HomeMy WebLinkAbout19-145 •
Resolution No. 19-145
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RESOLUTION
AUTHORIZING ACCEPTANCE OF ILLINOIS DEPARTMENT OF TRANSPORTATION
SUSTAINED TRAFFIC ENFORCEMENT PROGRAM (STEP) GRANT AND
AUTHORIZING THE EXECUTION OF A GRANT AGREEMENT
(Agreement No. OP-20-0114, 04-02)
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that
the City of Elgin,Illinois hereby accepts the Illinois Department of Transportation Sustained Traffic
Enforcement Program(STEP)grant in the amount of$136,364 for occupant protection and impaired
driving enforcement.
BE IT FURTHER RESOLVED-BY THE CITY COUNCIL OF THE CITY OF ELGIN.
ILLINOIS, that Richard G. Kozal, City Manager, and Debra Nawrocki, Chief Financial Officer, be
and are hereby authorized and directed to execute a grant agreement with the State of Illinois and the
Illinois Department of Transportation regarding the Sustained Traffic Enforcement Program(STEP),
a copy of which is attached hereto and made a part hereof by reference.
s/ David J. Kaptain
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David J. Kaptain, Mayor
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Presented: October 23, 2019
Adopted: October 23, 2019 "
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
• s/Kimberly Dewis "
Kimberly Dewis, City Clerk
Agreement No. OP-20-0114 (04-02)
INTER-GOVERNMENTAL AGREEMENT
irr, .
BETWEEN
THE STATE OF ILLINOIS, ILLINOIS DEPARTMENT OF TRANSPORTATION
AND
CITY OF ELGIN
The ILLINOIS DEPARTMENT OF TRANSPORTATION (Grantor)with its principal office
at 2300 S. Dirksen Parkway, Springfield, IL 62764
and City of Elgin (Grantee)with its principal
150 Dexter Ct., Elgin, IL 60120
and payment address(if different than principal office)at n/a
hereby enter into this Inter-Governmental Grant Agreement(Agreement), pursuant to the Intergovernmental Cooperation
Act, 5 ILCS 220/1 et seq. Grantor and Grantee are collectively referred to herein as"Parties"or individually as a "Party."
PART ONE -THE UNIFORM TERMS
RECITALS
WHEREAS, it is the intent of the Parties to perform consistent with all Exhibits and attachments hereto and pursuant
to the duties and responsibilities imposed by Grantor under the laws of the state of Illinois and in accordance with the
terms,conditions and provisions hereof.
NOW, THEREFORE, in consideration of the foregoing and the mutual agreements contained herein, and for other
good and valuable consideration, the value, receipt and sufficiency of which are acknowledged, the Parties hereto agree
as follows:
ARTICLE I
AWARD AND GRANTEE SPECIFIC INFORMATION AND CERTIFICATION
1.1 DUNS Number,SAM Registration: Nature of Entily, Under penalties of perjury, Grantee certifies that
010224772 is Grantee's correct DUNS number, 366005862 is Grantee's correct FEIN
or Social Security Number, and that Grantee has an active State registration and SAM registration. Grantee is doing
business as a (check one):
❑ Individual ❑ Pharmacy-Non Corporate
❑ Sole Proprietorship • ❑ Pharmacy/Funeral Home/Cemetery Corp.
❑ Partnership ❑ Tax Exempt
❑ Corporation (includes Not for Profit) ❑ Limited Liability Company(select applicable
❑ Medical Corporation tax classification)
❑ Governmental Unit ❑ P = partnership
❑ Estate or Trust ❑ C = corporation
If Grantee has not received a payment from the state of Illinois in the last two years,Grantee must submit a W-9 tax form
with this Agreement.
State of Illinois
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Agreement No. OP-20-0114 (04-02)
1.2 Amount of Agreement. Grant Funds (check one) ❑ shall not exceed or ® are estimated to be
$136,364.00 , of which $136,364.00 are federal funds. Grantee agrees to accept Grantor's payment as
specified in the Exhibits and attachments incorporated herein as•part of this agreement.
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1.3 Identification Numbers. If applicable, the Federal Award Identification Number(FAIN) is
69A375193000040201L0
the federal awarding agency is National Highway Traffic Safety Administration
and the federal award date is 11/06/18 I_f applicable,the Catalog of Federal Domestic Assistance(CFDA)Name is
State and Community Highway Safety/National Priority Safety Programs
and the Number is 20.600 .The Catalog of State Financial Assistance (CSFA) Number is.
494-10-0343 The State Award Identification Number is 343-15448
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1.4 Term. This Agreement shall be effective 10/01/2019 and shall expire on 09/30/2020
unless terminated pursuant to this Agreement.
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1.5 Certification.Grantee certifies under oath that (1) all representations made in this Agreement are true and
corrects and (2) all Grant Funds awarded pursuant to this Agreement shall be used only for the purpose(s) described
herein. Grantee acknowledges that the Award is made solely upon this certification and that any false statements,
misinterpretations,or material omissions shall be the basis for immediate termination of this Agreement and repayment of
all Grant Funds.
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THE REST OF THIS PAGE IS LEFT INTENTIONALLY BLANK
Stale of Illinois
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Agreement No. OP-20-0114 (04-02)
1.6 Signatures,In witness whereof, the Parties hereto have caused this Agreement to be executed by their duly
authorized representatives.
Check if under$250,000. If under$250,000 the Secretary's signature may be delegated.
ILLINOIS DEPARTMENT OF TRANSPORTATION CITY OF E
By: By:
Signature of Head of Grantor Signature of Authorized Representative
Date: October 23,2019
By. -- Printed Name:Richard G.Kozal
Signature of Designee — --
Date: • Printed Title: City Manager
Printed Name:Omer Osman, P.E.. Email:citymanager@cityofelgin.org
Printed Title: Acting Secretary of Transportation • ATT S
Designee
•• kle-4444
Si
Signature of Authorized esentative
By:
Signature of First Other Approvers Name and Title Date: October 23,2019
Printed Name: Kimberly A. Dewis
By: Printed Title: City Clerk
Signature of Designee
Date: .
Email: Dewis_K@cityofelgin.org_
Printed Name:Joanne Woodworth.
Printed Title: Chief Fiscal Officer
Designee
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By:
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Signature of Second Other Approver's Name and Title
By:
Signature of Designee
Date:
Printed Name:Philip Kaufmann •
Printed Title: Chief Counsel
Designee
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By:
•
Signature of Third Other Approver's Name and Title
By:
Signature of Designee
Date:
Printed Name:Paul Loete, P.E.
Printed Title: Director of Project Implementation
Designee
By:
Signature of Fourth Other Approver's Name and Title
. By:
Signature of Designee
Date:
Printed Name:
Printed Title:
Designee
State of Illinois
INTERGOVERNMENTAL GRANT AGREEMENT(U-IGA)FISCAL YEAR 20201 1 7 19
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Agreement No.•OP-20-0114 (04-02)
ARTICLE II
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REQUIRED REPRESENTATIONS
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2.1 Standing and Authority. Grantee warrants that:
(a) Grantee is validly existing and in good standing, if applicable, under the laws of the state in which it
was incorporated, organized, or created.
(b) Grantee has the requisite power and authority to execute and deliver this Agreement and all
documents to be executed by it in connection with this Agreement, to perform its obligations hereunder and to
consummate the transactions contemplated hereby.
(c) If Grantee is an agency under the laws of jurisdiction other than Illinois, Grantee warrants that it is
also duly qualified to do business in Illinois and is in good standing with the Illinois Secretary of State.
(d) The execution and delivery of this Agreement, and the other documents to be executed by Grantee
in connection with this Agreement, and the performance by Grantee of its obligations hereunder have been duly
authorized by all necessary entity action.
(e) This Agreement and all other documents related to this Agreement, including the Uniform Grant
Application, the Exhibits and attachments to which Grantee is a party constitute the legal, valid and binding
obligations of Grantee enforceable against Grantee in accordance with their respective terms.
2.2 Compliance withl_nternal Revenue Code. Grantee certifies that it does and will comply with all provisions of
the federal Internal Revenue Code(26 USC 1), the Illinois Revenue Act (35 ILCS 5), and all rules promulgated
thereunder, including withholding provisions and timely deposits of employee taxes and unemployment insurance taxes.
2.3 Compliance with Federal Funding Accountability and Transparency.Act of 2006. Grantee certifies that it does
and will comply with the reporting requirements of the Federal Funding Accountability and Transparency Act of 2006 (P.L.
109-282) (FFATA)with respect to Federal Awards greater than or equal to$25,000. A FFATA sub-award report must be
filed by the end of the month following the month in which the award was made.
2.4 Compliance with Uniform Grant Rules•(2 CFR Part 2Q0). Grantee certifies that it shall adhere to the
applicable Uniform Administrative Requirements, Cost Principles, and Audit Requirements, which are published in Title 2,
Part 200 of the Code of Federal Regulations, and are incorporated herein by reference. See 44 III.Admin. Code
7000.30(b)(1.)(A). . —
2.5 Compliance with Registration Requirements. Grantee and its sub-grantees shall: (i)be registered with the
federal SAM; (ii)be in good standing with the Illinois Secretary of State, if applicable; (iii)have a valid DUNS number; and
(iv)have successfully completed the annual registration and prequalification through the Grantee Portal. It is Grantee's
responsibility to remain current with these registrations and requirements. If Grantee's status with regard to any of these
requirements change, or the certifications made in and information provided in the Uniform Grant Application changes,
Grantee must notify the Grantor in accordance with ARTICLE XVIII.
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State of Illinois
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• Agreement No. OP-20-0114 (04-02)
• ARTICLE III
DEFINITIONS
3:1 Definitions. Capitalized words and phrases used in this Agreement have the following meanings:
"2 CFR Part 200"means the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
• Federal Awards published in Title 2, Part 200 of the Code of Federal Regulations.
"Agreement"or"Grant Agreement" has the same meaning as in 44 III.Admin. Code Part 7000.
"Allocable Costs" means costs allocable to a particular cost objective if the goods or services involved are chargeable
or assignable to such cost objective in accordance with relative benefits received or other equitable relationship. Costs
allocable to a specific Program may not be shifted to other Programs in order to meet deficiencies caused by overruns or
other fund considerations, to avoid restrictions imposed by law or by the terms of this Agreement, or for other reasons of
convenience.
"Allowable Costs"has the same meaning as in 44 III.Admin. Code Part 7000.
"Award"has the same meaning as in 44 III.Admin. Code Part 7000.
"Budget" has the same meaning as in 44 III. Admin. Code Part 7000.
"CFDA"or"Catalog of Federal Domestic Assistance"has the same meaning as in 44 III.Admin. Code Part 7000.
"Close-out Report" means a report from the Grantee allowing the Grantor to determine whether all applicable
administrative actions and required work have been completed,and therefore closeout actions can commence.
"Conflict of Interest" has the same meaning as in 44 III.Admin. Code Part 7000.
"Consolidated Year-End Financial Report"means a financial information presentation in which the assets, equity,
liabilities, and operating accounts of an entity and its subsidiaries are combined (after eliminating all inter-entity
transactions)and shown as belonging to a single reporting entity.
"Cost Allocation Plan"has the same meaning as in 44 III.Admin. Code Part 7000.
"CSFA"or"Catalog of State Financial Assistance"has the same meaning as in 44 III. Admin. Code 7000.20.
"Direct Costs"has the same meaning as in 44 III. Admin. Code Part 7000.
"Disallowed Costs"has the same meaning as in 44 III. Admin. Code Part 7000. •
"DUNS Number" means a unique nine digit identification number provided by Dun& Bradstreet for each physical -
location of Grantee's organization. Assignment of a DUNS Number is mandatory for all organizations seeking an Award
from the state of Illinois.
"FAIN"means the Federal Award Identification Number.
"FFATA"or"Federal Funding Accountability and Transparency Act"has the same meaning as in 31 USC 6101; P.L.
110-252. I
"Financial Assistance"has the same meaning as in 44 III. Admin. Code Part 7000.
"Fixed-Rate" has the same meaning as in 44 III.Admin. Code Part 7000. "Fixed-Rate" is in contrast to fee-for-
service,44 III. Admin. Code Part 7000.
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Slate of Illinois
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• Agreement No. OP-20-0114 (04-02)
"GAAP" or"Generally Accepted Accounting Principles" has the same meaning as in 44 III. Admin. Code Part 7000.
"Grant Funds" means the Financial Assistance made available to Grantee through this Agreement.
"Grantee Portal" has the same meaning as in 44 III.Admin. Code Part 7000.
"Indirect Costs" has the same meaning as in 44 III.Admin. Code Part 7000.
"Indirect Cost Rate"means a device for determining in a reasonable manner the proportion of indirect costs each
Program should bear. It is a ratio(expressed as a percentage) of the Indirect Costs to a Direct Cost base. If
reimbursement of Indirect Costs is allowable under an Award, Grantor will not reimburse those Indirect Costs unless
Grantee has established an Indirect Cost Rate covering the applicable activities and period of time, unless Indirect Costs
are reimbursed at a fixed rate.
"Indirect Cost Rate Proposal" has the same meaning as in 44 III.Admin. Code Part 7000.
"Net Revenue" means an entity's total revenue less its operating expenses, interest paid,depreciation,and taxes.
"Net Revenue" is synonymous with "Profit."
"Nonprofit Organization"has the same meaning as in 44 III. Admin. Code Part 7000.
"Notice of Award" has the same meaning as in 44 III.Admin. Code Part 7000.
"OMB"has the same meaning as in 44 III.Admin. Code Part 7000.
"Prior Approval"has the same meaning as in 44 III.Admin. Code Part 7000.
"Profit"means an entity's total revenue less its operating expenses, interest paid, depreciation, and taxes. "Profit"is
synonymous with"Net Revenue."
"Program"means the services to be provided pursuant to this Agreement.
"Program Costs"means all Allowable Costs incurred by Grantee and the value of the contributions made by third
parties in accomplishing the objectives of the Award during the Term of this Agreement.
"Program Income" has the same meaning as in 44 III. Admin. Code Part 7000.
"Related Parties" has the meaning set forth in Financial Accounting Standards Board (FASB)Accounting Standards
Codification (ASC)850-10-20.
"SAM"means the federal System for Award Management(SAM); which is the federal repository into which an entity
• must provide information required for the conduct of business as a recipient. 2 CFR 25 Appendix A(1)(C)(1).
"State"means the state of Illinois.
"Term" has the meaning set forth in Paragraph 1.4.
"Unallowable Costs"has the same meaning as in 44 III. Admin. Code Part 7000.
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State of Illinois
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Agreement No. OP-20-0114 (04-02)
ARTICLE IV
PAYMENT
4.1 Availability of Appropriation; Sufficiency of Funds. This Agreement is contingent upon and subject to the
availability of sufficient funds. Grantor may terminate or suspend this Agreement, in whole or in part, without penalty or
further payment being required, if(i)sufficient funds for this Agreement have not been appropriated or otherwise made
available to the Grantor by the State or the federal funding source, (ii)the Governor or Grantor reserves funds, or(iii)the
Governor or Grantor determines that funds will not or may not be available for payment. Grantor shall provide notice, in
writing, to Grantee of any such funding failure and its election to terminate or suspend this Agreement as soon as
practicable. Any suspension or termination pursuant to this Section will be effective upon the date of the written notice
unless otherwise indicated.
4.2 Return of Grant Funds. Any Grant Funds remaining that are not expended or legally obligated by Grantee,
including those funds obligated pursuant to ARTICLE XVII, at the end of the Agreement period, or in the case of capital
- improvement Awards at the end of the time period Grant Funds are available for expenditure or obligation, shall be
returned to Grantor within forty-five (45)days.All obligations regarding Grant Funds management shall survive this
Agreement's termination or expiration. See 2 CFR 200.343(d); 2 CFR 200.305(b)(9); 30 ILCS 705/5.A Grantee who is
required to reimburse Grant Funds and who enters into a deferred payment plan for the purpose of satisfying a past due
debt, shall be required to pay interest on such debt as required by Section 10.2 of the Illinois State Collection Act of 1986.
30 ILCS 210;44 III. Admin. Code 7000.450(c). In addition, as required by 44 III.Admin. Code 7000.440(b)(2), unless
. granted a written extension, Grantee must liquidate all obligations incurred under the Award at the end of the period of
performance.
. 4.3 Cash Management Improvement Act of 19.90. Unless notified otherwise in,PART TWO or PART THREE,
federal funds received under this Agreement shall be managed in accordance with the Cash Management Improvement
Act of 1990 (31 USC 6501 of seq.)and any other applicable federal laws or regulations. See 2 CFR 200.305; 44 III.
Admin. Code Part 7000.
4.4 Payments to Third Parties. Grantee agrees that Grantor shall have no liability to Grantee when Grantor'acts
in good faith to redirect all or a portion of any Grantee payment to a third party. Grantor will be deemed to have acted in
good faith when it is in possession of information that indicates Grantee authorized Grantor to intercept or redirect
payments to a third party or when so ordered by a court of competent jurisdiction.
4.5 Modifications to Estimated Amount. If the Agreement amount is established on an estimated basis, then it
may be increased by mutual agreement at any time during the Term. Grantor may decrease the estimated amount of this }
Agreement at any time during the Term if(i) Grantor believes Grantee will not use the funds during the Term, (ii)Grantor
believes Grantee has used funds in a manner that was not authorized by this Agreement, (iii)sufficient funds for this
Agreement have not been appropriated or otherwise made available to the Grantor by the State or the federal funding
source, (iv)the Governor or Grantor reserves funds, or(v) the Governor or Grantor determines that funds will or may not
be available for payment. Grantee will be notified, in writing, of any adjustment of the estimated amount of this
Agreement. In the event of such reduction, services provided by Grantee under Exhibit A may be reduced accordingly.
Grantee shall be paid for work satisfactorily performed prior to the date of the notice regarding adjustment. 2 CFR
200.308.
4.6 Interest.
(a) All interest earned on Grant Funds held by a Grantee shall be treated in accordance with 2 CFR
200.305(b)(9), unless otherwise provided in PART TWO or PART THREE. Any amount due shall be remitted
annually in accordance with 2 CFR 200.305(b)(9)or.to the Grantor, as applicable.
(b) Grant Funds shall be placed in an insured account,whenever possible, that bears interest, unless
exempted under 2 CFR Part 200.305(b)(8).
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Stale of Illinois
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• Agreement No. OP-20-0114 (04-02)_
4.7 Timely Billing Required. Grantee must submit any payment request to Grantor within thirty(30)days of the
end of the quarter, unless another billing schedule is specified in PART TWO , PART THREE, or Exhibit C. Failure to
submit such payment request timely will render the amounts billed an unallowable cost which Grantor cannot reimburse.
In the event that Grantee is unable, for good cause, to submit its payment request timely, Grantee shall timely notify
Grantor and may request an extension of time to submit the payment request.'Grantor's approval of Grantee's request
for an extension shall not be unreasonably withheld.
4.8 Certification. Pursuant to 2 CFR 200.415, each invoice and report submitted by Grantee (or sub-grantee)
must contain the following certification by an official authorized to legally bind the Grantee (or sub-grantee):
By signing this report [or payment request or both], I certify to the best of my knowledge and
belief that the report [or payment request] is true, complete, and accurate; that the expenditures,
disbursements and cash receipts are for the purposes and objectives set forth in the terms and
• conditions of the State or federal pass-through award; and that supporting documentation has
been submitted as required by the grant agreement. I acknowledge that approval for any other
expenditure described herein shall be considered conditional subject to further review and
verification in accordance with the monitoring and records retention provisions of the grant
agreement. I am aware that any false, fictitious, or fraudulent information, or the omission of any
material fact, may subject me to criminal, civil or administrative penalties for fraud, false
statements, false claims or otherwise. (U.S. Code Title 18, Section 1001 and Title 31, Sections
3729-3730 and 3801-3812; 30 ILCS 708/120).
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ARTICLE V
SCOPE OF GRANT ACTIVITIES/PURPOSE OF GRANT
5.1 Scope-of Grant-Activities/Purpose of Grant. Grantee will conduct the Grant Activities or provide the services
as described in the Exhibits and attachments, including Exhibit A (Project Description)and Exhibit B (Deliverables),
incorporated herein and in accordance with all terms and conditions set forth herein and all applicable administrative
rules. In addition,the State's Notice of Award is incorporated herein by reference. All Grantor-specific provisions and
programmatic reporting required under this Agreement are described in PART TWO (The Grantor-Specific Terms). All
Project-specific provisions and reporting required under this Agreement are described in PART THREE.
5.2 Scope Revisions. Grantee shall obtain Prior Approval from Grantor whenever a Scope revision is necessary
for one or more of the reasons enumerated in 2 CFR 200.308. All requests for Scope revisions that require Grantor
approval shall be signed by Grantee's authorized representative and submitted to Grantor for approval. Expenditure of
funds under a requested revision is prohibited and will not be reimbursed if expended before Grantor gives written
approval. See 2 CFR 200.308.
5.3 Specific Conditions. If applicable, specific conditions required after a risk assessment will be included in
Exhibit G. Grantee shall adhere to the specific conditions listed therein.
