13-85 All ►
ELGIN
THE CITY IN THE SUBURBS-
DATE: June 10, 2013
TO: Karen Flanagan, Coordinator Emergency Management
FROM: Jennifer Quinton, Deputy City Clerk
SUBJECT: Resolution No. 13-85, Adopted at the May 8, 2013, Council Meeting
Enclosed you will find the agreement listed below. Please have these agreements signed and
executed by the Illinois Emergency Management Agency and return one fully executed copy to
the City Clerk's office for the City's records. If you have any questions please feel free to
contact our office 847-931-5660 and we will do our best to assist you. Thank you.
• Grant Agreement with the Illinois Emergency Management Agency Regarding a
Community Resilience Expo and a Mobile Classroom Resiliency Program
Resolution No. 13-85
RESOLUTION
AUTHORIZING EXECUTION OF A GRANT AGREEMENT
WITH THE ILLINOIS EMERGENCY MANAGEMENT AGENCY REGARDING
A COMMUNITY RESILIENCE EXPO AND A MOBILE CLASSROOM
RESILIENCY PROGRAM
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
David J.Kaptain,Mayor,be and is hereby authorized and directed to execute a grant agreement with
the Illinois Emergency Management Agency regarding a Community Resilience Expo and a Mobile
Classroom Resiliency Program, a copy of which is attached hereto and made a part hereof by
reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: May 8, 2013
Adopted: May 8, 2013
Vote: Yeas: 8 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
I MA
Illinois Emergency Management Agency Jonathon E. Monken, Director
NOTICE OF GRANT AGREEMENT
PART I -Notice of Grant Award to City of Elgin
This Grant Agreement is made and entered into by and between the Illinois Emergency Management Agency(Grantor),
2200 South Dirksen Parkway, Springfield, Illinois 62703, and City of Elgin (Grantee), 150 Dexter Court, Elgin,
Illinois 60120.
The purpose of this Grant is to utilize funds from the Department of Homeland Security (DHS), Federal Fiscal Year
2011 Homeland Security Grant Program, Citizen Corps Program, CFDA#97.067.
The Grantor hereby grants to the Grantee an amount not exceeding $10,000.00 for the period from April 1, 2013, to
June 30, 2013. The Grantee hereby agrees to use the funds provided under the Agreement for the purposes set forth
herein and agrees to comply with all terms and conditions of this Agreement and applicable federal and state policies
and grant guidance.
The Grantee shall include all requirements listed herein in each sub-grant, contract and subcontract financed in whole or
in part with federal assistance.
This Agreement and attachments constitute the entire agreement between the parties and there are no oral agreements or
understanding between the parties other than what has been reduced to writing herein.
PART II-Term
The term of this Grant Agreement shall be from April 1,2013,to June 30,2013.
PART III- Scope of Work
The Grantee will host a city wide "Community Resilience Expo and mobile classroom resiliency program.
The Grantee will utilize the Homeland Security Grant Program (HSGP) funding as outlined in the Grantee's FFY 2011
Grant Program Application. The HSGP funds shall be used for costs related to the planning, organization, equipment,
training, and exercise needs that prevent, protect against, mitigate, respond to, and recover from acts of terrorism and
other catastrophic events.
The FFY 2011 Grant Program Application, provided in the Budget Detail Worksheet (Attachment A), outlines a
description of the expenditures for which the Grantee will seek reimbursement. The Grantor will only reimburse those
activities that are specifically listed in the Attachment A.
The Discipline Allocation Worksheet (Attachment B) outlines the discipline specific budget allocation classification for
the activities listed in Attachment A. The Grantee must submit to the Grantor the updated Discipline Allocation.
2200 S. Dirksen Parkway •Springfield, Illinois • 62703 -Telephone (217) 782-7860 •http://www.iema.illinois.gov
Printed hi,the awhorin of the.State ajlllinnis an Ren,cled Paper
Worksheet with each revised Budget Detail Worksheet and as outlined in Part V–Reports
The Project Implementation Worksheet (Attachment C) provides a detailed description of the scope of work to be
performed using funds received through this Agreement, including a list of specific sequential milestones that will be
accomplished by the Grantee. These milestones will allow the Grantor to measure progress of the Grantee in achieving
the goal of the project.
PART IV-Compensation Amount
The total compensation and reimbursement payable by the Grantor to the Grantee shall not exceed the sum of
$10,000.00.
