94-38 Resolution No. 94-38
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH THE ILLINOIS
DEPARTMENT OF TRANSPORTATION FOR A HIGHWAY SAFETY PROJECT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Robert O. Malm, Interim City Manager, be and is
hereby authorized and directed to execute an agreement on
behalf of the City of Elgin with the Illinois Department of
Transportation for a highway safety project, a copy of which
is attached hereto and made a part hereof by reference.
s/ Robert Gilliam
Robert Gilliam, Mayor Pro Tem
Presented: February 23, 1994
Adopted: February 23, 1994 •
Vote: Yeas 5 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
Illinois Department Highway Safety Project
Of Transportation •
TransportationSingle Audit Act Certification
Division of Traffic Safety
3215 Executive Park Drive/P.O. Box 19245
Springfield, Illinois 62794-9245
The Illinois Department of Transportation's Division of Traffic Safety(DTS) is the agency responsible for administering
Illinois'federal highway safety funds. The Single Audit Act of 1984 (P.L.98-502) requires state and local governments that
receive$25,000 or more in federal financial assistance a year to have an audit made in accordance with the Office of
Management and Budget(OMB) Circular A-128. One copy of the completed audit report must be provided to the
Division of Traffic Safety and one copy sent to:
Bureau of Census
Data Preparation Division
1201 East 10th Street
Jefferson, Indiana 47132
Attn: Single Audit Clearinghouse
Audit reports must be submitted to the Division of Traffic Safety within"30 days after completion of the audit, but no later
than one year after the end of the audit period."
Federal funds are provided for this project by the U.S. Department of Transportation. The program is listed in the Catalog
of Federal Domestic Assistance(CFDA) as State&Community Highway Safety 20.600.
In order for the Division of Traffic Safety to fulfill its responsibility,this form must be completed, signed and returned to verify
your agency's intent to comply with the Single Audit Act requirements.
Applicant Agency Elgin Police Department Project Number AL5-1720-011 •
Project Title Roadside Safety Check Project Period 7/1/94 - 6/30/95
Total Cost $7,432.00 Federal $3,716.00 Local $3,716.00
To Be Completed by Applicant Agency:
Period Audit to Cover: to
Date Audit to Commence: Audit Conducted by:
Telephone
Certification:
We certify the above information to be correct and that we will comply with the Single Audit Act as detailed in OMB Circular
A-128.
•
•
t-/ ` . - >�G.1 {��s � . tG c13 t -5c-90 y/24,/94
Signature of Authorizing Official Printed Name Telephone Date
Signature of Project Director Printed Name , Telephone Date
Signature of Fiscal Officer Printed Name Telephone Date
TS 2225 (3/94)
•
Drug-Free Workplace
The undersigned agency certifies that it will not engage in the unlawful manufacture, distribution, possession or use of a
controlled substance in the performance of the contract.
If the undersigned agency employs 25 or more people and contracts for$5,000 or more, it agrees that it will provide a drug-
free workplace by: - -
(a) Publishing a statement:
(1) Notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled
substance, including cannabis, is prohibited in the grantee's or contractor's workplace.
(2) Specifying the actions that will be taken against employees for violations of such prohibition.
(3) Notifying employees that, as a condition of employment on such contract or grant, employees will:
(A) abide by the terms of the statement; and
(B) notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later
than five (5) days after such conviction.
(b) Establishing a drug-free awareness program to inform employees about:
(1) the dangers of drug abuse in the workplace;
(2) the grantee's or contractor's policy of maintaining a drug-free workplace;
(3) any available drug counseling, rehabilitation and employee assistance programs; and
(4) the penalties that may be imposed upon an employee for drug violations.
(c) Providing a copy of the statement required by subparagraph (a) to each employee engaged in the performance of
the contract and posting the statement in a prominent place in the workplace.
(d) Notifying the contracting or granting agency within ten (10) days after receiving notice under part (B) of paragraph (3) of
subsection (a) above from an employee or otherwise receiving actual notice of such conviction.
(e) Imposing a sanction or requiring the satisfactory participation in a drug abuse assistance or rehabilitation program by any
employee who is so convicted as required by section 5 of the Drug Free Workplace Act.
(f) Assisting employees in selecting a course of action in the event drug counseling, treatment and rehabilitation is required
and indicating that a trained referral team is in place.
(g) Making a good faith effort to continue to maintain a drug-free workplace through implementation of the Drug Free
Workplace Act.
Certification: By signing this Agreement Certifications form, the undersigned affirms that he or she is authorized to execute
this certification and that he or she has read and complied with each of the above certifications, that the required responses
are true and correct and that the signature below constitutes an endorsement and execution of each certification and
assurance as though each certification was individually signed.
