Loading...
HomeMy WebLinkAbout90-0215 Kane KCCDAP Grant 90- t) 15 AGREEMENT BETWEEN THE COUNTY OF KANE AND THE CITY OF ELGIN This AGREEMENT is entered into as of the - day of , 1990 , by and between the County OF KANE, (hereinafter called "COUNTY") , and the City of Elgin (hereinafter called "GRANTEE") having a principal place of business at. 150 Dexter Court , Elgin , IL 60120 I . RECITALS A. COUNTY has created through Kane County Board Resolution 88-101 the Kane County Community Development Assistance Program (hereinafter called the "KCCDAP") . B. GRANTEE is eligible to apply for a KCCDAP Grant pursuant to the established KCCDAP guidelines and has submitted an application for a grant wherein all project activities therein described are eligible activities for KCCDAP funding. C. COUNTY has considered and approved the application of GRANTEE and agrees to distribute an amount not to exceed one houndred thousand dollars ($100 ,000. 00) (hereinafter "Grant Funds") to GRANTEE upon conditions provided herein. D. The COUNTY and GRANTEE enter into this Agreement pursuant to their respective powers to enter into such Agreements , as those powers are defined in the Illinois Constitution and applicable statutes . II . SCOPE OF PROJECT A. Grantee hereby agrees to perform. in a timely fashion , the following activity. as previously defined in the application and project description submitted by the GRANTEE: Riverfront Redevelopment II and III hereinafter "PROJECT") . B. The description of the Project stated hereinabove is not necessarily inclusive , and it is further outlined in GRANTEE 's application and project description , and as described in Exhibit "A" attached hereto, incorporated herein and made a part of this Agreement. C. This Project shall be identified as KCCDAP Account No. 8902011 which identifying number shall be used by GRANTEE on all payment requests. III . GRANTEE ' S COMPLIANCE WITH GENERAL REQUIREMENTS A. GRANTEE acrees and authorizes Kane County Development Department to conduct on-site reviews, to examine personnel and employment records and to conduct any other procedures or practices to assure compliance with the provisions of this Agreement. 3. GRANTEE acrees not to violate any laws , state or federal rules or reculaticns regard-ng a direct or indirect illegal interest on the part of any employee or elected official of the GRANTEE in the Project or payments made pursuant to this Agreement. C. GRANTEE shall maintain records to show actual time devoted and costs incurred, in relation to the Project, and shall prepare and submit quarterly progress reports which describe the work already performed and anticipated during the remaining time of the Project. Upon fifteen ( 15) days notice from the COUNTY, originals or certified copies of all time sheets, billings , and other documentation used in the preparation of said progress reports shall be made available for inspection, copying, or auditing by the COUNTY at any time during normal business hours . D. GRANTEE shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, Cr national origin. All subcontracts must contain the following equal opportunity clause and also stipulate that such clause be posted in some form on the job site : The Contractor shall not discriminate against any employee or applicant for employment because of race, color religion, sex, or national origin. Further, the GRANTEE shall conform itself to and comply with all applicable provisions of the Illinois Human Rights Act, Illinois Revised Statutes , ch. 68 , para 1-101 ( 19 87 ) as amended . • IV. SPECIAL CONDITIONS COUNTY may withhold all or any portion of Grant Funds until such time as when it can be satisfactorily determined by COUNTY that GRANTEE has met certain special conditions, if applicable and as set forth in Appendix "3" attached hereto, incorporated herein and mace a part of this Agreement. V. RIGHTS TO SUBCONTRACT • A. GRANTEE may at its sole option subcontract all or any portion of the Project to such engineers, architects, independent land use consultants , professional land planner, construction contractors or other entities as GRANTEE shall deem appropriate Cr necessary and upon such terms as may be acceptable to GRANTEE. 3. GRANTEE will be responsible for assembling bid packages or requests for proposal , where applicable, and shall comply with any and all local , state and federal requirements relative to public notice, bid opening and bid acceptance. VI. BILLING PROCEDURE A. COUNTY shall make disbursements to the GRANTEE as either reimbursement for advances made by GRANTEE or as advances for specific cash requirements of GRANTEE. Whether for reimbursement or advancement, GRANTEE shall comply with the following requirements : ( 1) GRANTEE shall submit claims with an accompanying list itemizing all disbursements of Grant Funds , on a form provided by the COUNTY; ( 2) COUNTY will disburse to GRANTEE no more than 50% ( f_f t•' percent) of total dollars for the completion of any one activity and listing of disbursements accompanying claim will indicate actual breakdown of financial responsibility. (3 ) Any claim for advancement of Grant Funds shall be limited to an amount necessary for GRANTEE to meet specific cash requirements for the project and shall be disbursed by GRANTEE within ten (10) • working days of receipt by GRANTEE; (4 ) Any request for reimbursement or advancement pertaining to work under subcontracts shall include GRANTEE ' s certification as follows : (A) For interim payments to the subcontractor, that the work for which payment is requested has been performed and is in place and to the best of GRANTEE ' s knowledge, information and belief that, the quality of such work is in accordance with the subcontract , subject to : ( i) any evaluation of such work as a functioning project upon substantial completion; ( ii) the results of any subsequent tests permitted by the subcontract; and (iii) any defects or deficiencies not readily apparent upon inspection of the work; and (b) For final payment, that the work has been completed , accepted by GRANTEE and performed n a satisfactory manner and in conformance with the subcontract. (5) GRANTEE shall forward to COUNTY copies of all billings, vouchers, and other documents representing any accounts payable, in such timely and reasonable manner as both parties shall determine. B. Immediately upon submission of a claim for Grant Funds , COUNTY shall process such claim and shall approve such claim for payment pursuant to Kane County Board policy, as amended . C. COUNTY shall be responsible, except as provided for in Sections VIII and IX hereof , for paving all required payments against expenses incurred by GRANTEE under this Agreement. VII. ADMINISTRATION AND REPORTING .RZQU_TRNTS A. GRANTEE shall administer the Grant Funds in accordance with sound fiscal management and accountability practices as prescribed by Article B, Section 4 of the Illinois Constitution (1970) and all laws pursuant thereto. 3. All GRANTEE and KCCDAP funds shall be placed in, and expended from, a separate non- interest bearing checking account. C. GRANTEE shall : (1 ) Maintain financial records adequate for auditing and reporting requirements . (2) Prepare a financial report at least quarterly of the revenues and expenditures of the Grant Proj ect, and prepare a summary report within 90 days of completion of the project . ( 3 ) Have supporting documentation available for County inspection, copying or auditing purposes . GRANTEE shall permit authorized representatives of the County to inspect and audit all data and reports of the GRANTEE relating to its performance under the Agreement. D. GRANTEE shall provide the County, following completion • of the project, with an opinion from GRANTEE ' s independent certified public accountant regarding the transactions of the pro: ect. VIII. TERMINATION OF AGREEMENT OR SUSPENSION OF PAYMENT A. During the implementation of the Project, COUNTY may at its sole option terminate this Agreement or may suspend payment of Grant Funds to GRANTEE for GRANTEE' s substantial breach of the Agreement, abandonment of the Project or occurence rendering impossible the performance by GRANTEE of this Agreement. B. During the implementation of the Project, the COUNTY may suspend payments of Grant Funds , when in the opinion of the COUNTY, Grant Funds are used in a manner unrelated to GRANTEE ' s performing the Project, the GRANTEE fails to submit supporting information or documentation for a claim, the GRANTEE submits incorrect or incomplete reports , cr the GRANTEE suspends its pursuit of the Prcf =c t . C. In the event COUNTY elects to terminate this Agreement or to suspend payments, for any reason stated hereinabcve in paragraph A and 3 of this Section VII, it shall notify the GRANTEE in writing of such action, specifying the particular deficiency, and establishing a time and a place for the GRANTEE to refute the alleged deficiency at a time prior to COUNTY ' s taking such action. After allowing the GRANTEE the opportunity to refute or correct the alleged deficiency, if in the opinion of the COUNTY, the alleged deficiency continues to exist, the COUNTY may at its sole option withold payment of the Grant Funds until such time as the violation or breach is remedied or terminate this Agreement. No action taken or withheld by the COUNTY under this paragraph shall relieve the GRANTEE of its liability to the COUNTY for any funds expended in violation of any of the terms of this Agreement. IX. REMEDIES A. The Grantee shall defend, indemnify and save harmless the County for any and all claims, litigation and liability asserted against the County, its agents, officers and employees and any costs and attorneys ' fees , on account