94-77 Resolution No. 94-77
RESOLUTION
AUTHORIZING EXECUTION OF A PROJECT AGREEMENT WITH THE
STATE OF ILLINOIS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Richard B. Helwig, City Manager, be and is
hereby authorized and directed to execute a Project Agreement
on behalf of the City of Elgin with the State of Illinois for
an open space lands acquisition and development grant program
for the Elgin Sports Complex, a copy of which is attached
hereto and made a part hereof by reference.
s/ George VanDeVoorde
George VanDeVoorde, Mayor
Presented: April 13, 1994
Adopted: April 13, 1994
Omnibus Vote: Yeas 7 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
SPEED MESSAGE
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DUPLICATE 44-90D NOW.
.
STATE OF ILLINOIS
Department of Conservation •
OPEN SPACE LANDS ACQUISITION & DEVELOPMENT GRANT PROGRAM
PROJECT AGREEMENT
Project Sponsor: City of Elgin Project Number: QS 94-504
Address: 150 Dexter Court FEIN Number: 36-6005862
Elgin. Illinois 60120
Project Title:
Elgin Sports Complex
Project Period: From: Jan. 20, 1994 To: December 31, 1995
Project Scope (Description of Project/Costs) :
The City of Elgin will develop additional facilities at the Elgin Sports Complex.
Development includes 8 soccer/football fields, bicycle path, an accessible play
area, shelter with restrooms and related sight amenities.
This development will be made in general accordance with plans and development
costs submitted with the approved project application and on file with the Illinois
Department of Conservation.
PROJECT COSTS (Estimated) The following documents are
hereby incorporated into, and
Acquisition Costs $ made part of this Agreement
Relocation Costs $ l.General Provisions (attached)
Development Costs $ 920,460.00 2.Project Application
TOTAL COSTS $ 920,460.00 3.
% Fund Assistance % 4.
FUND ASSIST. AMOUNT $ 200,000.00
.�
(maximun eligible)
( ) DOC copy
( ) Sponsor copy
The State of Illinois, represented by the Director of the Department of Conser-
vation, and the herein named project Sponsor, mutually agree to perform this
Agreement in accordance with the Open Space Lands Acquisition and Development
Act, as amended, (P.A. 84-711, effective January 1, 1986) , and with the terms,
promises, conditions, plans, specifications, procedures, project proposals, maps,
and assurances contained in the approved project application, and, which by
reference, is hereby made a partof this Agreement.
The State of Illinois hereby promises, in consideration of the promises and
assurances made by the Sponsor herein, to obligate to the Sponsor the amount of
money referred to herein, and to tender to the Sponsor that portion of the
obligation which is required to pay the State of Illinois' share of the costs of
the herein described project stage, based upon the herein stated percentage of
assistance. Obligations of the State will cease immediately without penalty of
further payment being required if in any fiscal year the Illinois General
Assembly. or Federal funding source fails to appropriate or otherwise make
available sufficient funds for this Agreement.
The Sponsor hereby promises, in consideration of the promises made by the State
of Illinois herein, to execute herein described project and operate and maintain
the project site in accordance with the terms of this Agreement.
The following special project terms and conditions were added to this Agreement
before it was signed by the parties thereto:
1. All overhead utilities on the project property, excepting electric
lines over 15kv, must be buried or otherwise screened.
2. No easements or other land encumbrances may be granted on the
project property without the prior written approval of the Illinois
Department of Conservation.
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3. No portion of project property may be traded, sold or otherwise
exchanged, nor converted from outdoor recreation use, without the
prior written approval of the Illinois Department of Conservation.
4. No indoor buildings, exclusive of service/support structures or
sanitary facilities may be constructed on the property acquired
and/or developed hereunder.
In witness whereof, the parties hereto have executed this Agreement as of the
date entered below.