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Stale of Illinois
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Agreement No. OP-20-0114 (04-02)_
ARTICLE VI
BUDGET
6.1 Budget. The Budget is a schedule of anticipated grant expenditures that is approved by Grantor for carrying
out the purposes of the Award. When Grantee or third parties support a portion of expenses associated with the Award,
the Budget includes the non-federal as well as the federal share (and State share if applicable)of grant expenses. The
Budget submitted by Grantee at application, or a revised Budget subsequently submitted and approved by Grantor, is
considered final and is incorporated herein by reference.
6.2 . ,Budget Revisions. Grantee shall obtain Prior Approval from Grantor whenever a Budget revision is necessary •
for one or more of the reasons enumerated in 44 III. Admin. Code 7000.370(b). All requests for Budget revisions that
require Grantor approval shall be signed by Grantee's authorized representative and submitted to Grantor for approval.
Expenditure of funds under a requested revision is prohibited and will not be reimbursed if expended before Grantor
• gives written approval. 2 CFR 200.308.
6.3 Discretionary Line Item Transfers. Unless prohibited from doing so in 2 CFR 200.308, transfers between
approved line items may be made without Grantor's approval only if the total amount transferred does not exceed the
allowable variance of the greater of either(i)ten percent(10%)of the Budget line item or(ii)one thousand dollars
($1,000)of the Budget line item. Discretionary line item transfers may not result in an increase to the Budget.
6.4 Non-discretionary Line Ifeni Transfers. Total line item transfers exceeding the allowable variance of the
greater of either(i)ten percent (10%)of the Budget line item or(ii)one thousand dollars ($1,000)of the Budget line item
require Grantor approval as set forth in Paragraph 6.2.
6.5 Notification. Within thirty (30)calendar days from the date of receipt of the request for Budget revisions,
Grantor will review the request and notify Grantee whether the Budget revision has been approved, denied,or the date
upon which a decision will be reached.
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ARTICLE VII.
• ALLOWABLE COSTS
7.1 Allowability of Costs:Cost Allocation Methods. The allowability of costs and cost allocation methods for work'
performed under this Agreement shall be determined in accordance with 2 CFR 200 Subpart E and Appendices III, IV,
and V.
7.2 Indirect Cost Rate Submission.
(a) All Grantees must make an Indirect Cost Rate election in the Grantee Portal, even grantees that do not
charge or expect to charge Indirect Costs.44 III. Admin. Code 7000.420(d).
(b) A Grantee must submit an Indirect Cost Rate Proposal in accordance with federal regulations, in a
format prescribed by Grantor. For Grantees who have never negotiated an Indirect Cost Rate before, the Indirect
Cost Rate Proposal must be submitted for approval no later than three months after the effective date of the Award..
For Grantees who have previously negotiated an Indirect Cost Rate,the Indirect Cost Rate Proposal must be • •
submitted for approval within 180 days of the Grantee's fiscal year end, as dictated in the applicable appendices,
such as:
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(i) Appendix VII to 2 CFR Part 200 governs Indirect Cost Rate Proposals for state and local
governments.
(ii) Appendix III to 2 CFR Part 200 governs Indirect Cost Rate Proposals for institutions of higher
education.
(iii) Appendix IV to 2 CFR Part 200 governs Indirect (F&A) Costs Identification and Assignment, and
Rate Determination for Nonprofit Organizations, and
(iv) Appendix V to Part 200 governs state/Local Governmentwide Central Service Cost Allocation
Plans.
State of Illinois
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Agreement No. OP-20-0114 _ (04-02)
(c) A Grantee who has a current, applicable rate negotiated by a cognizant federal agency shall provide-to
Grantor a copy of its Indirect Cost Rate acceptance letter from the federal government and a copy of all
documentation regarding the allocation methodology for costs used to negotiate that rate, e.g.,without limitation, the
cost policy statement or disclosure narrative statement. Grantor will accept that Indirect Cost Rate, up to any
statutory, rule-based or programmatic limit.
7.3 Transfer of Costs. Cost transfers between Grants,whether as a means to compensate for cost overruns or
for other reasons, are unallowable. See 2 CFR 200.451.
7.4 Higher Education Cost Principles. The federal cost principles that apply to public and private institutions of
higher education are set forth in 2 CFR Part 200 Subpart E and Appendix III.
7.5 Government Cost Princibles. The federal cost principles that apply to state, local and federally-recognized
Indian tribal governments are set forth in 2 CFR Part 200 Subpart E,Appendix V, and Appendix VII.
7.6 Financial Manaaernent Standards. The financial management systems of Grantee must meet the following
standards:
(a) Accounting System. Grantee organizations must have an accounting system that provides accurate,
current, and complete disclosure of all financial transactions related to each state-and federally-funded Program.
Accounting records must contain information pertaining to state and federal pass-through awards,authorizations,
obligations, unobligated balances, assets, outlays, and income. These records must be maintained on a current
basis and balanced at least quarterly..Cash contributions to the Program from third parties must be accounted for in
the general ledger with other Grant Funds. Third party in-kind(non-cash)contributions are not required to be
recorded in the general ledger, but must be under accounting control, possibly through the use of a memorandum
ledger. To comply with 2 CFR 200.305(b)(7)(i)and 30 ILCS 708/520, Grantee shall use reasonable efforts to ensure
that funding streams'are delineated within Grantee's accounting system. See 2 CFR 200.302.
(b) Source Documentation- Accounting records must be supported by such source documentation as
canceled checks, bank statements, invoices, paid bills, donor letters, time and attendance records, activity reports,
travel reports, contractual and consultant agreements, and subaward documentation. All supporting documentation
should be clearly identified with the Award and general ledger accounts which are to be charged or credited.
(i) The documentation standards for salary charges to grants are prescribed by 2 CFR 200.430, and
• in the cost principles applicable to•the entity's organization (Paragraphs 7.4 through 7.5).
(ii) If records do not meet the standards in 2 CFR 200.430, then Grantor may notify Grantee in
PART TWO, PART THREE or Exhibit G of the requirement to submit Personnel activity reports.
See 2 CFR 200.430(i)(8). Personnel activity reports shall account on an after-the-fact basis for
one hundred percent (100%)of the employee's actual time, separately indicating the time spent -
on the grant, other grants or projects, vacation or sick leave, and administrative time, if
• applicable. The reports must be signed by the employee, approved by the appropriate official,
and coincide with a pay period. These time records should be used to record the distribution of
salary costs to the appropriate accounts no less frequently than quarterly.
(iii) Formal agreements.with independent contractors, such as consultants, must include a
description of the services to be performed, the period of performance, the fee and method of
payment, an itemization of travel and other costs which are chargeable to the agreement,and
the signatures of both the contractor and an appropriate official of Grantee.
(iv) If third party in-kind (non-cash)contributions are used for Grant purposes, the valuation of these
contributions must be supported with adequate documentation.
(c) Internal Control. Effective control and accountability must be maintained for all cash, real and personal
property, and other assets. Grantee must adequately safeguard all such property and must provide assurance that it
is used solely for authorized purposes. Grantee must also have systems in place that provide reasonable assurance
that the information is accurate, allowable, and compliant with the terms and conditions of this Agreement. 2 CFR
. 200.303.
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State of Illinois
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(d) Budget Control. Records of expenditures must be maintained for each Award by the cost categories
of the approved Budget (including indirect costs that are charged to the Award), and actual expenditures are to be
compared with Budgeted amounts at least quarterly.
(e) Cash Management. Requests for advance payment shall be limited to Grantee's immediate cash
needs. Grantee must have written procedures to minimize the time elapsing between the receipt and the
disbursement of Grant Funds to avoid having excess funds on hand. 2 CFR 200.305.
7.7 Federal Requirements. All Awards, whether funded in whole or in part with either federal or State funds, are
subject to federal requirements and regulations, including but not limited to 2 CFR Part 200, 44 III.Admin. Code
7000.30(b)and the Financial Management Standards in Paragraph 7.6.
7.8 P rofits. It is not permitted for any person or entity to earn a Profit from an Award. See, e.g., 2 CFR
200.400(g);see also 30 ILCS 708/60(a)(7).
7.9 Management of Program Income. Grantee is encouraged to earn income to defray program costs where
appropriate, subject to 2 CFR 200.307.
•
ARTICLE VIII
REQUIRED CERTIFICATIONS
8.1 Certifications. Grantee shall be responsible for compliance with the enumerated certifications to the extent
that the certifications apply to Grantee.
(a) Bribery. Grantee certifies that it has not been convicted of bribery or attempting to bribe an officer or
employee of the state of Illinois, nor made an admission of guilt of such conduct which is a matter of record (30 ILCS
500/50-5).
(b) Bid Rigging. Grantee certifies that it has not been barred from contracting with a unit of state or local
government as a result of a violation of Paragraph 33E-3 or 33E-4 of the Criminal Code of 1961 (720 ILCS 5/33E-3
or 720 ILCS 5/33E-4, respectively).
(c) Debt to'State. Grantee certifies that neither it, nor its affiliate(s), is/are barred from receiving an Award •
because Grantee,or its affiliate(s), is/are delinquent in the payment of any debt to the State, unless Grantee,or its
affiliate(s), has/have entered into a deferred payment plan to pay off the debt, and Grantee acknowledges Grantor
may declare the Agreement void if the certification is false (30 ILCS 500/50-11).
(d) Educational Loan. Grantee certifies that it is not barred from receiving State agreements as a result of
default on an educational loan (5 ILCS 385/1 et seq.).
(e) International Boycott. Grantee certifies that neither it nor any substantially owned affiliated company •
is participating or shall participate in an international boycott in violation of the provision of the U.S. Export
Administration Act of 1979 (50 USC Appendix 2401 et seq. or the regulations of the U.S..Department of Commerce
promulgated under that Act(15 CFR Parts 730 through 774).
(f) Dues and Fees. Grantee certifies that it is not prohibited from receiving an Award because it pays dues
or fees on behalf of its employees or agents, or subsidizes or otherwise reimburses them for payment of their dues or
fees to any club which unlawfully discriminates (775 ILCS 25/1 et seq.).
(g) Pro-Children Act. Grantee certifies that it is in compliance with the Pro-Children Act of 2001 in that it
prohibits smoking in any portion of its facility used for the provision of health,day care, early childhood development
services, education or library services to children under the age of eighteen (18), which services are supported by
federal or state government assistance (except such portions of the facilities which are used for inpatient substance
abuse treatment)(20 USC 7181-7184).
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(h) Drug-Free Work Place. If Grantee is not an individual,Grantee certifies it will provide a drug free
workplace pursuant to the Drug Free Workplace Act. 30 ILCS 580/3. If Grantee is an individual and this Agreement
is valued at more than$5,000, Grantee certifies it shall not engage in the unlawful manufacture, distribution,
dispensation, possession, or use of a controlled substance during the performance of the Agreement. 30 ILCS
580/4. Grantee further certifies that it is in compliance with the government-wide requirements for a drug-free
workplace as set forth in 41 USC 8102.
(i) Motor Voter Law. Grantee certifies that it is in full compliance with the terms and provisions of the
National Voter Registration Act of 1993(52 USC 20501 et seq.).
(j) Clean Air Act and Clean Water Act. Grantee certifies that it is in compliance with all applicable
standards, order or regulations issued pursuant to the Clean Air Act(42 USC §7401 et seq.)and the Federal Water
Pollution Control Act, as amended (33 USC 1251 et seq.).
(k) Debarment. Grantee certifies that it is not debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from participation in this Agreement by any federal department or agency 2 CFR
• 200.205(a), or by the State (See 30 ILCS 708/25(6)(G)).
(I) Non-procurement Debarment and Suspension. Grantee certifies that it is in compliance with Subpart
C of 2 CFR Part 180 as supplemented by 2 CFR Part 376, Subpart C.
(m) Grant for the Construction of Fixed Works. Grantee certifies that all Programs for the construction of
fixed works which are financed in whole or in part with funds provided by this Agreement shall be subject to the
Prevailing Wage Act(820 ILCS 130/0.01 et seq.) unless the provisions of that Act exempt its application. In the
construction of the Program, Grantee shall comply with the requirements of the Prevailing Wage Act including, but
not limited to, inserting into all contracts for such construction a stipulation to the effect that not less than the
prevailing rate of wages as applicable to the Program shall be paid to all laborers, workers, and mechanics
performing work under the Award and requiring all bonds of contractors to include a provision as will guarantee the
faithful performance of such prevailing wage clause as provided by contract.
(n) Health Insurance Portability and Accountability Act. Grantee certifies that it is in compliance with
the Health Insurance Portability and Accountability Act of 1996(HIPAA), Public Law No. 104-191,45 CFR Parts 160,
162 and 164, and the Social Security Act, 42 USC 1320d-2 through 1320d-7, in that it may not use or disclose
'protected health information other than as permitted or required by law and agrees to use appropriate safeguards to
prevent use or disclosure of the protected health information. Grantee shall maintain, for a minimum of six (6)years,
all protected health information.
(o) Criminal Convictions. Grantee certifies that neither it nor any managerial agent of Grantee has been
convicted of a felony under-the Sarbanes-Oxley Act of 2002, nor a Class 3 or Class 2 felony under Illinois Securities
Law of 1953,or that at least five (5)years have passed since the date of the conviction. Grantee further certifies that
it is not barred from receiving an Award under 30 ILCS 500/50-10.5, and acknowledges that Grantor shall declare the
Agreement void if this.certification is false (30 ILCS 500/50-10.5).
(p) Forced Labor Act. Grantee certifies that it complies with the State Prohibition of Goods from Forced
Labor Act, and certifies that no foreign-made equipment, materials, or supplies furnished to the State under this
Agreement have been or will be produced in whole or in part by forced labor, convict labor, or indentured labor under
penal sanction (30 ILCS 583).
(q) Illinois Use Tax. Grantee certifies in accordance with 30 ILCS 500/50-12 that it is not barred from
receiving an Award under this Paragraph. Grantee acknowledges that this Agreement may be declared void if this
certification is false.
(r) Environmental Protection Act Violations. Grantee certifies in accordance with 30 ILCS 500/50-14
that it is not barred from receiving an Award under this Paragraph. Grantee acknowledges that this Agreement may
be declared void if this certification is false.
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(s) Goods from Child Labor Act. Grantee certifies that no foreign-made equipment, materials,or supplies
furnished to the State under this Agreement have been produced in whole or in part by the labor of any child under
the age of twelve (12) (30 ILCS 584).
(t) Federal Funding Accountability and Transparency Act of 2006. Grantee certifies that it is in
compliance with the terms and requirements of 31 USC 6101.
ARTICLE IX
• CRIMINAL DISCLOSURE
9.1 Mandatory'Criminal Disclosures. Grantee shall continue to disclose to Grantor all violations of criminal law
involving fraud, bribery or gratuity violations potentially affecting this Award. See 30 ILCS 708/40. Additionally, if
• Grantee receives over$10 million in total Financial Assistance, funded by either State or federal funds, during the period
of this Award, Grantee must maintain the currency of information reported to SAM regarding civil,criminal or
administrative proceedings'as required by 2 CFR 200.113 and Appendix II of 2 CFR Part 200, and 30 ILCS 708/40.
ARTICLE X
UNLAWFUL DISCRIMINATION
10.1 Compliance with Nondiscrimination Laws. Both Parties, their employees and subcontractors under
• subcontract made pursuant to this Agreement, remain compliant with all applicable provisions of state and federal laws
and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not •
limited to, the following laws and regulations and all subsequent amendments thereto:
(a) The Illinois Human Rights Act(775 ILCS 5/1-101 et seq.), including,without limitation, 44 III.Admin. •
Code Part 750,which is incorporated herein;
(b) The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.);
(c) The United States Civil Rights Act of 1964 (as amended)(42 USC 2000a-and 2000h-6). (See also
guidelines to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin
Discrimination Affecting Limited English Proficient Persons [Federal Register: February 18, 2002 (Volume 67,
Number 13, Pages 2671-2685)]);
(d) Section 504 of the Rehabilitation Act of 1973 (29 USC 794);
(e) The Americans with Disabilities Act of 1990(as amended)(42 USC 12101 et seq.);and
(f) The Age Discrimination Act (42 USC 6101 et seq.). .
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ARTICLE XI
LOBBYING
11.1 Improper Influence. Grantee certifies that no Grant Funds have been paid or will be paid by or on behalf of
• Grantee to any person for influencing or attempting to influence an officer or employee of any government agency, a
member of Congress or Illinois General Assembly, an officer or employee of Congress or Illinois General Assembly, or an
employee of a member of Congress or Illinois General Assembly in connection with the awarding of any agreement,the
making of any grant, the making of any loan, the entering into of any cooperative agreement,or the extension,
continuation, renewal, amendment or modification of any agreement, grant, loan or cooperative agreement. 31 USC
1352. Additionally, Grantee certifies that it has filed the required certification under the Byrd Anti-Lobbying Amendment
(31 USC 1352), if applicable.
11.2 Federal Form LLL. If any funds, other than federally-appropriated funds,were paid or will be paid to any
person for influencing or attempting to influence any of the above persons in connection with this Agreement, the
undersigned must also complete and submit Federal Form LLL, Disclosure of Lobbying Activities Form, in accordance
with its instructions.
11.3 Lobbying Costs. Grantee certifies that it is in compliance with the restrictions on lobbying set forth in 2 CFR
Part 200.450. For any Indirect Costs associated with this Agreement, total lobbying costs shall be separately identified in
the Program Budget, and thereafter treated as other Unallowable Costs.
11.4 Procurement Lobbying. Grantee warrants and certifies that it and,to the best of its knowledge, its sub-
grantees have complied and will comply with Executive Order No. 1 (2007) (EO 1-2007). EO 1-2007 generally prohibits
Grantees and subcontractors from hiring the then-serving Governor's.family members to lobby procurement activities of
the State, or any other unit of government in Illinois including local governments, if that procurement may result in a
contract valued at over$25,000. This prohibition also applies to hiring for that same purpose any former State employee
who had procurement authority at any time during the one-year period preceding the procurement lobbying activity.
11.5 Subawards. Grantee must include the language of this ARTICLE XI in the award documents for any
subawards made pursuant to this Award at all tiers. All sub-awardees are also subject to certification and disclosure.
Pursuant to Appendix 11(1)to 2 CFR Part 200, Grantee shall forward all disclosures by contractors regarding this'
certification to Grantor. •
11.6 Certification. This certification is a material representation of fact upon which reliance was placed to enter
• into this transaction and is a prerequisite for this transaction, pursuant to 31 USC 1352. Any person who fails to file the
required certifications shall be subject to a civil penalty of not less than $10,000, and not more than $100,000, for each
such failure.
ARTICLE XII
MAINTENANCE AND ACCESSIBILITY OF RECORDS; MONITORING
12.1 Records Retention. Grantee shall maintain for three (3)years from the date of submission of the final
expenditure report, adequate books, all financial records and, supporting documents, statistical records, and all other
records pertinent to this Award, adequate to comply with 2 CFR 200.333, unless a different retention period is specified in
2 CFR 200.333 or 44 III. Admin. Code §§7000.430(a) and(b). If any litigation, claim or audit is started before the
expiration of the retention period, the records must be retained until all litigation, claims or audit exceptions involving the
records have been resolved and final action taken.
12.2 Accessibility of Records„ Grantee, in compliance with 2 CFR 200.336 and 44 III Admin. Code 7000.430(e),
shall make books, records, related papers, supporting documentation and personnel relevant to this Agreement available
to authorized Grantor representatives, the Illinois Auditor General, Illinois Attorney General, any Executive Inspector
General, the Grantor's Inspector General, federal authorities, any person identified in 2 CFR 200.336, and any other
person as maybe authorized by Grantor(including auditors), by the state of Illinois or by federal statute. Grantee shall
cooperate fully in any such audit or inquiry.
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12.3 Failure to Maintain Books and Records. Failure to maintain books, records and supporting documentation, as
described in this ARTICLE XII,shall establish a presumption in favor of the State for the recovery of any funds paid by
the State under this Agreement for which adequate books, records and supporting documentation are not available to
support disbursement.
12.4 ,Monitorina and Access to Information. Grantee must monitor its activities to assure compliance with
applicable state and federal requirements and to assure its performance expectations are being achieved. Grantor shall
monitor the activities of Grantee to assure compliance with all requirements and performance expectations of the award.
Grantee shall timely submit all financial and performance reports, and shall supply, upon Grantor's request, documents
and information relevant to the Award. Grantor may make site visits as warranted by program needs. See 2 CFR
200.328 and 200.331. Additional monitoring requirements may be in PART TWO or PART THREE.
ARTICLE XIII •
FINANCIAL REPORTING REQUIREMENTS
•
13.1 Required Periodic Financial Reports. Grantee agrees to submit financial reports as requested and in the
format required by Grantor. Grantee shall file quarterly reports with Grantor describing the expenditure(s)of•the funds
related thereto, unless more frequent reporting is required by the Grantee pursuant to specific award conditions. 2 CFR
200.207.The first of such reports shall cover the first three months after the Award begins. Quarterly reports must be
submitted no later than 30 calendar days following the three month period covered by the report. Additional information
regarding required financial reports may be set forth in Exhibit G. Failure to submit the required financial reports may
cause a delay or suspension of funding. 30 ILCS 705/1 et seq.; 2 CFR 207(b)(3)and 200.327. Any report required by 30
ILCS 708/125 may be detailed in PART TWO or PART THREE.
13.2 Close-out Reports.
(a) Grantee shall submit a Close-out Report within 60 calendar days following the end of the period of
performance for this Agreement. In the event that this Agreement is terminated prior to the end of the Term, Grantee
shall submit a Close-out Report within 60 calendar days of such termination. The format of this.Close-out Report
shall follow a format prescribed by Grantor. 2 CFR 200.343; 44 III. Admin. Code 7000.440(b).