of any and all injury including but not limited to injury to and death of any person or persons whomsoever, or on account of damage to any property caused in any manner by the GRANTEE, their agents, officers, employees or assigns arising from any and all activity associated with or appurtenant to the Project. The GRANTEE shall undertake said defense upon the request of the COUNTY. In no event shall the COUNTY be liable to the GRANTEE, its officers, agents, employees, assigns, contractors and subcontractors for any claims brought pursuant to this Agreement. The provisions of this Paragraph shall survive the termination of this Agreement by lapse of time or otherwise. B. The GRANTEE convenants and agrees that it will not suffer or permit any lien or claim to attach to the funds of the COUNTY or to attach to the Grant funds by reason of the Project . The GRANTEE shall save and keep harmless the COUNTY and said funds from any lien or claim therefore and from any and all costs and expenses incurred by the COUNTY in connection with said liens or claims . C. In the event the GRANTEE shall in the opinion of the COUNTY violate the terms and conditions of this Agreement and the COUNTY at its sole option terminates this Agreement, the GRANTEE shall within thirty (30) days reimburse to the COUNTY, all Grant funds received and shall make no claim for unpaid Grant Funds . Other than those remedies specified in Section VIII, paragraph C hereinabove, the GRANTEE shall have no other recourse in a court of law or otherwise against the COUNTY. X. TIMELINESS A. Time is of the essence of this Agreement. B. GRANTEE shall complete the Project, or the immediate Project phase, within twelve (12) months from the date of this Agreement. C . If GRANTEE is delayed in the completion of the Project by any cause legitimately beyond its control . it shall immediately . upon receipt and knowledge of such delay . give written notice to the COUNTY and request an extension of time for completion of the Project. The COUNTY shall - as soon as practicable . consider such an Extension , act upon the extension request . and notify the GRANTEE of the time extension granted or of its denial of such request . XI . MISCELLANEOUS PROVISIONS A. AMENDMENTS - This Agreement constitutes the entire Agreement between the parties hereto. Any proposed change in this Agreement shall be submitted to the other party for prior approval . No oral change or modification shall be allowed and no claim therefore shall be made . No modifications , additions , deletions . or the like - to this Agreement shall be effective unless and until such changes are executed in writing by the authorized officers of each party . B. ASSIGNMENT - except as provided in Section V hereof . GRANTEE shall not assign this Agreement or any part thereof and GRANTEE shall not transfer or assign any Grant Funds or claims due or to become due hereunder . without the written approval of the COUNTY having first been obtained . C. ATTORNEY ' s OPINION - If requested , GRANTEE shall provide an opinion of its attorney . in a form reasonably satisfactory to the Kane County State ' s Attorney ' s Office - that all steps necessary to adopt this Agreement . in a manner binding upon GRANTEE. have been taken by GRANTEE. The GRANTEE shall provide the COUNTY with a certified copy of the Resolution approving this Agreement. D. HEADINGS - The section headings of this Agreement are for convenience and reference only and in no way define . limit . or describe the scope or intent of this Agreement . and should be ignored in construing or interpreting this Agreement. E. DISCLAIMER - Any report . study . advisory statement or other such document produced by GRANTEE or consultant or other person retained by GRANTEE , which is either an end product or individual activity of Project. does not necessarily reflect the policy . position or collective thinking of the Kane County Government , the Kane County Board or any officer or official agent of the same . F. SEVERABILITY - If any section , clause . provision or portion of this Agreement is judged unconstitutional or invalid by a court of competent jurisdiction , the remainder of this contract shall remain in force and not affected by such judgement. G. LANGUAGE DISPUTE - In the event a dispute arises regarding the language of this Agreement, the original copy of this Agreement in the possession of the County of Kane shall control. This Agreement shall be effective upon the signature of all parties . IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the dates recited below. COUNTY OF KANE . a body politic in the State of Illinois By: Chairman of the Board DATE: 1, %,9 ATTEST: County Clerk GRANTEE: CITY 0 ELG BY: / Title Date ATTEST: l _ City Clerk EXHIBIT "A" PROJECT OVERVIEW SCOPE OF-WORK The purpose of the activities funded pursuant to this Agreement is to complete reiverfront redevelopment plans for the southeast corner block at Illinois Rt. 31 and Kimball Street. The scope of activities will be limited to the following : 1) Demolition and Environmental Remediation 2) Highway and Open Space Improvements Payment pursuant to this Agreement is limited to not more than 50% of actual costs incurred for the above activities up to a maximum KCCDAP cost of one hundred thousand dollars ($100 .000. 00) . PROGRESS REPORT The GRANTEE shall provide a Progress Report to the KCCDAP Office quarterly. reporting on the status of the project in relation to the Implementation Schedule. The progress reports shall begin upon the signing of the Agreement -and shall continue until the project is closed out. OTHER REPORTING REQUIREMENTS BID REQUIREMENTS The Bid Specification, which will include all specifications and pertinent attachments , shall define the items or services in order for the bidder to properly respond . The GRANTEE may be required to submit the bid specifications and plans to the KCCDAP Office for staff 's approval prior to advertising. All bids will be publicly opened at the time and place prescribed in the invitation for bids . The GRANTEE shall provide the KCCDAP office with the results from the bid opening. Selection of bid for contract award shall be conducted in accordance with prescribed procedures as set forth in local . state or federal regulations . REQUEST FOR PAYMENTS Requests for payments shall be submitted on a timely basis. Each request for payment sent to the COUNTY shall be accompanied by an itemized list of activities covered under such payment to include bills or invoices for services rendered or estimates for activities where funding is necessary in advance. IMPLEMENTATION SCHEDULE GRANTEE will be responsible for meeting the schedule deadlines shown below. Failure to meet this schedule may result in the loss or reduction of Grant Funds . MILESTONES DATE 1 . Demolition and Environmental 8/01/90 2. Highway and Open Space Improvements 10/01/91 COUNTY OF KANE a�couNT DEVELOPMENT DEPARTMENT o4` :`o,° County Government Center • 719 Batavia Avenue i{ Phillip S. Bus, Director ':s`. ..:'mss Geneva, Illinois 60134 • 471--����°• (708)232-3480 MEMORANDUM August 10, 1990 TO: Eligible Applicants and Other Interested Parties FROM: Chris Aiston, KCCDAP Program Manager C;��v�' RE: Fall, 1990 Funding Cycle Please find enclosed a copy of the 1990 Kane County Community Development Assistance Program (KCCDAP) Guidelines and Application. Applications will be due October 1, 1990. Mail Applications to: KCCDAP Kane County Development 719 S. Batavia Avenue Geneva, Illinois 60134 On Wednesday, September 5, 1990 at 1: 00 P.M. , there will be held an application workshop in the 3rd Floor Conference Room, Building A, Kane county Government Center, 719 S. Batavia Ave. , Geneva, IL. KCCDAP general objectives and specifics concerning application preparation will be discussed. Please RSVP to Ann Stark at (708) 232-3496 if your organization will be represented at the workshop. NOTE: Because of space limitations, organizations Pwill be limited to one representative. _ ,_ 11 KANE COUNTY COMMUNITY DEVELOPMENT ASSISTANCE PROGRAM GUIDELINES AND APPLICATION 1990 �a- OUTLINE OF KCCDAP GUIDELINES Page PART I Overview of KCCDAP 1 Part II Eligibility and Funding 3 .1 Eligible Applicants 3 .2 Eligible Activities 4 .1 Area Benefit Projects 4 .2 Housing Projects 4 .3 Consulting Services and Special Projects 6 .3 Miscellaneous issues 6 Part III Application and Project Selection Procedure 7 .1 Multiyear Funding Requests 7 .2 Application Instructions 7 .1 General Information 8 .2 Project Summary Form 9 .3 Project Description and Location Map 10 .4 Project Impact 11 .5 Project Financing 13 .6 Project Implementation 13 .7 Public Notice 14 .8 Environmental Impact Statement 14 .3 Applications & Project Selection process 15 .1 Submission of Project Applications 15 .2 Evaluation 15 Schematic of Approval Process 18 PART IV Administration and Project Management 19 .1 Grant Agreements and Amendments 19 .2 Acquisition Guidelines 19 .3 Contracts 20 .4 Process for Payment of KCCDAP Claims 21 APPENDICES Appendix "A" , Application Form A-2 Appendix "B" , Project Ranking Criteria A-10 PART I Overview of the Community Development Assistance Program I.1 Kane County' s Recognition of the Importance of Public Involvement in Community and Economic Development. The Kane County Board has consistently supported efforts toward community and economic development in Kane County. In adopting and periodically updating an official Comprehensive Land Use Plan and an Overall Economic Development Plan, the County Board has publicly set forth certain goals and objectives directly concerned with county-wide strategies for strengthening the economic vitality of Kane County. Both the Comprehensive Land Use Plan and the Overall