Ita‘,:a.c2%-1.‘c1r4Li
Applicant Agency Authorized Sig
Date Cmc- `r1•�c�� �• �l-E.w,�
Printed Name
Title
.TS2224(Rev.3/94)
0 Illinois Department Highway Safety
of Transportation Project Agreement
Division of Traffic Safety
3215 Executive Park Drive/P.O. Box 19245
Springfield, Illinois 62794-9245
1. Applicant Agency: Elgin Police For Office Use Only
Department Project Number: AL5-1720-011
Address: 150 Dexter Court Project Title: Roadside-Safety Check
Year of
Elgin, Illinois 60120 PSP/Task: 95/14-14 Funding_
TIN/FEIN: PSP Title: Alcohol Incentive Grant
2. Governmental Unit: City of Elgin 3. Starting Date: July 1, 1994
4. Expiration Date: June 30, 1995
Address: 150 Dexter Court
Elgin, Il 1 i not s 60120 5A-E. Project Description (attached)
TIN/FEIN: E9996-0771-01 ® Yes ❑ No
5F. Project Description Summary: This project allocates funds for the Elgin Police
Department's effort to reduce alcohol related crashes through participation in
roadside safety checks. These roadside safety checks will be performed a
minimum of three (3) times during the project period at areas identified as
having a large number of alcohol related crashes.
5G.Protect Budget: Federal Local Total
Personal Services $ 3,716.00 $ 3.716.00 $ 7,4' 2 nn
Fringe Benefits
Social Security
Travel
Contractual Services
Printing
Commodities
Equipment
Oiler/Auto/Equipment ,
Totals $ 3,716.00 $ 3,716.00 $ 7,432.00
6. A. Acceptance-It is understood and agreed by the undersigned that this project is subject to the attached Agreement Conditions.
8. 'Obligation of the State shall cease immediately without penalty or further payment being required it in any fiscal year,the kiwis General Assembly or federal funding source fails to
appropriate or otherwise make available funds for this contract.'
7A. Project Director: 7B. Authorizing Official:
Name: Sgt. Terrence J. Sterricker Name: Rick Helwig
Title: Commander, Traffic Division Title: City Manager
Address:150 Dexter Court, Elgin, IL 60120 Address:150 Dexter Court, Elgin, IL 60120
Telephone: 708/931-6034 Fax: 708/931-6144 Telephon�e:7�0�8�/931-5598 Fax.708/931-5610
Signature: Date: Signature:l<C f 0 w •`d.Qi Date: 4+424>19 y
7C. Division of Traffic Safety Approval and Authorization to Expend Funds: ,
Gary D. March, Governor's Rep. for Highway Safety
Name Tide Signature Date
TS 1980(Rev.3/94)
Agreement Conditions
The following are general conditions of approval and procedural guidelines to which all projects are subject. Signators of this
agreement certify that these conditions and procedures will be adhered to unless amended in writing.
A. Media:
1. All articles, publications, news releases, exhibits, video or audio materials prepared by the agency shall identify the
Illinois Department of Transportation (IDOT) as the funding source.
2. TDD. All printed, visual, and auditory materials which contain a phone number must also contain a TDD number. The
Ameritech relay number-800-526-0844 (TDD only)—may be used to fulfill this requirement.
3. Closed Captioning. All public service announcements funded, in whole or in part,through this federal highway safety
program must be closed-captioned for the hearing impaired.
B. Anti-discrimination: Recipient hereby agrees to observe and comply with all provisions of Federal and State
constitutions, laws and regulations pertaining to non-discrimination and equal employment opportunity including, but not
limited to:
1. Title VI of the Civil Rights Act of 1964, Sec. 601 (Nondiscrimination in Federally-Assisted Programs): No person in the
United States shall, on the grounds of race, color, sex or national origin, be excluded from participation in, be denied
the benefits of or be subjected to discrimination under any program or activity receiving federal financial assistance.
49 CFR 21 through Appendix H and 23 CFR 710.405(b) are incorporated and made part of this agreement by
reference.
2. The Illinois Human Rights Act (775 Illinois Compiled Statutes, 5/1-101 et. seq.)
C. Disadvantaged Business Enterprises:
1. Policy- It is the policy of the U.S. Department of Transportation that disadvantaged business enterprises as defined in
49 CFR Part 23 shall have the maximum opportunity to participate in the performance of contracts financed in whole
or in part with federal funds under this agreement. Consequently the DBE requirements of 49 CFR Part 23 apply to
this agreement.
2. DBE Obligation -The recipient or its contractor agrees to ensure that disadvantaged business enterprises as defined
in 49 CFR Part 23 have the maximum opportunity to participate in the performance of contracts and subcontracts
financed in whole or in part with federal funds provided under this agreement. In this regard all recipients or
contractors shall take all necessary and reasonable steps in accordance with 49 CFR Part 23 to ensure that
disadvantaged business enterprises have the maximum opportunity to compete for and perform contracts. Recipients
and their contractors shall not discriminate on the basis of race, color, national origin or sex in the award and
performance of Department of Transportation-assisted contracts.
3. Illinois Department of Transportation Program Requirements for Recipients of Grants-All recipients shall comply with
the requirements of 49 CFR Part 23.43. These recipients which are required under Part 23.41 to develop a program
shall either adopt the Department DBE Program as the minimum to which they will adhere or develop their own DBE
Program pursuant to 49 CFR Part 23. This requirement will be a specific condition of grant or contract approval. The
Department will provide assistance to recipients in the setting and enforcement of goals for DBEs. The Department
will provide its certified DBE directory to recipients at no charge.