STATE OF ILLINOIS SPONSOR
By:
(Signature) (Agency)
(Title) (Signature)
Illinois Dept. of Conservation
(Name)
Date:
(Title)
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GENERAL PROVISIONS OF THE PROJECT AGREEMENT
OPEN SPACE LANDS ACQUISITION Si DEVELOPMENT GRANT PROGRAM
A. Definitions
1. The term"DOC" as used herein means the Department of Conservation, State of Illinois.
2. The term"Director'used herein means the Director of the Department of Conservation or any representative
lawfully delegated the authority to act for such Director.
3. The term "project" u used herein means the approved project which is the subject of this Agreement.
4. The term'Local Agency" (grantee) as used herein means the local political subdivision which is a party to
this Agreement and to which OSLAD funds are being provided pursuant to this Agreement.
5. The term "OSLAD" as used herein means the State of Illinois, "Open Space Lands Acquisition and
Development" grant program(17 IL Adm.Code part 3025).
B. Compliance Requirements
1. The Local Agency agrees to complete the project in accordance with all applicable State and local laws and
regulations, including but not limited to:
a. Public Act 77-1571, Eminent Domain, Uniform Relocation Payments for Persons Displaced by
Acquisition of Property by State Agency.
b. Illinois Facilities for Handicapped Act (Chap. 111 1/2, III. Rev. Stat.) (See State "Accessibility
Standards Illustrated Manual"-revised Nov.. 1983, Capital Dev. Board).
rimk c. Fair Employment Practices Act,Approved July 21, 1961,as amended.(III.Rev.Stat.)
d. Illinois Human Rights Act as it applies to unlawful discrimination in employment as defined in
Article 2 of the Act;and to further take affirmative action to assure no discrimination is committed.
a. "An Act to prohibit discrimination and intimidation on account of race,creed,color, sex, religion,
physical or mental handicap unrelated to ability, or national origin in employment under contracts
for public buildings or public work,'approved July 8, 1933,as amended.
f. Illinois 'Interagency Wetlands Policy Act" of 1989 (P.A. 86-157) and the State "Endangered
Species Protection Act" of 1990 (17 IL Adm.Code, part 1075).
The provisions of these Acts are made part of the Agreement by reference as though set forth in fuU within.
2. The Local Agency shall insert as a integral part of any contract with the approved bidder the following provisions.
a. The Contractor shall abide by and comply with all applicable Local and State laws relating to 1)fair
employment practices and prohibiting discrimination in employment; 2) any and all applicable
workmen's compensation acts or laws;and 3)wages and claims of laborers,mechanics and other
workmen, agents, or servants in any manner employed in connection with contracts involving
public funds or the development or construction of public works,buildings or facilities.
b. The Contractor shall provide and furnish to the satisfaction of the Local Agency and 100C good
and sufficient performance bond(s)with adequate surety or sureties,with applicable penalty or loss
clauses;concerning or relating to the construction of the proposed facilities and any losses,cost
or,damages arising out of, or by virtue of said construction by the Contractor of the specified
project facilities,insuring.benefiting and protecting the Local Agency and IDOC. •
c. The Contractor shall personally and individually agree and covenant,and shall furnish and provide
sufficient evidence of insurance,to indemnify,protect,defend at its own cost.and hold harmless
the Local Agency and IDOC from and against all losses, damages, injuries, costs, expenses or
dame thereof to or by persons or property, arising out of, through. under or by virtue of the
construction and development of the specified project facilities.
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d. The Contractor certifies that to the best of its knowledge, no officer or employee has been
convicted of bribery or attempting to bribe en officer or employee of the State of Illinois, nor has
any officer or employee made an admission of guilt of such conduct which is a matter of record.
e.' The contractor certifies it has not been barred from being awarded a contract with a unit of State
or local government as a result of a violation of Section 33E-3 or 33E-4 of the Criminal Code of
1961 (bid rigging or bid rotating).
3. The Local Agency certifies that no official or employee of the Local Agency, who is authorized in his official
capacity to negotiate, make, accept, or approve, or to take part in such decisions regarding a contract for
acquisition/development of property in connection with this project,shall have any financial or other personal
interest in any such contract for the acquisition/development.