Economic Development Plan, however , enumerate a number of constraints facing local governments in their attempt to implement community and economic development strategies. At the forefront of these constraints is the inability to obtain adequate funding to construct new and expand existing infrastructure necessary for development and redevelopment projects. There is also evidence that comprehensive studies and marketing programs will be required to insure future growth is managed properly and occurs in a direction that is deemed most appropriate by the local citizenry. Kane County will experience substantial population and employment growth in the coming years and therefore, constraints and requirements such as those listed above will become increasingly accute. The County Board recognizes the necessity to plan for and properly manage the anticipated growth in Kane County. It further recognizes that positive action must be taken in order to create and implement sound strategies to manage growth. Such action is best accomplished through intergovernmental cooperation and it is for this reason that the Kane County Board has established the Kane County Community Development Assistance Program. I.2 The Community Development Assistance Program. The Kane County Community Development Assistance Program (KCCDAP) was established by Kane County Board Resolution No. 88-101 , adopted June 14 , 1988 . The Kane County Community Develpment Assistance Program was principally established to provide financial assistance to local units of government in their efforts to create a favorable climate for new community, commercial and industrial development. The Kane County Community Development Assistance Program will also provide funding to these agencies so that they may address existing needs for improvement and redevelopment in these areas. - 1 - i The Kane County CDAP differs substantively from financial assistance programs offered by the state and federal governments in the area of funding itself. Whereas the State of Illinois' Community Development Assistance Program and the U.S. Department of Housing and Urban Developments' Community Development Block Grant Program are wholly funded through tax dollars, the Kane County Community Development Assistance Program is being supported annually through a grant from the Kane County Enterprise Fund. Also, unlike the federal and state grant programs which require a variable local commitment of funds as a percentage of the total project budget, the KCCDAP requires .a straight dollar for dollar cash match for` all eligible projects and activities. The County' s Enterprise Fund was established from revenue generated by landfills sited within Kane County. The grant funding the KCCDAP is based on an amount equal to $0 .15 per cubic yard of waste deposited in said landfills. In essence then, the County KCCDAP program is funded from user fees and therefore signifies an opportunity for the citizens of Kane County to get a monetary return on their waste disposal costs. - 2 - PART II ELIGIBILITY AND FUNDING II.1 Eligible Applicants II 1 .1 General Only units of local government and closely affiliated organizations may apply for Kane County CDAP funds. This list includes but is not limited to the following: County Board, County Forest Preserve District , cities, villages, townships, school , park and sanitary districts , economic development commissions and chambers of commerce. II 1 .2 Sponsorship or "On Behalf of" Applications General units of local government may also submit "on behalf of" applications for local entities that otherwise may not be eligible to apply. Examples of a local entity which may receive funding through an application of this type are non-profit groups and neighborhood based non-profit groups. A neighborhood based non-profit group: a. Must be duly organized to undertake community development activities within a neighborhood; and, b. Is considered neighborhood based if a majority of its membership, clientele, or governing body are residents of the neighborhood where the project will be located. Further, a neighborhood is defined as a geographic location within a jurisdiction of a unit of local government (but not the entire jurisdiction) designated in comprehensive plans, ordinances, or other local documents as a neighborhood. An entire jurisdiction of a unit of general local government may be considered as a neighborhood if its population is less than 1 ,000 persons. II 1 .3 Multi-Jurisdiction or Joint Venture Projects. In a situation where two or more eligible local governments face a common problem, a joint application may be filed. Local governments, however, must not only share a common problem but must be able to demonstrate that a joint effort is required to solve the problem. Joint applications which are submitted only for administrative convenience will not be accepted. Generally, the county will look with favor on joint applications, which are otherwise valid, as such applications encourage intergovernmental planning and cooperation. II 1 .4 Multi-cycle Projects and Project Planning. Kane County will accept KCCDAP applications for projects requiring multi-cycle funding. Projects necessitating this type of request include those requiring large sums of money and/or those which naturally are best phased and thus timed so to be consistant with development needs. By breaking down large - 3 - } projects in phases or milestones and requesting funds over a period of time, the applicant may better able itself to ensure timely completion of each phase and further show proof that it can complete KCCDAP expenditures within one year of receiving them. II 2 . Eligible Activities The Kane County Community Development Assistance Program offers matching grants for three categories of project activities. The following is a general discussion of these three categories. II 2 .1 Area Benefit Projects. Area benefit projects are generally discribed as those that create, expand or improve public facilities. Examples of area benefit projects are listed below. 1 . Provision of public utilities 2 . Drainage improvements and other stormwater management projects 3 . Construction or improvements to roads, streets, sidewalks and bridges 4 . Waste management planning and/or projects 5 . Development of park land 6 . Construction or improvement of public buildings 7 . Aquisition, demolition, property clearance, or site improvements for the above 8 . Removal of architectural barriers in public areas II.2 .2 Housing Projects. The primary criterion for defining a housing project is that it must create new permanent or temporary housing opportunities, rehabilitate existing housing, or improve the effectiveness of existing housing in an effort to prevent or eliminate blight. The project may be defined as one that creates new permanent or temporary housing opportunities if (a) it results in newly constructed housing (b) non-residential structures are converted to housing or (c) existing housing prior to rehabilitation was considered substandard but will be brought up to current building code following rehabilitation. Rehabilitation activities may include repair of public or privately owned housing and may be undertaken to improve single family as well as multiple family housing. Listed below are examples of the type of projects eligible for funding. 1 . Acquisition and disposition of property for housing purposes (this may be vacant land and/or existing structures) 2 . Rehabilitation of existing housing (single or multiple family) 3 . Conversion of non-residential structures to residential - 4 - 4 . Removal of architectural barriers in residential facilities Ineligible uses of KCCDAP funds for housing include direct financial assistance to individuals for payment of rent , or purchase of a home or home improvements. II. 2 .2 .1 Projects Located in a Blighted Area. To be determined as a blighted area, the following two conditions must be present. 1 . The area must have a substantial number of deteriorating or dilapidated structures. 2 . The area must meet the definition given below of a blighted area. Blighted areas are defined as : Any area of not less in the aggregate than two (2) acres where buildings or improvements, by reason of dilapidation, obsolescence, overcrowding, faulty arrangement or design, lack of ventilatiion, light and sanitary facilities, excessive land coverage, deleterious land use or layout or any combination of these factors, are detrimental to the public safety, health, morals or welfare. Documentation that the benefited area meets the above definition is required as part of the project applicaton, including a map outlining the blighted area. It is also recommended that the blighted area be officially so designated by the governing body with jurisdiction over the area. The second part of the standard for a blighted area is that a substantial number of deteriorating or dilapidated structures must exist throughout the area. The term "substantial number" is not precisely defined. However, this number must be viewed in relation to all structures in the designated blighted area. At a minimum, thirty percent of the structures in the area should show evidence that basic structural elements (foundations, walls, etc. ) are suffering from significant deterioration. Location of a project in a blighted area is not sufficient to show that the project addresses a factor that is causing the deteriorated condition in the area. The applicant must show that the activity is designed to address one or more of the conditions that qualify the area as blighted. For example, if the project is designed to reduce flooding in the blighted area, the applicant must show that flooding is a major cause