4. Subcontracts-The recipient shall include the provisions of this"Policy"in every subcontract, including procurement of
materials and leases of equipment.
D. Lows of Illinois:This contract shall be governed in all respects by the laws of the State of Illinois.
E. Procurement Procedures:All procurement transactions for contractual services, commodities and equipment shall be
conducted in a manner that provides maximum open and free competition. The applicant agency shall also meet the
following minimum procedural requirements, as well as any specific procedures written into the narrative of this
agreement.
1
I. Project Monitoring:The Division of Traffic Safety will conduct periodic on-site reviews of all ongoing highway safety
projects to monitor adherence to the project agreement and to review project progress and claim for reimbursement
procedures.
J. Reports: Progress reports by objective shall be submitted to the Division of Traffic Safety as stipulated in this agreement.
The final project report shall be submitted to the Division of Traffic Safety within 30 days after the expiration date of the
project or as stipulated in this agreement.
K. Alterations: All alterations shall be requested in writing and shall be authorized in writing by the Division of Traffic Safety
before work is started. No oral understanding or agreement not incorporated herein will be binding on either of the
parties.
L Termination/Cancellation:"Obligation of the State shall cease immediately without penalty or further payment being
required if, in any fiscal year,the Illinois General Assembly or federal funding source fails to appropriate or otherwise
make available funds for the contract."
This agreement may be terminated/cancelled by either party upon 30 days written notice. Failure to carry out the
conditions set forth herein shall constitute a breach of the agreement and may result in termination of the agreement or
such remedy as appropriate. Upon termination,the applicant agency will be paid for work satisfactorily completed prior to
the date of termination.
M. Approval and Ownership of Data and Creative Material: All documents including reports and all other work products
produced by the applicant agency under this contract shall be submitted to the Division of Traffic Safety for approval prior
to development and same shall become and remain the property of the Division of Traffic Safety.
N. Audits:The records and supportive documentation for all completed projects are subject to an on-site audit by the Illinois
Department of Transportation, Bureau of Accounting and Auditing. The Bureau of Accounting and Auditing reserves the
right to inspect and review during normal working hours the workpapers of the independent auditor in support of their audit
report.
The Single Audit Act of 1984(Public Law 98-502) requires the following:
1. State or local governments that receive$25,000 or more a year in federal financial assistance shall have an audit
made in accordance with the Office of Management and Budget (OMB) Circular No. A-128.
2. State or local governments that receive less than$25,000 a year shall be exempt from compliance with the Act and
other federal audit requirements.
3. Nothing in this paragraph exempts State or local governments from maintaining records of federal financial assistance
or from providing access to such records to Federal Agencies, as provided for in Federal law or in Circular A-102
"Uniform Requirements for Grants to State or Local Governments."
4. A copy of the audit report must be submitted to the Division of Traffic Safety within"30 days after completion of the
audit, but no later than one year after the end of the local government's fiscal year."
5. One copy of the audit report shall be provided to the Division of Traffic Safety and one copy sent to: Bureau of
Census, Data Preparation Division, 1207 East 10th Street,Jefferson, IN 47132,Attn: Single Audit Clearinghouse.
O. Safety Belt Use Requirements:
1. In accordance with the Illinois Mandatory Seat Belt Law (625 Illinois Compiled Statutes, 5/12-603.1)the grantee will
establish a safety belt use policy requiring employees to use the appropriate occupant restraint protection devices as
provided in the vehicle being driven while on official business.
2. A copy of the safety belt policy will be forwarded to the Division of Traffic Safety within the first month of the project.
P. Bribery Clause Certification:
1. The undersigned agency certifies that it has not been convicted of bribery or attempted to bribe an officer or employee
of the State of Illinois, nor has the agency made an admission of guilt of such conduct which is a matter of record, nor
has any official, officer, agent or employee been so convicted nor made such an admission.
2. Further,the agency is not in violation of Section 10.1 of the Illinois Purchasing Act, nor barred from bidding under
Section 33E-3 or 33E-4 of the Criminal Code of 1961.
3
PROBLEM STATEMENT
Nationally, at least 22,000 people are killed in alcohol related
crashes, with an average of one injury per minute. Alcohol is a
factor in at least 29% of serious injury crashes. The City of Elgin
averages 3,700 crashes annually, of these more than 400 involve
serious injuries. Of these crashes, nearly 20% occur between the
hours of 9 PM and 5 AM, a time when studies have shown that 50% of
the collisions are alcohol-related. Despite increased enforcement
efforts, drinking and driving remains a serious traffic safety
concern.
An analysis of these crashes was conducted to narrow the day of the
week and location, to best utilize available manpower. It was found
that most of the collisions occurred on Friday night/Saturday
morning and Saturday night/Sunday morning. The locations were then
plotted, and the downtown business corridor was identified as the
area most likely to have an impaired driver, or the "Hot Spot".
