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HomeMy WebLinkAbout26-84 Resolution No. 26-84 RESOLUTION ACCEPTING A GRANT FROM INTERNATIONAL ASSOCIATION OF CHIEFS OF POLICE AND AUTHORIZING EXECUTION OF A CONTRACT WITH INTERNATIONAL ASSOCIATION OF CHIEFS OF POLICE FOR POLICE DEPARTMENT SOCIAL SERVICES UNIT SOFT INTERVIEW ROOM ENHANCEMENTS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that the City of Elgin hereby accepts International Association of Chiefs of Police's grant in the amount of$4,926 to enhance the comfort, safety, and trauma-informed environment of the police • department social services unit's soft interview room in order to better serve victims of crime. BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute a Contract on behalf of the City of Elgin with International Association of Chiefs of Police, for police department social services unit soft interview room enhancements, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: May 27, 2026 Adopted: May 27, 2026 Omnibus Vote: Yeas: 8 Nays: 0 Abstain: 1 Attest: s/ Kimberly Dewis Kimberly Dewis, City Clerk 0:9MCP Contract with City of Elgin/Elgin Police Department International Association of Chiefs of Police This contract is made this 18th day of March, 2026 by and between the International Association of Chiefs of Police, a not-for-profit corporation with its principal place of business at 3030 Potomac Ave., Suite #600 in Alexandria, Virginia 22305 (hereafter 'IACP') and City of Elgin/Elgin Police Department, 151 Douglas Ave. Elgin, Illinois 60120, (hereafter 'Contractor'). RECITALS WHEREAS, the IACP has received funds under Cooperative Agreement No. 15POVC-22-GK-01805- NONF, federal CDFA number 16.582, from the U.S. Department of Justice, Office of Justice Programs, Office for Victims of Crime, to conduct a project entitled Law Enforcement-Based Victim Services Technical Assistance Program and WHEREAS, the IACP wishes to engage the Contractor to enhance victim services in the Contractor's jurisdiction through limited scope procurement of goods and services pursuant to and in accordance with the project, and the Contractor is desirous of making such procurements, THEREFORE, it is agreed between the parties: I. GOODS AND SERVICES TO BE PROCURED Contractor shall procure goods and services as approved by IACP and outlined in Attachment A (Approved Costs). All procurement activities under this contract must comply with the Contractor's internal policies, the Dal Grants Financial Guide, and 2 CFR Part 200. Upon request, Contractor will provide IACP with copies of relevant policies and any other required documentation. Contractor shall designate, in writing, a representative authorized to act on its behalf for all matters related to this contract. This individual will have full authority to transmit instructions, receive information, and interpret and communicate the Contractor's policies and decisions regarding this contract. Contractor shall also complete pre- and post-funding surveys as requested by IACP. II. REIMBURSEMENT This contract shall commence on the effective date listed above and shall terminate on September 1, 2026. The IACP hereby awards a cost reimbursable contract of up to $5,200 (five thousand two hundred dollars) for procurement of goods and services as outlined in Section I. Goods and Services to be Procured and in accordance with the approved costs in Attachment A. Contractor shall be 6f6811142-35d2.-4587-bhac-9ffbc57478e9 Docusign Envelope ID:2CEF431A-859A-4D6D-9C15-33EE048347A8 reimbursed only for costs listed in Attachment A. Requests for modifications to Attachment A must be submitted to IACP in writing and in advance for approval. The IACP shall reimburse the Contractor for allowable costs based on receipt of a detailed invoice and supporting documentation. Invoices shall be submitted using IACP's standard invoice template which includes: 1. Invoice date, 2. Detailed cost breakdown, including supporting documentation (e.g., receipts) 3. Certification, as required in 2 CFR 200.415(b), and 4. Total amount due All payments shall be considered provisional and subject to adjustment within the total approved amount in the event such adjustment is necessary as a result of an adverse audit finding against the Contractor. The IACP reserves the right to reject an invoice in accordance with 2 CFR 200.305. Invoices and supporting documentation shall be submitted to l_EVproject@theiacp.org. The IACP shall pay the amount of the invoice within 45 days of approving the invoice. The IACP shall have no obligation to pay invoices received after September 1, 2026. III. AVAILABILITY OF FUNDS In the event the initiative grantor, Office for Victims of Crime (OVC), reduces or terminates funding for this initiative,or modifies the award to exclude the work related to this contract, during the term of this contract, this contract shall be considered terminated upon the date that the IACP provides notice to the contractor of the reduction or termination of funding. IV. RECORDS AND AUDIT The Contractor shall retain all records relating to goods and services procured under this contract for at least three (3) years after the Contractor's receipt of the final payment under this contract or after the closure of all pending matters, whichever is later. If an audit, litigation, or other action involving the records is slated before the end of the three-year period,the records must be retained until all issues arising out of the action are resolved or until