of the blighting conditions in the area. II. 2 .2 .2 Activities Located Outside a Blighted Area. KCCDAP will fund acquisition, demolition, rehabilitation, relocation, and historic preservation activities designed to eliminate specific conditions of blight or physical decay on a spot basis not located in a blighted area. These kinds of - 5 - activities are considered as consistent with the County' s overall economic development program. However, under this standard, rehabilitation is limited to the extent necessary to eliminate specific conditions detrimental to public health and safety. This provision is primarily designed to allow for rehabilitation programs that by their nature, address substandard conditions on a scattered basis throughout the applicant' s jurisdiction. Documentation for this type of project must include (a) a description of the specific conditions of blight that the project will be addressing and (b) a discussion of how the project will address these conditions. II.2 .3 Consulting Services and Special Projects. Contracting for consulting services and special projects are eligible activities for KCCDAP funding. These services and projects are typically associated with activities having community wide benefits. Examples of activities which may be eligible within this category are as follows: A. Riverfront Improvement B. Community Beautification C. Professional Studies or Reports D. Comprehensive Plans, Zoning Ordinances, etc. E. Other Engineering or Feasibility Studies F. Preparation and Printing of Informational/Promotional Materials G. Other Projects Designed to Stimulate Local or Regional Community or Economic Development II.3 Miscellaneous Eligibility Issues The applicant should be aware of several other eligibility considerations that must be checked before a final determination of project eligibility can be made. Failure to meet regulations and guidelines regarding any one of the following issues could make a project ineligible for KCCDAP funding. Environmental Concerns Aquisition Guidelines Contract Requirements These guidelines are reserved in Section IV in this Handbook. KCCDAP funding may not be provided for projects where these guidelines are applicable, and work has already progressed to the point where compliance cannot be assured. Any applicant that has already advertised or negotiated a construction or purchase contract , or in any way has begun the process of acquisition prior to submitting an application should contact the County Development Department for advice regarding the eligibility of the proposed activity. - 6 - PART III Application and Project Selection Procedure The application and project ranking criteria for the KCCDAP Program are discussed in detail in this section and Appendices A and B. Applicants are encouraged to read these two sections carefully to ensure that their application has been properly filled out. III.1 Multi-cycle Funding Requests Many projects, particularly those involving large scale public improvements or a variety of components, may be better planned and funded over time. Recognizing this fact , KCCDAP grants can be distributed for a single project over a multi-cycle period. In most cases, these funding cycles will follow one another at each six month interval. In some cases, however, funding will be requested and distributed on a one cycle per year basis. In either case, no grant award commitment will exceed three cycle dispersals and/or $150 ,000 .00 in KCCDAP grant monies. The application form has been designed for both single cycle and multi-cycle projects. For multi-cycle projects, the following information is required: 1 . The funding requested (Item 1 .6) will only cover the current one-cycle period. However, the applicant must show that multi-cycle funding is requested and indicate which cycle is to be funded by the current request. 2 . Separate Project Summary Forms are required for each - cycle' s activities. This includes future cycles as well as any previous cycle' s activities. 3 . Section 3 of the application should describe the complete multi-cycle project. However , the description of the current cycle' s activities should be the most detailed. 4 . The information provided in Sections 4 , 5 and 8 of the application should cover the complete multi-cycle project. 5 . The implementation schedule in Section 6 must cover all phases of the project. However , implementation of the current cycle' s activities should be described in the greatest detail . 6 . Only one public notice (described in Section 7) is required for a multi-cycle project. The notice must make it clear that the applicant is requesting funding for more than one cycle. III.2 Application Instructions The applicant should limit the description of the project to the application form itself. Additional information may be attached, but no information in a format larger than 8 1/2 inches by 11 inches should be submitted. . - 7 - ti The discussion below describes, in detail , how to complete this form. III.2 .1 General Information About The Project 2 .1 .1 Name of Applicant: The name provided should be the agency that will be the actual recipient of the grant funds. A representative of the agency may be called upon to give the presentation of the project to the Development Committee, and if funded, this representative should be the person responsible for the project ' s completion. 2 .1 .2 Name of Project: This is self explanatory. 2 .1 .3 Type of Application: All applications submitted during the regular round of funding will be considered originals. A revised application will be indicated if the application is resubmitted with changes prior to final County Board approval of the Grantee Agreement for the project. If the project changes after County Board approval of the agreement, it will be necessary to submit an amended application. 2 .1 .4 Contact Person: This person should be the individual responsible for the application, and if possible, the individual who will also have on-going responsibility for the project. 2 .1 .5 Project Abstract: In the space provided, describe the project (i.e. what the KCCDAP funds will be used for) in a summary fashion. This is not meant to be a complete and detailed description of the project, but enough information should be included to provide a basic overview of proposed activities. Please limit this abstract to the space provided. Do not describe your organization and what it does. 2 .1 .6 KCCDAP Funding Requested: List the total amount of KCCDAP funding requested for the current round of funding. This figure will be the same as the total for column 2 .5 of the "Project Summary Form". If the funding request for the current cycle is part of a multi-cycle project, the applicant should indicate which cycle will be funded by the current request. 2 .1 .7 Project sponsor: County Board policy requires that all applications for CDAP funding be either submitted or sponsored by a Kane County local governmental or quasi- governmental agency as described in Section I.1 . Any organization that cannot submit an application directly must arrange for such an agency to sponsor the application, and written evidence of this endorsement must be supplied to the County Board. The applicant should make every effort to obtain the most appropriate sponsor depending on the location and the type of project for which KCCDAP funds are being requested. - 8 - 2 .1 .8 Certification: The person who signs the application must be authorized to sign for the applicant. III.2 .2 Project Summary Form Descriptions of the separate activities included in the project should be as brief as possible, but may include -additional pages of this form if the project is made up of several separate activities. 2 .2 .1 Project Phasing: For multi-cycle projects, indicate which cycle' s activities are described on the form. Separate Project Summary Forms must be submitted for each cycle' s request (including previous cycles, whether or not activities were funded by KCCDAP) . If the applicant is applying only for a single-cycle project, this item should be left blank. 2 .2 .2 Activity and Location: All activities included in the project must be listed in this part of the form whether or not the specific activity will be funded with KCCDAP funds. Information provided should be brief since a more detailed description of activities will appear in 3 .1 of the application. Many projects will be made up of several activities, and each should be listed separately. The following list includes recommended categories of activities. A. Acquisition of real property B. Disposition C. Public works and facilities (List separately each specific type carried out, e.g, senior center, streets, sewers, etc. Engineering or architectural activities for these facilities should also be listed as separate activities under this category. ) D. Clearance E. Public services (If more than one is included in the project , list each separately. ) F. Relocation of persons, households, or businesses displaced by KCCDAP funded actions, if any G. Removal of architectural barriers H. Rehabilitation (List separately each activity using the appropriate title below. ) - Single family residential - Multi-family residential - Public housing modernization - Other publicly-owned non-residential - Publicly-owned non-residential - Historic preservation - Renovation of closed schools - Energy efficiency improvements (only if used exclusively for this purpose; otherwise include in one of the categories above) - 9 - I. Commercial or industrial improvements by a grantee or non-profit group J. Special activities by subrecipients K. Planning (List specific activities) Location information is also required for each of the above activities, and should be provided according to the following categories. A. Parcel number (s) if applicable B. Street address - If the project is such that the location can be specifically described by street address, this information should be provided. This also applies to projects such as sewer or water lines where an address range should be provided (e.g. , McKee Street from Western to Randall) . C. City or countywide - In some cases the project may not have a specific location. 