Based upon this analysis and the experience of the Traffic Division
personnel , this area is proposed as the best location for a Roadside
Safety check.
Based upon this analysis, it is suggested that this area be
targeted. No specific pattern was located for specific times of the
year, although major holidays appear to be likely target dates.
PROJECT GOAL AND OBJECTIVE
The goal of this alcohol-related crash reduction program is to
reduce the incidence of Driving Under the Influence (DUI) of alcohol
and/or drugs and to call attention to the seriousness of the
offense. This will be accomplished through the following objective:
To provide the Elgin Police Department funding, to
accomplish a series of roadside safety checks, as outlined
in the Roadside Safety Check Operations Plan, at high crash
locations likely to involve impaired drivers.
2474V/1
METHODS OF PROCEDURE
1 . Conduct a series of three roadside safety checks at locations
identified by the Elgin Police Traffic Division and approved by
the Illinois Department of Transportation. The Elgin Police
Department will supply twelve (12) officers per detail .
2. The Elgin Police Department will participate in public
information activities, aimed at informing potential DUI
offenders of the hazards of driving after drinking and the
likelihood of being detected and arrested.
3. This activity will be conducted in accordance with the
established guidelines of the Illinois Local Governmental Law
Enforcement Officer Training Board.
REPORTING REQUIREMENTS
Reporting of enforcement activity is to be completed and submitted
to your project manager no later than 30 days after each roadside
safety check. The report shall include a completed RSC data sheet
(Appendix A). Please complete this form showing activity by your
officers after each RSC. The report shall also include copies of
any press or media coverage associated with the activity.
A final report will be submitted by August 1 , 1995. It shall
include a summary of the activities conducted during the entire
project period, whether or not all the objectives were met, problems
or successes encountered and how the project activities affected the
overall DUI problem. The final claim for reimbursement will be
submitted to DTS by August 1 , 1995.
2474V/2
BUDGET
ROADSIDE SAFETY CHECK
50% 50%
PERSONAL SERVICES FEDERAL LOCAL TOTAL
252 hours (7 hours per
officer per detail) of hireback
salary at $29.49 per hour to
conduct roadside safety checks.
TOTAL $ 3,716.00 $3,716.00 $ 7,432.00
2474V/3
Elgin Traffic Accident Analysis
1993
2100-0500 hours
Monday 8.4
Tuesday 8.9
Wednesday _ 9.1
Thursday 12.7
Friday 17
Saturday 24.e
Sunday 18.9
0 5 10 15 20 25 • 30
Elgin Traffic Accident Analysis
1992
2100-0500 hours
Monday 9.3
Tuesday 8.6
Wednesday 12.5
Thursday 13.1
Friday 14.9
Saturday 24
Sunday 17.8
0 5 10 • 15 20 25 30
Elgin Traffic Accident Analysis
1991
• 2100-0500 hours
Monday 10.7
Tuesday 10.9
Wednesday 10.2
Thursday 11.7
Friday 15
Saturday 2i.5
Sunday 20
0 5 10 15 20 25
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APPENDIX A
Roadside Safety Check Data Sheet
(Local Law Enforcement Only)
Roadside Safety Check
1 . Date
2. Location
3. Total # of Officers
Activity Arrests Warnings
4. Registration Offenses
5. Drivers License Offenses
6. Equipment Offenses
7. Occupant Restraint Offenses
8. DUI N/A
9. Other Alcohol Related (IVC Only) N/A
10. Other IVC Offenses
11 . Criminal Arrests (Al/Drug Related) N/A
12. All Other Criminal Arrests N/A
13. Totals
Breakdown of Occupant Restraint, Alcohol Related and Criminal Activity
14. Occupant Restraint Arrests
Failure to Wear Seatbelts (12-603. 1 )
Failure to Restrain Child Under 4 Years (1104)
Failure to Restrain Child 4 Years But Less than 6 (1104V)
Other Seatbelt Offense
15. Alcohol Related (IVC only)
(Enter BAC if applicable. Circle BAC or refusal for each DUI
arrest.)
a. BAC /Refusal e. BAC /Refusal
b. BAC /Refusal f. BAC /Refusal
c. BAC /Refusal g. BAC /Refusal
d. BAC /Refusal h. BAC /Refusal
16. Criminal Arrests (List each criminal arrest, e.g. , Chapter 38, 43,
56.5, etc. )
Statute Brief Description
17. Comments: (Additional information relevant to checkpoint, e.g. ,
accidents , injuries, encounters, drug seizures, etc.)
•
1095V
Elm
Agenda� ;��. Item No. B ii )
o
February 14, 1994
TO: Mayor and Members of the City Council
FROM: Robert 0. Malm, Interim City Manager
SUBJECT: Approval of grant application to IDOT
"Roadside Safety" Grant
PURPOSE
To request approval of a grant application to the Illinois
Department of Transportation for "Roadside Safety" grant
money.