(b) If an audit or review of Grantee occurs and results in adjustments after Grantee submits a Close-out
Report, Grantee will submit a new Close-out Report based on audit adjustments,and immediately submit a refund to
Grantor, if applicable. 2 CFR 200.344.
13.3 Consolidated'Year-End Financial Reports.
(a) This Paragraph 13.3 applies to all Grantees, unless exempted by PART TWO,or PART.THREE. '
(b) Grantees shall submit Consolidated Year-End Financial Reports,according to the required audit(see
ARTICLE XV), namely:
(i) For Grantees required to conduct a single audit (or program-specific audit), within the earlier of
(a)9 months after the Grantee's fiscal year ending on or after June 30, or(b)30 calendar days
following completion of the audit; or
(ii) For Grantees required to conduct a Financial Statement Audit or for Grantees not required to
perform an audit, within 180 days after the Grantee's fiscal year ending on or after June 30.
These deadlines may be extended at the discretion of the Grantor, but only for rare and unusual
circumstances such as a natural disaster.
(c) The Consolidated Year-End Financial Report must cover the same period the Audited Financial
Statements cover.. If no Audited Financial Statements are required, however, then the Consolidated Year-End
Financial Report must cover the same period as the Grantee's tax return.
(d) Consolidated Year-End Financial Reports must include an in relation to opinion from the report issuer
on the financial statements included in the Consolidated Year-End Financial Report.
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(e) Consolidated Year-End Financial Reports shall follow a format prescribed by Grantor.
(f) Notwithstanding anything herein to the contrary, when such reports or statements required under this
section are prepared by the Illinois Auditor General, if they are not available by the above-specified due date, they
will be provided to Grantor within thirty (30)days of becoming available.
13.4 Effect of Failure to Comply. Failure to comply with reporting requirements shall result in the withholding of
funds, the return of improper payments or Unallowable Costs, will be considered a material breach of this Agreement and
may be the basis to recover Grant Funds. Grantee's failure to comply with this ARTICLE XIII, ARTICLE XIV, or ARTICLE
XV shall be considered prima facie evidence of a breach and may be admitted as such,without further proof, into
evidence in an administrative proceeding before Grantor, or in any other legal proceeding. Grantee should refer to the
State of Illinois Grantee Compliance Enforcement System for policy and consequences for failure to comply.
ARTICLE XIV
PERFORMANCE REPORTING REQUIREMENTS
14.1 Required Periodic Performance Reports. Grantee agrees to submit Performance Reports as requested and
in the format required by Grantor. Performance Measures listed in Exhibit E must be reported quarterly, unless otherwise
specified in PART TWO or PART THREE. Unless so specified, the first of such reports shall cover the first three months
after the Award begins. If Grantee is not required to report performance quarterly, then Grantee must submit a
Performance Report at least annually. Pursuant to 2 CFR 200.207, specific conditions may be imposed requiring Grantee
to report more frequently based on the risk assessment or the merit based review of the application. In such cases,
Grantor shall notify Grantee of same in Exhibit G. Pursuant to 2 CFR 200.328 and 44 III. Admin. Code 7000.410(b)(2),
periodic Performance Reports shall be submitted no later than 30 calendar days following the period covered by the
report. For certain construction-related Awards, such reports may be exempted as identified in PART TWO or PART
THREE. 2 CFR 200.328. Failure to submit such required Performance Reports may cause a delay or suspension of
funding. 30 ILCS 705/1 et seq.
14.2 Close-out Performance Reports. Grantee agrees to submit a Close-out Performance Report, in the format
required by Grantor, within 60 calendar days following the end of the period of performance. See 2 CFR 200.343;44 III.
Admin. Code 7000.440(b)(1).
14.3 Content of-Performance Reports. Pursuant to 2 CFR 200.328(b)(2)all Performance Reports must include
Program qualitative and quantitative information, including a comparison of actual accomplishments to the objectives of
the award established for the period; where the accomplishments can be quantified,a computation of the cost if required;
performance trend data and analysis if required; and reasons why established goals were not met, if appropriate.
• Appendices may be used to include additional supportive documentation. Additional content and format guidelines for
the Performance Reports will be determined by Grantor contingent on the Award's statutory, regulatory and
administrative requirements, and are included in PART TWO or PART THREE of this Agreement.
14.4 Performance Standards. Grantee shall perform in accordance with the Performance Standards set forth in
Exhibit F. See 2 CFR 200.301 and 200.210.
ARTICLE XV
AUDIT REQUIREMENTS
15.1 Audits. Grantee shall be subject to the audit requirements contained in the Single Audit Act Amendments of
1996 (31 USC 7501-7507)and Subpart F of 2 CFR Part 200, and the audit rules and policies set forth by the Governor's
Office of Management and Budget. See 30 ILCS 708/65(c); 44 III. Admin. Cost 7000.90.
15.2 Audit Requirements.
(a) Single and Program-Specific Audits. If, during its fiscal year, Grantee expends$750,000 or more in
Federal Awards (direct federal and federal pass-through awards combined) Grantee must have a single audit or
program-specific audit conducted for that year as required by 2 CFR 200.501 and other applicable sections of
Subpart F of 2 CFR Part 200. The audit report packet must be completed as described in 2 CFR 200.512(single
audit)or 2 CFR 200.507 (program-specific audit), 44 III. Admin. Code 7000.90(h)(1) and the current GATA audit
manual and submitted to the Federal Audit Clearinghouse, as required by 2 CFR 200.512. The results of the peer
and external quality control reviews, management letters,AU-C.265 communications and the Consolidated Year-End
Financial Report(s) must be submitted to the Grantee Portal. The due date of all required submissions set forth in this
paragraph is the earlier of(i)30 calendar days after receipt of the auditor's report(s)or (ii) nine (9)months after the
end of the Grantee's audit period.
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(b) .Financial Statement Audit. If, during its fiscal year, Grantee expends less than $750,000 in Federal
Awards, Grantee is subject to the following audit requirements:
(i) If,during its fiscal year, Grantee expends $500,000 or more in Federal and State Awards,
singularly or in any combination, from all sources, Grantee must have a financial statement audit conducted in
accordance with the Generally Accepted Government Auditing Standards (GAGAS). Grantee may be subject
to additional requirements in PART TWO, PART THREE or Exhibit G based on the Grantee's risk profile.
(ii) If, during its fiscal year, Grantee expends less than $500,000 in Federal and State Awards,
singularly or in any combination,from all sources, but expends $300,000 or more in Federal and State
Awards, singularly or in any combination from all sources, Grantee must have a financial statement audit
conducted in accordance with the Generally Accepted Auditing Standards (GAAS).
(iii) If Grantee is a Local Education Agency(as defined in 34 CFR 77.1), Grantee shall have a
financial statement audit conducted in accordance with GAGAS, as required by 23 III. Admin. Code 100.110,
regardless of the dollar amount of expenditures of Federal and State Awards.
(iv) . If Grantee does not meet the requirements in subsections 15.2(b)and 15.2(c)(i-iii) but is required
to have a financial statement audit conducted based on other regulatory requirements, Grantee must submit
those audits for review.
(v) Grantee must submit its financial statement audit report packet, as set forth in 44 III. Admin.
Code 7000.90(h)(2)and the current GATA audit manual, to the Grantee Portal within the earlier of(i)30
calendar days after receipt of the.auditor's report(s)or(ii)6 months after the end of the Grantee's audit period.
15.3 .Performance of Audits. For those organizations required to submit an independent audit report,the audit
• is to be conducted by the Illinois Auditor General, or a Certified Public Accountant or Certified Public Accounting Firm
•
licensed in the state of Illinois or in accordance with Section 5.2 of the Illinois Public Accounting Act(225 ILCS
450/5.2). For all audits required to be performed subject to Generally Accepted Government Auditing standards or
Generally Accepted Auditing standards, Grantee shall request and maintain on file a copy of the auditor's most recent
peer review report and acceptance letter. Grantee shall follow procedures prescribed by Grantor for the preparation
and submission of audit reports and any related documents.
15.4 Delinquent Reports. Notwithstanding anything herein to the contrary, when such reports or statements
required under this section are prepared by the Illinois Auditor General, if they are not available by the-above-
specified due date, they will be provided to Grantor within thirty(30)days of becoming available. Otherwise, Grantee
should refer to the State of Illinois Grantee Compliance Enforcement System for the policy and consequences for late
reporting. 44 III. Admin. Code 7000.80.
• ARTICLE XVI
TERMINATION; SUSPENSION; NON-COMPLIANCE
• 16.1 Termination.
(a) This.Agreement may be terminated, in whole or in part, by either Party for any or no reason upon thirty
(30)calendar days'prior written notice to the other Party. If terminated by the Grantee, Grantee must include the
reasons for such termination, the effective date, and, in the case of a partial termination, the portion to be terminated.
If Grantor determines in the case of a partial termination that the reduced or modified portion of the Award will not
accomplish the purposes for which the Award was made, Grantor may terminate the Agreement in its entirety. 2
CFR 200.339(a)(4).
(b) This Agreement may be terminated, in whole or in part, by Grantor without advance notice:
(i) Pursuant to a funding failure under Paragraph 4.1;
(ii) If Grantee fails to comply with the terms and conditions of this or any Award, application or •
proposal, including any applicable rules or regulations, or has made a false representation in connection with
the receipt of this or any Grant;
(iii) For cause, which may render the Grantee ineligible for consideration for future grants from the
Grantor or other State agencies; or
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(iv) If Grantee breaches this Agreement and either(1)fails to cure such breach within 15 calendar
days'written notice thereof, or(2)if such cure would require longer than 15 calendar days and the Grantee
has failed to commence such cure within 15 calendar days'written notice thereof. In the event that Grantor
terminates this Agreement as a result of the breach of the Agreement by Grantee, Grantee shall be paid for
work satisfactorily performed prior to the date of termination.
16.2 Stispensjon. Grantor may suspend this Agreement, in whole or in part, pursuant to a funding failure under
Paragraph 4.1 or if the Grantee fails to comply with terms and conditions of this or any Award. If suspension is due to
Grantee's failure to comply, Grantor may withhold further payment and prohibit Grantee from incurring additional
obligations pending corrective action by Grantee or a decision to terminate this Agreement by Grantor. Grantor may
determine to allow necessary and proper costs that Grantee could not reasonably avoid during the period of suspension.
16.3 ,Non-compliance. If Grantee fails to comply with applicable statutes, regulations or the terms and conditions
of this or any Award, Grantor may impose additional conditions on Grantee, as described in 2 CFR 200.207. If Grantor
determines that non-compliance cannot be remedied by imposing additional conditions, Grantor may take one or more of
the actions described in 2 CFR 200.338. The Parties shall follow all Grantor policies and procedures regarding non-
compliance, including, but not limited to, the procedures set forth in the State of Illinois Grantee Compliance Enforcement
System.44 III. Admin. Code§§ 7000.80, 7000.260.
16.4 Objection. If Grantor suspends or terminates this Agreement, in whole or in part,for cause, or takes any
other action in response to Grantee's non-compliance, Grantee may avail itself of any opportunities to object and
challenge such suspension, termination or other action by Grantor in accordance with any applicable processes and
procedures, including, but not limited to, the procedures set forth in the State of Illinois Grantee Compliance Enforcement
System. 2 CFR 200.341; 44 III. Admin. Code §§ 7000.80, 7000.260.
16.5 Effects of Suspension and Termination.
(a) Grantor may credit Grantee for expenditures incurred in the performance of authorized services under
this Agreement prior to the effective date of a suspension or termination. •
• (b) Grantee shall not incur any costs or obligations that require the use of these Grant Funds after the
effective date of a suspension or termination, and shall cancel as many outstanding obligations as possible.
(c) Costs to Grantee resulting from obligations incurred by Grantee during a suspension or after termination •
of the Agreement are not allowable unless:
(i) Grantor expressly authorizes them in the notice of suspension or termination; and
(ii) The costs result from obligations properly incurred before the effective date of suspension or
termination, are not in anticipation of the suspension or termination, and the costs would be allowable if the
Agreement was not suspended or terminated. 2 CFR 200.342.
16.6 Close-out of Terminated Agreements. If this Agreement is terminated, in whole or in part, the Parties shall
comply with all close-out and post-termination requirements of this Agreement. 2 CFR 200.339(c).
ARTICLE XVII
SUBCONTRACTS/SUB-GRANTS
17.1 Sub-recipients/Delegation. Grantee may not subcontract nor sub-grant any portion of this Agreement nor
delegate any duties hereunder without Prior Approval of Grantor. The requirement for Prior Approval is satisfied if the
subcontractor or sub-grantee has been identified in the Uniform Grant Application, such as,without limitation,a Project
Description, and Grantor has approved.
17.2 Apjlication of Terms. Grantee shall advise any sub-grantee of funds awarded through this Agreement of the
requirements imposed on them by federal and state laws and regulations, and the provisions of this Agreement. In all
agreements between Grantee and its sub-grantees, Grantee shall insert term(s) that requires that all sub-grantees
adhere to the terms of this Agreement.
17.3 Liability as Guaranty. Grantee shall be liable as guarantor for any Grant Funds it lawfully obligates to a sub-
grantee or sub-contractor pursuant to Paragraph 17.1 in the event the Grantor determines the funds were either misspent
or are being improperly held and the sub-grantee or sub-contractor is insolvent or otherwise fails to return the funds.
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• Agreement No. OP-20-0114 (04-02)
ARTICLE XVIII
NOTICE OF CHANGE
18.1 Notice of Change. Grantee shall notify the Grantor if there is a change in Grantee's legal status, federal
employer identification number(FEIN), DUNS number, SAM registration status, Related Parties, or address. See 30
ILCS 708/60(a). If the change is anticipated, Grantee shall give thirty(30) days' prior written notice to Grantor. •If the
change is unanticipated, Grantee shall give notice as soon as practicable thereafter. Grantor reserves the right to take
any and all appropriate action as a result of such change(s).
18.2 Failure to Provide Notification. To the extent permitted by Illinois law, Grantee shall hold harmless Grantor for
any acts or omissions of Grantor resulting from Grantee's failure to notify Grantor of these changes.
18.3 Notice of Impact. Grantee shall immediately notify Grantor of any event that may have a material impact on
Grantee's ability to perform this Agreement.
18.4 Circurnstance"s Affecting Performance-,Notice. In the event Grantee becomes a party to any litigation,
investigation or transaction that may reasonably be considered to have a material impact on Grantee's ability to perform
under this Agreement, Grantee shall notify Grantor, in writing, within five(5) calendar days of determining such litigation
or transaction may reasonably be considered to have a material impact on the Grantee's ability to perform under this
Agreement.
18.5 Effect of.Failure to Provide Notice. Failure to provide the notice described in Paragraph 18.4 shall be grounds
for immediate termination of this Agreement and any costs.incurred after notice should have been given shall be
disallowed.
• ARTICLE XIX
STRUCTURAL ORGANIZATION
19.1 Effect of Reorganization. Grantee acknowledges that this Agreement is made by and between Grantor and
Grantee, as Grantee is currently organized.and constituted. No promise or undertaking made hereunder is an assurance
that Grantor agrees to continue this Agreement, or any license related thereto; should Grantee significantly reorganize or
otherwise substantially change the character of its corporate structure, business structure or governance structure.
Grantee agrees that it will give Grantor prior notice of any such'action or changes significantly affecting its overall
structure and will provide any and all reasonable documentation necessary for Grantor to review the proposed
transaction including financial records and corporate and shareholder minutes of any corporation which may be involved.
This ARTICLE XIX does not require Grantee to report on minor changes in the makeup of its governance structure.
Nevertheless, PART TWO or PART THREE may impose further restrictions. Failure to comply with this ARTICLE XIX
shall constitute a material breach of this Agreement.
ARTICLE XX
• AGREEMENTS WITH OTHER STATE AGENCIES
20.1 Copies upon Request. Grantee shall, upon request by Grantor,provide Grantor with copies of contracts or
other agreements to which Grantee is a party with any other State agency.
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•
Agreement No. OP-20-0114 (04-02)
ARTICLE XXI
•
CONFLICT OF INTEREST
21.1 Required Disclosures. Grantee must immediately disclose in writing any potential or actual Conflict of Interest .
to-the Grantor. 2 CFR 200.112 and 44 III.Admin. Code 7000.40(b)(3). •
21.2. Prohibited Payments. Grantee agrees that payments made by Grantor under this Agreement will not be used
to compensate, directly or indirectly, any person currently holding an elective office in this State including, but not limited
to, a seat in the General Assembly. In addition, where the Grantee is not an instrumentality of the State of Illinois, as
described in this Paragraph, Grantee agrees that payments made by Grantor under this Agreement will not be used to
compensate, directly or indirectly, any person employed by an office or agency of the state of Illinois whose annual
compensation is in excess of sixty percent (60%)of the Governor's annual salary, or$106,447.20 (30 ILCS 500/50-13).
An instrumentality of the State of Illinois includes, without limitation, State departments, agencies, boards, and State
universities. An instrumentality of the State of Illinois does not include, without limitation, municipalities and units of local
government and related entities. 2 CFR 200.64.
21.3 Request for Exemption. Grantee may request written approval from Grantor for an exemption from
Paragraph 21.2. Grantee acknowledges that Grantor is under no obligation to provide such exemption and that Grantor
may, if an exemption is granted, grant such exemption subject to such additional terms and conditions as Grantor may
require.
ARTICLE XXII
EQUIPMENT OR PROPERTY •
22.1 Transfer of Equipment. Grantor shall have the right to require that Grantee transfer to Grantor any
equipment, including title thereto, purchased in whole or in part with Grantor funds, if Grantor determines that Grantee
has not met the conditions of 2-CFR 200.439. Grantor shall notify Grantee in writing should Grantor require the transfer
of such equipment. Upon such notification by Grantor, and upon receipt or delivery of such equipment by Grantor,
Grantee will be deemed to have transferred the equipment to Grantor as if Grantee had executed a bill of sale therefor.
22.2 Prohibition against Disposition/Encumbrance. The Grantee is prohibited from, and may not sell, transfer,
encumber(other than original financing) or otherwise dispose of said equipment, material, or real property during the
Grant Term without Prior Approval of Grantor. Any real property acquired using Grant Funds must comply with the
requirements of 2 CFR 200.311.
22.3 Equipnient and Procurement. Grantee must comply with the uniform standards set forth in 2 CFR 200.310
. -200.316 governing the management and disposition of property which cost was supported by Grant Funds. Any waiver
from such compliance must be granted by either the President's Office of Management and Budget, the Governor's Office
of Management and Budget, or both, depending on the source of the Grant Funds used. Additionally, Grantee must
comply with the standards set forth in 2 CFR 200.317-200.326 for use in establishing procedures for the procurement of
supplies and other expendable property, equipment, real property and other services with Grant Funds. These standards
are furnished to ensure that such materials and services are obtained in an effective manner and in compliance with the
provisions of applicable federal and state statutes and executive orders.
22.4 "Equipment Instructions. Grantee must obtain disposition instructions from Grantor when equipment,
purchased in whole or in part with Grant Funds, are no longer needed for their original purpose. Notwithstanding anything
to the contrary contained within the Agreement, Grantor may require transfer of any equipment to Grantor or a third party
for any reason, including,without limitation, if Grantor terminates the Award or Grantee no longer conducts Award
activities. The Grantee shall properly maintain, track, use, store and insure the equipment according to applicable best
practices, manufacturer's guidelines. federal and state laws or rules, and Grantor requirements stated herein.
ARTICLE XXIII
PROMOTIONAL MATERIALS; PRIOR NOTIFICATION
23.1 Publications,Announcements, etc. Use of Grant Funds for promotions is subject to the prohibitions for
advertising or public relations costs in 2 CFR 200.421(e). In the event that Grantor funds are used in whole or in part to
produce any written publications, announcements, reports, flyers, brochures or other written materials, Grantee shall
obtain Prior Approval for the use of those funds (2 CFR 200.467) and agrees to include in these publications,
announcements, reports, flyers, brochures and all other such material, the phrase"Funding provided in whole or in part
by the [Grantor)," Exceptions to this requirement must be requested, in writing, from Grantor and will be considered •
authorized only upon written notice thereof to Grantee.
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Agreement No. OP-20-0114 (04-02)
23.2 Prior Notification/Release of Information. Grantee agrees to notify Grantor ten (10)days prior to issuing
public announcements or press releases concerning work performed pursuant to this Agreement, or funded in whole or in
part by this Agreement, and to cooperate with Grantor in joint or coordinated releases of information.
•
ARTICLE XXIV
INSURANCE
24.1 Maintenance of Insurance. Grantee shall maintain in full force and effect during the Term of this Agreement
casualty and bodily injury insurance, as well as insurance sufficient to cover the replacement cost of any and all real or
• personal property, or both, purchased or, otherwise acquired, or improved in whole or in part, with funds disbursed
pursuant to this Agreement. 2 CFR 200.310. Additional insurance requirements may be detailed in PART TWO or
PART THREE.
24.2 Claims. If a claim is submitted for real or personal property, or both, purchased in whole with funds from this
Agreement and such claim results in the recovery of money, such money recovered shall be surrendered to Grantor..