2 .2 .3 Funding Category: This column refers to the funding categories of area benefit, housing, or consulting services and special studies. Indicate from which one of these three categories the activity will be funded. 2 .2 .4 Non-KCCDAP Funding Amount: Any funds other than KCCDAP dollars that will be going toward the project must be shown in this column. This information must include all other sources of funding including local share, other grants, donations, private sector funds, etc. A more specific description of these funds will be provided in item 5 of the application. 2 .2 .5 KCCDAP Funding Amount: The requested amount of KCCDAP funding for each activity appears in this column. 2 .2 .6 Total Costs: The total cost for each activity should be listed in this column. Finally, the applicant should sum each of the three cost columns to provide the totals at the bottom of the Project Summary Form. III.2 .3 Proiect Description and Location Map. 2 .3 .1 Proiect Description and Specifications: This description should include : (a) a general description of each activity; (b) a summary of project specifications, such as lineal feet of line installed, housing units created or rehabbed, etc. ; and (c) estimated number of persons to be benefited. Although the description should be comprehensive, space is provided elsewhere to discuss needs, benefits, financing and project scheduling. Therefore it is not necessary to elaborate on these components. If the project requires multi-cycle funding, this description should cover the entire project, but- it should provide greater detail for the current cycle. - 10 - • 2 .3 .2 Location Map Included: Indicate whether a location map is included with the application. Any project that is benefiting a specific area must include a map that delineates the boundaries of the area benefited. If the project is addressing the prevention or elimination of blight, the designated blighted area must be shown. III.2 .4 Project Impact The information provided in this section of this application form is of critical importance. All data provided should also include the source of these data. Provide information for each separate activity as follows. A. Water and Sanitary Sewer - Provide data on the total area and number of dwelling units benefited by the project. - Indicate the number of households where there is specific evidence of a health or safety hazard resulting from the inadequacy of water and/or sewer facilities. - Describe any direct emphasis the project will have on historic preservation, environmental protection, or energy conservation. B. Drainage or Flood Management Projects - Provide data on the total area and number of dwelling units benefited by the project. - Indicate how many dwelling units in the benefited area are currently being flooded at least once a year to the extent that it causes significant damage to the structure of the unit. - Indicate the extent of yard and street flooding (frequency and severity) , and number of units affected by this type of flooding. - Describe any direct emphasis the project will have on historic preservation, environmental protection, or energy conservation. C. Street Improvements, Bridges , Sidewalks, and Street Lighting. - Describe the specific area to be benefited by the new or improved streets, bridges, sidewalks or lighting. - If the project improves existing facilities, describe the current condition of the present facilities. - Provide specfic data indicating any safety hazards that currently exist due to the condition or inadequacy or the current streets, bridges , sidewalks, and street lighting. - 11 - - Describe any direct emphasis the project will have on fair housing, historic preservation, environmental protection, or energy conservation. D. Waste Management Planning/Projects - Indicate total number of housing units, commercial or industrial facilities, institutions, etc. which will be affected or are a part of the service area. - Provide data indicating the existing problem related to the project' s objective and how the proposed project will help to alleviate the same. - Describe any direct emphasis the project will have on fair housing, historic preservation, environmental protection, or energy conservation. E. Housing Projects/Activities - Indicate the total number of housing units to be created or rehabilitated; or the number of households or clients that will be served or assisted. - Indicate the number or percent of the above units or services that will be used by the elderly or handicapped. - Provide information demonstrating the need for the type of housing or housing program proposed. Acceptable documentation may include market analysis, need surveys, or the past experience of the project/program or of similar activities. - Describe any direct emphasis the project will have on fair housing, historic preservation, environmental protection, or energy conservation. F. Open Space/Recreation - Describe the current condition or availability of open space/recreation facilities for the area to be served. In particular, the applicant should indicate the location of the nearest recreation facilities similar to the facility proposed. - Provide data on the total area to be served by the new or improved facilities including the average residential density in the area. - Describe any direct emphasis the project will have on historic preservation, environmental protection, or energy conservation. - 12 - G. Handicapped Accessibility Improvements - If the users of an accessible facility are to be the general public, you need not provide additional data on need. However, if the facility will be used by a limited number of persons or a special clientele, provide specific data showing the percent of the users of the accessible facility that would be handicapped. - Describe any direct emphsis the project will have on historic preservation, environmental protection, or energy conservation. H. Planning, Engineering, Feasibility Studies, Etc. - Information about the general need for the study should be provided. III.2 .5 Proiect Financing Provide specific information concerning the source and amount of any non-KCCDAP funds used to finance the project. III.2 .6 Project Implementation. 2 .6 .1 Where applicable, the following imformation must be provided. A. The status of preliminary and final project planning must be described. This includes engineering, architectural drawings, or any other preparatory work necessary to begin the project. B. If a specific site is required for the project, the applicant must describe its ownership status over the project site. - Are the required parcels owned by the applicant or otherwise immediately available? - What parcels or easements need to be acquired? - Are there any reasons, known to the applicant, why these parcels or easements would be difficult to acquire (such as an unclear title, the need to relocate tenants or homeowners, or environmental conerns) ? C. If acquisition of property is required, but the applicant is flexible as to the specific property, the applicant must provide information on the availability of suitable properties and possible zoning issues or neighborhood concerns that might arise regarding the proposed use. 2 .6 .2 Implementation Schedule: The applicant should assume that funds will be available during the month of June/December (However, this would not preclude any project from starting earlier if special arrangements 13 - rr have been made with the County Board or its designee. ) A completion date must be supplied for each milestone applicable to the project. Milestone "a" is required for all projects except planning and consulting services, and must be completed before other activities. If the applicant has any questions about the applicability of specific milestones, the County Development Department office should be contacted. • III.2 .7 Public Notice. A public notice specific to each application is required. Agencies submitting more than one application may combine the separate projects into one notice. However, it should be made clear to the public that separate applications will be filed. If a project will affect non-English speaking or reading residents, the applicant must publish the notice in the predominate foreign language. Legal notice must be published at least 10 days prior to the date the application is due at the County Development Department so that persons, governments, and other groups affected by the project are made aware of the proposed project and have an opportunity to comment in writing. The notice must inform citizens (1) what the proposed use of funds will be; (2) what areas will be affected; (3) expected duration of time; (4) that written comments will be accepted; and (5) whether the project will result in the displacement of residential or business tenants. 