousand five hundred sixty, (1560)hours of saturation patrol in different areas of the city based on crash data frequency. The RSC's and saturation patrols will be conducted based on the results of the crash analysis. + Objective of at least one traffic contact (citation or written warning) for every 45-60 minutes of actual saturation patrol. + Objective of one(1) Driving Under the Influence arrest every ten (10)hours of saturation patrols. + Objective of one(1) alcohol-related arrest every six (6)hours of saturation patrols. +Participate in the national observances of • , Buckle Up America,National Drunk and Drugged Driving Prevention, Alcohol Awareness and National Collegiate Alcohol Awareness Month. + Strict enforcement of seatbelt and child restraint laws during saturations, +Maintain a D.U.I. processing rate of no more than two (2)hours, ± A continued increase in the D.U.I. arrest rate from an average of 538 per year to an average of 590, a 10%increase +To try and reduce DUI related fatalities from four to 2, a 50%reduction. 2. Education Action Plan: + Contact local high schools arid colleges to schedule three (3) events (mock Driving Under the Influence arrest scenarios with fatal vision goggles) in conjunction with driver's education classes. 3. Special Events Action Plan: +Participate in our Law Enforcement open house, along with participating in our Community Relations "Take Back the Night" , both will have Traffic Safety booths. In order to accomplish the enforcement objectives,this agency will have the following IDOT requirements: + Conduct two (2)roadside safety checks (RSC' s) and one thousand five hundred sixty, (1560)hours of saturation patrol in different areas of the city based on crash data frequency. The RSC's and saturation patrols will be conducted based on the results of the crash analysis. + Objective of at least one traffic contact(citation or written warning) for every 45-60 minutes of actual saturation patrol. +Objective of one (1) Driving Under the Influence arrest every ten (10)hours of saturation patrols. +Objective of one (1) alcohol-related arrest every six (6)hours of saturation patrols. +Participate in the national observances of • , Buckle Up America,National Drunk and Drugged Driving Prevention, Alcohol Awareness and National Collegiate Alcohol Awareness Month. + Strict enforcement of seatbelt and child restraint laws during saturations +Maintain a D.U.I. processing rate of no more than two(2)hours, +A continued increase in the D.U.I. arrest rate from an average of 538 per year to an average of 590, a 10% increase +To try and reduce DUI related fatalities from four to 2, a 50%reduction. 2. Education Action Plan: + Contact local high schools and colleges to schedule three (3) events (mock Driving Under the Influence arrest scenarios with fatal vision goggles) in conjunction with driver's education classes. 3. Special Events Action Plan: + Participate in our Law Enforcement open house, along with participating in our Community Relations ``Take Back the Night" ,both will have Traffic Safety booths. • 4. Public Awareness Action Plan +In recognition of Buckle Up America Month (May), the Elgin Police will: + Conduct at least one media event, press conference or multiple-media activity and involve key community leaders; +Plan week-long activities that increase public awareness of the issue; + Submit a list of planned activities to the occupant restraint coordinator for Buckle Up America Month by April 22"d; + Submit a report of completed activities to the occupant restraint coordinator two weeks after, The Elgin Police will participate in Alcohol Awareness Month (April). This observance is not traffic safety specific,but can aid in enhancing efforts to combat impaired driving. Will generate twelve monthly media stories about traffic safety program during the grant year. With IDOT approval, one or two project coordinators may attend conferences/meetings that require travel. Reimbursement will not exceed the current state rate. E. General Project Information 1. Reporting Requirements Progress Reports will be submitted monthly. These reports are due by the tenth of the month following the end of the reporting period. This report will include, but is not limited to, the following information: + Progress of the project in terms of meeting established objectives. + Problem areas along with an explanation of corrective action. + Copies of press releases and published articles. + Enforcement and crash data will be submitted on the TLEP/LAP Data Collection forms. Form PI-1 - Monthly distribution of materials. Form PI-2 - Monthly presentation listing. The final report and final claim for reimbursement will be submitted by November 1, 2004. The report will include a narrative analyzing the project's accomplishments, • whether or not the objectives were met,problems or successes encountered, and the role of the coordinators after the completion of this project. The final claim will include all final expenses not previously reimbursed for the coordinators. 