95-139 Resolution No. 95-139
RESOLUTION
AUTHORIZING EXECUTION OF A HIGHWAY SAFETY PROJECT AGREEMENT
WITH THE ILLINOIS DEPARTMENT OF TRANSPORTATION FOR
MOBILE DATA CRASH REPORTING
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 Highway Safety
Project Agreement on behalf of the City of Elgin with the
Illinois Department of Transportation for the Mobile Data
Crash Reporting Project, a copy of which is attached hereto
and made a part hereof by reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: June 28, 1995
Adopted: June 28, 1995
Omnibus Vote: Yeas 7 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
JULY, 2007
IN REVIEWING THIS FILE,IT WAS DETERMINED THAT AN EXECUTED COPY
OF THE AGREEMENT LISTED BELOW WAS NEVER RETURNED TO THE
CLERK'S OFFICE.
ALL THAT IS AVAILABLE IS THE ATTACHED DRAFT COPY OF THE
AGREEMENT AND ITS SUPPORTING PAPERWORK.
REFERENCE: RESOLUTION NO. 95-139
PASSED: JUNE 28, 1995
SUBJECT: AGREEMENT WITH THE ILLINOIS DEPARTMENT OF
TRANSPORTATION FOR MOBILE DATA CRASH REPORTING.
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Highway Safety
f Transportation Project Agreement
vision of Traffic Safety
3215 Executive Park Drive/P.O. Box 19245
Springfield, Illinois 62794-9245
1. Applicant Agency: Elgin Police Department For Office Use Only
Project Number: TR5-1720-141
Address: 150 Dexter Court Project Title: Traffic Records Upgrade
Year of
Elgin, Illinois 60120 PSP/Task: 95/15-03 Funding 1
TIN/FEIN:
36-6005862 PSP Title: Traffic Records
2. Governmental Unit: City of Elgin 3. Starting Date: May 1, 1995
4. Expiration Date: _ September 30, 1996
Address: 150 Dexter Court
Elgin, Illinois 60120 5A-E. Project Description (attached)
TIN/FEIN: 36-6005862 ® Yes ❑ No
5F. Project Description Summary:
The Elgin Police Department and the Sangamon County Sheriff's office will receive
federal funding to implement a Mobile Data Crash Reporting pilot project which will
enable these agencies to collect and transfer crash data to the Illinois Department
of Transportation. Ultimately, the data will be sent electronically, resulting in
a more efficient reporting system.
5G.Project Budget: Federal Local Total
Personal Services
Fringe Benefits
Social Security
Travel
Contractual Services $450.000 $450,000
Printing
- Commodities -
Equipment ,
Oger/Auto/Equipment
Totals $450,000 $450,000
6. A. Acceptance-pts understood and agreed by the undersgred thea the project s subject to the attached Agreement Condit 3 s
B. 'Obligation of the State shall cease irttnedlitMy wthout ley or further Dirt being required U,it any fiscal year.the limos General Assembly or federal funding source fail to
aptxopriate or°Herd ise make avaJabie funds for this cortraV
7A. Project Director: 7B. Authorizing Official:
Name:
James Burns Name: Rick Helwig
Title: Deputy Chief Title: City Manager
Address: 150 Dexter Ct. . Elgin, ii fint2n Address: 150 Dexter Ct. , Elgin, IL 60120
F : 708/931-6028 Fax:
Telephone:70:/931-6004 Telephone:
708/931-5598
Signature: /ia-x-- 1'1--P7-7- Date: *'/4 Signature: 7 >'. t Date: 'li z'/el
7C. Divisi s- of Traffic Safety Approval and Authorization to Expend Fund• qq
Roger D. Sweet, Governor's Rep. for Highway Safety �� f!
Name Tide Sign- .i ate
1980(Rev.3194)
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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. 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.
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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 costreimbursement 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 or, if after a number of sources have been solicited,
competition is determined inadequate. The Division of Traffic Safety must authorize this procedure.
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 procurement,
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 any special conditions detailed in the contract,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 (Procurement
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. Supporting Documentation: Funds shall not be advanced to an applicant agency but rather reimbursed for actual
expenditures 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. Supporting documentation to verify
the amounts, uses, and recipients of all disbursements of funds 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.
1. Proper supportive documentation required for costs incurred is described in the guidelines entitled, "Procedures for
Submittal of Claims for Reimbursement."
2. 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.
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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
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audit, but nolater 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.
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0. Certification Regarding Debarment and Suspension: In accordance with the provision of 49 CFR Part 29,the
undersigned agency certifies that it shall not knowingly enter into any agreement or contract with a person or agency that
is barred,suspended, declared ineligible, or voluntarily excluded from participation in a contract with any Federal
department or agency.