ARTICLE XXV
LAWSUITS
25.1 Independent Contractor. Neither Grantee nor any employee or agent of Grantee acquires any employment •
rights with Grantor by virtue of this Agreement. Grantee will provide the agreed services and achieve the specified results
free from the direction or control of Grantor as to the means and methods of performance. Grantee will be required to
provide its own equipment and supplies necessary to conduct its business; provided, however, that in the event,for its
convenience or otherwise, Grantor makes any such equipment or supplies available to Grantee, Grantee's use of such
equipment or supplies provided by Grantor pursuant to this Agreement shall be strictly limited to official Grantor or state
of Illinois business and not for any other purpose, including any personal benefit or gain.
25.2 Liability. Neither Party shall be liable for actions chargeable to the other Party under this Agreement
including, but not limited to, the negligent acts and omissions of Party's agents, employees or subcontractors in the
performance of their duties as described under this agreement, unless such liability is imposed by law. This agreement
shall not be construed as seeking to enlarge or diminish any obligation or duty owed by one Party against the other or
against a third party.
ARTICLE XXVI •
MISCELLANEOUS
26.1 Gift Ban. Grantee is prohibited from giving gifts to State employees pursuant to the State Officials and
Employees Ethics Act(5 ILCS 430/10-10) and Executive Order 15-09.
• 26.2 Access to Internet. Grantee must have Internet access. Internet access may be either dial-up or high-speed.
Grantee must maintain, at a minimum, one business e-mail address that will be the primary receiving point for all e-mail
correspondence from Grantor. Grantee may list additional e-mail addresses at any time during the Term of this
Agreement. The additional addresses may be for a specific department or division of Grantee or for specific employees
• of Grantee. Grantee must notify Grantor of any e-mail address changes within five (5)business days from the effective
date of the change.
26.3 Exhibits and Attachments. Exhihits A through G, PART TWO, PART THREE, if applicable, and all other
exhibits and attachments hereto are incorporated herein in their entirety.
26.4 Assignment Prohibited. Grantee acknowledges that this Agreement may not be sold, assigned, or transferred
in any manner by Grantee, to include an assignment of Grantee's rights to receive payment hereunder, and that any '
actual or attempted sale, assignment, or transfer by Grantee without the Prior Approval of Grantor in writing shall render
this Agreement null, void and of no further effect.
26.5 Amendments. This Agreement may be modified or amended at any time during its Term by mutual consent
of the Parties, expressed in writing and signed by the Parties.
,26.6 Severability,. If any provision of this Agreement is declared invalid, its other provisions shall not be affected
thereby.
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Agreement No. OP-20-0114 (04-02)
26.7 No Waiver. No failure of either Party to assert any right or remedy hereunder will act as a waiver of either
Party's right to assert such right or remedy at a later time or constitute a course of business upon which either Party may
rely for the purpose of denial of such a right or remedy.
• 26.8 Applicable Law; Claims. This Agreement and all subsequent amendments thereto, if any, shall be governed
• and construed in accordance with the laws of the state of Illinois. Any claim against Grantor arising out of this Agreement
must be filed exclusively with the Illinois Court of Claims. 705 ILCS 505/1 et seq. Grantor does not waive sovereign
immunity by entering into this Agreement.
26.9 Compliance with.Law. This Agreement and Grantee's obligations and services hereunder are hereby made
and must be performed in compliance with all applicable federal and state laws, including, without limitation, federal
regulations, State administrative rules, including 44 III.Admin. Code 7000, and any and all license requirements or •
professional certification provisions.
26.10 Compliance with Confidentiality Laws. If applicable, Grantee shall comply with applicable state and federal
statutes, federal regulations and Grantor administrative rules regarding confidential records or other information obtained
by Grantee concerning persons served under this Agreement. The records and information shall be protected by
Grantee from unauthorized disclosure.
26.11 Compliance with Freedom of Information Act. Upon request, Grantee shall make available to Grantor all
documents in its possession that Grantor deems necessary to comply with requests made under the Freedom of
Information Act. (5 ILCS 140/7(2)).
26.12 Precedence. In the event there is a conflict between this Agreement and any of the exhibits or attachments
hereto, this Agreement shall control. In the event there is a conflict between PART ONE and PART TWO or PART
THREE of this Agreement, PART ONE,shall control. In the event there is a conflict between,PART TWO and PART
THREE of this Agreement, PART TWO shall control. In the event there is a conflict between this Agreement and relevant •
statute(s)or Administrative Rule(s), the relevant statute(s)or rule(s) shall control.
26.13 Illinois Grant Funds Recovery.Act. In the event of a conflict between the Illinois Grant Funds Recovery Act
and the Grant Accountability and Transparency Act,the provisions of the Grant Accountability and Transparency Act
shall control. 30 ILCS 708/80.
26.14 Headings. Article and other headings contained in this Agreement are for reference purposes only and are
not intended to define or limit the scope, extent or intent of this Agreement or any provision hereof.
26.15 Entire AgreernenL Grantee and Grantor acknowledge that this Agreement constitutes the entire agreement
between them and that no promises, terms, or conditions not recited, incorporated or referenced herein, including prior •
agreements or oral discussions, shall be binding upon either Grantee or Grantor.
26.16 Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be
considered to be one and the same agreement, binding on all Parties hereto, notwithstanding that all Parties are not
signatories to the same counterpart. Duplicated signatures, signatures transmitted via facsimile, or signatures contained
in a Portable Document Format(PDF) document shall be deemed original for all purposes.
26.17 Attorney Fees and Costs. Unless prohibited by law, if Grantor prevails in any proceeding to enforce the
terms of this Agreement, including any administrative hearing pursuant to the Grant Funds Recovery Act or the Grant
Accountability and Transparency Act, the Grantor has the right to recover reasonable attorneys'fees, costs and
expenses associated with such proceedings.
26.18 Continuirl _Responsibilities. The termination or expiration of this Agreement does not affect: (a)the right of
the Grantor to disallow costs and recover funds based on a later audit or other review; (b)the obligation of the Grantee to
return any funds due as a result of later refunds, corrections or other transactions, including final indirect cost rate
adjustments, including those funds obligated pursuant to ARTICLE XVII; (c)the Consolidated Year-End Financial Report;
(d)audit requirements established in ARTICLE XV; (e) property management and disposition requirements established
• in 2 CFR 200.310 through 2 CFR 200.316 and ARTICLE XXII; or(f)records related requirements pursuant to ARTICLE
XII.44 III. Admin. Code 7000.450. •
THE REMAINDER OF THIS PAGE IS LEFT INTENTIONALLY BLANK.
(
•
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Agreement No. OP-20-0114 (04 02)
EXHIBIT A
PROJECT DESCRIPTION
•
CSFA Number NOSA/SAIN Number GATA Registration Number
494-10-0343 343-15448 1674095
The Sustained Traffic Enforcement Program (STEP)grant helps Illinois maximize the effect of sustained, stepped-up,
year-long traffic enforcement. The STEP program focuses on specific times of the year and day when data shows
alcohol-involved and unbuckled fatalities are highest. The increased enforcement details conducted during these times
raises the perception of offenders getting caught and deters potential impaired drivers and potential unbuckled drivers
and passengers. The STEP grants also use strong media efforts in conjunction with increased enforcement to make a
positive impact on reducing serious injuries and fatalities on Illinois roadways. The goals of these enforcement grants
are to save lives and reduce injuries resulting from motor vehicle crashes caused by impaired driving, improper seat belt
usage,distracted driving,and speeding.
The Grantee shall utilize grant funds to meet desired safety project goals, milestones,deliverables,performance
standards, and performance measures as specified in the Attachment (BSPE 411)of the FFY20 application packet for
NOFO 20-0343-02. The funding shall be used as per the agreed upon budget pending the FFY20 federal budget, dollar
amounts, and dates. In addition, the National Highway Traffic Safety Administration (NHTSA)grant funding policy
determines allowable costs under specific conditions.
The Grantee shall utilize grant funds to help meet the STEP grant goals by meeting milestones, deliverables,
performance standards, and performance measured. Such will be documented when submitting the BSPE 205 Local/
State Mobilizations Data Collection form per directions in Exhibit B. The funding shall be issued as per the agreed upon.
budget pending the FFY20 federal budget, dollar amounts, and dates. In addition, the National Highway Traffic Safety
Administration (NHTSA)grant funding policy determines allowable costs under specific conditions.
The Grantee is eligible to receive allowable costs as they appear in the approved finalized budget. However, the
Grantee may request funding changes to the approved finalized budget should allocated costs need to be redistributed
after the commencement of the grant agreement.
The STEP grant operates during the federal fiscal year from October 1-September 30 and are funded on a
reimbursement basis per the requirements set forth in Exhibit C of this Agreement. The STEP grant funding line items
eligible for reimbursement are personnel services, equipment, supplies, and indirect costs (where.approved rate has
been established prior to the execution of this Agreement).
•
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Agreement No. OP-20-0114 (04-02)
EXHIBIT B
DELIVERABLES OR MILESTONES
The Grantee shall submit the BSPE 205 Local/State Mobilizations Data Collection form within two(2)calendar
weeks or fourteen (14) calendar days after completion of each campaign. The BSPE 205 Local/State Mobilizations Data
Collection Form must be submitted after the following all campaigns, including but not limited to: Halloween;
Thanksgiving; Christmas/New Year's; Super Bowl; St. Patrick's Day; Memorial Day; Independence Day; and Labor Day.
The information in the BSPE 205 Local/State Mobilizations Data Collection form must accurately reflect the duties
performed during the campaign. All BSPE 205 Local/State Mobilization Data Collection forms shall be submitted
electronically to DOT.BSPEDATA@illinois.gov.
II. The Grantee shall adhere to the following for STEP grant funding:
(a) Conduct at least six (6)and up to 52 enforcement campaigns. All impaired driving patrols must have a primary
emphasis on increased enforcement of impaired driving laws and secondary enforcement emphasis on speed, occupant
protection-and distracted driving laws. All occupant protection patrols must have a primary emphasis on increased
enforcement of occupant restraint laws and secondary enforcement emphasis on impaired driving laws, speed and
distracted driving laws. All speeding patrols must have a primary emphasis on increased enforcement of speeding laws
and secondary enforcement emphasis on impaired driving, occupant protection and distracted driving laws.
(b) Each STEP enforcement campaign, whether holiday or additional enforcement, must:
(i) Conduct pre-enforcement activities including but not limited to: news releases;TV interviews; media events;and
community education;. •
(ii) Complete campaign activities. Conduct the enforcement campaign for the minimum specified overtime hours.
Patrols must be spread out over the enforcement campaign period during times of high crash incidence.
(iii) Send post-enforcement news releases to highlight campaign effectiveness including but not limited to: number
of citations written and hours patrolled.
(iv) Obtain and collect data from enforcement campaign. Report this information on the BSPE 205 Local/State -
Mobilizations Data Collection form. The BSPE 205 Local/State Mobilizations Data Collection form is due for collection on
the date listed for the specific campaign on the enforcement campaign calendar. For additional campaigns, the report is
due within two(2)weeks or fourteen (14)calendar days after the completion of each campaign and shall be submitted
via email to DOT.BSPEDATA@illinois.gov.
III. The grants funding opportunities under NOFO 20-0343-02 are funded by NHTSA. Therefore, the Grantee shall
have an acceptable accounting system in existence capable of identifying the federal-related costs separately from their
general operating costs. The Grantee shall also adhere to all Fixing America's Surface Transportation Act(FAST Act,
P.L. 114-94)rules and regulations under the criteria specific to STEP grant funding. Any questions regarding the FAST
Act rules and regulations must be sent electronically to DOT.TSgrants@illinois.gov.
IV. The Grantee shall submit the BoBS 2832 Grantee Required Reporting form on a regular basis. The specifics for
reporting the BoBS 2832-whether quarterly or monthly- are listed in Exhibit G of this Agreement. The required reporting
of the BoBS 2832 was brought about as a requirement for all IDOT grantees regardless of the financial thresholds set
forth by Public Act 096-0795 or the Federal Funding Accountability and Transparency(FFATA). The required reporting
for the Grantee shall vary from grant to grant. However, the specifics for reporting for this specific Agreement are listed
as such:
Quarterly reports are due no later than 5:00 P.M. on: January 30, 2020; April 30, 2020; July 30, 2020; and the final report
on October 30, 2020. Quarterly reports will consist of: Quarter 1 (October 1, 2019-December 31, 2019 due January 30,
2020); Quarter 2 (January 1, 2020- March 1, 2020 due April 30, 2020); Quarter 3 (April 1, 2020-June 30, 2020 due
January 30, 2020); and Quarter 4 (July 1, 2020-September 30, 2020 due October 30, 2020). The Grantee must submit
the BoBS 2832 on or before the corresponding quarterly due dates even in the event that the Agreement is not fully
executed until after the October 1, 2019 federal fiscal year start date. In the event that an Agreement is not fully
executed until after October 1, 2019, the Grantee shall report Quarter 1 beginning the date the Agreement was fully
executed. Any pending issues (e.g., overlap of campaign versus quarterly reporting dates) must be communicated to the
Grantor Contact listed in Exhibit D of this Agreement a minimum of twenty-four(24)hours prior to the submission date.
Monthly reports are due no later than 5:00 P.M. on: November 30, 2019; December 30, 2019; January 30, 2020, March
1, 2020; April 30, 2020; May 30, 2020; June 30, 2020; July 30, 2020; August 30, 2020; September 30, 2020; October 30,
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Agreement No. OP-20-0114 (04-02)
2020.The due-dates are thirty(30)days afterd e conclusion o each month. Monthly reports shall consist of_the
following due dates for the entirety of the month listed: October 2019 due November 30, 2019; November 2019 due
December 30, 2019; December 2019 due January 30, 2020; January 2020 due March 1, 2020; February 2020 due
March 30, 2020; March 2020 due April 30, 2020; April 2020 due May 30, 2020; May 2020 due June 30, 2020;June 2020
due July 30, 2020; July 2020 due August 30, 2020;August 2020 due September 30, 2020; and September 2020 due
October 30, 2020. All reports shall be submitted electronically to the Grantor Contact listed in Exhibit D. Any pending
issues(e.g., overlap of campaign versus quarterly reporting dates) must be communicated to the Grantor Contact listed
in Exhibit D of this Agreement a minimum of twenty-four(24)hours prior to the submission date.
V. Requirements for Mandatory Campaigns
(a) Participation in the following holiday campaigns:
H Thanksgiving (Occupant Protection)
L Christmas/New Year's (Impaired Driving)
f St. Patrick's Day(Impaired Driving)
L Memorial Day(Occupant Protection)
11 Independence Day(Impaired Driving)
H Labor Day(Impaired Driving)
(b)Occupant protection
• Enforcement requires a minimum of 50 percent of overall patrol hours be conducted between 6:00 p.m. and 6:00 a.m.
on a weekend outside of the scheduled holiday campaigns. Patrol hours may be extended providing pre-approval is
given by the assigned IDOT Safety Grant Administrator(GA).
• Additional occupant protection hours may be extended to other hours of the day/or additional weekdays, providing pre-
approval is given by the assigned GA. Justification for this patrol exception must be given in writing prior to undertaking
patrols during this alternate time frame.
(c) Impaired driving
• Patrol hours must occur between 6:00 p.m. and 6:00 a.m.except daytime patrol hours can be conducted by DRE and
ABIDE-TRAINED OFFICERS ONLY between the hours of 6:00 a.m. and 6:00 p.m. This exception can only occur with
pre-approval by the assigned IDOT Safety Grant Administrator (GA).
• Officers participating in grant-funded Daytime Impaired Driving Patrols must provide prior to working the detail, proof of
either his/her current DRE Certification or proof of completion of AR IDE training.
•
•Additional impaired driving patrol hours, including roadside safety checks, may occur 6:00 p.m. to 6:00 a.m. on
additional weekdays, providing pre-approval is given by the assigned GA. Justification for this patrol exception must be
given in writing prior to undertaking patrols during this alternate time frame. .
• Officers participating in grant-funded DRE Callouts must provide prior to working the detail, proof of his/her current DRE
Certification.
•All officers conducting grant-funded, alcohol-related enforcement must be trained in the Standardized Field Sobriety
Test (SFST). Approved training in this area consists of the 24-hour National Highway Traffic Safety Administration
(NHTSA), DWI Detection and SFST Course or other NHTSA/ILETSB-approved refresher course. To satisfy this
requirement, officers must complete an ILETSB-accredited academy, a 24-hour SFST course or an SFST refresher
course every four(4)years from the date of their last completed certified training. These courses must be taught by
certified SFST instructors. Note: A law enforcement agency may provide in-house training for its own officers conducted
by officers from the same agency, provided the trainer is a certified ILETSB SFST instructor. Officers may also attend
training at an agency other than their own if the training is conducted by a certified SFST instructor. In these situations, a
class roster showing all officers who completed the training must be sent to the ILETSB. Upon request, law enforcement
agencies must be able to produce verification of compliance with this requirement.
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Agreement No. OP-20-0114 (04-02)
(d)Distracted Driving -
Distracted Driving can be conducted at any time.
(e)Speeding
Speeding patrols can be conducted at any time.
(f)Additional/Optional Enforcement Campaigns
Agencies have the opportunity to receive funding for enforcement outside of the mandatory campaigns.
•
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Agreement No. OP-20-0114 (04-02)
EXHIBIT C
PAYMENT
Grantee shall receive $136,364.00 under this agreement.
Enter s.ecific terms of a.reement here:
I. Invoices-submitted by the Grantee will be for expenses that have been incurred to complete the Scope of Services/
Responsibilities in Exhibit A, Project Description. If the Grantee's invoices are deemed by the Grantor or auditors to not
be sufficiently documented for supplies and.equipment purchased, the Department may require further records and
supporting documents to verify the amounts, recipients and uses of all funds invoiced pursuant to this Agreement.
Furthermore, if any of the Deliverables or Milestones in Exhibit B are not satisfactorily completed, the Grantee will refund
payments made under this Agreement to the extent that such payments were made for any such incomplete or
unsatisfactory deliverable.
The Grantee shall submit all claims on the BSPE 500 STEP Claim for Reimbursement form.
All claims for reimbursement with supporting documentation and final reports are due to the Bureau of Safety Programs
and Engineering by Monday, November 2, 2020 following the grant period. Failure to submit these documents by the
required due date will significantly delay payment and may result in additional time and paperwork by filing through the
Illinois Court of Claims should the claim be determined to be lapsed. Any expenditure made prior to the agreement
- approval date is the responsibility of the Grantee.
(a)Any invoices/bills issued by the Grantee to the Grantor pursuant to this Agreement shall be sent to the Grantor at:
Illinois Department of Transportation •
Bureau of Safety Programs & Engineering
2300 Dirksen Parkway, Room: 005
Springfield, IL 62764
II.All claims and supporting documents shall be signed by an authorized representative of the Grantee.
(a)The claim must include:
(i)The Agreement Number.
(ii)Requests for reimbursement must be requested on the Grantee's designated form.
(iii) Back up documentation, which may include invoices and receipts for expenditures must be submitted with each
claim.
(
III. Review.and Approval
(a) Upon submittal of a claim, the assigned Grantor contact listed in Exhibit D of this Agreement reviews and checks:
(i)Mathematical accuracy of the claim.
(ii)That requested reimbursement is consistent with items included in the approved budget.
(iii)That total amount requested for reimbursement is proportional to total amount budgeted.
(iv)That expenditures for each line item are less than or equal to the budgeted amounts and are allowable.
(v) Completion of the work.
(b) Failure to provide a complete claim may delay or prevent reimbursement. If there are problems with the claim, the
assigned Grantor contact listed in Exhibit D of this Agreement will contact the Grantee to resolve the issue so that
payment can be made, assuming it is appropriate. This may include submission of a new or corrected claim by the
Grantee.
(c)The assigned Grantor contact listed in Exhibit D of this Agreement will review and approve or reject the claim within
30 days of the Grantee's submittal. If rejected, the claim will not be processed for payment until any revisions are
approved by the Grantee.
IV. Manager Approval .
(a)Once a claim is approved for payment, the Grantor's Finance Manager processes the claim for payment by the
Comptroller.
V. Send Payment •
(a)Once approved, the Comptroller forwards payment either via Electronic Fund Transfer(EFT)or by mailing a check to
State of Illinois
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Agreement No. OP-20-0114 (04-02)
the Grantee's Remittance Address listed on this Agreement.
•
•
•
Slate of Illinois
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• Agreement No. OP-20-0114 (04-02)
EXHIBIT D
CONTACT INFORMATION
CONTACT FOR NOTIFICATION
Unless specified elsewhere, all notices required or desired to be sent by either Party shall be sent to the persons listed
below.
GRANTOR CONTACT
Name: Kathy Tolle
Title: Safety Grant Administrator
Address: 2300 S. Dirksen Parkway, Springfield, IL 62764 •
Phone: (217)557-5861 •
•
TTY#: n/a
Fax#: •
Email Address: kathy.tolle@illinois.gov
GRANTEE CONTACT
- Name: James Lalley
Title: Sergeant
Address: 150 Dexter Ct., Elgin, IL 60120 •
•
Phone: (847)289-2616 •
TTY#: n/a
Fax#: n/a
Email Address: Ialleyj@cityofelgin.org_ _
Additional Information:
•
•
•
•
•
State of Illinois
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• Agreement No. OP-20-0114 (04-02)
EXHIBIT E
PERFORMANCE MEASURES
The Grantee shall:
I. Improve highway safety through increased enforcement and media campaigns. The STEP enforcement program shall
run from October 01, 2019- September 30, 2020 pending the FFY20 federal and FY20 state budgets, amounts,and
dates. The Grantee shall submit the BSPE 205 Local/State Mobilization Data Collection form. The BSPE 205 Local/State
Mobilization Data Collection form must be submitted within two (2)calendar weeks or fourteen (14)calendar days from
the completion of each campaign. All BSPE 205 Local/State Mobilizations Data Collection forms shall be submitted
electronically to DOT.BSPEDATA@illinois.gov.