PART V-Terms and Conditions
SPENDING LIMITATIONS: All allocations and use of funds by the Grantee shall be in accordance with applicable
grant guidance and application kits. The Grantee shall comply with all applicable federal and state statutes, regulations,
executive orders, and other policies and requirements in carrying out any project supported by these funds. The Grantee
recognizes that laws, regulations, policies, and administrative practices may be modified from time to time and those
modifications may affect project implementation. The Grantee agrees that the most recent requirements will apply
during the performance period of this Agreement. All sub-grants issued by the Grantee to this Agreement in excess of
$25,000.00 must be pre-approved by the Grantor.
FISCAL FUNDING: The Grantor's obligations hereunder shall cease immediately, without penalty or further payment
being required, in any year for which the General Assembly of the State of Illinois fails to make an appropriation
sufficient to pay such obligation or the U.S. Department of Homeland Security, Federal Emergency Management
Agency, Grants Programs Directorate (DHS FEMA GPD) fails to provide the funds. The Grantor shall give Grantee
notice of such termination for funding as soon as practicable after Grantor becomes aware of the failure of funding.
Grantee's performance obligations under the Agreement shall cease upon notice by Grantor of lack of appropriated
funds.
EQUIPMENT: Grantor reserves the right to reclaim or otherwise invoke the Illinois Grant Funds Recovery Act on any
and all equipment purchased by grantee with grant funds if said equipment has fallen into neglect or misuse according
to the standards and policies of the Grantor. Additionally, Grantee_may not substitute, exchange or sell any equipment
purchased with grant funds unless Grantee has the express written consent of the Grantor. The Grantee agrees that,
when practicable, any equipment purchased with grant funding shall be prominently marked as follows: "Purchased
with funds provided by the U.S. Department of Homeland Security. "
METHOD OF COMPENSATION: The Grantee must submit vendor invoices or a computer generated report with
description of costs, including a statement of payment for personnel costs and affirmation or evidence of delivery and
property identification numbers for property subject to Grantor policies and procedures, in order to receive
compensation through this Agreement. Such invoices and reports must be submitted to the Grantor in a timely manner,
and in no event later than 15 days following the expiration of this Agreement. The method of compensation shall be
reimbursement in accordance with the invoice voucher procedures of the Office of the State of Illinois Comptroller. The
Grantor will not reimburse the Grantee for any exercise expenditures unless and until an After Action
Report/Improvement Plan is submitted in accordance with "Part V—Reports" herein. The Grantee shall maintain
appropriate records of actual costs incurred and to submit expenditure information to the Grantor. No costs eligible
under this Agreement shall be incurred after June 30, 2013. The Grantee agrees that funds received under this award
will be used to supplement,but not supplant,state or local funds for the same purposes.
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REPORTS: The Grantee shall submit to the Grantor, within 15 days after the end of the reporting period (July 15 for
the reporting period of January 1 through June 30 and January 15 for the reporting period of July 1 through December
31) throughout the stated performance period, the following documentation: (1) amount of funding received, obligated
and expended for activities outlined in this Agreement and (2) Budget Detail Worksheet, Discipline Allocation
Worksheet, and Grant-Funded Typed Resource Report. For agreements with a compensation amount equal to or greater
than $25,000.00, the Grantee shall provide a quarterly update of the Project Implementation Worksheet to the Grantor
within fifteen (15) business days after March 31,June 30, September 30, and December 31 throughout the performance
period of the Agreement. The Grantee must submit a final Budget Detail Worksheet, Discipline Allocation Worksheet,
Project Implementation Worksheet and Grant-Funded Typed Resource Report to the Grantor within 30 days after
the expiration of the Agreement.
The Grantee also must submit the following documentation:
• Web-form to DHS within 30 days after attendance in training for any training not provided by DHS FEMA
GPD,but that is supported with funds provided through this Agreement.
• Final After Action Report/Improvement Plan to the Grantor within 45 days after each exercise. All exercises
conducted with funds provided through this Agreement must be National Incident Management System (NIMS)
compliant and be managed and executed in accordance with the Homeland Security Exercise and Evaluation
Program (HSEEP).