R. Certification Regarding Lobbying-Certification for Contracts, Grants, Loans and Cooperative Agreements:
The undersigned agency certifies to the best of its 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
cooperative 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.
S. Certification Regarding Default on an Education Loan: As provided in the Education Loan Default Act (5 Illinois
Compiled Statutes, 385/0.01 et. seq.),the undersigned agency certifies that all parties of the contract are not in default on
an education loan.
T. Drug Free Workplace Act-Certification for Drug Free Workplace:
1. As required by the Drug Free Workplace Act (30 Illinois Compiled Statutes, 580/2 et. seq.), 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.
2. Submission of this certification is a prerequisite for making or entering into this transaction imposed by the Drug Free
Workplace Act. 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.
U. Conflict of Interest:The undersigned agency agrees to comply with the provisions of the Illinois Purchasing Act
prohibiting conflict of interest (30 Illinois Compiled Statutes, 505/11.1-11.5). 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.
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V. Document Retention:The undersigned agency certifies that it will comply with the provision requiring that every contract
for goods or services entered into shall provide that the contractor (subcontractor) maintain certain records and
documentation relating to the grant and/or contract for a minimum of five years after contract completion (30 Illinois
Compiled Statutes, 575/.01).
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5A. PROBLEM STATEMENT
The collection of traffic safety information, especially crash data,
is essential to reducing fatalities and serious injuries on our
highways. The information is critical to enforcement agencies,
highway engineers and others in the traffic safety community. In
Illinois, problems associated with the collection, timely entry and
retrieval of crash information are manifested on several levels.
First, the sheer volume of crashes, over 400,000 annually, makes the
task challenging at minimum. All 1 ,142 police agencies in the state
send their crash reports to the Illinois Department of Transportation
(IDOT). Data entry personnel enter crash information into IDOT's
mainframe computer. There is a significant time gap between crash
occurrence and availability of data from IDOT. This has a subsequent
impact on manpower allocation deployment and can exacerbate accident
occurrence/severity. Faster data availability can assist police
agencies in better planning and deployment strategies.
5B. BACKGROUND
The Illinois Traffic Safety Information Systems Council (ITSISC) was
established on the 13th day of October, 1993, with the mission of
developing the ability to integrate appropriate traffic safety
records and thereby achieve better management of all aspects of
traffic safety. The functions of ITSISC are to (1) provide an annual
report of the status of the statewide Traffic Safety Information
System (TSIS), (2) develop and implement a traffic safety information
systems strategic plan, and (3) develop statewide system standards
for state and local systems development assuring that all developed
systems are compatible.
A major recommendation of ITSISC that affects this highway safety
project is that the state should move as quickly as possible to
implement the use of an imaging system for crash data processing,
which will bring about efficiencies in the data entry process.
The police officer provides a critically important, and often
unrecognized, service in recording the events of a traffic crash.
This service has traditionally been done by filling out a report form
after the crash. The steps to disseminate the information have not
changed appreciably since the process was started. However, the
advent of computer technology has provided an excellent opportunity
to examine this paradigm, and improve this process through some
significant modifications. That is, replace the traditional "paper
and pen" crash reporting process with a simpler, automated process
that also provides the end users with better quality information.
Officers are beginning to use computers to complete crash reports
around the nation, e.g. , San Jose, California, West Palm Beach,
Florida, and Mobile, Alabama. Data collected in computers can be
downloaded into an agency' s mainframe computer by floppy disk,
through telephone lines or over radio waves. The latter method is
simultaneously the most challenging and, in many cases, the most
desirable since in rural and large geographic jurisdictions, officers
may not routinely travel to headquarters where the data can be
downloaded from the laptop.
3862V/1
5C. GOALS AND OBJECTIVES
The Elgin Police Department, Sangamon County Sheriff's Office, and
the Illinois State Police in cooperation with the Illinois Department
of Transportation will receive federal funding to implement a Mobile
Data Crash Reporting pilot project. These agencies have agreed to
pursue implementing a pen-based hardware and software solution using
radio frequencies, if feasible, to collect and transfer crash data to
IDOT.
The project will consist of Phase I and Phase II.
Phase I objective - To obtain a consultant who, acting as the
project coordinator, will review, analyze and recommend a detailed
plan of action to establish the Mobile Data Crash Reporting system.
Phase II objective - To select a vendor (requires IDOT approval),
purchase and install the equipment. This Phase II portion of the
project will commence upon the completion (pending IDOT approval) of
Phase I.
5D. METHODS OF PROCEDURE
Phase I -
Due to lack of available resources, the Mobile Data Crash Reporting
Committee composed of all involved agencies will contract with a
consultant to perform the following tasks in relation to Phase I of
this project:
o To function as the project coordinator. This includes
interviewing agencies for needs analysis, meeting with
software/hardware vendors, completing a systems design, and
documenting conclusions and recommendations. In addition, the
consultant will be responsible for developing a detail project
plan, conducting meetings, and project management.
o To complete an RFP to procure software and hardware for the pilot
project and participate in the evaluation of RFP proposals.
o To develop, design, and write evaluation criteria for the project
so that performance can be quantified and measured.