2 .7 .1 Publication Date: Indicate the date notice was published. (Attach certification) 2 .7 .2 Public Comments and Response: Applicant shall accept public response and comments before and for a minimum of 15 days after the application due date. Summarize any written comments received. Any letters of support attached to the application should also be listed here. If you feel that a response is necessary to any public comment received, you should include it in this section. Copies of all written comments should be forwarded to the County Development Department, Attn: RCCDAP. If no comments were received, this should be stated here. III.2 .8 Statement of Environmental Impact All projects require the completion of a Statement of Environmental Impact (SEI) . No commitment or expenditure of funds will be made on the project until the SEI has been received and reviewed by the Development Department Staff. The Statement of Environmental Impact should be a brief , yet comprehensive assessment of the project' s immediate and long term impacts on the subject area' s physical and social environment. At a minimal , the "Statement" must address, if applicable, each of the following issues: - 14 - • 1 . Conformance with floodplain/wetland management regulations 2 . Protection of wildlife habitats 3 . Impact of natural or man-made hazards 4 . Affect of and impact on soils 5 . Impact on groundwater supplies 6. Historic preservation 7 . Air quality 8 . Conformance with local and regional plans 9 . Impact on social and neighborhood quality III.3 Submission of Applications and Project Selection Process A flow chart outlining the process for project selection appears in this Section on page . III.3 .1 Submission of Project Applications The applicant should be aware of several steps in the process that take place before applications are due. First, the Development Committee will determine the total amount of funds to be available. Second, grant guidelines and application packets will be mailed to all known potential applicants. This will take place approximately thirty days before applications will become due. Applicants will be told the actual date applications will be due. Applicants are encouraged to call or write to KCCDAP Contact with any questions or concerns before the application due date. Third, each applicant is required to publish a legal notice specific to the project or projects that are sponsored by that applicant. Section III.2 .7 of this handbook should be reviewed for information regarding this requirement. Finally, applications (including one original and 7 copies) will be due in the Kane County Development Department office. • The due date will be clearly stated in the application packet. Supplemental information such as public comments and letters of endorsement may be submitted after this date. III.3 .2 Evaluation 3 .2 .1 Staff Evaluation. Staff evaluation will begin by reviewing the application for completeness. If the applicant has omitted any part of the required documentation, they will be notified as soon as possible so that the additional information can be supplied for continued staff evaluation. The application will be evaluated for the basic eligibility of the proposed activity and for compliance with the stated goals and objectives in current county and/or municipal economic development, growth management and comprehensive land use plans. - 15 - ' t All projects that are determined eligible will be further evaluated based on project ranking criteria and a point system as adopted herein and shown in Appendix B. Generally, the system awards points to projects based on community development objectives that will be achieved by the project. A maximum of 20 points in each of three categories may be awarded for a total possible of 60 points. These three categories are as follows: A) Conformance with county and/or municipal plans B) Project Impact C) Project Readiness and Applicant' s Past Performance (if any) For projects that have a specific proposed location, staff may visit the site during its evaluation of the project. A representative of the applicant may be required to attend this site visit. The applicant will also be informed of the results of staff evaluation and will be invited to discuss it prior to it being submitted to a Development Committee. 3 .2 .2 Development Committee Evaluation. Each applicant will be given the opportunity to present basic facts about its application to the committee. However, this presentation is optional. Staff will contact all applicants to arrange a schedule of presentations. Although the ranking criteria form the basis of the selection process, the Development Committee may take three additional actions before it develops its recomendation. First, the Committee may change the number of points tenatively awarded to some projects for meeting specific criteria. Some of the criteria require the judgment of staff in order to award points, and after presentations and Committee reviews, they may feel that some of the components of certain project evaluations should be reconsidered. Second, the Committee may establish a minimum point cut-off and not award all funds presently available. In this case , it will probably recommend that the unused funds be transferred to a later funding cycle. Third, the Committee may negotiate with specific applicants to reduce their funding request so that more projects can be funded. III.3 .3 Final Approval and Grant Award 3 .3 .1 Final Approval. When the above steps have been completed, the Development Committee will develop a final recomendation. This recommendation will be submitted to the Kane County Board for final action. The action by the County Board will include the final list of projects for the present KCCDAP funding cycle. 3 .3 .2 . Change to Final List of Projects Awarded KCCDAP Funding - 16 - The final list as approved by the Kane County Board may be changed as a result of the following: A. Grantee withdraws, in writing, its request for grant funds; B. The proposed project becomes altered in its scope of activities between grant award and contract execution such that, in the County' s judgement, the project can no longer be funded during the present funding cycle; or C. An event or events occurring which makes compliance with these guidelines and the grant award contract impossible. No amendatory list need be adopted by the County Board after a change to the final list has been made and any funds no longer committed as a result of said change will be either made available to an applicant or applicants not previously awarded a grant or grants, or transferred to a later funding cycle budget. - 17 - FLOW CHART FOR KCCDAP PROJECT APPROVAL STAFF/APPLICANT ACTIVITIES DEVELOPMENT COMMITTEE ACTIONS COUNTY BOARD ACTIONS APPROVE ANNUAL BUDGET ESTABLISH CYCLE BUDGET NOTIFY APPLICANTS (S) PREPARE APPLICATIONS (A) PUBLISH PUBLIC NOTICE (A) SUBMIT APPLICATIONS BEFORE 10/1/90 (A) PROJECT EVALUATION (S/A) °o REVIEW STAFF EVALUATIONS • PRESENTATION TO DEVEL. COMMITTEE (OPTIONAL) (A) RECOMMEND GRANT AWARDS ADOPT RESOLUTION APPROVING GRANTS ENTER INTO AGREEMENT WITH KANE COUNTY BOARD (A) PROJECT BEGINS - PART IV AND ADMINISTRATIONPROJECT MANAGEMENT IV.1 Grant Agreements and Amendments Agreements between the grantee and the County Board are required for all projects not undertaken by the County itself. For each affected project, this Agreement must be executed by an offical action by the grantee and the County Board, and the Agreement must be in effect prior to the commitment or expenditure of funds for any activity included in the project. Projects undertaken by the County will be subject to a Memorandum of Understanding between the County and the appropriate department head. If the applicant requires a sponsor, a Grantee Agreement will be executed between the County and the sponsor. It is suggested that the sponsor execute an agreement similar in form to the Grant Agreement between itself and the sponsored agency. Applicants sponsored by the County will enter into a standard Agreement directly with the County. Whether an Agreement or a Memorandum of Understanding is used, the form and language are very much the same. Generally, the Agreement includes: 1 . A detailed description of the scope of activities paid for with KCCDAP funds; 2 . The total KCCDAP funding allocated to the project; 3 . A specific time schedule for project completion; 4 . A description of reporting requirements and local regulations applicable to the project; and 5 . A description of the remedies for non-compliance with terms and conditions of the agreement. Amendments to Grant Agreements may be considered to extend the time period covered by the Agreement, alter the amount of KCCDAP funding allocated to the project , and/or change the scope of activities funded by KCCDAP funds. The Grantee must request the amendment in writing and provide adequate documentation of the need for the amendment. All amendments must be officially executed by the Grantee and the County Board. If the project required a sponsor , the Grantee must notify the sponsor of the requested amendment giving them adequate time to comment on the request (keeping in mind that it will actually be the sponsor that will be adopting the amended Grant Agreement with the County) . IV.2 Acquisition Guidelines. All KCCDAP funded projects in which it is necessary to acquire real property, regardless if KCCDAP or non-KCCDAP funds are used, will be subject to the guidelines given below. Any acquisition activities must be included in the cost and scheduling information that appear in the application. - 19 - . :J IV.2 .1 The Acquisition Process 2 .1 .1 Negotiation to Purchase Using Eminent Domiain This procedure can only be used by a Grantee that has been granted eminent domain powers by law. Rules and procedures concerning eminent domain are set forth in Illinois Revised Statutes, as amended, and are applicable for all KCCDAP projects. 