BACKGROUND
In June 1992 the Elgin Police Department and the Illinois De-
partment of Transporatation began a three year grant program
to conduct "Roadside Safety Checks" in the City of Elgin.
The program was funded in the normal manner, 100% the first
year, 75%/25% year two and now 50%/50% year three. This
anti-DUI program has been very successful. Reduction of the
incidents of intoxicated motorists and the accompanying acci-
dents and injuries has been an ongoing project of the Elgin
Police Department. This program would likely continue on a
smaller scale without the financial backing of this grant.
This is the third year of a three year grant.
FINANCIAL IMPACT
This grant requires 50% participation from the City of Elgin,
$4, 135.74 and is currently budgeted under the police overtime
budget.
LEGAL IMPACT
None.
RECOMMENDATION
Th taff recommends that this grant application be approved.
14414iftr
Rob rt O. Ma , terim City Manager
amp
Illinois Department Highway Safety
• of Transportation Project Request
Division of Traffic Safety
3215 Executive Park Drive/P.O. Box 19245
Springfield, Illinois 62794-9245
1. Applicant Agency: Elgin Police Dept. For Office Use Only
Project Number:
Address: 150 Dexter Court Project Title:
Elgin, IL 60120 PSP/Task• Proj.Yr.
TIN/FEIN: E9996-0771-01 PSP Title:
2. Governmental Unit: City of Elgin 3. Starting Date:
4. Expiration Date:
Address: 150 )MxtPr Court 5A-E. Project Description (attached)
R1 gin, TT. 60120 dyes ❑ No
TIN/FEIN: E9996-0771-01
5F. Project Description Summary:
This project allocates funds for the Elgin Police Department`s effort to reduce
alcohol related accidents through participation in roadside safety checks.
These roadside safety checks will be performed a minimum of three times
during the application period at areas identified as having a large number
of alcohol related accidents.
Proposed
5G.Project Budget: Federal Local Total
Personal Services . 3,715.74 3,715-74 _7,43.1.48
Fringe Benefits
Social Security
Travel
Contractual Services
Printing
Commodities
Equipment
Oper/Auto/Equipment 420.00 420.00 840.00
Totals _ 4,13.5.74 _ a,271.48
6. A- The attached Agreement Conditions constitute a part of this agreement.
B- "Obligation of the state shall cease immediately,without penalty or further payment being required if, in any
fiscal year,the Illinois General Assembly or federal funding source fails to appropriate or otherwise make
available funds for this contract."
•
7A. Project Director: 7B. Authorizing Official:
Name: Sgt. Terrence J. Sterricker Name Mr. Robert Malm
Title: Commander, Traffic Division Title: Tnt rim City Manager,
Address: 150 Dexter Court, Elgin, Illinois Address' . - . • . ..
Telephone' 708-931-6034 Telephon 7•• 93 -5-•R
Signature: C j Date: -V7/ Signatur . . .II.. . _ Date:
TS 1986(Rev.4/93)
Agreement Conditions
The following are general conditions of approval and procedural guidelines to which all projects are subject. Signators of
this agreement certify that these conditions and procedures will be adhered to unless amended in writing.
A. News Releases:
1. Any article/publication or news release written by the agency shall identify the Illinois Department of Transportation
(IDOT) and the-National Highway Traffic Safety.Administration and/or Federal Highway Administration (NHTSA/
FHWA) as funding sources.
2. Closed Captioning. All public service announcements funded, in whole or in part,through this federal highway
safety program must be closed captioned for the hearing impaired.
B. Title VI of the Civil Rights Act of 1964, Sec.601 (Nondiscrimination in Federally-Assisted Programs): No person
in the United States shall, on the grounds of race,color, sex or national origin, be excluded from participation in, be
denied the benefits of or be subjected to discrimination under any program or activity receiving federal financial assis-
tance. 49 CFR 21 through Appendix H and 23 CFR 710.405(b) are incorporated and made part of this agreement by
reference.
C. Disadvantaged Business Enterprises:
1. Policy- It is the policy of the (U.S.) Department of Transportation that disadvantaged business enterprises as
defined in 49 CFR Part 23 shall have the maximum opportunity to participate in the performance of contracts fi-
nanced in whole or in part with federal funds under this agreement. Consequently the DBE requirements of 49 CFR
Part 23 apply to this agreement.
2. DBE Obligation-The recipient or its contractor agrees to ensure that disadvantaged business enterprises as
defined in 49 CFR Part 23 have the maximum opportunity to participate in the performance of contracts and sub-
contracts financed in whole or in part with federal funds provided under this agreement. In this regard all recipients
or contractors shall take all necessary and reasonable steps in accordance with 49 CFR Part 23 to ensure that
disadvantaged business enterprises have the maximum opportunity to compete for and perform contracts. Recipi-
ents and their contractors shall not discriminate on the basis of race, color, national origin or sex in the award and
performance of Department of Transportation-assisted contracts.