ACCOUNTING REQUIREMENTS: The Grantee shall maintain effective control and accountability over all funds,
equipment, property, and other assets under this Agreement. The Grantee shall keep records sufficient to permit the
tracing of funds to ensure that expenditures are made in accordance with this Agreement. The Grantee must follow the
retention and access requirements for records [44 CFR part 13.42 (b) and 2 CFR 215.531]. All records must be
maintained for three years after submission of the final expenditure report; or if any litigation, claim or audit is started
before the expiration of the three-year period, the records shall be retained until all litigation, claims, or audit findings
involving the records have been resolved and final action taken. The Grantee shall assure sub-grants are in compliance
with 44 CFR Part 13.37.
The Grantee shall comply with the most recent version of the Administrative Requirements and Cost Principles, as
applicable. A non-exclusive list of regulations commonly applicable to the DHS FEMA GPD grants are listed below:
A. Administrative Requirements
1. 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to
State and Local Governments
2. 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions of
Higher Education, Hospitals, and Other Non-Profit Organizations(OMB Circular A-110)
B. Cost Principles
1. 2 CFR Part 225, Cost Principles for State,Local and Indian Tribal Governments(OMB Circular A-87)
2. 2 CFR Part 220, Cost Principles for Educational Institutions(OMB Circular A-21)
3. 2 CFR Part 230, Cost Principles for Non-Profit Organizations(OMB Circular A-122)
4. Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and Procedures, Contracts
with Commercial Organizations
Funds received by the Grantee must be placed in an interest-bearing account and are subject to the rules outlined in 6
CFR Part 9, Restrictions Upon Lobbying, 44 CFR Part 13, Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments; and 2 CFR Part 215, Uniform Administrative Requirements
for Grants and Agreements (Including Sub-awards) with Institutions of Higher Education, Hospitals and other Non-
profit Organizations.
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DUPLICATION OF BENEFITS: The Grantee shall not duplicate any federal assistance, per 2 CFR Part 225, Basic
Guidelines Section C.3 (c), which states: Any cost allocable to a particular federal award or cost objective under the
principles provided for in this Authority may not be charged to other federal awards to overcome fund deficiencies, to
avoid restrictions imposed by law or terms of the federal awards, or for other reasons. However, this prohibition does
not preclude the Grantee from shifting costs that are allowable under two or more awards in accordance with existing
program agreements. Non-governmental entities are subject to this prohibition per 2 CFR Parts 220 and 230 and FAR
Part 31.2.
MATCHING FUNDS: All cost sharing or matching funds claimed by the Grantee shall meet the requirements of the
program guidance and/or program regulations, 44 CFR 13 and 2 CFR 225. Costs must first be reasonable, allowable,
allocable, and necessary, and every item must be verifiable (i.e. tracked and documented). Except as provided by
federal law, a cost sharing or matching requirement may not be met by other federal funds.
RECORD KEEPING AND AUDITS: Grantee shall maintain records for equipment, non-expendable personal property,
and real property. The Grantee shall,as often as deemed necessary by the Grantor, DHS FEMA GPD or any of their
duly authorized representatives, permit the Grantor, DHS FEMA GPD, the Auditor General, the Attorney General or
any of their duly authorized representatives to have full access to and the right to examine any pertinent books,
documents, papers and records of the Grantee involving transactions related to this Agreement for three years from the
date of submission of the final Budget Detail Worksheet or until related audit findings have been resolved, whichever is
later. The Grantee certifies that all audits submitted under the provisions of OMB Circulars A-133, Audits of States,
Local Governments,and Non-Profit Organizations,have been approved by the Grantor. The Grantee acknowledges that
these are federal pass-through funds that must be accounted for in the jurisdiction's Single Audit under the Single Audit
Act of 1996,if required.
MODIFICATION AND AMENDMENT OF THE GRANT: This Agreement is subject to revision as follows:
A. Modifications may be required because of changes in state or federal laws, regulations, or federal grant
guidance as determined by the Grantor. Any such required modification shall be incorporated into and will be
part of this Agreement. The Grantor shall notify the Grantee of any pending implementation of or proposed
amendment to such regulations before a modification is made to the Agreement.