2 .1 .2 Voluntary Acquisition. Whenever and where ever possible, the process of voluntary aquisition should be used. The voluntary acquisition process is often quicker and less expensive than the process of eminent domain. The Grantee must (a) advertise in the project area to see if any property owners are interested in selling to them or (b) purchase property that is currently listed ✓for sale. 2 .1 .3 Dedication/Donation of Property. Nothing in the regulations prohibits an owner from donating property, if prior to the donation: 1 . The Grantee informs the owner, in writing, as to the amount established as just compensation for the property; and, 2 . The owner indicates in writing that he/she understands that he/she cannot be required to donate or sell the property to the Subgrantee at less than the amount determined to be just compensation, but he/she voluntarily agrees to do so. In cases requiring acquisition, the applicant is encouraged to contact the Development Department office when putting together the application in order to account for likely costs of this acquisition. If the project is funded, it is critical that the Grantee maintain close coordination with the Development Department office during the acquisition process. IV.3 Contracts IV.3 .1 General Requirements KCCDAP-funded activities require that an outside agency or firm be contracted to complete all or part of the work. The Grantee will be responsible for assembling the bid documents or request for proposal and local laws and regulations relative to public notice and bid opening are applicable. IV.3 .2 Equal Opportunity. All contracts and subcontracts must contain the following equal opportunity clause: The Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. - 20 - e ;1. Further, all contracts and subcontracts shall require this clause be posted in some form on the job site and that it is made known to job applicants. IV.4 The Process for Payment of KCCDAP Claims. There are different types of claims which are discussed below, but all payments are subject to three policies: 1) all checks distributed for payment of KCCDAP claims must be authorized by the County Board; 2) disbursement of KCCDAP funds Grantees must take place no later than ten (10) days after the receipt of the check for payment; 3) KCCDAP funds cannot be deposited in an interest-bearing account prior to disbursement. IV. 4 .1 Types of Claims and Required Documentation. The most common type of claim received from Grantees is a payment pursuant to a contract. Documentation for claims on construction contracts must include an itemization of work completed with a separate cost for each item. Invoices for all materials are also required. Final payment on construction contracts cannot be paid until the Development Department Staff (a) receives certification that work is complete as per specifications, (b) receives a waiver of all liens against the contractor for work done on the project , and (c) has cleared required contract provisions. For consultant contracts, the final claim will not be paid before receipt of a copy of the product developed by the consultant. The Grantee has the option of (a) paying the contractor and requesting reimbursement for KCCDAP program funds or (b) timing the request for payment such that the Grantee can pay the contractor directly upon receiving the County check. The option chosen will depend on the cash flow situation of the Grantee and/or the terms of the agreement with the contractor . Another type of claim involves the acquisition of real property. Because of the large amounts usually involved, these claims often cannot be paid on a reimbursement basis. In addition, it is necessary that funds be available on a specific closing date. Required documentation includes a copy of the purchase contract and an estimated pre-closing statement of total expenses. Timing of the Grantee' s claim and documentation is very important for these projects, and the Development Department office should be notified of the closing date as early as possible. IV.4 .2 Claims All claims must be submitted on a Payment Request form supplied by the County and must be accompanied by an additional form, also furnished by the County, wherein all general activities listed on the Payment Request form are further explained through an itemized breakdown of costs, where applicable. Copies of relevant documentation (invoices, contracts, etc. ) shall be attached. Requests for funds as reimbursement for completed activities must be accompanied by a - 21 J cancelled check or a copy of a check showing actual payment was made. Any claim will be for no more than half the amount of the check. IV.4.3 . Receipt of Claim and Documentation The claim as well as the appropriate documentation must be submitted directly to the KCCDAP office, Kane County Development Department. For real property acquisition, the Grantee should also submit a pre-closing statement for KCCDAP review. - 22 - c , APPENDICES A-1 H . APPENDIX A APPLICATION FORM KANE COUNTY CDAP GENERAL INFORMATION ABOUT THE PROJECT 1. 1 Name of Applicant 1. 2 Name of Project 1. 3 Original Revision Amendment (Date) (Date) 1. 4 Contact Person: Name and Title Address Phone City Zip Code 1. 5 Project Abstract (Below - Provide a brief description of the project) i 1. 6 KCCDAP Funding Requested: For Multi-Cycle Project: The funding requested is for Cycle of a Cycle Project 1. 7 List Project Sponsor (If applicable, See Sect. II . 1 . 2) : *Attach a Letter or Resolution of Endorsement 1. 8 CERTIFICATION: To the best of my knowledge and belief, data in this application are true and correct, the document has been duly authorized by the governing body of the applicant, and the applicant will comply with all regulations and guide- lines applicable to Kane County' Community Development Assistance Program. Signature Date A-2 2. I'IU),JECT SUMMARY FORM Page of 2.1. Project Phasing: Cycle_ of _ (Submit additional copies of this form estimating costs of future phases) 2.11. Non-KCCDAP 2.5. KCCDAP 2.3. Funding Funding Funding 2.6. Total 2.2. Activitiy and Location Category Amount Amount Cost w TOTAL 3 . PROJECT DESCRIPTION AND LOCATION MAP 3 . 1 Project Description and Specifications: 3 . 2 Location Map Included: Yes No A-4 r 4 , PROJECT IMPACT 1 A-5 5. PROJECT FINANCING Provide information about source and amount of any non-KCCDAP funds used to finance the project (be as specific as possible) . • A-6 6 . PROJECT IMPLEMENTATION 6 .1 Project Readiness: 15 6 .2 Implementation Schedule: Milestone Completion Date a. B. C. D. E. F. G. A-7 S ' 7 .PUBLIC NOTICE 7 . 1 Publication Date: *Attach certification 7 . 2 Comments and Responses: A-8 8. ENVIRONMENTAL IMPACT STATEMENT (See Section 111.2 .8 . of Guidelines) A-9 APPENDIX B PROJECT RANKING CRITERIA For projects that are determined as eligible, points will be assigned by the Kane County Development Department Staff based on the system described below. The Development Committee' s will then review the projects and the staff' s point assignment and recommend modifications of points assigned for specific components where appropriate. Applicants will also have the opportunity to meet with the Committee to discuss their project. The point system allows for a maximum of 20 points in each of three categories for a total possible of 60 points. The three categories are as follows: 1 . Conformance with county and/or municipal plans. 2 . Project Impact. 3 . Project Readiness and Applicant' s Past Performance. The specific point system is described below including the rationale behind the assignment scores. POINT CATEGORY ONE: CONFORMANCE WITH COUNTY AND/OR MUNICIPAL PLANS The Kane County Comprehensive Lane Use Plan and the Kane County Overall Economic Development Program and Plan have listed several goals and objectives relative to economic development and sound management of population and employment growth. There are also a number of Kane County communities which have adopted plans wherein these issues are addressed in detail . In order for the applicant to receive a high score in this category, it must show that the proposed project conforms with either regional or local plans, or both. Dual conformance, coupled with a showing of positive impact on surrounding areas, will generally result in a high score in this category. If an applicant submits a project for funding which has no basis in either the county' s plans or those plans publicly set forth by any local government affected, but can make a valid argument that the purpose of the project is in line with local or regional goals and objectives, the project will receive a moderate score in this category. If no such argument is made, the points assigned will be variably minimal. If a proposed project is deemed counterproductive relative to the county' s plan or a plan of an afected local public agency, then the applicant may receive no points for Point Category One. POINT CATEGORY TWO: PROJECT IMPACT A-10 I. Project impact is evaluated in accordance with the following general KCCDAP objectives : 1 . To create, expand or improve public facilities. 2 . To create new permanant or temporary housing opportunities, rehabilitate existing housing, or improve the effectiveness of existing housing in an effort to prevent or eliminate slums or blight. 