3. Illinois Department of Transportation Program Requirements for Recipients of Grants -All recipients shall comply
with the requirements of 49 CFR Part 23.43. These recipients which are required under Part 23.41 to develop a
program shall either adopt the Department DBE Program as the minimum to which they will adhere or develop their
own DBE Program pursuant to 49 CFR Part 23. This requirement will be a specific condition of grant or contract
approval. The Department will provide assistance to recipients in the setting and enforcement of goals for DBEs.
The Department will provide its certified DBE directory to recipients at no charge.
4. Subcontracts-The recipient shall include the provisions of this"Policy" in every subcontract, including procurement
of materials and leases of equipment.
D. Laws of Illinois: This contract shall be governed in all respects by the laws of the State of Illinois:
E. Procurement Procedures: All procurement transactions for contractual services,commodities and equipment shall
be conducted in a manner that provides maximum open and free competition. The applicant agency shall also meet
the following minimum procedural.requirements, as well as any specific procedures written into the narrative of this
agreement.
1. Solicitations of offers shall include a description of the technical requirements for the product or service to be
procured. .
2. Awards shall be made.only to responsible bidders that can meet the preceding requirements.
3. Small purchase procedures,which consist of obtaining price or rate quotations from at least three qualified sources,
may be used for products or services having a total value of not more than$5,000.
•
4. Formal advertising procedures shall be used for products,which may include associated nonprofessional services
having a total value of more than $5,000. An invitation for bids, with item specifications and supplier requirements,
shall be publicly advertised. In addition, bids shall be solicited from an adequate number of known suppliers. Bids
shall be opened publicly and a fixed-price contract award made to that responsible bidder whose bid most closely
conforms to the best interest of the project.
5. Competitive negotiation procedures shall be used to procure services having a total value of more than$5,000.
The Request for Proposal shall be publicized and proposals shall be solicited from an adequate number of qualified
sources. Negotiations are normally conducted with more than one source and a cost-reimbursement contract shall
be awarded based on a technical evaluation of the proposals received. Award may be made to the responsible
bidder whose proposal will be most advantageous to the procuring party, price and other factors considered.
Unsuccessful bidders should be notified promptly.
6. Non-competitive negotiation,the procurement through solicitation of a proposal from one source, is allowed
if the products or services are available only from a single source;the Division of Traffic Safety authorizes such
a procedure;or, after solicitation of a number of sources, competition is determined inadequate.
7. The applicant agency will take all necessary affirmative steps to assure that minority firms,women's business
enterprises and labor surplus area firms are used when possible.
8. The applicant agency shall maintain records sufficient to detail the significant history of a procurement. These
records shall include, but are not necessarily limited to, information pertinent to: rationale for the method of procure-
ment, selection of contract type,contractor selection or rejection and basis for the cost or price.
9. No employee or representative of the Illinois Department of Transportation or the applicant agency shall participate
in the procurement of products or services if a conflict of interest, real or apparent,would be involved. Nor shall
such persons solicit or accept anything of monetary value from bidders or suppliers.
10. The applicant agency must comply with the State Purchasing Act and any local ordinances or regulations.
F. Consultant Contracts: After a consultant is selected in accordance with the requirements of Condition E (Procure-
ment Procedures) as detailed herein,the consultant contract shall be submitted to the Division of Traffic Safety for
approval prior to execution. The applicant agency is subject to all regulations in the "Requirements for Consultant
Contracts"which will be furnished by the Division of Traffic Safety.
G. Support Documentation: Funds shall not be advanced to an applicant agency but rather reimbursed for actual expen-
_ ditures upon submission of proper supportive documentation. Copies of the original or source records which evidence
all expenditures(federal and local) shall be submitted with claims for reimbursement of costs. Only those costs
incurred within the approved project period and budget are eligible for reimbursement. Support documentation shall
be retained for a period of five years after the final claim has been paid and shall be available for audit at any time
during this period.
Proper supportive documentation includes the following:
1. Personal Services and Fringe Benefits costs shall be documented with submission of:
a. A tabulated list of employee names,the number of hours and days devoted to the project,the rate of pay, and
amount paid per employee (computer printouts or pay rate sheets are acceptable).
b. Submittal of monthly time cards and activity logs for full and part-time employees. The time record must show
not only the time spent on this project but also time spent on leave and on other assignments,even if the latter
is reported only as"other assignments". The employee's time for the entire payroll period shall be accounted
for. The employee shall sign the record and the immediate supervisor shall certify it.
2. Contractual Services, Printing, Commodities and Equipment costs shall be documented with submission of:
a. A.list of item quantities, unit prices and amounts tabulated by cost category (the unit price shall reflect any
offered discount whether or not the agency takes advantage of this discount).
b. Copies of invoices with copies of cancelled checks or copies of invoices certified as paid (invoices shall be
identifiable to the project).
3. Travel costs shall be documented with submission of:
a. Paid receipts for lodging,transportation and miscellaneous expenses exceeding$10.00.
b. Certified odometer logs.
c. Per diem records.