• 4. The Local Agency certifies that no person performing services for the Local Agency in connection with this
project shall have a financial or other personal interest other than his employment or retention by the Local
Agency;in any contract for acquisition/development of property in connection with this project. No officer
or employee of such person retained by the Local Agency shall have any financial or personal interest in any
real property acquired/developed for this project unless such interest is openly disclosed upon the public
records of the Local Agency, and such officer, employee, or person has not participated in the acquisition
for or on behalf of the Local Agency. •
The Local Agency shall be responsible for enforcing the above conflict of interest provisions.
5. The Local Agency hereby certifies that: To the best of its knowledge, no officer or employee has been
convicted of bribery or attempting to bribe an officer or employee of the State of Illinois,nor has any officer
or employee made an admission of guilt of such conduct which is a matter of record.
8. The Local Agency agrees and understands that it shall not discriminate against any person on the basis of
sex,race,color,religious belief,or national origin,nor on the basis of residence,except to the extent that
reasonable differences in admission or other user fees may be maintained on the basis of residence,in the
use of any property acquired and/or developed pursuant to this agreement.
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7. The Local Agency certifies that it provides a drug free workplace and related employee assistance as defined
and required by the Drug Free Workplace Act(IL Rev.Stat.,ch. 127,par. 152.311).
8. The Local Agency certifies,pursuant to Section 33E-9 of the Criminal Code of 1981,as amended,"that no
change orders to a construction contract issued pursuant to this Agreement in excess of $10,000 shall be
approved without first obtaining written authorization from the State of Illinois and providing assurance that
such change order was not reasonably foreseen at the time of initial construction contract execution".
9. It is hereby agreed and understood by the Local Agency that the rules and regulations heretofore and
hereinafter promulgated by DOC relevant to the OSLAD program as set forth in 17 Ill. Adm. Code•part
3025, shall be considered a material part of this Project Agreement.
C. Project Execution
1. The Local Agency agrees to execute and complete the approved project in accordance with the time schedule
set forth in the project proposal. Failure to render satisfactory progress or to complete this project, which
is the subject of OSLAD assistance under terms of the signed Agreement,to the satisfaction of the Director
may be cause for suspension of all obligations of the State of Illinois under this Agreement.
2. The Local Agency agrees to operate and maintain the approved project site,in perpetuity,for the benefit of
public outdoor recreation. All significant deviations from the approved project proposal and development
plans shall be submitted in writing to the Director for prior approval..Specific actions regarded as significant
deviations are as follows:
a. The granting of an easement, right-of-way, or other such encumbrarxe on title which divests
control of the area from the Local Agency to another individual, agency, or entity.
b. The sale or exchange of any portion of the lands acquired/developed under the project.
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c. The change, alteration or disposition of the lands acquired/developed under the project to other
than public outdoor recreation use unless otherwise approved within the original Project Agree-
ment.
h V hereby agreed and understood by the Local Agency that any deviation/conversion of propertyfies)
acquired or developed with assistance from the Minds OSLAD program from pubic outdoor recreation use
without IDOC approval shall result In the Local Agency being held liable for replacing said converted property
with comparable recreation land as deemed ecosptable by IDOC.
3. Development plane and specifications shall be available for review by the Director upon request. The Local
Agency shall be responsible for developing the project area in accordance with the Site Development Plan
submitted to and approved by IDOC.
4. In connection with project construction, and the subsequent operation and maintenance of the OSLAD
assisted facilities,the Local Agency agrees that it shall be responsible for and obtain all necessary permits,
licenses or forms of consent,as the case may be,from,but not limited to, the following agencies:
a. U.S.Dept.of the Army.Corps of Engineers.
b. IL Dept.of Transportation(Div.of Water Resources or Highways).
c. IL Environmental Protection Agency.
d. IL Historic Preservation Agency(P.A.86-707). (Reference correspondence received from IHPA at
time of application. Local Agency must have IHPA Sign-off prior to start of construction.)