II. The grants funding opportunities under NOFO 20-0343-02 are funded by NHTSA. Therefore, the Grantee shall have
an acceptable accounting system in existence capable of identifying the federal-related costs separately from their
general operating costs. This accounting system shall be used in the quarterly reports to include information concerning
monetary performance measures as it relates to the final approved budget. The Grantee shall also adhere to all Fixing
America's Surface Transportation Act(FAST Act, P.L. 114-94) rules and regulations under the criteria specific to their
particular grant safety program. Any questions regarding the FAST Act rules and regulations must be sent electronically
to DOT.TSgrants@illinois.gov.
Ill. Respond to inquiries and/or requests by the assigned Grantor contact listed in Exhibit D of this Agreement and any
authorized agent of the Grantor:
(a) Respond within a maximum of five (5)business days.
(b)Send all required documentation to DOT.TSgrants@illinois.gov or the email of the assigned Grantor contact listed in
Exhibit D of this Agreement.
(c)Alert Grantor, the assigned Grantor contact listed in Exhibit D of this Agreement, and any authorized agent of the
Grantor to any issue with accessing, retrieving, securing, procuring,or otherwise establishing necessary documentation
as inquired or requested by the Grantor within a maximum of five (5) business days.
(i)Official documentation of any and all issues must be submitted to DOT.TSgrants@illinois.gov or the email of the
assigned Grantor contact listed in Exhibit D of this Agreement.
•
•
IV. The Grantee shall submit the BoBS 2832 Grantee Required Reporting form as stated in Exhibits B and G of this •
Agreement.
V. Grantees receiving STEP grant funding adhere to:
(a)Occupant Protection
(i)A minimum of one (1)traffic citation for every 60 minutes of patrol.
(ii) Fifty(50) percent should be for occupant protection violations. Front and back seat child and adult occupants.
(iii) Maintain continual patrols per enforcement detail.
(b) Impaired Driving
(i)A minimum of one (1)traffic citation for every 60 minutes of patrol.
(ii)A minimum of one DUI arrest for every fifteen (15) hours of patrol.
(iii) Maintain continual patrols per enforcement detail.
(c)Speeding
(i)A minimum of two (2)traffic citations for every 60 minutes of patrol.
(ii) Fifty (50)percent should be for speeding-related violations.
(iii) Maintain continual patrols per enforcement detail.
(d)Distracted Driving
(i)A minimum of two(2)traffic citations for every 60 minutes of patrol.
(ii) Fifty(50)percent should be for distracted driving violations.
(iii) Maintain continual patrols per enforcement detail.
State of Illinois
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Agreement No. OP-20-0114 (04-02)
(e) Methods -
(i)Each mandatory campaign must:
1_: Conduct pre-and post-enforcement activities. Examples: news releases; TV interviews; media events; community
education; and court (prosecutors and judges)personnel; etc.
f] Conduct the enforcement campaign for the minimum specified overtime hours. Patrols must be spread out over the
enforcement campaign period during times of high crash incidence and continual patrolling is required during each shift
worked.
C Obtain and collect data from campaign. Report this information on the BSPE 205 form:
• During-the enforcement campaign, instructions shall be given on the desired outcomes for the enforcement campaign.
• Overtime traffic enforcement shall be provided for the specified hours spread throughout the enforcement period with
an emphasis on impaired driving, occupant restraint, illegal use of an electronic device, and/or speeding laws. •
• Officers are encouraged to issue multiple citations to drivers and/or passengers who have committed multiple
• violations.
• DOT will provide materials to assist the Grantee in preparing public information campaigns and news releases.
•The Grantee may be asked to participate in promotional events and regional meetings at the request of BSPE.
•
•
•
•
Slate of Illinois
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Agreement No. OP-20-0114 (04-02)
EXHIBIT F
•
PERFORMANCE STANDARDS
Performance Standards shall include
I. Increased program utilization as described in the Attachment(BSPE 411)of the application packet for NOFO
20-0343-02.
II. Electronic submission of the BSPE 205 Local/State Mobilization Data Collection form to DOT.BSPEDATA@illinois.gov
within two (2)calendar weeks or fourteen (14)calendar days of the completion of each campaign.
Ill. The Grantee shall submit the BoBS 2832 Grantee Required Reporting form on a regular basis as stated in Exhibits B
and G of this Agreement.
IV. Timeliness of corrective actions will be determined on a case-by-case basis dependent on the urgency to which an
issue needs to be addressed.This may be determined by the Grantor, the assigned Grantor contact listed in Exhibit D of
this Agreement, any authorized agent of the Grantor, a third party retained by the Grantor, or coordination between the
Grantor and the Grantee.
(a)The Grantee shall generate and maintain invoices, implementation plan documents and materials and all other
related documents including, but not limited to, email and mail correspondence in addition to other materials as listed in
this Agreement.
(b)The Grantee is not permitted to file advance pay requests, but may file accurate quarterly advance pay requests no
sooner than thirty(30)days prior to the start of the quarter for which an advance is requested.
(c)The Grantee shall file accurate documentation to be compliant with Exhibits B and E in this Agreement.
V. Requirements concerning officers or deputies on hireback for STEP enforcement shall include:
(a) Daily instructions shall be given at roll call outlining program objectives and enforcement performance measurements.
(b) Local agencies shall utilize only Illinois Law Enforcement Training and Standards Board (ILETSB)certified police
officers or deputies for the overtime enforcement.
(c)All officers or deputies conducting grant-funded, alcohol-related enforcement patrols under this Agreement must be
trained in the Standardized Field Sobriety Test (SFST).
(i) Approved training in this area consists of the 24-hour National Highway Traffic Safety Administration (NHTSA),
DWI Detection and SFST Course or other NHTSA/ ILETSB-approved refresher course.
(ii) To satisfy this requirement, officers and deputies must complete an ILETSB-accredited academy, a 24-hour
SFST course or an SFST refresher course every four(4)years from the date of their last completed certified training.
(iii) These courses must be taught by certified SFST instructors.
(iv) A Grantee may provide in-house training for its own officers or deputies conducted by officers from the same
agency, provided the trainer is a certified SFST instructor. Officers or deputies may also attend training at an agency
other than their own as long as the training is conducted by a certified SFST instructor. In these situations, a class roster
showing all officers or deputies who completed the training must be sent to the ILETSB. Upon request, the Grantee
must be able to produce verification of compliance with this requirement.
VI. Requirements concerning STEP enforcement shall include:
(a)Overtime traffic enforcement shall be provided for the specified hours spread throughout the enforcement period with
an emphasis on impaired driving, occupant restraint, and/or speeding laws.
(b) Officers are permitted and encouraged to issue multiple citations to drivers and/or passengers who have committed
multiple violations such as: DUI; other alcohol-related offenses; failure to wear seat belt and/or properly restrain a child;
speeding; or illegal use of an electronic device.
VII. Requirements concerning distribution of public information and/or media: •
(a)The Grantor will provide materials to assist the Grantee in preparing public information campaigns and news
releases.
(b)The Grantee must be prepared to participate in promotional events at the request of the Grantor.
(c)Adhere to requirements set forth in Exhibit B in subsection II and subsection III of this Agreement.
(d)Adhere to media requirements set forth in Section III in subsection III of this Agreement.
Stale of Illinois
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Agreement No. OP-20-0114 (04-02)
IDIIITAII requiredTOrmsshall be submitiea in accordance with this Agreement.
•
•
•
•
•
State of Illinois
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Agreement No. OP-20-0114 (04-02)
EXHIBIT G
SPECIFIC CONDITIONS
Grantor may remove(or reduce)a Specific Condition included in this Exhibit G by providing written notice to the Grantee,
in accordance with established procedures for removing a Specific Condition.
These specific conditions, as listed in the accepted Notice of State Award (NOSA), are based upon the grantee's
responses to the Fiscal and Administrative Risk Assessment (ICQ), the Programmatic Risk Assessment (PRA)and any
pertinent Merit Based Review process (if applicable).
Additional Reporting Requirements may also be found in Part TWO and Part THREE of this agreement.
The.Grantee shall submit the BoBS 2832 Grantee Required Reporting form on a regular basis as stated in Exhibits B •
and G of this Agreement.
Based on the risks below, the Grantee shall submit the BoBS 2832 Grantee Required Reporting form QUARTERLY
•
These specific conditions, as listed in the accepted Notice of State Award (NOSA), are based upon the grantee's
• responses to the Fiscal and Administrative Risk Assessment (ICQ), the Programmatic Risk Assessment(PRA)and any
pertinent Merit Based Review process (if applicable).
•
I. Financial and Regulatory Reporting (2 CFR 200.327)
Conditions: Requires more detailed reporting;
i. Log indicating report submittal due dates and actual report submittal dates with explanation if late. Undertake all steps
to adhere to GAAP, supply the Grantor contact with a plan for said steps, and restate all financial statements as
necessary for the given fiscal year.
Corrective Action: •
•
Grantee shall provide all required reports on-time and without error. In addition, the Grantee shall implement
performance measures that.tie to financial data if not currently in place. Condition may be removed upon request after
one year.
II. Cost.Principles (2 CFR 200.400)
Conditions: Requires additional prior approvals; Requires more detailed reporting; Requires monthly reporting;
i. Grantee shall request prior approval from Grantor contact for any costs that deviate from approved budget before any
expense is incurred.
Corrective Action:
Implementation of additional controls for reviewing and approval of expenditures. Condition may be removed upon
request after one year from the implementation of additional controls.
III. Fraud, Waste and Abuse
Conditions: Requires technical assistance,including required training
i. Grantee shall develop/update their Fraud awareness program and submit the written program to Grantor contact for
approval. Upon approval from Grantor contact, the Grantee shall begin implementation of the program within 30 days.
Corrective Action:
Implementation of a fraud awareness program including information on how to report fraud, waste and abuse without
fear of retaliation. Condition may be removed upon request after one year from the implementation of corrective action.
State of Illinois
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Agreement No. OP-20-0114 (04-02)
PART TWO -THE GRANTOR-SPECIFIC TERMS
In addition to the uniform requirements in PART ONE,the Grantor has the following additional requirements for its Grantee:
Audit. Grantee shall permit, and shall require its contractors and auditors to permit, the Grantor,and any authorized agent of the
Grantor,to inspect all work,materials,payrolls,audit working papers,and other data and records pertaining to the Project;and to
audit the books,records,and accounts of the Grantee with regard to the Project. The Grantor may,at its sole discretion and at its
own expense,perform a final audit of the Project. Such audit may be used for settlement of the grant and Project closeout.
Grantee agrees to implement any audit findings contained in the Grantor's authorized inspection or review,final audit,the Grantee's
independent audit,or as a result of any duly authorized inspection or review
Ethics.
A.Code of Conduct
1. Personal Conflict of Interest -The Grantee shall maintain a written code or standard of conduct which shall govern the
performance of its employees,officers, board members, or agents engaged in the award and administration of contracts supported
by state or federal funds. Such code shall provide that no employee,officer,board member or agent of the Grantee may participate
in the selection, award,or administration of a contract supported by state or federal funds if a conflict of interest,real or apparent
would be involved. Such a conflict would arise when any of the parties set forth below has a financial or other interest in the firm
selected for award:
a.the employee,officer,board member,or agent;
. b. any member of his or her immediate family;
c.his or her partner;or
d.an organization which employs,or is about to employ,any of the above.
The conflict of interest restriction for former employees, officers, board members and agents shall apply for one year.
The code shall also provide that Grantee's employees,officers,board members,or agents shall neither solicit nor accept
gratuities,favors or anything of monetary value from contractors, potential contractors,or parties to subcontracts. The Grantor may
waive the prohibition contained in this subsection, provided that any such present employee,officer,board member,or agent shall
not participate in any action by the Grantee or the locality relating to such contract,subcontract,or arrangement. The code shall
also prohibit the officers,employees,board members,or agents of the Grantee from using their positions for a purpose that
constitutes or presents the appearance of personal or organizational conflict of interest or personal gain.
2.Organizational Conflict of Interest -The Grantee will also prevent any real or apparent organizational conflict of
interest. An organizational conflict of interest exists when the nature of the work to be performed under a proposed third party
contract or subcontract may,without some restriction on future activities, result in an unfair competitive advantage to the third party
contractor or Grantee or impair the objectivity in performing the contract work.
Das ute'Resolution. In the event of a dispute in the interpretation of the provisions of this Agreement,such dispute
shall be settled through negotiations between the Grantor and the Grantee. In the event that agreement is not
consummated at this negotiation level,the dispute will then be referred through proper administrative channels for a decision and
ultimately,if necessary,to the Secretary of the Illinois Department of Transportation. The Grantor shall
decide all claims, questions and disputes which are referred to it regarding the interpretation, prosecution and
fulfillment of this Agreement.The Grantor's decision upon all claims, questions and disputes shall be final and •
conclusive.
•
•
•
State of Illinois
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Agreement No. OP-20-0114 (04-02)
Procurement Procedures/Employment of Grantor Personnel
1. Procurement.of Goods or Services - Federal Funds - For purchases of products or services with any Federal
funds that costs more than $3,000.00 but less than the simplified acquisition threshold fixed at 41 U.S.C. 403(11),
(currently set at$100,000.00)the Grantee shall obtain price or rate quotations from an adequate number(no less
than three (3))of qualified sources. Procurement of products or services with any Federal funds for$100,000 or
.more will require the Grantee to use the Invitation for Bid process or the Request for Proposal process. In the
absence of formal codified procedures of the Grantee, the procedures of the Grantor will be used. The Grantee
may only procure products or services from one source with any Federal funds if: (1)the products or services are
available only from a single source;or(2)the Grantor authorizes such a procedure; or(3) the Grantor determines
competition is inadequate after solicitation from a number of sources.
For Micro-Purchase (2 C.F.R. 200.67) Procurement of Goods or Services with Federal Funds: where the
aggregate amount does not exceed the micro-purchase threshold currently set at$3,000 (or$2,000 if the
procurement is construction and subject to Davis-Bacon), to the extent practicable,the Grantee must distribute
micro-purchases equitably among qualified suppliers. Micro-purchases may.be awarded without soliciting
competitive quotations if the Grantee considers the price to be reasonable. The micro-purchase threshold is set
by the Federal Acquisition Regulation at 48 C.F.R. Subpart 2.1
2. Procurement of Goods or Services -State Funds--For purchases of products or services with any State of
Illinois funds that cost more than $20,000.00, ($10,000.00 for professional and artistic services) but less than the
small purchase amount set by the Illinois Procurement Code Rules, (currently set at$100,000.00 and $100,000.00
for professional and artistic services)the Grantee shall obtain price or rate quotations from an adequate number
(no less than three (3))of qualified sources. Procurement of products or services with any State of Illinois funds for
$50,000.00 or more for goods and services and $20,000.00 or more for professional and artistic services)will
require the Grantee to use the Invitation for Bid process or the Request for Proposal process. In the absence of
formal codified procedures of the Grantee, the procedures of the Grantor will be used. The Grantee may only
procure products or services from one source with any State of Illinois funds if: (1)the products or services are
available only from a single source; or(2)the Grantor authorizes such a procedure;or, (3)the Grantor determines
competition is inadequate after solicitation from a number of sources.
The Grantee shall include a requirement in all contracts with third parties that the contractor or consultant will
comply with the requirements of this Agreement in performing such contract, and that the contract is subject to the
terms and conditions of this Agreement. •
For Procurement of Goods or Services that cost less than $20,000.00, the Grantee shall comply with the following
procurement standards:
($1-$1999, no Grantor Involvement)
1. Estimate the total cost of the procurement.
2. The Grantee may choose any vendor desired.
3. Grantee may choose to award without soliciting competitive quotations if Grantee considers the
price to be reasonable.
($2,000-$4,999, requires Grantor approval)
1. Identify a need for goods or services.
2. Estimate the total cost of the procurement.
3. Develop specifications to solicit quotes.
4. Obtain quotes from three (3)vendors. Grantee is encouraged to use the registered small business
vendor directory (ipg.vendorreg.com).
5. Grantee's purchasing officer shall obtain authorization from Grantor's point of contact provided on
Exhibit D.
6. Award to the responsive bidder with the lowest price.
•
State of Illinois
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Agreement No. OP-20-0114 (04-02)
($5,000-$9,999, requires Grantor approval)
1. Identify a need for goods or services.
2. Estimate the total cost of the procurement.
3. Develop specifications to solicit quotes. •
4. Obtain quotes from three (3) vendors. Grantee is encouraged to use the registered small business
vendor directory (ipg.vendorreg.com).
5. Grantee's purchasing officer shall obtain authorization from Grantor's point of contact provided on
Exhibit D.
6. Award to the responsive bidder with the lowest price.
($10,000-$19,999, requires Grantor approval)
1. Identify a need for goods or services. .
2. Estimate the total cost of the procurement.
3. Identify registered small businesses in the applicable category.
3. Develop specifications to solicit quotes. .
•
4. Email ALL identified small business vendors a request for quote(ipg.vendorreg.com)
5. Prepare or submit information to Grantor's point of contact in Exhibit D.
. 6. Obtain authorization from Grantor's point of contact provided on Exhibit D.
7. All applicable forms must be approved prior to awarding the contract.
3. Employment of Grantor Personnel --The Grantee will not employ any person or persons currently employed
by the Grantor for any work required by the terms of this Agreement.
Reporting,, Grantee agrees to submit periodic financial and performance reporting on the approved IDOT BoBS
2832 form. Grantee shall file . - Quarterly BoBS 2832 reports with Grantor describing •
the expenditure(s)of the funds and performance measures related thereto.
The first BoBS 2832 report shall cover the first reporting period after the 10/01/19
effective date of the Agreement. Quarterly reports must be submitted no later
than 30 calendar days following the period covered by the report.
For the purpose of reconciliation, the Grantee must submit a BoBS 2832 report for the period ending
09/30/20 (Grantee's Fiscal Year End date).
A BoBS 2832 report marked as"Final Report" must be submitted to the Grantor 60 days after the end date of the
.Agreement. Failure to submit the required BoBS 2832 reports may cause a delay or suspension of funding.
The Grantee must submit a BoBS 2832 report for the period ending 9/30- Federal Fiscal Year End Grantee shall
• submit to Grantor a BoBS 2832 report for the period ending September 30 within 30 calendar days of the end of the
Federal Fiscal Year.
® Renewal. This Agreement may not be renewed.
N/A.
State of Illinois
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Agreement No. OP-20-0114 (04-02)
PART THREE -THE PROJECT-SPECIFIC TERMS
In addition to the uniform requirements in PART ONE and the Grantor-Specific Terms in PART TWO. the Grantor has the
following additional requirements for this project.
I. Cost records and accounts pertaining to the work covered by this agreement shall be kept available for
inspection for a period of time following the date of final reimbursement payment. Copies of such records
shall be made available upon request to the Grantor's FOIA Officer by emailing
DOT.FOIAOfficer@illinois.gov.
II. GRANTEE expenditures in the STEP program will be used to meet the Benefit to Local requirement set
forth by NHTSA.
III. The GRANTEE shall abide by conditions set forth by IDOT:
(a)Seat Belt Policy. The GRANTEE shall have in place or establish a department seat belt policy that assures
the safety of all personnel by requiring every person, regardless of seating position, to wear at all times a
properly adjusted seat belt in all vehicles owned, leased, or rented by the department. This also applies to the
operation of privately owned or other vehicles if used on-duty. Due to the police exemption it is insufficient to
simply state, "...In accordance with the Illinois Mandatory Seat Belt Law (625 ILCS 5/12-603.1)". A copy of
the seat belt policy must be provided to the GRANTOR and also be retained locally in the project file and
available for review.
(b) Enforcement grantees will conduct continual enforcement throughout patrols and officers leaving their
safety patrol to aid operations outside of the grant is not permitted to be paid as part of.the grant. This time
must be noted in the claim. .
(c)Any program income collected during the year must be approved by IDOT and expended during the life of
this grant and within the parameters.
(d) STEP grant expenditures will be used by IDOT to meet the NHTSA Benefit to Local requirement.
•
IV. The.GRANTEE shall abide by conditions set forth by NHTSA:
•
(a) Prohibition on Using Grant Funds to Check for Helmet Usage. The State and each sub-recipient will not
use 23 U.S:C. Chapter 4 grant funds for programs to check helmet usage or to create checkpoints that
specifically target motorcyclists.
• (b) Policy on Seat Belt Use. In accordance with Executive Order 13043, Increasing Seal Belt Use in the
• United States, dated April 16, 1997, the GRANTEE is encouraged to adopt and enforce on-the-job seat belt •
use policies and programs for its employees when operating company-owned, rented, or personally-owned
vehicles. The-National Highway Traffic Safety Administration (NHTSA) is responsible for providing leadership
and guidance in support of this Presidential initiative. For information and resources on traffic safety programs
andpolicies for employers, please contact the Network of Employers for Traffic Safety (NETS), a public-
private partnership dedicated to improving the traffic safety practices of employers and employees. You can
download information on seat belt programs, costs of motor vehicle crashes to employers, and other traffic
safety initiatives at www.trafficsafety.org. The NHTSA website (www.nhtsa.gov) also provides information on
statistics, campaigns, and program evaluations and references.