4. Operation of automotive equipment shall be documented with submission of certified odometer logs.
5. Claims for reimbursement should be submitted on a monthly/quarterly basis. The final claim for reimbursement
must be received by the Division of Traffic Safety within 30 days following the expiration of the grant to receive
payment.
H. Equipment Inventory: An inventory of nonexpendable personal property having an acquisition cost of$5,000 or more
is subject to periodic inspection by the Division of Traffic Safety. "Property Management Standards"will be furnished by
the Division of Traffic Safety. These standards provide requirements relative to equipment inventory, use and
disposition procedures.
I. Project Monitoring: The Division of Traffic Safety will conduct periodic on-site reviews of all ongoing highway safety
projects to monitor adherence to the project agreement and to review project progress.
J. Reports: Progress reports by objective shall be submitted to the Division of Traffic Safety as stipulated in this agree-
ment. The final project report shall be submitted to the Division of Traffic Safety within 30 days after the expiration date
of the project or as stipulated in this agreement.
K. Alterations: All alterations shall be requested in writing and shall be authorized in writing by the Division of Traffic
Safety before work is started. No oral understanding or agreement not incorporated herein will be binding on any of the
parties hereto.
L. Termination/Cancellation: "Obligation of the State shall cease immediately without penalty or further payment being
required if, in any fiscal year,the Illinois General Assembly or federal funding source fails to appropriate or otherwise
make available funds for the contract."
This agreement may be terminated by either party upon 30 days written notice. Failure to carry out the conditions set
forth herein shall constitute a breach of the agreement and may result in-termination of the agreement or such remedy
as appropriate. Upon termination,the applicant agency will be paid for work satisfactorily completed prior to the date of
termination.
M. Work Product: All documents including reports and all other work products produced by the applicant agency under
this contract shall be submitted to the Division of Traffic Safety for approval prior to development and same shall
become and remain the property of the Division of Traffic Safety.
N. Audits: The records and supportive documentation for all completed projects are subject to an on-site audit by the
Illinois Department of Transportation, Bureau of Accounting and Auditing. The Bureau of Accounting and Auditing
reserves the right to inspect and review during normal working hours the workpapers of the independent auditor in
support of their audit report.
•
The Single Audit Act of 1984 (Public Law 98-502) requires the following: .
1. State or local governments that receive$25,000 or more a year in federal financial assistance shall have an audit
made in accordance with Office of Management and Budget (OMB) Circular No. A-128.
2. State or local governments that receive less than$25,000 a year shall be exempt from compliance with the Act and
other federal audit requirements.
3. Nothing in this paragraph exempts State or local governments from maintaining records of federal financial assis-
tance or from providing access to such records to Federal Agencies, as provided for in Federal law or in Circular
A-102"Uniform Requirements for Grants to State or Local Governments."
3
4. A copy of the audit report must be submitted to the Division of Traffic Safety within "30 days after completion of the
audit, but no later than one year after the end of the local government's fiscal year."
5. One copy of the audit report shall be provided to the Division of Traffic Safety and one copy sent to: Bureau of
Census, Data Preparation Division, 1207 East 10th Street,Jefferson, IN 47132, Attn: Single Audit Clearinghouse.
O. Safety Belt Use Requirements:
1. In accordance with the Illinois Mandatory Seat Belt Law (Public Act 83-1507, as amended)the grantee will establish
a safety belt use policy requiring employees to use the appropriate occupant restraint protection devices as pro-
vided in the vehicle being driven while on official business.
2. A copy of the safety belt policy will be forwarded to the Division of Traffic Safety within the first month of the project.
P. Bribery Clause Certification:
1. The undersigned agency certifies that it has not been convicted of bribery or attempted to bribe an officer or em-
. ployee of the State of Illinois, nor has the agency made an admission of guilt of such conduct which is a matter of
record, nor has any official, officer, agent or employee been so convicted nor made such an admission.
2. Further,the agency is not in violation of Section 10.1 of the Illinois Purchasing Act, nor barred from bidding under
Section 33E-3 or 33E-4 of the Criminal Code of 1961.
0. Certification Regarding Lobbying - Certification for Contracts, Grants, Loans and Cooperative Agreements:
The undersigned agency certifies to the best of his or her knowledge and belief,that:
1. No federally appropriated funds have been paid or will be paid, by or on behalf of the undersigned,to any person for
influencing or attempting to influence an officer or employee of any agency, a member of Congress, or an employee
of a member of Congress in connection with the awarding of any federal contract,the making of any federal grant,
the making of any federal loan,the entering into of any cooperative agreement or the extension, continuation,
renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement.
2. If any funds other than federally appropriated funds have been paid or will be paid to any person for influencing or
attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of
Congress, or an employee of a member of Congress in connection with this federal contract,grant, loan or coop-
erative agreement,the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report
Lobbying,"in accordance with its instructions.
3. The undersigned agency shall require that the language of this certification be included in the award documents for
all subawards at all tiers (including subcontracts, subgrants and contracts under grants, loans and cooperative
agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or
entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by
Section 1352,Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil
penalty of not less than$10,000 and not more than$100,000 for each such failure.