2. Method of Evaluation • The project will be evaluated on the basis of monthly reports. Overall assessment of the project will be based upon successful completion of the scheduled objectives. 3. Monitoring The Division of Traffic Safety will conduct on-site visits to observe project activities and progress toward completion of stated objectives, as xvell as to provide assistance as needed. Failure to maintain operation of the project at the level agreed upon in the approved Highway Safety Agreement may result in the termination of funding. • • 4. Alterations Any alteration to the Highway Safety Agreement must be requested in writing as stated in the Agreement Conditions on page 3, Item K. Reasons for a request of alteration could be a revised timetable, operational change, or a budget revision. Justification must be furnished for all changes at the time of the request. The Project Director should not implement the alteration until a written response from the Division of Traffic Safety is received. 5. Reimbursement Highway safety programs are funded on a reimbursement basis. The city of Elgin pays the cost for project operation using local funds, then submits, either monthly or quarterly, an Illinois Traffic Safety Program-Claim for Reimbursement to the Division of Traffic Safety, along with the required documentation of expenses incurred. Reimbursement will be compensated at the rate of 50 percent of the total approved and documented expenditures for the initial year. Procedures for Submittal of Claims for Reimbursement provide directions for completing the Claim for Reimbursement. • Illinois Department Highway Safety Project of Transportation Single Audit Act Certification Division of Traffic Safety 3215 Executive Park Drive/P.O.Box 19245 Springfield, Illinois 62794-9245 The Illinois Department of Transportation's Division of Traffic Safety(DTS) is the agency responsible for administering Illinois' federal highway safety funds. The Single Audit Act of 1984 (P.L. 98-502) and the Amendments of 1996 (P.L. 104-156) requires state and local governments that receive $300,000 or more in federal financial assistance a year to have an audit made in accordance with the Office of Management and Budget (OMB) Circular A-133. One copy of the completed audit report must be provided to the Division of Traffic Safety and one copy sent to: Bureau of Census Data Preparation Division 1201 East 10th Street Jefferson, Indiana 47132 Attn: Single Audit Clearinghouse Audit reports must be submitted to the Division of Traffic Safety within "30 days after completion of the audit, but no later than one year after the end of the audit period." Federal funds are provided for this project by the U.S. Department of Transportation. The program is listed in the Catalog of Federal Domestic Assistance (CFDA) as State &Community Highway Safety 20.600. In order for the Division of Traffic Safety to fulfill its responsibility,this form must be completed, signed and returned to verify your agency's intent to comply with the Single Audit Act requirements. Applicant Agency Elgin Police Department Project Number AL4-1720-011 Project Title Local Alcohol Program Project Period 10/1/03 - 9/30/04 Total Cost $90,528 Federal $45,264 Local $45.264 To Be Completed by Applicant Agency: Period Audit to Cover: OCT' I 2,0 0 3 to 3c) Zoo c1 Date Audit to Commence: Audit Conducted by: Telephone: Certification: We certify the above information to be correct and that we will comply with the Single Audit Act as detailed in OMB circular A-133. DAV lc /h6R6t+-A) Signature of Authorizing Official Printed Name Telephone Date ;zZ1 & X7 0"114- � ( -9 26(,7 /f/z�o3 roject Director Printed Name Telephone Date &Ric Sl3[al 931,--r4 2$ i3 t fl3 Signature of Fiscal Officer Printed Name Telephone Date TS 2225(Rev.8/98) • • Drug-Free Workplace Drug Free Workplace Act-Certification for Drug Free Workplace: 1. As required by the Drug Free Workplace Act(30 ILCS,580/1 et.seq.), no grantee or contractor with 25 or more employees shall receive a grant or be considered for the purpose of being awarded a contract for the procurement of any property or services from the State, unless the grantee or contractor has certified to the State that the grantee or contractor will provide a drug-free workplace. 