B. Modifications may be made upon written agreement of both Grantor and Grantee.
TERMINATION FOR CONVENIENCE: This Agreement may be terminated in whole-or in part by the Grantor for its
convenience, provided that, prior to termination, the Grantee is given: 1) not less than ten (10) calendar days written
notice by certified mail, return receipt requested, of the Grantor's intent to terminate, and 2) an opportunity for
consultation with the Grantor prior to termination. In the event of partial or complete termination of this Agreement
pursuant to this paragraph, an equitable adjustment of costs shall be paid to the Grantee for expenses incurred under this
Agreement prior to termination.
TERMINATION FOR BREACH OR OTHER CAUSE: The Grantor may terminate this Agreement without penalty to
the Grantor or further payment required in the event of:
A. Any breach of this Agreement that,if it is, susceptible of being cured, is not cured within 15 calendar days after
receipt of the Grantor's notice of breach to the Grantee.
B. Material misrepresentation or falsification of any information provided by the Grantee in the course of any
dealing between the parties or between the Grantee and any state agency.
Grantee's failure to comply with any one of the terms of this Agreement shall be cause for the Grantor to seek recovery
of all or part of the grant proceeds.
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SEVERABILITY CLAUSE: If any provision under this Agreement or its application to any person of circumstance is
held invalid by any court of competent jurisdiction, this invalidity does not affect any other provision or its application
of this Agreement which can be given effect without the invalid provision or application.
WORKER'S COMPENSATION INSURANCE, SOCIAL SECURITY, RETIREMENT AND HEALTH INSURANCE
BENEFITS, AND TAXES: The Grantee shall provide worker's compensation insurance where the same is required,
and shall accept full responsibility for the payment of unemployment insurance, premiums for worker's compensation,
social security and retirement and health insurance benefits, as well as all income tax deductions and any other taxes or
payroll deductions required by law for employees of the Grantee who are performing services specified by this
Agreement.
WAIVERS: No waiver of any condition of this Agreement may be effective unless in writing from the Director of the
Grantor.
WORK PRODUCT: The Grantee acknowledges DHS FEMA GPD and State of Illinois reserve a royalty-free, non
exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for federal and
state purposes: (1) the copyright in any work developed under an award or sub-award; and (2) any rights of copyright to
which a recipient or sub-recipient purchases ownership with Federal support. The Grantee agrees to consult with DHS
FEMA GPD, through the Grantor, regarding the allocation of any patent rights that arise from, or are purchased with,
this funding. All publications created through this Agreement shall prominently contain the following statement: "This
document was prepared under a grant from the Federal Emergency Management Agency's Grant Program Directorate
(FEMA/GPD)within the U.S. Department ofHomeland Security. Points of view or opinions expressed in this document
are those of the authors and do not necessarily represent the official position or policies of FEMA/GPD, the U.S.
Department of Homeland Security or the State of Illinois."
ACKNOWLEDGEMENT OF FEDERAL FUNDING: The Grantee shall acknowledge federal funding when issuing
statements, press releases, requests for proposals, bid invitations, and other documents describing projects or programs
funded in whole or in party with federal funds.
MAINTENANCE AND REVIEW OF EQUIPMENT: The Grantor reserves the right to reallocate or repossess all
equipment procured by the Grantee under this Agreement if the property is not properly maintained by the Grantee
according to the manufacturer's guidelines and Grantor's requirements. All equipment procured by the Grantee through
this Agreement shall be made available for review by the Grantor upon request.
POSSESSION OF EQUIPMENT: Title to equipment acquired by a non-Federal entity with Federal awards vests with
the Grantee. Equipment means tangible nonexpendable property, including exempt property, charged directly to the
award having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. However,
consistent with a non-Federal entity's policy, lower limits may be established. A Grantee shall use, manage, and
dispose of equipment acquired under a Federal grant in accordance with Federal and State laws, procedures and
policies. All equipment purchased with funding received through this Agreement shall be used, for the entire useful life
of the equipment, in accordance with the purpose stated in PART III — Scope of Work. Any variation to the intended
use of the equipment outlined in PART III—Scope of Work by the Grantee must be approved in writing by the Grantor.