(c) Policy on Banning Text Messaging While Driving. In accordance with Executive Order 13513, Federal
Leadership On Reducing Text Messaging While Driving, and DOT Order 3902.10, Text Messaging While
Driving, States are encouraged to adopt and enforce workplace safety policies to decrease crashes caused
State of Illinois
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Agreement No. OP-20-0114 (04-02)
by distracted driving, including policies to ban text messaging while driving company-owned or rented
vehicles, Government-owned, leased or rented vehicles, or privately-owned vehicles when on official
Government business or when performing any work on or behalf of the Government. States are also
encouraged to conduct workplace safety initiatives in a manner commensurate with the size of the business,
such as establishment of new rules and programs or re-evaluation of existing programs to prohibit text
messaging while driving, and education, awareness, and other outreach to employees about the safety risks
associated with texting.
(d) Policy on Media Materials. All forms of media, including but not limited to, printed materials, scripts for
trainings and public service announcements, and/or interview talking points, must be approved by the
GRANTOR prior to any media campaigns whether voluntary or program-required. The GRANTEE shall
submit all media electronically to the GRANTOR Contact listed in Exhibit D of this Agreement. Failure to •
submit media for approval prior to the media campaign shall result in forfeiture of monetary reimbursement for
any and all unapproved media. All media must be submitted a minimum of two (2) weeks prior to the start of
the media campaign.
(e) Buy America. As set forth in 49 U.S.0 5323(j)and 49C.F.R. Part 661, only steel, iron and manufactured
products produced in the United State may be purchased with Federal funds unless the Secretary of
Transportation determines that such domestic purchases would be inconsistent with the public interest; that
such materials will increase the cost of the overall project contract by more than 25 percent. Clear justification
for the purchase of non-domestic items much be in the form of a waiver request submitted to and approved by
the Secretary of Transportation.
(f) Hatch Act, 5 U.S.C. 1501-1508 and 7324-7328, which limits the political activities of employees whose
principal employment activities are funded in whole or in part with federal funds;
(g)The Uniform Relocation Assistance and Real Property Acquisition Policies Act of
1970, (42 U.S.C.4601), (prohibits unfair treatment of persons displaced or whose
property has been acquired because of Federal or Federal-aid programs and projects);
•
(h)Federal-Aid Highway Act of 1973, (23 U.S.C. 324 et seq.), and Title IX of the
Education Amendments of 1972, as amended (20 U.S.C. 1681=1683 and 1685-1686)
(prohibit discrimination on the basis of sex);
(i)The Civil Rights Restoration Act of 1987, (Pub. L. 100-209), (broadens scope,
coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age
Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by •
expanding the definition of the terms "programs or activities" to include all of the
programs or activities of the Federal aid recipients, sub-recipients and contractors,
whether such programs or activities are Federally-funded or not);
(j)Titles II and III of the Americans with Disabilities Act (42 U.S.C. 12131-12189)
(prohibits discrimination on the basis of disability in the operation of public entities,
• public and private transportation systems, places of public accommodation, and certain
.testing) and 49 CFR parts 37 and 38;
(k)Executive Order 12898, Federal Actions to Address Environmental Justice in
Minority Populations and Low-Income Populations (prevents discrimination against
minority populations by discouraging programs, policies, and activities with
disproportionately high and adverse human health or environmental effects on minority
and low-income populations); and
State of Illinois
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Agreement No. OP-20-0114 (04-02)
(I)Executive Order 13166, Improving Access to Services for Persons with Limited
English Proficiency (guards against Title VI national origin
discrimination/discrimination because of limited English proficiency (LEP) by ensuring
that funding recipients take reasonable steps to ensure that LEP persons have meaningful
access to programs (70 FR at 74087 to 74100).
(m)During the performance of this contract/funding agreement, the contractor/funding
recipient agrees—
(i). To comply with all Federal nondiscrimination laws and regulations, as may be
amended from time to time;
(ii). Not to participate directly or indirectly in the discrimination prohibited by any
Federal non-discrimination law or regulation, as set forth in Appendix B of 49 _ _ -
CFR part 21 and herein;
•
(iii). To permit access to its books, records, accounts, other sources of information, and
its facilities as required by the State highway safety office, US DOT or NHTSA;
(iv). That, in event a contractor/funding recipient fails to comply with any •
nondiscrimination provisions in this contract/funding agreement, the State
highway safety agency will have the right to impose such contract/agreement
sanctions as it or NHTSA determine are appropriate, including but not limited to
withholding payments to the contractor/funding recipient under the
contract/agreement until the contractor/funding recipient complies; and/or
canceling, terminating, or suspending a contract or funding agreemerit, in whole
or in part; and
(v). To insert this clause, including paragraphs a through e, in every subcontract and
sub agreement and in every solicitation for a subcontract or sub-agreement, that •
receives Federal funds under this program.
(n).RESTRICTION ON STATE LOBBYING (applies to sub-recipients as well as States) None of the funds •
under this program will be used for any activity specifically designed to urge or influence a State or local
legislator to favor or oppose the adoption of any specific legislative proposal pending before any State or local
legislative body. Such activities include both direct and indirect (e.g., "grassroots") lobbying activities, with one
• exception. This does not preclude a State official whose salary is supported with NHTSA funds from engaging
in direct communications with State or local legislative officials, in accordance with customary State practice,
even if such communications urge legislative officials to favor or oppose the adoption of a specific pending
legislative proposal.
•
State of Illinois
INTERGOVERNMENTAL GRANT AGREEMENT (U-IGA)FISCAL YEAR 2020 f 1 7 19
Paye 40 of 40
.
qv]
0
Illinois Department STEP Attachment
of Transportation
NOFO#20-0343-02
Applicant Agency .Internal Use(Project Number)
City of Elgin IOP-20-0114
• Occupant Protection Impaired Driving Distracted Driving
Scheduled Campaigns Enforcement Enforcement Enforcement
Personnel Budget Personnel Budget Personnel Budget
Halloween Campaign(Optional) $2,628.00 $2,920.00
Thanksgiving Campaign(Mandatory) $6,716.00 $2,920.00
Christmas/New Years Campaign(Mandatory) $1,460.00 $3,650.00
Super Bowl Campaign(Optional) $2,190.00
St.Patrick's Day Campaign(Mandatory) - $2,190.00 •
Distracted Driving Campaign(Optional) $10,512.00
Memorial Day Campaign(Mandatory) $9,928.00 $2,920.00
Independence Day Campaign(Mandatory) $8,468.00 $3,650.00
Labor Day Campaign(Mandatory) $9,928.00 . $3,650.00
Child Passenger Safety Campaign(Optional) $3,504.00 _
Subtotal Personnel Budget $42,632.00 . $24,090.00 $10,512.00
Additional Enforcement Details (Optional) Additional Enforcement Personnel Budget
(date and times must be pre-approved)
Additional Impaired Driving Enforcement $32,850.00
Additional Occupant Protection Enforcement $14,600.00
Additional Speeding Enforcement _ $11,680.00
Subtotal Personnel Budget $136,364.00
Subtotal Equipment(must be pre-approved)
Subtotal Supplies (must be pre-approved) •
Subtotal Indirect Cost I $0.00
Total All Funds - I $136,364.00
Campaign Breakdown
Halloween Campaign(October 19 •November 3 (6 a.m.),2019)
Occupant Protection tt of Officers #of Hours tf of Details f Total Hours Overtime.Rate• Total Campaign Budget
Daytime SBEZ 6 2 2 24 $73.00 $1,752.00
Nighttime SBEZ 6 2 _ 1 12 $73.00 $876.00
Daytime Saturation Patrols
Nighttime Saturation Patrols
•
TOTAL $2.628.00
• Impaired Driving ft of Officers #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget
Stand Alone RSC
Joint/Agency RSC
Joint/ISP RSC ,
Saturation Patrols - , 8 -- - - 5 1 40 $73.00 $2.920.00
TOTAL $2.920.00
Printed 08122!19 Page 1 of 5 BSPE 411 (Rev, 12131!19)
Thanksgiving Campaign(November 22 -December 2 (6 a.m.),,2019) _ _
Occupant Protection #of Officers #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget
Daytime SBEZ 6 2 4 48 $73.00 $3,504.00
Nighttime SBEZ 6 2 2 24 $73.00 $1,752.00
Daytime Saturation Patrols
Nighttime Saturation Patrols 5 2 2 20 $73.00 $1,460.00
TOTAL $6,716.00
Impaired Driving #of Officers #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget
Stand Alone RSC
Joint/Agency RSC
Joint/ISP RSC
Saturation Patrols 8 5 1 40 $73.00 $2,920.00
TOTAL $2,920.00
Christmas/New Year's.Campaign (De6ember.16,2019-January'2•(6 a.m.),.2020)
Occupant Protection I #of Officers #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget
Daytime SBEZ
Nighttime SBEZ
Daytime Saturation Patrols
Nighttime Saturation Patrols 5 2 2 20 $73.00 $1,460.00
TOTAL $1,460.00
Impaired Driving #of Officers #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget
Stand Alone RSC
Joint/Agency RSC
Joint/ISP RSC
Saturation Patrols 10 5 1 50 $73.00 $3,650.00
•
TOTAL $3,650.00
Super•Bowl Campaign(January 31,-February-3(6.a.m.),2020) _ •
Occupant Protection #of Officers #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget
Daytime SBEZ
Nighttime SBEZ
Daytime Saturation Patrols
Nighttime Saturation Patrols
TOTAL
Impaired Driving #of Officers #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget
Stand Alone RSC
Joint/Agency RSC
Joint/ISP RSC
Saturation Patrols 6 5 1 30 $73.00 $2,190.00
TOTAL $2,190.00
•
•
Printed 08/22/19 Page 2 of 5 BSPE 411 (Rev. 12/31/18)
1St. Patrick s hay Campaign(March 12- 18(6,a.m4),2020) . .
Occupant Protection #of Officers #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget
Daytime SBEZ _
Nighttime SBEZ
Daytime Saturation Patrols .
Nighttime Saturation Patrols _
. TOTAL •
Impaired Driving #of Officers • #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget
Stand Alone RSC
Joint/Agency RSC
Joint/ISP RSC
Saturation Patrols 6 • 5 1 30 $73.00 $2,190.00
TOTAL $2,190.00
•
Distracted Orlving•Campalgn (AprIl 1 ;_30'-(6"a ,2020)..m.) _ .
Distracted Driving #of Officers #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget
Daytime DDEZ • -
Nighttime DDEZ
Daytime Saturation Patrols 6 - 2 • 10 120 $73.00 $8,760.00
Nighttime Saturation Patrols - 6 2 2 24 $73.00 $1,752.00 '
TOTAL $10,512.00
Memorial'Oay Campaign(May 8-26(6 a.m.),2020) . _ _ -
Occupant Protection #of Officers #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget
Daytime SBEZ 6� 2 6 72 $73.00 $5,256.00 •
Nighttime SBEZ . 6 2 2 24 $73100 $1,752.00
Daytime Saturation Patrols
Nighttime Saturation Patrols 5I 2 4 40 ' $73.00 $2,920.00
TOTAL $9,928.00
Impaired Driving #of Officers #of Hours . #of Details Total Hours Overtime Rate Total Campaign Budget
Stand Alone RSC
Joint/Agency RSC
Joint/ISP RSC
Saturation Patrols 8 5 1 40 $73.00 $2,920.00
TOTAL $2,920.00
Independence Day Campaign(June 15-July 6 (6 a.m.), 2020) _
Occupant Protection #of Officers #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget
Daytime SBEZ 6 2 6 72 . $73.00 $5,256.00
Nighttime SBEZ 6 _ 2 2 24 $73.00 $1,752.00
Daytime Saturation Patrols
Nighttime Saturation Patrols 5 2 2 20 $73.00 $1,460.00
• TOTAL $8,468.00
Impaired Driving #of Officers #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget
Stand Alone RSC
Joint/Agency RSC .
Joint/ISP RSC _
Satuietion Patrols -. 10 5 1 501 _ $73.00 $3,650.00 ,
TOTAL $3,650.00
Printed 08/22/19 • Page 3 of 5 SSPE 411 (Rev. 12/31/18)
Labor Day.Campaign(August 20-September 8(6 a.m.),_2020) -
Occupant Protection #of-Officers #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget
Daytime SBEZ 6 2 6 72 $73.00 $5,256.00
Nighttime SBEZ 6 -2 2 24 $73.00 $1,752.00
Daytime Saturation Patrols
Nighttime Saturation Patrols 5 2 4 40 $73.00 $2,920.00
TOTAL $9,928.00
Impaired Driving #of Officers #of Hours it of Details Total Hours Overtime Rate Total Campaign Budget
Stand Alone RSC
Joint/Agency RSC
Joint/ISP RSC
Saturation Patrols • 10 5 1 50 $73.00 $3,650.00
TOTAL $3,650.00
Child Passenger Safety Campaign(September;16-730(6 a.rn:),.2020) _ _ _ _ _ _
Occupant Protection #of Officers #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget
Daytime SBEZ 6 2 4 48 $73.00 $3,504.00
Nighttime SBEZ
Daytime Saturation Patrols •
Nighttime Saturation Patrols • I
TOTAL $3,504.00
'Additional Enforcement is Limited to saturation patrols on weekends outside of the scheduled holiday campaigns. Impaired Driving Patrols
and a minimum of 50%of all Occupant Protection and Speeding Patrols must occur between 6:00 p.m. and 6:00 a.m. Exceptions must be
pre-approved.
Additional Impaired.Driving Enforcement __
• lmpaired Driving #of Officers #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget
Saturation Patrols 2 5 45 450 $73.00 $32,850.00
Roadside Safety Checks
TOTAL $32,850.00
Additional Occupant Protection Enforcement •
_
Occuparit Proteclidn #of Officers #of Hours— #of Details Total Hours Overtime Rate Total Campaign Budget
Daytime SBEZ 6 2 10 120 . $73.00 $8,760.00
Nighttime SBEZ
Daytime Saturation Patrols 2 2 • 20 80 $73.00 • $5,840.00
Nighttime Saturation Patrols
TOTAL $14,600.00
Additional Speeding Enforcement •
Speeding #of Officers #of Hours #of Details Total Hours Overtime Rate Total Campaign Budget.
Daytime Saturation Patrols 2 2 40 160 $73.00 $11,680.00
Nighttime Saturation Patrols
TOTAL $11,680.00
•
Printed 08/22/19 Page 4 of 5 SSPE 411 (Rev.12/31/18)
Equipment•($1,000 or more-per Item),.
Item Estimated Cost
•
•
TOTAL
Add-Row
Supplies($999.or Jess per item)' -
Item Estimated Cost
TOTAL
Ykdtri3ovi •
Indirect Cost -
Rate Total
Basel I)1 :Rate I $0.00
FFY 2020 Enforcement;Campaign Dates
' Paid • Potential Grant'Data
Post Enforcement =
Campaign . Advertising Kickoff Press . -Enforcement - Collection
•Campaign Release Dates
Media Release Form Due
Halloween No October 16-18, October 19-November 3, November 4-6, November 18,2019
2019 (6 a.m.),2019 2019
Thanksgiving Yes November 18-21, November 22-Dec.2, December 3-5, -December 16,
2019 (6 a.m.)2019 2019 2019
• Christmas/ December 12-15, December 16,2019-Jan.
New Year's Yes 2019 2(6 a.m.),2020 January 3-5,2020 January 16,2020
•
Super Bowl No January 28-30, January 31-Feb.3, February 4-7,2020 February 17,2020
2020 (6 a.m.),2020
St.Patrick's Day No March 9-11,2020 March 12-18(6 a.m.), March 19-21,2020 April 1,2020
2020
Distracted Driving Yes March 29-31, April 1-30:2020 May 1-3,2020 May 15,2020
2020
Memorial Day Yes May 4-7,2020 May 8-26(6 a.m.), May 27-29,2020 June 10,2020
2020
Independence Day Yes June 11-14, June 15-July 6,2020 July 7-9.2020 July 20,2020
2020
Labor Day Yes August 16-19,2020 August 20-Sept.8,- September 9-11. September 23,2020
(6 a.m.),2020 2020
Child Passenger Safety No September 14-17, September 18-30, October 1-3,. October 15,
•
2020 2020 2020 2020
Additional Impaired Driving,Occupant Within 2 weeks after
Protection,and/or Speed Patrols No the end of the month in
(Optional) 'which patrols occurred.
Printed 08/22/19 Page 5 of 5 BSPE 411 (Rev. 12/31/18)
•
•
•
•
•
State of Illinois
UNIFORM GRANT BUDGET TEMPLATE
This form is used to apply to individual State of Illinois discretionary grant programs.-Applicants should submit budgets based upon the total estimated costs for the project
including all funding sources. Pay attention to applicable program specific instructions, if attached. The applicant organization should refer to 2 CFR 200, "Uniform
Administrative Requirements,Cost Principles,and Audit Requirements for Federal Awards"cited within these instructions. •
•
You must consult with your Business Office prior to submitting this form for any award restrictions,limitations or requirements when filling out the narrative
and Uniform Budget Template.
• ,Section A— Budget Summary
STATE OF ILLINOIS FUNDS
All applicants must complete Section A and provide a break-down by the applicable budget categories shown in lines 1-17.Eligible applicants requesting funding for only
one year should complete the column under"Year 1."Eligible applicants requesting funding for multi-year grants should complete all applicable columns.Please read all •
instructions before completing form.
STATE OF ILLINOIS GRANT FUNDS •
Provide a total requested State of Illinois Grant amount for each year in the Revenue portion of Section A. The amount entered in Line(a)will equal the total amount
budgeted on Line 18 of Section A.
BUDGET SUMMARY—STATE OF ILLINOIS FUNDS
All applicants must complete Section A and provide a break-down by the applicable budget categories shown in lines 1-17.
Line 18:Show the total budget request for each fiscal year for which funding is requested,
Pleaseuse detail worksheet and narrative section for further descriptions and explanations of budgetary line items. ••
Section A (continued) Indirect Cost Information: (This information should be completed by the applicant's Business Office). If the applicant is requesting •
reimbursement for indirect costs on line 17, the applicant's Business Office must select one of the options listed on the Indirect Cost Information page under Section-A
Indirect Cost Information(1-4), •
Option (1): The applicant has a Negotiated Indirect Cost Rate Agreement(NICRA) that was approved by the Federal government. A copy of this agreement must be
provided to the State of Illinois' Indirect Cost Unit for review and documentation. This NICRA will be accepted by all State of Illinois Agencies up to any statutory, rule-
based or programmatic restrictions or limitations, If this option is selected by the applicant, basic information is required for completion of this section. See bottom of
-Section-A Indirect Cost Information"
NOTE: The applicant may not have a Federally Negotiated Indirect Cost Rate Agreement.Therefore,in order for the applicant to be reimbursed for Indirect
Costs from the State of Illinois,the applicant must either:
A) Negotiate an Indirect Cost Rate with the State of Illinois'Indirect Cost Unit with guidance from our State Cognizant Agency on an annual basis.
B) Elect to use the de minimis rate of 10%modified total direct cost(MTDC)which may be used indefinitely on State of Illinois Awards.
C) Use a Restricted Rate designated by programmatic statutory policy. (See Notice of Funding Opportunity for Restricted Rate Programs).
•
GOM BGATU-3002-(R-02-17)
f. : State of Illinois
UNIFORM GRANT BUDGET TEMPLATE
Section A— Budget Summary (continued)
Option(2a): The applicant currently has a Negotiated Indirect Cost Rate Agreement with the State of Illinois that will be accepted by all State of Illinois Agencies up to any
statutory,rule-based or programmatic restrictions or limitations. The applicant is required to submit a new Indirect Cost Rate Proposal to the Indirect Cost Unit within six
(6)months after the close of each fiscal year (2 CFR 200 Appendix IV (C)(2)(c). Note: If this option is selected by the applicant, basic information is required for
completion of this section.See bottom of`Section-A Indirect Cost Information`.
Option(2b): The applicant currently does not have a Negotiated Indirect Cost Rate Agreement with the Slate of Illinois.The applicant must submit its initial Indirect Cost
Rate Proposal(ICRP)immediately after the applicant is advised that the State award will be made and,in no event,later than three(3)months after the effective date of
the State award(2 CFR 200 Appendix IV(C)(2)(b) The initial ICRP will be sent to the State of Illinois'Indirect Cost Unit.Note:The applicant should check with the State
• of Illinois awarding Agency for information regarding reimbursement of indirect costs while its proposal is being negotiated.