3 . To obtain the requisite information for best implementing (1) and /or (2) above. Point assignment in this category is generally based on to what degree the existing problems constitute a threat to the health, safety, or economic welfare of those persons affected. Additionally, the evaluation process will determine to what extent the proposed activities will either help to solve these problems or create a situation beneficial to a given population' s health, safety and economic welfare. Examples of projects receiving a maximum or near maximum point assignment in this category are the extension of storm sewers to an area in which a significant number of households or businesses experience regular flooding, road improvements to alleviate debilitating traffic congestion, or the development of parklands in an area with a significant need for open space and recreation facilities. Kane County recognizes also that, although possibly less immediate, sound planning, engineering, feasibility and other such studies may have substantial positive impact on a local jurisdiction and therefore, where appropriate, these projects may receive high scores in this category. Other issues within the "project impact" category which will afford the applicant favorable consideration are described below. Protects with regional or multi-jurisdictional impact: In accordance with the County' s position of encouraging intergovernmental cooperation, joint applications, or applications submitted by one agency which are endorsed by another will be afforded additional consideration in the evaluation process. Leveraging of Local Funds: It is required that all applications for KCCDAP funds show no less than a dollar per dollar cash match from locally generated funding. However, when an applicant increases its local leverage of funds to an amount comprising more than 50% of the total project cost, additional credit will be given the application during evaluation. Distribution Equity: Kane County recognizes the overall benefit to make funding available to as many eligible applicants as possible over time. Therefore, organizations submitting applications for KCCDAP funding who have not previously received funding will be given additional consideration. A-11 A Historic Preservation: In accordance with the County' s continued concern for preserving its historic character , projects which have as an elementthe preservation of historic, archaelogical , or cultural characteristics within the county will be favorably considered. Environmental Protection and Energy Conservation: Projects which will result in the protection of our natural environment, particularly those addressing solid waste management needs , or conservation of energy will be favorably considered. POINT CATEGORY THREE: PROJECT READINESS AND APPLICANT' S PAST PERFORMANCE The points assigned in this category are designed to encourage project readiness. Two point matrices have been developed. The first asigns points based on two components of readiness which are: (1) the status of engineering, plans or the detail of description of planning projects (e.g. , the status of the request for proposal) : and (2) the obstacles that could stand in the way of completion within one year. Evaluating a project in terms of its readiness and implementability will generally follow the matrix below. However, the points shown are not necessarily limiting but rather are given for instructional purposes only. It should be further noted here that each application will be reviewed according to the type of project proposed and judged on its own merits. POINTS FOR PROJECT READINESS Preliminary RFP/ Preliminary RFP/ Final RFP/ Plan/ Plan/ Plan/ Engineering Engineering Engineering Not Complete Complete Complete No Significant Obstacles 14 16 20 Moderate Obstacles 6 8 12 Severe Obstacles 0 2 4 Obstacles in the way of completion will be strongly considered by staff in making its preliminary evaluation. Clearer definition of these categories are as follows: No Significant Obstacles: The project will be considered to have no significant obstacles if the project appears to be ready for immediate start-up. Indicators of this level of readiness include but are not limited to the following: A-12 A. The applicant currently owns or is in control of the land where the project will be located (or is very flexible regarding the site to be purchased) . B. The project is consistent with applicable regulations and ordinances (e.g. , zoning or environmental concerns) . C. Applicant controls operating funds and in fact has the immediate funds readily available. D. Special assessments or taxing districts are set up (if applicable) . Moderate Obstacles: These obstacles are those that would not allow immediate start-up of the project. That is, there are relatively minor activities which need to be completed. Indicators of this level of readiness may include those given below. However, these will not be 'considered as significant obstacles if (1) there is substantial written evidence that these activities would be complete in less than 90 days, or (2) the applicant has phased the project so that these activities may be completed before the applicable project components are due for completion. A. The applicant needs to acquire a small number of parcels or easements in specific locations. B. Rezoning of property is required. C. The applicant still needs to set up the special assessments or taxing district (if applicable) . D. Operating funds are available, but applicant has not received them. Severe Obstacles: Obstacles are considered severe if it is likely that preliminary activities will delay start-up by several months. These activities may include the following. A. The applicant needs to acquire a large number of parcels. • B. There are major legal or project set-up issues that could take a substantial amount of time to resolve. C. Applicant does not have operating funds or any sources to apply for these funds. Also taken into consideration for ongoing or phased projects is the amount of funding available from previous cycle commitments. To avoid "stockpiling" of funds, the applicant should request only the amount of funds they can reasonably expect to expend during the coming year. Applying for new funds for these types of projects when substantial funding from previous years is still available will be considered as a substantial obstacle affecting the completion of the new project. Whether the obstacle is considered moderate or severe is dependent on the amount of funds remaining from the previous commitment. A-13 A second matrix assigns points to be subtracted from the above points based on past performance (if any) . The two components of performance are (1) the degree to which obstacles have been addressed and dealt with appropriately and in a timely fashion, and (2) the applicant' s record in reporting project progress. In the table below, we have termed the first component above as "effectiveness" . The maximum points subtracted would be ten, and the final readiness score cannot be less than zero. Again, the matrix shown below is provided for instruction to applicants and is not wholing limiting in the evaluation process itself. POINTS SUBTRACED FROM READINESS FOR PAST PERFORMANCE Good Inconsistent Poor Reporting Reporting Reporting Record Record Record High Effectiveness 0 1 2 Moderate Effectiveness 4 5 6 Low Effectiveness 4 9 10 Definitions of the above are listed below. Applicants who have not previously implemented a project will be awarded points solely on the basis of project readiness. High Effectiveness: These Grantees take appropriate action in dealing with problems and obstacles and do it in a timely manner; they take action early in the Grantee Agreement period making a substantial effort to complete the project on time. They rarely need project extensions, and when they do, it is for a minor part of the project. These Grantees are also concerned about managing the project in accordance with KCCDAP rules , and rarely have problems within their control that require corrective action. Evidence of a highly effective Grantee is that, barring any unforeseen circumstance, the implementation schedule has been followed. Moderate Effectiveness: These Grantees usually take appropriate action, but action seems to be delayed by two months or more from what would be considered timely, or the Grantee has not taken action early in the agreement period and the projects have been behind schedule. Project extensions are usually required for major components of the project. In addition, these Grantees may take timely action, but often act inappropriately and actions have to be corrected later. Evidence of a moderately effective Grantee would include incomplete projects from more than one program year back when implementation obstacles are not severe. A-14 Low Effectiveness: These Grantees have given the CDAP project a very low priority. Very little action is taken throughout the Agreement period. Grantees with low effectiveness could have imcomplete projects from more than two program years back. Good Reporting Record: Quarterly project reports are usually up to date and on time. The County Development staff is always kept abreast of project developments. Inconsistent Reporting Record: Quarterly project reporting is inconsistent. Staff sometimes has to call to find out status. Poor Reporting Recording: Quarterly progress reports are rarely submitted. Staff rarely knows the status of the project and must call or write to find out what actions are being taken. A-15 EVALUATION SHEET APPLICANT: SPONSOR: PROJECT: TOTAL COST: KCCDAP REQUEST: PROJECT AND PROPOSED ACTIVITIES ELIGIBLE FOR FUNDING: Yes_ NO CONFORMANCE WITH COUNTY AND/OR LOCAL PLANS: POINTS Dual Conformance Conforms to Either County or Local Plans Not Cited But Valid Argument Made Not Cited, Valid Argument Not Made Contradictory to Existing Plans Subtotal (20 pts. max) PROJECT IMPACT General Impact (e.g. positive effect) Specific Impact Regional or Multi-Jurisdictional Impact Local Leveraging of Funds Greater Than 50% of Total Distribution Equity Historic Preservation Environmental Protection Energy Conservation Other Subtotal (20 pts. max) READINESS AND PAST PERFORMANCE Project Readiness Past Performance (To Be Subtracted from Readiness) Subtotal (20 pts. max) TOTAL SCORE A-16 '4tr'