Experience in the following technologies is necessary: computerized
field-based reporting, mobile data laptop computing, and pen-based
software applications. Experience in the following technologies
would be helpful : Computer-Aided Dispatch Systems, GPS/GIS/Mapping,
RMS/MIS data systems, and project management methodology. The
consultant chosen for this project must have available resources to
dedicate to this project, provide references, and be able to prove
project management experience. Project personnel must abide by the
Highway Safety Project Requirements for Consultant Contracts. (See
Appendix A) When these tasks are completed, the contract may be
extended to include implementation. The target date for completion
of Phase I is September 30, 1995.
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Phase II -
The pilot project will include interfacing crash system software with
Graphical Position Systems/Graphical Information Systems/mapping,
Computer Aided Dispatch, and mobile data systems. The procedures for
Phase II of this pilot project will include:
o To purchase and test in-car reporting system software.
o To test in-car computers and printers (printers would be used to
provide motorist exchange information) .
o To use in-car computers to complete crash reports and load the
data via diskettes/modems/or possibly radio frequencies.
Ultimately, the data would be sent electronically to IDOT.
o To gather pre- and post-implementation data to evaluate the use of
this technology. Areas examined would include accuracy of crash
information, time required to prepare crash reports, accessibility
of crash information, etc.
o To identify unanticipated issues and challenges related to in-car
computerized crash reporting and necessary interfacing.
o To provide information about the pilot to the grant funding
source, the Illinois Traffic Safety Information Systems Council
members and other police agencies in the interest of maximizing
what is learned from project successes and failures.
5E. METHOD OF EVALUATION
1 . A quarterly report will include, but is not limited to, the
following information:
* Progress of the project in terms of the established goals.
* Problem areas along with an explanation of the action taken to
correct them.
2. The Division of Traffic Safety's overall assessment of the project
will be based on the successful completion of the scheduled tasks
and the evaluation of the progress made toward achieving
objectives.
Based on the information submitted in progress reports and the
final report, as well as the narrative descriptions of program
success/failure, DTS will assess the effectiveness of the project.
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REPORTING REQUIREMENTS
Progress reports are to be submitted by the tenth of the month following
the end of the reporting period. The report should include a narrative
addressing the activity of the project along with any problems
encountered. The consultant will submit the reports to DTS.
The final report must be submitted by November 1 , 1996 and be accompanied
by the final claim for reimbursement. The report should include a
narrative analyzing the project's accomplishments, whether or not the
objectives were met and problems or successes encountered.
REIMBURSEMENT
Highway Safety Projects are funded on a reimbursement basis. That is,
the municipality pays the cost for project operation using local funds.
The municipality then submits, either monthly or quarterly, an "Illinois
Highway Safety Project--Claim for Reimbursement" to the Division of
Traffic Safety. Directions for completing the "Claim for Reimbursement"
are in Appendix B Procedures For Submittal of Claims for Reimbursement.
DTS staff will assist grantees in preparing their claims if requested.
Payment for services and equipment, for Phase I and II under this
Agreement shall not exceed $450,000 and be in accordance with the terms
of this Agreement. Payments presented in the final claim for
reimbursement may be witheld until DTS acknowledges it is satisfied that
the conditions and deliverables, under this agreement, have been met by
the consultant. Amounts withheld will be paid within six months of the
receipt of the final claim for reimbursement and upon approval of DTS.
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PROJECT BUDGET
100%
FEDERAL TOTAL
PHASE I
CONTRACTUAL SERVICES
Consultant Services 65.000 65.000
PHASE I TOTAL $65,000 $65,000
PHASE II
EQUIPMENT
Hardware Specific Costs to be Determined Upon
Software Completion of Phase II
CONTRACTUAL SERVICES
Vendor Services
PHASE II TOTAL $385.000 $385.000
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BUDGET TOTAL $450,000 $450,000
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APPENDIX A
Illinois Department Highway Safety Project
of Transportation Requirements for Consultant Contracts
Division of Traffic Safety
3215 Executive Park Drive
P.O. Box 19245
Springfield, Illinois 62794-9245
The following requirements shall be used for subcontracts with consultants in highway safety projects approved by the
Division of Traffic Safety (hereinafter referred to as DTS). A subcontract is appropriate when it will enable a local govern-
ment (hereinafter referred to as LG)to complete a project task that it cannot do with its own staff and the task is of a charac-
ter or duration which makes employment of temporary staff impracticable, or an independent viewpoint or judgement is
required. The applicant LG shall document the necessity for employment of a consultant with submission of a Highway
Safety Project Request. After selection of a consultant, according to the procurement procedures required in Agreement
Condition E, a draft contract shall be developed and submitted to DTS for approval.