R. Certification Regarding Default on an Education Loan: As provided in Public Act 85-827,the undersigned agency
certifies that all parties of the contract are not in default on an education loan.
S. Drug Free Workplace Act-Certification for Drug Free Workplace:
1. As required by the Drug Free Workplace Act(HI. Rev. Stat., Ch. 127, par. 152.311), no grantee or contractor shall
receive a grant or be considered for the purpose of being awarded a contract for the procurement of any property
or services from the State, unless the grantee or contractor has certified to the State that the grantee or contractor
will provide a drug free workplace.
• 4
2. Submission of this certification is a prerequisite for making or entering into this transaction imposed by the Drug
Free Workplace Act(Public Act 86-1459). False certification or violation of the certification may result in sanctions
including, but not limited to, suspension of contract or grant payments,termination of the contract or grant and
debarment of contracting or grant opportunities with the State for at least one (1)year but not more than five (5)
years.
T. Conflict of Interest: The undersigned agency agrees to comply with the provisions of the Illinois Purchasing Act
prohibiting conflict of interest (III. Rev. Stat., 1985, Ch. 127, pars. 132.11-1 through 132.11-5). All the terms,
conditions and provisions of those Sections apply to this contract and are made a part of this contract the same as
though they were incorporated and included herein.
U. Contract Provision: The undersigned agency certifies that they will comply with the provision of Public Act 87-991
requiring that every contract entered into shall provide that the contractor(and subcontractor) maintain certain records
and documentation relating to the grant and/or contract for a minimum of five years after contract completion.
•
5
PROBLEM STATEMENT
Nationally, at least 22,000 people are killed in alcohol related
crashes, with an average of one injury per minute. Alcohol is a
factor in at least 29 % of serious injury crashes . The City of
Elgin averages 3,700 crashes annually, of these more than 400
involve serious injuries. Of these crashes , nearly 20 % occur
between the hours of 9 PM and 5 AM, a time when studies have
shown that 50% of the collisions are alcohol related. Despite
increase enforcement efforts, drinking and driving remains a
serious traffic safety concern. ( See attached local accident
data analysis, attachment #1)
PROJECT GOAL AND OBJECTIVE
The goal of this alcohol-related accident reduction program is
to reduce the incidence of Driving Under the Influence (DUI) of
alcohol and/or drugs and to call attention to the seriousness of
the offense. This will be accomplished through the following
objective:
To provide the Elgin Police Department funding, to accomplish
a series of roadside safety checks, as outlined in the
Roadside Safety Check Operations Plan, at high accident
locations, likely to involve impaired drivers .
METHODS OF PROCEDURE
1. The conduct of a series of three roadside safety checks at
locations identified by the Elgin Police Traffic Division and
the Illinois Department of Transportation . The Elgin Police
Department will supply twelve ( 12) officers per detail .
2 . The Elgin Police Department will participate in public
information activities, aimed at informing potential DUI
offenders of the hazards of driving after drinking and the
likelihood of being detected and arrested.
3. This activity will be conducted in accordance with the
established Elgin Police Department operational plan
(Previously submitted)
REPORTING REQUIREMENT
Reporting of all enforcement activity is the responsibility of
the Commander of the Elgin Police Department Traffic Division.
This reporting will include copies of press and local media
coverage.
ACCIDENT DATA ANALYSIS
An analysis of the accident history in the City of Elgin was
undertaken as part of this grant application. The primary
accidents examined were those occurring between 2100 hrs . and
0500 hrs . , the times identified as most likely to involve
impaired drivers, by the Department of Transportation. This
analysis indicated that approximately 20% of the accidents
occurring in the City of Elgin annually, occur during this time
period.
An analysis of these accidents was then conducted to narrow the
day of the week and location, to best utilize available
manpower. It was found that most of the collisions occurred on
Friday night/Saturday morning and Saturday night/Sunday morning.
The locations were then plotted, and the downtown business
corridor was identified as the area most likely to have an
impaired driver, or the "Hot Spot" .
Based upon this analysis and .the experience of the Traffic
Division personnel, this area is proposed as the best location
for a Roadside Safety check.
Based upon this analysis, it is suggested that this area be
targeted. No specific pattern was located for specific times of
the year, although major holidays appear to be likely target •
dates .
Elgin Traffic Accident Analysis
1993
2100-0500 hours
Monday 8.4
Tuesday 8.9
Wednesday 9.1
Thursday t2.7
Friday 17
Saturday 24.9
Sunday 18.9
0 5 10 15 20 25 30
Elgin Traffic Accident Analysis
1992
2100-0500 hours
Monday 9.3
Tuesday 8.6
Wednesday 12.5
Thursday 13.1
Friday 14.9
Saturday 24
Sunday 17.8
0 5 10 15 20 25 30
Elgin Traffic Accident Analysis
1991
2100-0500 hours
Monday 10.7
Tuesday 10.9
Wednesday 10.2
Thursday 11 .7
Friday 15
Saturday 21 .5 •
Sunday 20
0 5 10 15 20 25
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