LIABILITY: The Grantor assumes no liability for actions of the Grantee under this Agreement, including, but not
limited to, the negligent acts and omissions of Grantee's agents, employees; and subcontractors in their performance of
the Grantee's duties as described under this Agreement. In addition, the Grantor makes no representations, or
warrantees; expressed or implied, as to fitness for use, condition of, or suitability of said equipment purchased pursuant
to this Agreement, except as those representations are made by the manufacturer of said equipment. As to nature and
condition of said equipment, in the use of said equipment, the Grantee agrees to hold the Grantor harmless for any
defects or misapplications. To the extent allowed by law, the Grantee agrees to hold harmless the Grantor against any
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and all liability, loss, damage, cost or expenses, including attorneys fees; arising from the intentional torts, negligence,
or breach of the Agreement by the Grantee, with the exception of acts performed in conformance with an explicit,
written directive of the Grantor.
ENVIRONMENTAL AND HISTORIC PRESERVATION (EHP) COMPLIANCE: The Grantee shall not undertake
any project having the potential to impact Environmental or Historical Preservation (EHP) resources without the prior
approval of DHS FEMA GPD, including but not limited to communications towers, physical security enhancements,
new construction, and modifications to buildings, structures and objects that are 50 years old or greater. The Grantee
must comply with all conditions placed on the project as the result of the EHP review. Any change to the approved
project scope of work will require re-evaluation for compliance with these EHP requirements. If ground disturbing
activities occur during project implementation, the Grantee must ensure monitoring of ground disturbance, and if any
potential archeological resources are discovered, the Grantee will immediately cease construction in that area and notify
DHS FEMA GPD and the appropriate State Historic Preservation Office. Any construction activities that have been
initiated without the necessary EHP review and approval will result in the non-compliance finding and will not be
eligible for DHS FEMA GPD funding.
AMERICANS WITH DISABILITIES ACT (ADA): The Grantee understands the importance of integrating disability
access and functional needs efforts into local homeland security and emergency preparedness programs. This
integration should occur at all levels from planning, to purchasing equipment and supplies, to conducting exercises and
drills and should involve disability inclusion experts as partners across all aspects of emergency planning.
RECAPTURE OF FUNDS: The Grantee shall return to the Grantor all state or federal grant funds that are not
expended or received from the Grantor in error. All funds remaining at the expiration of the period of time the funds are
available for expenditure or obligation by the Grantee shall be returned to the Grantor within 45 days, if applicable. The
Grantor may recapture those funds in accordance with State and Federal laws and regulations. The Grantees failure to
comply with any one of the terms of this Agreement shall be cause for the Grantor to seek recovery of all or part of the
grant proceeds.
FEIN: Under penalties of perjury, the Grantee certifies that 36-6005862 is its correct Federal Taxpayer Identification
Number and that IRS Instructions have been provided for proper completion of this certification. The Grantee files with
the IRS as a(please check one):
Individual Real Estate Agent
Sole Proprietorship X Governmental Entity
Partnership T Tax Exempt Organization(IRC 501(a)only)
Corporation Trust or Estate
Medical and Health Care Services Provider Corporation
CERTIFICATION: The Grantee certifies under oath that all information in the Agreement is true and correct to the best
of the Grantee's knowledge, information; and belief, that the funds shall be used only for the purposes described in the
Agreement; and that the award of grant funds is conditioned upon such certification.
PART VI—Special Conditions for HSGP Grant
Not applicable.
PART VII—Other Requirements
CONFLICT OF INTEREST: No official or employee of the Grantee who is authorized in the Grantee's 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 Agreement, shall have any financial or other personal
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interest in any such contract for the acquisition/development. No federal employees shall receive any funds under this
award. Federal employees are prohibited from serving in any capacity (paid or unpaid) on any proposal submitted
under this program. The Grantee certifies that it will establish safeguards to prohibit employees, contractors, and
subcontractors from using their positions for a purpose that constitutes or presents the appearance of personal or
organizational conflict of interest,or personal gain.
HATCH ACT: The Grantee will comply, as applicable, with provisions of the Hatch Act (5 U.S.C. §§1501-1508 and
7324-7328), which limit the political activities of employees whose principal employment activities are funded in whole
or in part with federal funds.
ACTIVITIES CONDUCTED ABROAD: The Grantee shall comply with the requirements that project activities carried
on outside the United States are coordinated as necessary with appropriate government authorities and that appropriate
licenses,permits, or approvals are obtained.
USE OF FUNDS: The Grantee shall not use any federal funds,either directly or indirectly, in support of the enactment,
repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior
written approval of the Grantor.
USE OF SEAL, LOGO AND FLAGS: The Grantee must obtain DHS's approval prior to using a DHS or United States
Coast Guard seal, logo, crest or reproduction of flags or likenesses of DHS agency or Coast Guard officials.