Option(3): The applicant elects to charge the de minimis rate of 10%modified total direct cost(MTDC)which may be used indefinitely on State of Illinois awards(2 CFR
200.414 (c)(4)(f)& (200.68). Note: (The applicant must be eligible, see 2 CFR 200.414 (I), and submit documentation on the calculation of MTOC within your Budget
Narrative under Indirect Costs,) •
Option(4): If you are applying for a grant under a Restricted Rate Program,indicate whether you are using a restricted indirect cost rate that is included on your approved
Indirect Cost Rate Agreement,or whether you are using a restricted indirect cost rate that complies with statutory or programmatic policies.Note:See Notice of State
Award for Restricted Rate Programs. •
Section B— Budget Summary,
NON-STATE OF ILLINOIS FUNDS
•
NON-STATE OF ILLINOIS FUNDS:If the applicant is required to provide or volunteers to provide cost-sharing or matching funds or other non-State of Illinois resources to
the project,the applicant must provide a revenue breakdown of all Non-State of Illinois funds in lines (b)-(d). the total of"Non-State Funds"should equal the amount
budgeted on Line 18 of Section 8.If a match percentage is required,the amount should be entered in this section.
BUDGET SUMMARY—NON-STATE OF ILLINOIS FUNDS
If the applicant is required to provide or volunteers to provide est-shoring or matching funds or other non-State of Illinois resources to the project,these costs should be
shown for each applicable budget category on lines 1017 of Section B.
Lines 1-17:For each project year,for which matching funds or other contributions are provided,show the total contribution for each applicable budget category.
Line 18:Show the total matching or other contribution for each fiscal year.
Please see detail worksheet and narrative section for further descriptions and explanations of budgetary line items.
GOM BGATU-3002-(R-02-17)
State of Illinois
UNIFORM GRANT BUDGET TEMPLATE
Section C — Budget Worksheet & Narrative
[Attach separate sheel(sll
Pay attention to applicable program specific Instructions:if attached
All applicants are required to submit a budget narrative along with Section A and Section B.The budget narrative is sometimes referred to as the budget justification.The
narrative serves two purposes:it explains how the costs were estimated and it justifies the need for the cost.The narrative may include tables for clarification purposes.
The State of Illinois recommends using the State of Illinois Uniform Budget Template worksheet and narrative guide provided.
1. Provide an itemized budget breakdown,and justification by project year,for each budget category listed in Sections A and B.
2. For non-State of Illinois funds or resources listed in Section B that are used to meet a cost-sharing or matching requirement or provided as a voluntary cost-
sharing or matching commitment,you must include:
a.The specific costs or contributions by budget category;
b.The source of the costs or contributions;and
c.In the case of third-party in-kind contributions,a description of how the value was determined for the donated or contributed'goods or services.
[Please review cost sharing and matching regulations found in 2 CFR 200.306.]
3. If applicable to this program,provide the rate and base on which fringe benefits are calculated.
4. If the applicant is requesting reimbursement for indirect costs on line 17,this information should be completed by the applicant's Business Office. Specify the
estimated amount of the base to which the indirect cost rate is applied and the total indirect expense. Depending on the grant program to which the applicant is applying
and/or the applicant's approved Indirect Cost Rate Agreement,some direct cost budget categories in the applicant's grant application budget may not be included in the
base and multiplied by your indirect cost rate.Please indicate which costs are included and which costs are excluded from the base to which the indirect cost rate is
applied.
5, Provide other explanations or comments you deem necessary.
GOM BGATU-3002-(R-02-17)
•
•
State of Illinois
! • UNIFORM GRANT BUDGET TEMPLATE
Keep in mind the following—
Although the degree of specificity of any budget will vary depending on the nature of the project and State of Illinois agency requirements,a complete,well-thought-out
budget serves to reinforce your credibility and increase the likelihood of your proposal being funded.
A well-prepared budget should be reasonable and demonstrate that the funds being asked for will be used wisely.The budget should be as concrete and specific as
possible in its estimates.Make every effort to be realistic,to estimate costs accurately.The budget format should be as clear as possible.It should begin with a budget
narrative,which you should write after the entire budget has been prepared.Each section of the budget should be in outline form, listing line items under major headings
and subheadings.Each of the major components should be subtotaled with a grand total at the end.
Your budget should justify all expenses and be'consistent with the program narrative:
Salaries should be comparable to those within the applicant organization.lf new staff is being hired,additional space and equipment are considered,as necessary.lf the
budget lists an equipment purchase,it is the type allowed by the agency.lf additional space is rented,the increase in insurance is supported.lf an indirect cost rate applies
to the proposal,the division between direct and indirect costs is not in conflict,and the aggregate budget totals refer directly to the approved formula.Indirect costs are
costs that are not readily assignable to a particular project, but are necessary to the operation of the organization and the performance of the project (like the cost of
operating and maintaining facilities,depreciation,and administrative salaries).
4200.308.Revision of bttdget.andprogi-am plans. '
(e)The Federal/State awarding agency may,at its option,restrict the transfer of funds among direct cost categories or programs,functions and activities for Federal/State
awards in which the Federal/State share of the project exceeds the Simplified Acquisition Threshold and the cumulative amount of such transfers exceeds or is expected 4
to exceed 10 percent or.$1,000 per detail line item, whichever is greater of the total budget as last approved by the Federal/State awarding agency.The Federal/State
awarding agency cannot permit a transfer that would cause any Federal/State appropriation to be used for purposes other than those consistent with the appropriation.
•
•
GOMBGATU-3002-(R-02-17)
•
•
..
State of Illinois
M�vF 1 UNIFORM GRANT BUDGET TEMPLATE
State Agency: Illinois Department of Transportation •
Organization Name:City of Elgin Notice of Funding 20-0343-02
Data Universal Number System(DUNS)Number(enter numbers only): 010224772 Opportunity(NOFO)Number:
Catalog of State Financial Assistance(CSFA)Number:494-10-0343 _ I CSFA Short Description(Slate&Comm.Hwy.Safety/NII.Priority Safety Programs 1
Section A: State of Illinois Funds Fiscal Year:FFY20 _l
REVENUES Total Revenue
Slate ofIilinois Grant Requested $ 136.364:00
et_
OMB Uniform Guidance
Bud
g Ettpenditure Categories Federal Awards Reference 2 CFR 200 Total Expenditures
1:"Personnel(Salary and Wages) 200.430 , . - •$.: 136.364.00
2_ Fringe Benefits . 200.431 $
3.,Travel • - "200.47.4 . $ •
.
4. Equipment ' 200.439 $
5. Supplies' • - .. _ •. 200.94 _ .-s' •
6. Contractual Services and Subawards 200.318 8 200.92 $
7. Consultant(P/ofess(onal Serv(ce) • 2001459. _ $
8. Construction - $ 1
9:.Occupancy(Rent and Unities)_ " 200A65. ;$
10.Research and Development(R&D). 200.87 $
11.Telecommunications $, .
12.Training and Education 200.472 $ •
13.Direct Administrapve_Costs,__ 200.413(c) $
14.Miscellaneous Costs $ _ . '
15.A.Grant Exclusive Line Items) $; •
15.B.Grant Exclusive Line Item(s) .
16..Tolal Direct Costs(add Imes 1-15) 200.413 $ 136.364.0.0
17:Total Indirect Costs 200.414_ $
Rate`/o:
Base: 1
Instructions
18.Total Costs.State Grant Funds . found at end of
(Lines 16 and,17) $I. 136.364.00 document.
_NI4�ST EQUAL REVENU :T.OTALS ABOVE •
y
GOMBGATU-3002•(R•02-17) Page 1 of 23
es t
State of Illinois
t UNIFORM GRANT BUDGET TEMPLATE
Organization Name:Citv of Elfin NOFO Number:20-0343-02
•
SECTION A-Continued-Indirect Cost Rate Information
If your organization is requesting reimbursement for indirect costs on line 17 of the Budget Summary,please select one of the following options
1. Our Organization receives direct Federal funding and currently has a Negotiated Indirect Cost Rate Agreement(NICRA)with our Federal Cogniiant •
Agency. A copy of this agreement will be provided to the State of Illinois'Indirect Cost Unit for review and documentation before reimbursement is
u allowed. This NICRA will be accepted by all State of Illinois agencies up to any statutory,rule-based or programmatic restrictions or limitations. NOTE:
(If this option is selected,please,provide basic Negotiated Indirect Cost Rate Agreement in area designated below.)
Your organization may not have a Federally Negotiated Cost Rate:Agreement. Therefore, in order for your organization to be reimbursed for the Indirect
Costs from the State of Illinois your organization must either:.
a. Negotiate an Indirect Cost Rate with the State of Illinois'Indirect Cost Unit with guidance from your State Cognizant Agency on an annual basis;
b. Elect to use the de minimis rate of 10%modified for total direct costs(MTDC)which may be used indefinitely on State of Illinois awards;or
•
• c. Use a Restricted Rate designated bxr programmatic or statutory policy(see Notice of Funding Opportunity for Restricted Rate Programs).
2a. Our Organizations currently has a Negotiated Indirect Cost Rate Agreement(NICRA)with the State of Illinois that will be accepted by all State of
I--1 Illinois agencies up to any statutory,rule-based or programmatic restrictions or limitations. Our Organization is required to submit a new Indirect Cost
U Rate Proposal to the Indirect Cost Unit within 6 months after the close of each fiscal year(2 CFR 200.Appendix IV(C)(2)(c)). NOTE:(If this option is
selected, please provide basic Indirect Cost Rate information in area designated below.)
2b. Our Organization currently does not have a Negotiated Indirect Cost Rate Agreement (NICRA)with the State of Illinois. Our organization will
submit our initial Indirect Cost Rate Proposal(ICRP)immediately after our Organization is advised that the State award will be made no later than three
❑ (3)months after the effective date of the State award[2 CFR 200 Appendix(C)(2)(b)), The initial ICRP will be sent to the-State of Illinois Indirect Cost
unit. Note:(Check with you State of Illinois Agency for information regarding reimbursement of indirect costs while your proposal is being
negotiated.)
• 3. Our Organization has never received a Negotiated Indirect Cost Rate Agreement from either the Federal government or the State or Illinois arra
elects to charge the de minimis rate of 10%modified total direct cost(MTDC)which may be Used indefinitely on State of Illinois awards(2 CFR 200.414
▪ (C)(4)(f)and-200.68.J [Note: Your Organization must be eligible,see 2 CFR 200.414(f),and submit documentation on the calculation of MTDC
within your Budget Narrative under Indirect Costs.] •
0 4. For Restricted Rate Programs,our Organization is using a restricted indirect cost rate that:
pis included as a"Special Indirect Cost Rate"in the NICRA,pursuant to 2 CFR 200 Appendix IV(5);or
❑complies with other statutory policies.
The Restricted Indirect Cost Rate is: %
(�C 5. No reimbursement of Indirect Cost is being requested.(Please consult your program office regarding possible match requirements.)
Basic Negotiated Indirect Cost Rate Information(Use only if option 1 or 2(a),above is selected.)
Period Covered by NICRA: From:[ ,To:[ Approving Federal or Stale Agency:•
I
Indirect Cost Rale: % The Distribution Base Is:
GOMBGATU-3002-(R-02-17) Page 2 of 23
f" r-
t , State of Illinois
1
a
UNIFORM GRANT BUDGET TEMPLATE
a
Organization Name:City of Elgin NOFO Number:20-0343-02
Section B:- Non-State of Illinois Funds - Fiscal Year:f FFYZO
REVENUES Total Revenue
Grantee Match Requirement°h: _ .(Agency toPopulate) -_ • . .I
b)Cash $ •
c)Nori-Cash $ -
d)other Funding and Contributions $
Total Non-Stale Funds(lined ti:through d) - $. .
Budgt.l pe.O. - Categ_o`r�es OMB Uniform Guidance - "
Total Expenditures
Federal Awards Reference:2 CFR 200 _
1. Personnel(Salaries and Wages) 200.430 $
2. Fringe Benefits 200.431 - $ r '
3. Travel 200.474 $ •
4. Equipment 200.439 $
5. Supplies 200.94 $ •
6. Contractual Services and Subawards 200.318&200.92 $ , -
r
7. Consultant(Professional Services) 200.459 $
•
8. Construction - • _ . _ -- ,$ .
9. Occupancy(Rent and Utilities) - 200.465 $
10.'Research and Development(R&D( 200.87 $ __-__
11.Telecommunications V _ $
12.Training and Education " 200.472 $ ' - _
13.Direct Administrative Costs 200.413(c)- $ -
14.Miscellaneous Costs $._ ._
15.A.Grant Exclusive Line Item(s) $
15.8.Gram Exclusive Line items) - - - , $• _ . r
16.Total Direct Costs(add lines 1,15) - ._ 200.413 .$
17.Total indirect Costs 200.414 5-.
Rate%: ( . -
Base:
•
18,Total Costs State Gram Funds
(Lines 16 and 17) $ .
MUSTEQUAL REVENUE TOT ALS_ABOVE
GOMBGATU-3002-(R-02.17) Page 3 of 23
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et, State of Illinois
UNIFORM GRANT BUDGET TEMPLATE
- .6
Organization Name:City of Elgin NOFO Number:20-0343-02
Data Universal Number System(DUNS)Number(enter numbers only): 010224772 Fiscal Year:IFFY20
t
Catalog of State Financial Assistance(CSFA)Number:1494-10-03 43 I CSFA Shod Description:IStale&Comm.Hwy.SafetylNtl.Priority Safety Programs
By signing this report, I certify to the best of my knowledge and belief that the report is true, complete and accurate and
that any false, fictitious or fraudulent information or the omission of any material fact could result in the immediate
termination of my grant award(s).
City of Elgin I City of Elgin
1Chief.Financial
lnstdutionlOrganrzation Name: Institution/Organization Name:
Officer City Manager
Title(Chief Financial Officer or equivalent): Title(Executive Director or equiialent):
Debra Nawrocki Richard G.Kozel
Printed Name(Chief Financial Officer or equivalent): Printed Name(Executive Director or equivalent);
LA 1--- 4Vir".40e96 -
Signaiure.(Chief Financial fficer or equivalent): Signature(Executivector or equivalent):
October 23,2019 October 23,2019
Date of Execution(Chief Financial Officer): Date of Execution(Executive Director):
Note: The State Awarding Agency may change required signers based on the grantee's organizational structure. The required signers must have the authority to enter
onto contractual agreements on the behalf of the organization.
GOMBGATU-3002-(R-02-17) Page 4 of 23
State of Illinois
'; '� UNIFORM GRANT BUDGET TEMPLATE
FFATA Data Collection Form(if needed by agency)
Under FFATA,all sub-recipients who receive 530,000 or more must provide the tollowng information for federal reporting.Please fill out the following form accurately and completely.
4-digit extension if applicable:
Sub-recipient DUNS: 010224772 Sub-recipient Parent Company DUNS:
Sub-recipient Name: City of Elgin
Sub-recipient DBA Name:
Sub-recipient Street Address: 150 Dexter Ct.
City: Elgin State: II I Zip-Code:60120-5503 Congressional District: 6th Congressional
Sub-recipient Principal Place of Performance: City of Elgin
City: Eloin State: II Zip-Code:60120-5503 Congressional District: 6th Congressional
Contract Number(if known): Award Amount: Project Period.From: Project Period:To: •
OP-20-0114 $136,364.00 Oct 1.2019 SeP 30.2020
State of Illinois Awarding Agency and Project Detail Description:
Under certain circumstances,sub-recipient must provide names and total compensation of its top 5 highly compensated officials. Please answer the following questions and
follow the instructions.
01. In your business or organization's previous fiscal year.did your business or organization(including parent organization,all branches and affiliates worldwide)receive
(1)80%or more of your annual gross revenues in U.S.federal contracts,subcontracts,loans,grants,subgrants and/or cooperative agreements and(2)$25,000,000 or
more in annual gross revenue from U.S.federal contracts.subcontracts. loans,grants.subgrants and/or cooperative agreements?
Yes If Yes,must answer Q2 below. No ❑ If No,you are not required to provide data.
02. Does the public have access to information about the compensation of the senior executives in your business or organization(including parent organization,all
branches and all affiliates worldwide)through periodic reports filed under section 13(a)or 15(d)of the Security Exchange Act of 1934(5 U.S.C-78m(a), 78o(d))or section
6104 of the Internal Revenue code of 1986(i.e.,on IRS Form 990)?
Yes ® No ❑ If No,you must provide the data.Please fill out the rest of this form.
Please provide names and total compensation of the top five officials:
Name: Amount:
Name:
Amount:
Name: Amount:
Name: Amount:
•
Name:
Amount:
GOMBGATU-3002.(R-02-17) Page 5 of 23
J
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State of Illinois
UNIFORM GRANT BUDGET TEMPLATE
1).Personnel(Salaries and Wages)(2 CFR 200.430)
List each position by title and name of employee,if available. Show the annual salary rate and the percentage of time to be devoted to the project and length of time
working on the project. Compensation paid for employees engaged in grant activities must be consistent with that paid for similar work within the applicant organization.
Include a description of the responsibilities and duties of each position in relationship to fulfilling the project goals and objectives in the narrative space provided below.
Also,provide a justification and description of each position(including vacant positions).Relate each position specifically to program objectives.Personnel cannot exceed
100%of their time on all active projects.
Name Position Salary or Wage Basis %of Time Length of Time Personnel Cost Add/Delete
(Yr./Mo./Hr.) Row
Hire Back Officers - $73.00 Hourly 100 % 1.868 $136,364.00 ,Add
•Delete
State Total $136,364.00
- - % --Add•
Delete"
NON-State Total
Total Personnel $136,364.00
Personnel Narrative(State):
Officers working hireback hours for STEP grant not to exceed$136,364.00.
Personnel Narrative(Non-State):(i.e."Match"or"Other Funding") -
•
GOMBGATU-3002-(R-02-17) Page 6 of 23
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r State of Illinois
Y
UNIFORM GRANT BUDGET TEMPLATE
2).Fringe Benefits(2 CFR 200.431)
Fringe benefits should be based on actual known costs or an established formula. Fringe benefits are for the personnel listed in category(1)direct salaries and wages,
and only for the percentage of time devoted to the project.Provide the fringe benefit rate used and a clear description of how the computation of fringe benefits was done.
Provide both the annual(for multiyear awards)and total. If a fringe benefit rate is not used,show how the fringe benefits were computed for each position.The budget
justification should be reflected in the budget description.Elements that comprise fringe benefits should be indicated.
•
Name Position(s) Base Rate(%) Fringe Benefit Add/Delete
Cost . Rows •
- =Add
Delete--
•
elete _
State Total •
. - ..Add
. _ Delete •
Non-State Total
Total Fringe Benefits
•
Fringe Benefits Narrative(State):
Fringe Benefits Narrative(Non-State):(i.e.-'Match"or"Other Funding")
•
•
GOMBGATU-3002-(R-02-17) Page 7 of 23
State of Illinois
UNIFORM GRANT BUDGET TEMPLATE
3).Travel(2 CFR 200.474)
Travel should include:origin and destination, estimated costs and type of transportation,number of travelers,related lodging and per diem costs,brief description of the
travel involved,its purpose,and explanation of how the proposed travel is necessary for successful completion of the project. In training projects,travel and meals for
trainees should be listed separately. Show the number of trainees and unit cost involved. Identify the location of travel,if known:or if unknown, indicate location to be
determined." Indicate source of Travel Policies applied,Applicant or State of Illinois Travel Regulations.NOTE: Dollars requested in the travel category should be for
staff travel only.Travel for consultants should be shown in the consultant category along with the consultant's fee.Travel for training participants,advisory committees,
review panels and etc.,should be itemized the same way as indicated above and placed in the"Miscellaneous"category.
Purpose of Travel/Items Location Cost Rate Basis Quantity Number of Trips Travel Cost Add/Delete
Row
• Add
Delete
State Total
r
•
•
Add.
Delete
NON-State Total
• Total Travel
Travel Narrative(State):
Travel Narrative(Non-State):(i.e..e"Match"of"Other Funding)
•
GOMBGATU-3002-(R-02-17) Page 8 of 23
•
State of Illinois
a r� UNIFORM GRANT BUDGET TEMPLATE
4�ry^
4).Equipment(2 CFR 200.439) •
Provide justification for the use of each item and relate them to specific program objectives. Provide both the annual (for multiyear awards)and total for equipment.
Equipment is defined as an article of tangible personal property that has a useful life of more than one year and a per-unit acquisition cost which equals or exceeds the
lesser of the capitalization level established by the non-Federal entity for financial statement purposes,or$5,000.An applicant organization may classify equipment at a
lower dollar value but cannot classify it higher than$5,000.(Note:Organization's own capitalization v0liCv for classification of eguloment can be used). Applicants should
analyze the cost benefits of purchasing versus leasing equipment,especially high cost items and those subject-to rapid technical advances. Rented or leased equipment
costs should be listed in the"Contractual"category: Explain how the equipment is necessary for the success of the project. Attach a narrative describing the procurement
method to be used.
Item Quantity Cost Per Item Equipment Add/Delete
Cost Rows
., _ Add
• Delete—
•
State Total
•-'Add'
_Delete
Non-State Total
• Total Equipment
•
Equipment Narrative(State): -
•
Equipment Narrative(Non•State):(i.e."Match"or"Oilier Funding")
•
GOMBGATU-3002-(R-02-17) Page 9 of 23
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twv>,
State of Illinois
UNIFORM GRANT BUDGET TEMPLATE
5).Supplies(2 CFR 200.94) •
List items by type(office supplies,postage,training materials,copying paper,and other expendable items such as books,hand held tape recorders)and show the basis
for computation. Generally,supplies include any materials that are expendable or consumed during the course of the project.
•
Item Quantity/Duration Cost Per Item Supplies Add/Delete
Cost Rows
•
Add`_ •
Delete
•
State Total
—Add ,
-Delete'.