• e. IL Dept.of Conservation(P.A.86-157,'Interagency Wetlands Policy Act')and(17 IL Adm.Code,
part 1075,'Endangered Species Protection Act' of 1990).
f. IL Dept.of Public Health (Campground Licensing Si Recreational Area Act.IL.Rev.Stat.Ch. 111
1/2.Para.761).
g. Local Building or Zoning Agencies or Boards, where applicable.
NOTE: NON-COMPLIANCE WITH THE ABOVE COULD JEOPARDIZE GRANT REIMBURSEINENT.
5. The Local Agency agrees to permanently post a grant acknowledgement sign, provided by IDOC. at the
project site entrance. In lieu of the IDOC provided sign,the Local Agency may choose the option to erect •
a permanent grant acknowledgement sign at the project entrance to comply with Local Agency signing
standards.provided said sign bears the IDOC logo and the following wording:
'OPEN SPACE LANDS ACQUISITION&DEVELOPMENT PROGRAM'
IWNOIS DEPARTMENT OF CONSERVATION
6. It is agreed by the Local Agency that a IDOC representative will make periodic inspections of the project as
construction progresses and will be available for consultation or assistance at any reasonable time upon
request. k is further agreed and understood by the Local Agency that a final inspection and acceptance of
the completed pro-ject must by made by a representative of IDOC prior to project acceptance and grant
reimbursement to the Local Agency,and that IDOC shall have future access to all facilities acquired and/or
developed under terms of this Agreement to ensure program compliance.
7. The Local Agency covenants and agrees that it shall indemnify,protect.defend and hold harmless IDOC from
any and all liability. costs, damages,expenses,or claims thereof arising under,through or by virtue of the
construction. operation and maintenance of the herein specified project facility.
D. proiect Costs.Financial Records and Audit Requirements
1. Project costa eligible for assistance shall be determined upon the basis of criteria set forth in the OSLAD Act
and current regulations of IDOC set forth in 17 M.Adm.Code,part 3025.
2. The Local Agency shall maintain.for a minimum of 5 years following project completion,satisfactory financial
accounts,documents,and records associated with the project and the disbursement of grant funds pursuant
to this Agreement, and shall make them available to 1000 and the State of NMnois, Auditor General, for
auditing at reasonable times. Failure by the Local Agency to maintain such accounts, documents, and
records as required herein shall establish a presumption in favor of the State of Wineis for recovery of any
funds paid by the State per this Agreement for which adequate records are not available to suppport their
purported disbursement.
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3. If the Local Agency (grantee) receives more than $25,000 in grant funds, the Local Agency shall be
responsible for having an annual financial and compliance audit. This audit should be conducted as a part
of the Local Agency's annual audit as is generally required by 1)state law(e.g.IL Revised Statutes ch.24
or 34). 2) federal requirements, OMB circulars A-128 or A-133, or 3) the Local Agency's own governing
body. In essence,one agency-wide audit will meet the audit requirements for OSLAD grant participation.
This audit must be conducted by an independent public accountant, certified and licensed by authority of
the State of Illinois and conducted in accordance with generally accepted auditing standards adopted by the
American Institute of Certified Public Accountants(AICPA, 1985).
If the Local Agency is exempt from State and federal audit requirements,the Local Agency must procure a
special audit covering all funds expended under this program.
If the Local Agency's OSLAD project includes the use of FORCE ACCOUNT LABOR,the Local Agency shall
ensure that any audit required will include an internal control evaluation and opinion on the Local Agency's
time and attendance allocation system.
The Local Agency shall be responsible for procuring all required audits. Audit procurements shall be
conducted in accordance with the Local Agency's normal procurement rules, provided that these rules
promote open competitive procurements.
4. The Local Agency will provide the Department a copy of all annual audits for all fiscal years concurrent or
contiguous to the approved grant period within 30 days of the completed audit.
5. The Local Agency shall be responsible for timely action in resolving any audit finding and/or questioned
project costs. In the event that questioned costs are ultimately deemed disallowed, as determined by the
Department,the Local Agency(grantee) shall be responsible for repayment of such costs.