DELINQUENCY: The Grantee shall not be delinquent in the repayment of any federal debt, including but not limited
to delinquent payroll or other taxes, audit disallowances, and benefit overpayments.
PUBLIC WORKS PROJECTS: Any public works project supported with funds received through this Agreement must
employ at least 90 percent Illinois' laborers on such project during periods of excessive unemployment in Illinois.
"Public works" is defined as any fixed work construction or improvement for the State of Illinois, or any political
subdivision of the State funded or financed in whole or in part with State funds or funds administered by the State of
Illinois. "Period of excessive unemployment" is defined as any month immediately following two consecutive calendar
months during which the level of unemployment in the State of Illinois has exceeded five percent.
NON-DISCRIMINATION: In carrying out the program, the Grantee will comply with all applicable federal laws
relating to nondiscrimination including,but not limited to:
• Title VI'of the Civil Rights Act of 1964, 42 U.S.C. 2000d, which prohibits discrimination on the basis of race,
color, or national origin;
• Title IX of the Education Amendments of 1972, as amended, 20 U.S.C. 1681 through 1683, and 1685 through
1687, and U.S. DOT regulations, "Nondiscrimination on the Basis of Sex in Education Programs or Activities
Receiving Federal Financial Assistance", 49 CFR Part 25, which prohibit discrimination on the basis of sex:
• Section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. 794, which prohibits discrimination on
the basis of handicap;
• The Age Discrimination Act of 1975, as amended 42 U.S.C. 6101 through 6107, which prohibits discrimination
on the basis of age;
• The Drug Abuse Office and Treatment Act of 1972, Pub. L. 92-255, March 21, 1972, and amendments thereto,
21 U.S.C. 1174 et seq. relating to nondiscrimination on the basis of drug abuse;
• The Comprehensive Alcohol Abuse and Alcoholism Prevention Act of 1970, Pub. L. 91-616, Dec. 31, 1970,
and amendments thereto, 42 U.S.C. 4581 et seq. relating to nondiscrimination on the basis of alcohol abuse or
alcoholism;
• The Public Health Service Act of 1912, as amended, 42 U.S.C. 290dd-3 and 290ee-3, related to confidentiality
of alcohol and drug abuse patient records;
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• Title VIII of the Civil Rights Act of 1968, 42 U.S.C. 3601 et seq., relating to nondiscrimination in the sale,
rental,or financing of housing;
• The Americans with Disabilities Act of 1990, as amended and 42 U.S.C. 12101 et seq.;
• Any other nondiscrimination provisions in the specific statutes under which Federal assistance for the project
may be provided including, but not limited, to 49 U.S.C. 5332, which prohibits discrimination on the basis of
race, color, creed, national origin, sex, or age, and prohibits discrimination in employment or business
opportunity, and Section 1101(b) of the Transportation Equity Act for the 21st Century, 23 U.S.C. 101 note,
which provides for participation of disadvantaged business enterprises in FTA programs; and
• Any other nondiscrimination statute(s) that may apply to the project.
The Grantee shall take affirmative action to ensure that applicants for employment are employed, and that employees
are treated during employment, without regard to their race, color; religion, sex, national origin, ancestry, age, physical
or mental handicap unrelated to ability,marital status, or unfavorable discharge from military service. Such action shall
include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training including
apprenticeship. The Grantee shall post in conspicuous places, available to employees and applicants for employment,
notices to be provided by the Government setting forth the provisions of this non-discrimination clause.
DEBARMENT: The Grantee shall comply with debarment provisions as contained in 49 CFR Part 29, including
Appendices A and B as amended. The Grantee certifies that to the best of its knowledge and belief, Grantee and
Grantees principals: a) are not presently debarred, suspended; proposed for debarment. declared ineligible or,
voluntarily excluded from covered transactions by any federal agency; b) within a three-year period preceding this
Agreement have not been convicted of or had a civil judgment rendered against it for commission of fraud or a criminal
offense in connection with obtaining, attempting to obtain or performing a public (federal, state or local) transaction or
contract under a public transaction, violation of federal or state antitrust statutes or commission of embezzlement, theft,
forgery, bribery, falsification or destruction of records making false statements receiving stolen property; c) are not
presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with
commission of any of the offences enumerated in subsection (b), above; d) have not within a three-year period
preceding this Agreement had one or more public transactions(federal, state, or local)terminated for cause or default.