Non-State Total
Total Supplies
Supplies Narrative(State):
•
Supplies Narrative(Non-Slate):(i.e."Match"or"Other Funding")
•
•
GOMBGATU-3002-(R-02-17) • Page 10 of 23
State of Illinois •
kr UNIFORM GRANT BUDGET TEMPLATE
6).Contractual Services(2 CFR 200.318)&Subawards(200.92) •
Provide a description of the product or service to be procured by contract and an estimate of the cost.Applicants are encouraged to promote free and open competition in
awarding contracts.A separate justification must be provided for sole contracts in excess of$150,000(See 2 CFR 200.88). NOTE :this budget category may include
subawards. Provide separate budgets for each subaward or contract, regardless of the dollar value and indicate the basis for the cost estimates in the narrative.Describe
products or services to be obtained and indicate the applicability or necessity of each to the project.
Please also note the differences between subaward,contract,and contractor(vendor):
1)Subaward(200.92)means an award provided by a pass-through entity to a sub-recipient for the sub-recipient to carry out part of a Federal/State award,including a
portion of the scope of work or objectives.It does not include payments to a contractor or payments to an individual that is a beneficiary of a Federal/State program.
2)Contract(200.22)means a legal instrument by which a non-Federal entity purchases property or services needed to carry out the project or program under a Federal
award.The term as used in this part does not include a legal instrument,even if the non-Federal entity considers it a contract, when the substance of the transaction
meets the definition of a Federal award or subaward.
3)"Vendor"or"Contractor" is generally a dealer, distributor or other seller that provides supplies, expendable materials, or data processing services in support of the
project activities. •
Item Contractual Services Add/Delete
Cost Rows
:Add
-Defete±
State Total
—Add.
Delete
Non-Slate Total
Total Contractual Services
Contractual Services Narrative(State):
Contractual Services Narrative(Non-State):(i.e."Match"or'Other Funding")
GOMBGATU-3002-(R-02-17) Page 11 of 23
a State of Illinois
0 •
UNIFORM GRANT BUDGET TEMPLATE
,:va•
7).Consultant Services and Expenses(2 CFR 200.459)
Consultant Services(Fees):For each consultant enter the name,if known,service to De provided,hourly or daily fee(8-hour day),and estimated time on the project.
Consultant Expenses: List all expenses to be paid from the grant to the individual consultant in addition to their fees (i.e., travel, meals, lodging, etc.) Consultant--
Indicate whether applicant's formal,written Procurement Policy or the Federal Acquisitions Policy is used.
Consultant Services(Fees) Services Provided Fee Basis Quantity Consultant Services Add/Delete
(Fee)Cost Row
_ 'Add
Delete•
State Total •
•
Add
Delete
NON-State Total
Total Consultant Services(Fees)
Consultant Services Narrative(State):
Consultant Services Narrative(Non-State):
Consultant Expenses-Items Location I Cost Rate Basis Quantity Number of Consultant Expenses Add/Delete
Trips Cost Row
Add
II Delete
State Total
- - - - Add
Delete
•
NON-State Total
•
•
Total Consultant Expenses I
Consultant Expenses Narrative(Slate): •
Consultant Expenses Narrative(Non-State):(i.e."Match,or"Other Funding")
• GOMBGATU-3002-(R-02-17) Page 12 of 23
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t State of Illinois
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UNIFORM GRANT BUDGET TEMPLATE
•
8).Construction
Provide a description of the construction project and an estimate of the costs.As a rule,construction costs are not allowable unless with prior written approval. In some
cases,minor repairs or renovations may be allowable. Consult with the program office before budgeting funds in this category. Estimated construction costs must be
supported by documentation including drawings and estimates,formal bids,etc.As with all other costs,follow the specific requirements of the program,the terms and
conditions of the award,and applicable regulations. -
Purpose Description of Work Construction Add/Delete
Cost Rows
- Add
•
•
Delete
State Total
•
.Add
• •Delete•
Non-State Total
•
Total Construction
Construction Narrative(State):
•
Construction Narrative(Non-State):(i.e."Match'or"Other Funding") •
GOMBGATU-3002-(R-02-17) Page 13 of 23
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FCC k State of Illinois •
le
UNIFORM GRANT BUDGET TEMPLATE
9).Occupancy-Rent and Utilities(2 CFR 200.465)
List items and descriptions by major type and the basis of the computation. Explain how rental and utility expenses are allocated for distribution as an expense to the •
program/service. For example, provide the square footage and the cost per square foot rent and utility, and provide a monthly rental and utility cost and how many
months to rent.NOTE:This budgetary line item is to be used for direct program rent and utilities,all other indirect or administrative occupancy costs should be listed in the
indirect expense section of the Budget worksheet and narrative.Maintenance and repair costs may be included here if directly allocated to program.
Description Quantity Basis Cost Length of Time Occupancy Add/Delete
Cost Row
Add •
' Delete
State Total
• Add . .
•
Delete;
NON-State Total
Total Occupancy-Rent and Utilities
Occupancy-Rent and Utilities Narrative(State):
Occupancy-Rent and Utilities Narrative(Non-State):(i.e."Match"or'Other Funding')
•
•
•
GOMBGATU-3002-(R-02-17) Page 14 of 23
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State of Illinois
t z
UNIFORM GRANT BUDGET TEMPLATE
10).Research&Development(R&D)(2 CFR 200.87)
Definition:All research activities, both basic and applied, and all development activities that are performed by non-Federal entities directed toward the production of
useful materials,devices,systems,or methods,including design and development of prototypes and processes.Provide a description of the research and development
project and an estimate of the costs.Consult with the program office before budgeting funds in this category.
Purpose Description of Work Research and Development Add/Delete
Cost Rows
Add
Delete
State Total
Add ;
:Delete
Non-State Total
Total Research and Development
Research and Development Narrative(State):
Research and Development Narrative(Non-State):(i.e."Match"or"Other Funding")
•
GOMBGATU-3002.(R-02.17) Page 15 of 23
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r�6 State of Illinois
UNIFORM GRANT BUDGET TEMPLATE
11).Telecommunications
List items and descriptions by major type and the basis of the computation. Explain how telecommunication expenses are allocated for distribution as an expense to the •
program/service. NOTE:This budgetary line item is to be used for direct program telecommunications,all other indirect or administrative telecommunication costs should
be listed in the indirect expense section of the Budget worksheet and narrative.
Description Quantity Basis Cost Length of Time Telecommunications Add/Delete
Cost Row
Add-
Delete
State Total
—. - .Add. -
7 'Delete
NON-State Total
Total Telecommunications
Telecommunications Narrative(State):
•
Telecomfnunlcations Narrative(Non•Stato):(i.e."Match"or"Other Funding")
i
•
GOMBGATU-3002-(R-02-17) Page 16 of 23
State of Illinois
ILVIr
UNIFORM GRANT BUDGET TEMPLATE
12).Training and Education(2 CFR 200.472)
Describe the training and education cost associated with employee development.Include rental space for training(if required),training materials,speaker fees,substitute
teacher fees,and any other applicable expenses related to the training.When training materials(pamphlets,notebooks,videos,and other various handouts)are ordered
for specific training activities,these items should be itemized below.
Description Quantity Basis Cost Length of Time Training and Add/Delete
Education Cost Row
_ -. Add
•
Deleto'"
•
State Total
Add
Delete
NON-State Total •
Total Training and Education •
Training and Education Narrative(State);
Training and Education Narrative(Non-State):(i.e.-tviatch"or"Other Funding")
)
•
GOMBGATU-3002-(R-02.17) Page 17 of 23
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} State of Illinois
!�``W/ UNIFORM GRANT BUDGET TEMPLATE
13).Direct Administrative Costs(2 CFR 200.413(c)) •
The salaries of administrative and clerical staff should normally be treated as indirect(F&A)costs. Direct charging of these costs may be appropriate only if all of the
following conditions are met:(1)Administrative or clerical services are integral to a project or activity;(2)Individuals involved can be specifically identified with the project
or activity;(3)Such costs arQ-S<Xolicitly_includeo•in the budget or have the orior written aQprQval of the Stale awardino aoen4v'and(4)The costs are not also recovered as
indirect costs.
Name Position Salary or Wager Basis %of Time- Length of Time Direct Administrative Add/Delete
(Yr./Mo./Hr.) Cost Row
•
- •Add
�0 Delete
State Total
Add
• .Delete .
NON-State Total
Total Direct Administrative Costs
Direct Administrative Costs Narrative(Slate):
Direct Administrative.Costs Narrative(Non-State);(i.e.-Match"or POther Funding')
GOMBGATU-3002-(R-02-17) Page 18 of 23
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'4 State of Illinois
•
UNIFORM GRANT BUDGET TEMPLATE •
14).Other or Miscellaneous Costs
. This category contains items not included in the previous categories. List items by type of material or nature of expense,break down costs by quantity and cost per unit if
applicable, state the necessity of other costs for successful completion of the project and exclude unallowable costs (e.g.. Printing, Memberships & subscriptions,
recruiting costs,etc.)
Description Quantity Basis Cost Length of Time Other or Add/Delete
Miscellaneous Cost Row
Add _
_ Delete
State Total
- Add'
Delete_
•
NON-State Total
Total Other or Miscellaneous Costs
Other or Miscellaneous Costs Narrative(State):
Other or MiscellaneousCosts Narrative(Non-State):(i.e."Match"or:'Olher Funding") •
•
GOMBGATU-3002•(R-02-17) • Page 19 of 23
State of Illinois
UNIFORM GRANT BUDGET TEMPLATE
-
15).GRANT EXCLUSIVE LINE ITEM
Grant Exclusive Line Item Description:
Costs directly related to the service or activity of the program that is an integral line item for budgetary purposes.To use this budgetary line item,an applicant must have
Program approval. (Please cite reference per statute for unique costs directly related to the service or activity of the program). (Note:Use columns within table as needed
for the item being reported.Leave blank those columns that are not applicable.This table does NOT auto-calculate each line.You must enter the line totals.The table will
auto-calculate the State. Non-State.and Total Grant Exclusive Line Item amounts based on your line entries.The State.Non-State and Total Grant Exclusive Line Item
amounts will NOT carry forward to the Budget Narrative Summary table.You will have to.enter the Slate and Non-State Totals for ALL Grant Exclusive Line Items in the
Budget Narrative Summary table.Use the"Add New Grant Exclusive Line Item"button below to add additional tables as needed.)
• Description Quantity Basis Cost Length of Time Grant Exclusive Line Add/Delete
Item Cost Row
Md
-.Delete—
'
"'
State Total
•
--Add.,
:.-Delete -
NON-State Total
•
Total Grant Exclusive Line Item
Grant Exclusive line Item Narrative(State):
Grant Exclusive Line Item Narrative(Non-Slate):(i.e."Match"or"Other Fnnuing")
Add New,Grent Eiiclusive Line.Item I Delete-Gram Exclusive Llne•Item I^
•
GOMBGATU-3002-(R-02-17) Page 20 of 23
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' • State of Illinois
er UNIFORM GRANT BUDGET TEMPLATE
•
16).Indirect Cost(2 CFR 200.414)
Provide the most recent indirect cost rate agreement information with the itemized budget.The applicable indirect cost rate(s)negotiated by the organization with the
cognizant negotiating agency must be used in computing indirect costs(F&A)for a program budget.The amount for indirect costs should be calculated by applying the
current negotiated indirect cost rate(s)to the approved base(s).After the amount of indirect costs is determined for the program,a breakdown,of the indirect costs should
be provided in the budget worksheet and narrative below.
Description Base Rate Indirect Cost Ad Rows to
• Rows
$0.00 Add
— - Dente
State Total $0.00
$0.00 Add
'Delete
Non-State Total $0.00
Total Indirect Costs $0.00
indirect Costs Narrative(Stale):
tnctirect Costs Narrative(Non-State)t
•
•
GOMBGATU-3002-(R-02-17) Page 21 of 23
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State of Illinois
K
i, UNIFORM GRANT BUDGET TEMPLATE
Budget Narrative Summary--When you have completed the budget worksheet,transfer the totals for each category to the spaces below to the uniform template provided
(SECTION A&B). Verify the total costs and the total project costs. Indicate the amount of State requested funds and the amount of non-State funds that will support the
project..(Note:The State,Non-State,and Total cost amounts for each line item below are auto-filled based upon the entries in the preceding budget tables 1-14 and 16.
.The State and Non-State Total amounts from Table 15 above,Grant Exclusive Line Item(s),must be entered into this table by hand due to the possibility of there being
more than one Grant Exclusive Line Item table.Once the Grant Exclusive Line Item(s)amounts are entered into this table,the State Request amount,Non-State Amount
and the Total Project Costs will be calculated automatically. It is imperative that the summary tables be completed accurately for the Budget Narrative Summary to be
accurate.)
Budget Category State Non•State Total
1. Personnel' $136,364.00 $136;364.00
2. Fringe Benefits
3. Tra4el
4. Equipment _
5. Supplies •
•
6. Contractual Services _ •_
7. Consultant(Piotesslonat Services)
•
8. Construction
-
0..Occupancy(Rent and'l)lilities) _
10.Research and Development(R&D)
•
11.Telecommunications
12.Training and Education
•
13.Direct Administrative Costs •
14.Other or Miscellaneous Costs •
15.GRANT EXCLUSIVE-UNE ITEM(S) - _
16.Indirect Costs $0.00 0.001 $0.00
Stele Regile$) . $136.364.00 _
Non-State Amount
TOTAL PROJECT COSTS $136,364.00
•
GOMBGATU-3002-(R-02-17) Page 22 of 23
State of Illinois
UNIFORM GRANT BUDGET TEMPLATE
For State Use Only
Grantee: City of Elgin Notice of Funding 20-0343-02
Data Universal Number System(DUNS)Number(enter numbers only): 010224772 Opportunity(NOFO)Number:
Catalog of State Financial Assistance(CSFA)Number:r494-10.0343 . J CSFA Snort Description:Slate&Comm.Hwy.Safety/NII.Priority Safety Programs
Fiscal Year(s): FFY20
Initial Budget Request Amount: $136,364.00
Prior Written Approval for Expense Line Item: N/A
Statutory Limits or Restrictions: N/A _
Checklist: N/A
Final Budget Amount Approved: $136 364.00
Adam Gabany
Program Approval Name Program Approval Signature Date
Cynthia L.Walters.P.E.
Fiscal&Administrative Approval Name Fiscal&Administrative Approval Signature Date
Budget Revision Approved:
STATE USE ONLY
Program Approval Name Program Approval Signature Dale
STATE USE ONLY
Fiscal&Administrative Approval Signature Fiscal&Administrative Approval Signature Date
6200 308 Revision of budget and orogram plans
(e)The Federal/State awarding agency may.at its option,restrict the transfer of funds among direct cost categories or programs,functions and activities for Federal/Stale
awards in which the Federal/State share of.the project exceeits the Simplified Acquisition Threshold and the cumulative amount of such transfers exceeds or is expected
to exceed 10 percent or$1,000 per detail line item,whichever is greater of the total budget as last approved by the Federal/State awarding agency,The Federal/State
awarding agency cannot permit a transfer that would cause any Federal/Slate appropriation to be used for purposes other than those consistent with the appropriation.
GOMBGATU-3002-(R-02-17) Page 23 of 23
h
REPORT -1-0 MAYOR & MEMBERS OF CITY COUNCIL E A...
THE CITY IN THE SUBURBS
AGENDA ITEM: C
MEETING DATE: September 26, 2018
ITEM:
• Illinois Department of Transportation Sustained Traffic Enforcement Program Grant for Occupant
Protection and Impaired Driving Enforcement
($116,208)
•
OBJECTIVE:
Partner with the Illinois Department of Transportation to continue providing safer roadways
through occupant protection and impaired driving enforcement.
RECOMMENDATION:. •
Approve agreement with Illinois Department of Transportation to accept grant award that will
provide funds for occupant protection and impaired driving enforcement in the amount of
$116,208.
The Sustained Traffic Enforcement Program (STEP)grant provides funding for a variety of preven-
tion and enforcement activities including occupant protection,checks and impaired driving en-
forcement.
The goal of the program is to reduce motor vehicle crashes, fatalities and injuries,
increase the use of occupant protection devices and to reduce impaired driving. All costs associ-
ated with these efforts are reimbursed through the STEP grant.
BACKGROUND
Driving under the influence of drugs or alcohol is a nationwide epidemic that is responsible for
numerous crashes, injuries and deaths each year. According to the National Highway and Traffic
Safety Administration, 10,497 people died in alcohol-impaired crashes in 2016, up 1.7 percent
from 10,320 in 2015. In 2016, alcohol-impaired crash fatalities accounted for 28 percent of all
crash fatalities. Every day almost 28 people in the United States die in motor vehicle crashes that
involve an alcohol-impaired driver, which is one every 50 minutes. In the City of Elgin since 2000,
there have been 109 fatalities from crashes. Of those 109 fatalities, 48 traffic fatalities were al-
cohol or drug related. To date for 2018, five out of the seven.fatal crashes have been related to
impaired driving.
The police department recognizes and embraces the goal to continually strive to create a safer
community. Traffic safety initiatives that focus on occupant protection and impaired driving en-
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forcement help to achieve this goal. The police department actively seeks grant partnership op-
portunities to support these safety initiatives. Each year, the US Department of Transportation
and the National Highway Traffic Safety Administration provide funding to the Illinois Depart-
ment of Transportation (IDOT) to promote traffic safety on highways. IDOT, in return, extends
the funding opportunities to law enforcement agencies in Illinois.
One program that is funded through this initiative is the STEP grant program which is designed
to produce a significant impact on impaired driving in a community. The major goals of the pro-
gram are to reduce motor vehicle crashes, fatalities and injuries, increase the use of occupant
protection devices and to reduce impaired driving.
Over the last decade, the police department has utilized this grant initiative, as well as others, in
an effort to reduce incidents related to driving under the influence of drugs or alcohol.This year
the police department has observed an increase in drug related DUI crashes.
• 2008 2009 2010 2011 2012 2013 2014. 2015 2016 2017 2018
3 1 0 0 1 1 3 6 3 1 5*
*YTD for 2018
The success of the department's continued partnership with IDOT is supported by the increasing
number of impairment related traffic arrests over the last six and a half years, as illustrated be-
low:
2012 2013 2014 2015 2016 2017. 2018 •
212 228 231 271 366 418 264*
*YTD for 2018 •
For the fifteenth consecutive year,the department has applied for and received STEP grant fund-
ing. The amount awarded for FFY 2019 is $116,208.
OPERATIONAL ANALYSIS
The STEP grant will provide funding for a variety of prevention and enforcement activities to in-
clude seat belt enforcement, saturation patrols and roving DUI patrols. The officers assigned to
these activities are paid on an overtime basis with all expenses reimbursed through the STEP
grant.
The police department's traffic division will also coordinate activities that will include the follow-
ing:
• Education- Efforts will target high school students, primarily through in-class presen-
tations and demonstrations. Other segments of the population are also impacted
through community outreach efforts.
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• "Operation Prom Night" - A mock demonstration of an impairment related accident
presented to high school students before prom and other end-of-year activities in an
effort to make the potential ramifications of drinking and driving more impactful to
students.
• Media campaigns - Efforts will target high traffic areas in an effort to increase the
awareness and prevention of impaired driving.This is done through message boards,
intranet media sources, radio, etc.
• Special patrol shifts - Weekend and holiday patrols specifically tasked with locating
and arresting impaired drivers.
• Occupant Protection Checks- Periodic safety checks conducted in an effort to ensure
that drivers on Elgin roadways are seat belted and not using cell phones. This is
achieved by officers observing violations at intersections and then making contact
with the drivers.
INTERESTED PERSONS CONTACTED
The department has been in contact with IDOT,specifically grant administrator,Scott Kristiansen,
to ensure that the goals set forth in grant applications are attained. Past grant compliance has
occurred and the results achieved are noted by IDOT.
FINANCIAL ANALYSIS
The police department has been awarded a full reimbursement grant in the amount of$116,208.
The award will be used for various occupant protection and impaired driving enforcement efforts.
The police department is not required to contribute matching funds. Reimbursement is re-
quested after each enforcement effort is completed. Funding will commence on October 1, 2018
and continues through September 30, 2019. •
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT
BUDGETED AVAILABLE
General (010) 010-2304-731.01-02 $548,370 $140,850
General (010) 010-2305-731.01-02 $73,800 $11,860
General (010) ( 010-2308-731.01-02 $1,091,190 $307,120
**Project codes associated with this grant; #230129, 239073 and #039851
LEGAL IMPACT
None.
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ALTERNATIVES
•
The City may choose to not accept this grant opportunity, at which time the police department
would need to reduce the current level of occupant protection and impaired driving enforcement
efforts unless other funding is identified.
NEXT STEPS
1. Finalize the grant acceptance with IDOT.
2. Oversee and supervise the FFY 2019 IDOT STEP grant activities.
3. Provide the necessary grant reporting to IDOT.
Originators: Ronald Spejcher, Senior Patrolman •
Jim Lalley, Sergeant
Jeff Adam, Lieutenant
Frank Trost, Commander
Ana Lalley, Chief of Police
Final Review: Deborah Nawrocki, Chief Financial Officer
William A. Cogley, Corporation Counsel/Chief Development Officer
Richard G. Kozal, City Manager
ATTACHMENTS
A. FFY 2019 IDOT STEP Grant Agreement
61)
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