E. Operation and Maintenance
The Local Agency hereby agrees and covenants with DOC to comply with and abide by the following Operation and
Maintenance provisions which shall be considered an integral part of this Agreement:
(111.4 1. The herein referenced project site shall be operated,utilized and maintained by the Local Agency at no cost
to DOC, per the terms set forth herein,for the benefit and enjoyment of public outdoor recreation without
regard to race,color,creed,national origin,disability or place of residence.
2. The subject property shall be open for public use during reasonable hours of operation and be maintained in
a safe and attractive manner.
3. The Local Agency may enter into a contract or agreement with responsible concessionaires to operate and/or
construct appropriate facilities for disbursing food to the public and/or any other services as may be desired
by the public and the Local Agency to enhance outdoor recreation use of the project site. Any and all funds
generated as a result of said contract or agreement shall be used for the operation and maintenance of. or
improvement to, said project facilities or similar public outdoor recreation facilities owned by the Local
Agency.
The lessee concessionaire,or licensee providing such service at the project site shall not discriminate against
any person or persons on the basis of race, color,breed,national origin,disability or place of residence in
the conduct of its operation under the lease,license or concession agreement.
F. Project Termination •
1. The State may unilaterally rescind this Project Agreement or the Local Agency may rescind the Agreement
at any time prior to the commencement of the herein referenced project by way of written notification to the
other party. After project commencement,this Agreement may be rescinded,modified,or amended only by
mutual agreement among the parties herein. A project shall be deemed commenced when the Local Agency
makes any expenditure or incurs any obligation,exclusive of architectural/engineering fees.with respect to
the project.
2. Failure by the Loch Agency to comply with any of the above cited Project Agreement terms shall be cause
for the suspension of all grant assistance obligations thereunder,unless,in the judgement of the DOC,such
failure wee not due to the fault of the Local Agency.
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3. After project completion and grant assistance payment to the Local Agency, it is hereby covenanted end
agreed by the Local Agency that in the event of its breech,violation,or noncompliance of or with any of the
terms,covenants,and conditions of this Agreement that thirty(30)days following receipt of a written notice
from DOC of the existence of said breach or violation and if said violation or breach is not corrected within
this thirty(30)day period,that DOC shall thereafter have full right and authority to take such action as it
deems necessary, whether by way of injunction or otherwise to enforce the provisions of this Agreement
to prevent the continued breach or violation thereof by the Local Agency.
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STATE OF ILLINOIS/DEPARTMENT OF CONSERVATION DOC - 4 / DEVELOPMENT DATA
OSLAD/LWCF PROJECT APPLICATION
1. Project Sponsor City of Eloin
2. Project Title Elgin Sports Complex
3. Acquisition Development X
NOTE: Acquisition Projects - complete items K and /6 below as they pertain to future development.
Also, indicate anticipate schedule for proposed development.
4. DEVELOPMENT ITEM 5. UNITS 6. ESTIMATED COSTS 7. CONSTRUCTION I
METNOO •
8 SOCCER/FOOTBALL FIELDS ( V
*finish grading and seeding $ 50, 000
C I
* It/
goals, benches. bleachers S 40.000 C I VACCESSIBLE SHELTER w/restrooms - $1.00;000I /
C
' I
ACCESSIBLE PLAY AREA $ 75, nnq C
/BIKE PATH - 8' wide - 7,8501. F. • $131,800 C
PARKING AND ROADWAY $253.450 C I
SITE AMMENITIES - ,sionage
$ 10.000 C //
picnic tables, waste receptacles
LANDSCAPING S 20 nnn r I
IRRIGATION/DRAINAGE $180,000 C I
A/E FEE - 7% - I $ 60,210
TOTAL ESTIMATED COST $920,460 C-CONTRACT
F-FORCE ACCT.
D=DONATED LABOR
OR MATERIAL
Mote: Donated labor and material are not eligible for reimbursement.
8. ARCMTTECTIRtAL / ENGINEERING FIRM:
�r Burnidge Cassell And Associates
2425 Royal Blvd.
Elgin, IL 60120
CITY OF ELGIN
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