The inability of the Grantee to certify to the certification in this section will not necessarily result in denial of
participation in the Agreement. The Grantee shall submit an explanation of why it cannot provide the certification in
this section. This certification is a material representation of fact upon which reliance was placed when the Grantor
determined whether to entefirit6 this"transaction. If it is later determined that Grantee knowingly rendered an erroneous
certification, in addition to other remedies available to the federal government, the Grantor may terminate this
Agreement for cause. The Grantee shall provide immediate written notice to the Grantor if at any time the Grantee
learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
The terms "covered transaction;" "debarred." "suspended." "ineligible." "lower tier covered transaction." "participant."
"person," "primary covered transaction;" "principal." "proposal." and "voluntarily excluded." as used in this section
shall have the meaning set out in the Definitions and Coverage sections of the rules implementing Executive Order
12549.
The Grantee agrees that it shall not knowingly enter into any lower tier covered transaction with a person who is
debarred, suspended, declared ineligible or voluntarily excluded from participation in this covered transaction, unless
authorized. in writing, by the Grantor. The Grantee agrees that it will include the clause titled "Certification Regarding
Debarment, Suspension, Ineligibility, and Voluntary Exclusion-Lower Tier Covered Transaction" provided by the
Grantor, without modification. in all lower tier covered transactions and in all solicitations for lower tier covered
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transactions. The Grantee may rely upon a certification of a prospective participant in a lower tier covered transaction,
unless Grantee knows the certification is erroneous. Grantee may decide the method and frequency by which it
determines the eligibility of its principals. The Grantee may,but is not required to, check the Non-procurement List. If a
Grantee knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or
voluntarily excluded from participation, in addition to other remedies available to the federal government, the Grantor
may terminate this Contract for cause or default.
LOBBYING: The Grantee certifies to the best of his or her knowledge and belief that:
A. No federally appropriated funds have been or will be paid by or on behalf of the Grantee to any person to
influence or attempt to influence an officer or employee of any federal agency, a Member of Congress, an
officer or employee of Congress, or an employee of a Member of Congress regarding the award of federal
assistance or the extension continuation, renewal, or amendment, of federal assistance, or the extension,
continuation,renewal, amendment, or modification of any federal assistance agreement; and
B. If any funds other than federally appropriated funds have been or will be paid to any person to influence or
attempt to influence an officer or employee of any federal agency, a Member of Congress, an officer or
employee of Congress, or an employee of a Member of Congress in connection with any application for federal
assistance, the Grantee assures that it will complete and submit Standard Form-LLL, "Disclosure Form to
Report Lobbying,'
C. The language of this certification shall be included in the award documents for all sub-awards at all tiers
(including subcontracts, sub grants,and contracts under grants, loans, and cooperative agreements).
BOYCOTT: The Grantee certifies that neither it nor any substantially-owned affiliated company is participating or shall
participate in an international boycott in violation of the provisions of the U.S. Export Administration Act of 1979 or the
regulations of the U.S. Department of Commerce promulgated under that Act.
NIMS COMPLIANCE: The Grantee certifies that it has fully implemented all current National Incident Management
System compliance activities in accordance with Homeland Security Presidential Directive 5 (HSPD-5),Management of
Domestic Incidents and related compliance documentation provided by the Secretary of Homeland Security and State of
Illinois. The Grantee further certifies that all required compliance documentation is on file with the appropriate federal
and state entity as required by the State of Illinois throughout the performance period of this Agreement.
ANTI-BRIBERY: The Grantee certifies that it has not been convicted of bribery or attempting to bribe an officer or
employee of the State of Illinois,nor has any gfficial, agent, or employee of the Grantee committed bribery or attempted
bribery on behalf of the Grantee and pursuant-to the direction or authorization of a responsible official of the Grantee.
BIDDING: The Grantee hereby certifies that it has not been barred from bidding on or receiving state or local
government contracts as a result of illegal bid rigging or bid rotating as defined in the Criminal Code of 1961 (720 ILCS
5/33E-3 and 33EA).