A. Each proposed subcontract shall, at a minimum, contain the following items:
(1) The total amount of compensation that cannot be exceeded without amending the subcontract;
(2) The subcontract execution date;
(3) The starting and ending dates of the subcontract;
(4) A description of the work to be performed, the products and services to be provided, and the specific
responsibilities that are to be provided by the consultant and by any subconsuttant;
(5) A reporting clause, stipulating the format and frequency of progress reports;
(6) A payment clause, indicating the rate of pay, maximum amount to be paid,the frequency of invoice submis-
sion and the information needed to process invoices. Whenever practical, the payments should be contin-
gent on the receipt of specific products, rather than a fixed schedule. The contract should also call for
retaining at least 5%of the total sum of the contract until the LG/DTS has determined that the service was
satisfactorily rendered. The contracting Division or Office shall determine which method of payment is to be
used for a particular contract: lump sum, cost plus a net fee, specific hourly rates, or some other method
which is permitted by the funding agency or agencies involved;
(7) A termination clause stipulating written notification of dissatisfaction, effective date of termination, provision
for payment of acceptable services up to termination;
(8) This agreement shall be governed by Illinois law;
(9) A statement, giving the LG/DTS title to the work;
(10) A statement assuring that the control, utilization and disposition of property or equipment acquired using
Federal funds is maintained;
(11) An Equal Employment Opportunity Clause, as required by the Illinois Human Rights Act and AN ACT to
prevent discrimination and intimidation;
(12) A Nondiscrimination Clause in reference to Title VI of the Civil Rights Act of 1964, as amended; specifically,
each consultant or subconsultant shall indicate agreement with the requirements of 49 CFR 21. These
requirements specify that consultants and subconsultants, as well as any contractor utilized by either party,
utilize this clause whenever the prime contract is financed in whole or in part with federal funds;
(13) A conflict of interest clause;
(14) The bribery clause certification;
TS 2243(Rev.9/93)
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Agenda Item No.
N6 -)
.' ,
June 8, 1995
TO: Mayor and Members of the City Council
FROM: Richard B. Helwig, City Manager
SUBJECT: Grant Approval from the Illinois Department of
Transportation
PURPOSE
The purpose of this memorandum is to request authorization
from the Mayor and members of the City Council for a Highway
Safety Project Agreement with the Illinois Department of
Transportation (IDOT) for in-car accident reporting systems.
BACKGROUND
The Elgin Police Department has been working with IDOT in the
development of a method to more effectively collect accident
data. The goal is to improve the accuracy and reduce the time
necessary for the collection of accident information.
With the advent of practical laptop computers and wireless
data transmission, the proposed project will allow the Elgin
Police Department to be the first department in the State to
begin the collection of accident data at the crash site.
Once accident data is collected and entered, the computerized
record will then be electronically transferred to to the
Department's record system and to IDOT. It is anticipated
that this process will reduce the time needed to record an
accident by up to 60%, thereby relieving the officers of some
of the paperwork associated with this type of report. Since
this report will already be compiled in a data base, no dupli-
cation of entry will be necessary. Currently, handwritten
reports must be re-entered into the computer, the Police
Department's records data base, the Department's crash analy-
sis data base and the three levels of the State's data base.
This will eliminate a great deal of the duplicated efforts
now needed to create these data bases. This system will also
reduce the response time for accident statistics from the
current six months to hours or days .
A.
Grant Approval from IDOT
June 8, 1995
Page 2
With more timely data, IDOT and the City will be able to
recognize high accident locations sooner and take preemptive
actions to reduce the injuries and property damage associated
with vehicular crashes . Moreover, the project will likely
set the standard for crash data collection for the entire
State.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
This project is a cooperative arrangement between three polic-
ing agencies, the Elgin Police Department, the Sangamon Coun-
ty Sheriff and the Illinois State Police, in addition to IDOT
and the Federal Highway Administration.
FINANCIAL IMPACT
The project involves no local match with all costs being
borne by the grantor, the State of Illinois. An audit is
required and funding for that audit will be applied against
this grant. The allocation for the City of Elgin and the
Sangamon County Sheriff is $450,000, to be divided as needed
based upon the recommendations of the Mobile Data Crash Re-
porting Committee, on which Deputy Chief Burns sits.
LEGAL IMPACT
None.
RECOMMENDATION
It is recommended that the City enter into the attached agree-
ment with the Illinois Department of Transportation.
Respectfully submitted,
(let-4-44/0
Charles A. Gruber
Chief of Police
•
Richard B. Helwig '�""�
City Manager
JB/jb
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