2. Submission of this certification is a prerequisite for making or entering into this transaction imposed by the Drug Free Workplace Act. False certification or violation of the certification may result in sanctions including, but not limited to, suspension of contract or grant payments,termination of the contract or grant and debarment of contracting or grant opportunities with the State for at least one (1)year but not more than five (5)years. Certification: By signing this Agreement Certifications form, the undersigned affirms that he or she is authorized to execute this certification and that he or she has read and complied with each of the above certifications, that the required responses are true and correct and that the signature below constitutes an endorsement and execution of each certification and assurance as though each certification was individually signed. Ahe 4/7-Z1- Applicant Agency Authorized Signature //// / .U�u1� Date Printed-rCame 67!., /gm,*y„-- TitiV • Illinois Department Local Projects of Transportation Highway Safety Project Division of Traffic Safety Agreement Certifications 3215 Executive Park Drive/P.O. Box 19245 Springfield, Illinois 62794-9245 Bribery The undersigned agency certifies that it has not been convicted of bribery or attempting to bribe an officer or employee of the State of Illinois, nor has the contractor made an admission of guilt of such conduct which is a matter of record,nor has an official, agent or employee of the vendor been so convicted nor made such admission of bribery. Further,the contractor is not in violation of Section 10.1 of the Illinois Purchasing Act, nor barred from bidding under Section 33E-3 or 33E-4 of the Criminal Code of 1961. Educational Loan Default The undersigned agency certifies that it is not in default on an education loan as provided in the Educational Loan Default Act(5 ILCS,385/0.01 et. seq.). Document Retention The undersigned agency certifies that it will comply with the provision requiring that every contract for goods or services entered into shall provide that the contractor(and subcontractor)maintain certain records and documentation relating to the grand and/or contract for a minimum of three years after contract completion and final claim (49CFR, Part 18, Sect. 18.42). Federal Taxpayer Identification Number For individuals and sole proprietors; list social security number. For other entities, list employer identification number. Federal Employer Identification Number(FEINS)must not be used for sole proprietorships. Under penalties of perjury,the undersigned certifies that 36-6005862 is its correct Federal Taxpayer Identification Number. The undersigned is doing business as (please check one): ❑ Individual ❑ Real Estate Agent ❑ Sole Proprietorship Government Entity ❑ Partnership ❑ Tax Exempt Organization (IRC-501(a)only) ❑ Medical and Health Care ❑ Not-for-profit Corp. ❑ Corporation El Services Provided Corp. ❑ Trust or Estate If you fail to furnish your correct taxpayer identification number to this agency, you are subject to an IRS penalty of$50 for each such failure unless such failure is due to reasonable cause and not to willful neglect. Willfully falsifying certifica- tions or affirmations may subject you to criminal penalties, fines and/or imprisonment. Conflict of Interest • The undersigned agency agrees to comply with the provisions of the Illinois Purchasing Act prohibiting conflict of interest (30 ILCS, 505/11.1-11.5). All the terms, conditions and provisions of those sections apply to this contract and are made a part of this contract the same as though they were incorporated and included herein. TS 2224(Rev. 12/01) Ifinois.Depaiment Title VI Compliance Certification of Transportation Division of Traffic Safety 3215 Executive Park Drive/P.O. Box 19245 Springfield, Illinois 62794-9245 Public Law 88-352-July 2, 1964 Title VI -Nondiscrimination in Federally Assisted Programs Section 601 - No persons in the United States shall, on the grounds of race, color or national origin, be excluded from participating in, be denied the benefits of or be subjected to discrimination under any program or activity receiving federal financial assistance. A. Program/Project Local Alcohol Program B. Project Service Area City of Elgin C. Estimated Program/Project Commencement October 1, 2003 Estimated Program/Project Completion September 30, 2004 Please complete D, E and F: D. Will contractors, subcontractors, suppliers or vendors be utilized in the project? ❑ Yes ❑ No E. Total number of persons to be utilized for the project by race and sex: (Include those individuals who are identified within the Personal Services line item-federal and local.) Race Male Female Caucasian African American I Hispanic Asian American American Indian Total F. I certify that administration of this program/project will be in accordance with Title VI of the Civil Rights Act of 1964. Applicant Agency E- L G, t ^� �L. c E Project Director Nor`^-' `, d L-5 0 r i Telephone Number SL-Vi ?AC- Signature $S- s r �'E�3 'l � 4z-43 Signature ��z � f Date TS 2223(Rev. 9/95)