the end of the three-year period, whichever is later. All costs incurred under this contract shall be subject to audit by the grantor or an authorized representative of the IACP, or both. The Contractor agrees to comply with the grantor's audit constraints and guidelines, shall allow auditors access to records necessary to supplement expenditures, and shall supply the IACP with copies of all its audit repayments of goods and services procured and compensation paid pursuant to this contract. V. COMPLIANCE Contractor certifies it is not presently debarred, suspended, proposed for disbarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; has not been convicted of, had a civil judgment for, or is not presently indicted for or otherwise criminally or civilly charged by a governmental entity for fraud or other prohibited activities. V9 1/1CP Shaping the Future of the Policing Profession Page 2 of 5 6ffR11142-35d2-45R7-bbac-9ffbc5747Re9 Docuslgn Envelope ID:2CEF431A-859A-4D6D-9C15-33EE048347A8 Contractor further certifies that should its status change in this regard during the term of this contract, the Contractor shall notify IACP immediately. Contractor represents and warrants that the Contractor is currently in compliance and shall remain in compliance during the term of the contract, with all applicable federal civil rights laws. VI. CONFLICT OF INTEREST The Contractor knows of no agreements or transactions in which its rights, duties, obligations, or interests conflict with, or are inconsistent with, those of the IACP, the grantor, or this contract. VII. GOVERNING LAW AND DISPUTES This contract will be governed by and construed in accord with applicable federal law and regulations and the laws of Virginia, without regard to its conflicts of laws provisions. Any proceeding to enforce or construe this contract will be brought in the federal or state courts with jurisdiction in Alexandria, Virginia and no other place. In the event of any conflict, federal law or regulation will prevail. Both parties will cooperate in addressing disputes as they arise. VIII. LIABILITY Each party agrees that it will be responsible for its own acts and the results thereof to the extent authorized by law and shall not be responsible for the acts of the other party and the results thereof. IX. ENTIRE CONTRACT This contract constitutes the entire agreement between the parties regarding the subject matter hereof and supersedes any other written or oral understanding of the parties. This contract may not be modified except by written instrument executed by both parties. X. SEVERABILITY If any provision in this contract is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in full force without being impaired or invalidated in any way. The parties indicate by the signatures below their intent to be bound by the terms of this contract: International Association of Chiefs of Police: City of Eian/Elgin Police a ment: Signed by: bSii thirait Domingo IlerF Boss.'c An al ey Director Chief of Police IN I' Shaping the Future of the Policing Profession Page 3 of 5 6f688142-35d 2-4587-bba c-9ffbc57478e 9 Docuslgn Envelope ID:2CEF431A-859A-4D6D-9C15-33EE048347A8 3/19/2026 3/170 Date: Date: Si ADDRESS: ADDRESS: 3030 Potomac Ave., Suite 600 151 Douglas Ave. Alexandria, VA 22305 Elgin, IL 60120 P: 703-647-7367 P: 847-289-2761 E: Herraiz@theiacp.org E: ana.lalley@elginil.gov Tax ID#: 53-0227813 Contractor's Tax ID#: 36-6005862 UEI #: MUFDFLWLFDT5 UEI #: YLNBW3NCEDC5 Congressional District: VA08 Congressional District: IL08 ate e: 6-7 ,ity Manager, Richard G. Kozal Date: May 27, 2026 Att h&711 City Clerk *MCP Shaping the Future of the Policing Profession Page 4 of 5 6f6gg142-95d7-45R7-hbac-9ffbc57478e9 Docusign Envelope ID:2CEF431A-859A-4D6D-9C15-33EE048347A8 ATTACHMENT A C•)IACP Shaping the Future of the Policing Profession Page 5 of 5 Docusign Envelope ID:2CEF431A-859A-4D6D-9C15-33EE048347A8 Attachment A Agency Name: City of Elgin/Elgin Police Department Approved Request(s): Victim soft room • Brief description: Funds to help pay for furniture and related items for the victim/family soft room at the Elgin Police Department • Approved cost: $4,926.42 • Requirement(s): Procurement policy Funding cannot be used to support construction, major renovations, or the purchase/installation of investigative/recordingdevices(e.g., cameras, audio recording equipment, video recording equipment). Unallowable Cost Categories include: • Salary&fringe benefits • Indirect costs • Vehicles • Trinkets(i.e., branded giveaways) • Food and beverages • Direct victim compensation (e.g., cash to victims) • Temporary housing or relocation financial assistance to victims • Goods/services not used specifically by victim services staff • Items used for investigative purposes (e.g., recording devices, evidence collection technology/cameras) • Therapy/support/facility animals or associated costs • Any other unallowable expense under DOJ/VOCA rules Approved Funding: Total Amount Approved for Reimbursement: $4,926.42 The Total Amount includes the sum of the actual approved costs(based on the approved Cost Estimate)across all requested categories. Funding Ceiling:$5,200.00 The Funding Ceiling is the amount listed in the contract. The IACP understands costs may vary after the Cost Estimate is approved. Funding recipients must seek approval from 1ACP in advance and in writing to spend over the Total Amount Approved for Reimbursement but may not spend over the Funding Ceiling under any circumstance.