OTHER APPLICABLE LAWS: The Grantee certifies that it will comply with all applicable federal laws,regulations,
and orders,including the following:
• Trafficking Victims Protection Act of 2000, as amended,22 U.S.C. 7104 and 2 CFR Part 175;
• Drug-Free Workplace Act of 1988, 412 U.S.C. 701, and related regulations at 44 CFR Part 17, which requires
the Grantee to notify the Grantor if an employee of the Grantee is convicted of violating a criminal drug statute;
• Fly America Act of 1974;
• Executive Order 13166 regarding persons with Limited English Proficiency;
• Animal Welfare Act of 1966, 7 U.S.C. 2131;
• Clean Air Act of 1970 and Clean Water Act of 1977,42 U.S.C. 7401 and related Executive Order 11738;
2012 Grant Agreement
2010 Federal Fiscal Grant Year—City of Elgin
IICCPELG2
Page 9 of 11
• Protection of Human Subjects for research purposes, 45 CFR Part 46;
• National Environmental Policy Act of 1969,as amended,42 U.S.C. 4331;
• National Flood Insurance Act of 1968, as amended,42 U.S.C. 4102, and regulations codified at 44 CFR Part 63;
• Flood Disaster Protection Act of 1973, as amended,42 U.S.C. 4001;
• Coastal Wetlands Planning,Protection,and Restoration Act of 1990 and related Executive Order 11990, and
• USA Patriot Act_of 2001, 18 U.S.C. 175.
WAGES: The Grantee certifies that to the extent applicable, grantee will comply with the Davis-Bacon Act, as
amended, 40 U.S.C. 3141 et seq., the Copeland "Anti-Kickback' Act, as amended, 18 U.S.C. 874, and the Contract
Work Hours and Safety Standards Act, as amended, 40 U.S.C. 3701 et seq., regarding labor standards for federally
assisted sub agreements.
DRUG FREE CERTIFICATION: This certification is required by the Drug Free Workplace Act (30 ILCS 580). The
Drug Free Workplace Act, effective January 1, 1992, requires that no grantee or contractor shall receive a grant or be
considered for the purposes of being awarded a contract for the procurement of any property or services from the State
unless that grantee or contractor has certified to the State that the grantee or contractor will provide a drug free
workplace. 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 contractor 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.
For the purpose of this certification, "grantee" or "contractor" means a corporation, partnership, or other entity with
twenty-five (25) or more employees at the time of issuing the grant, or a department, division, or other unit thereof,
directly responsible for the specific performance under a contract or grant of$5,000 or more from the State.
The Grantee certifies and 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 the employee that, as a condition of employment on such contract or grant, the employee
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 contract or
grant and to post the statement in a prominent place in the workplace.
2012 Grant Agreement
2010 Federal Fiscal Grant Year—City of Elgin
11CCPELG2
Page 10 of 11
D. Notifying the Grantor 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 on 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
are 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.
IN WITNESS WHEREOF, the parties hereto have caused this contract to be executed by their duly authorized
representatives.
Grantor: IL Emergency Management Agency Grantee: of Elgin
By: By:
Jonathon E. Monken, Director David aptai ,Mayor
DATE: DATE: May 8, 2013
By:
Lisa M. Desai, Assistant to the Director
11CCPELG2
2012 Grant Agreement
2010 Federal Fiscal Grant Year—City of Elgin
11CCPELG2
Page 11 of 11
2011 Homeland Security Grant Program - Citizen Corps Program
Attachment A: Grantee Contact Information
Grantee EI in Citizen Corps Council Fiscal Year End Date 5-Jul
FEIN 36-6005862 DUNS# 10224772
Individual _Not-for-profit Corporation X Governmental Entity
_ Sole Proprietorship _Medical and Health Care Tax Exempt Organization
Check Box as Certified
with IRS (877/829-5500) Partnership _Services Provider Corporation ( IRC 501(a) only)
Corporation _Real Estate Agent Trust or Estate
t p" .r:- ,.tl ,.p7 m
$ '7,^ � ty"��7 rCk�J Y�. j"✓` ,�5.U ,�r: � u. � ,try 1*�Fl.,^ k L'
.5��[�'d�y�1'h���� '�t1l�d`S'�i {
,irProarammabc9ContactforthetGrant !IV . c ,;?,� ? " "p° >"" 3' '�;'' ', '>"{�, uGrantee's^Legal.•��4'uthorrzed'Representatrve
Y n�}y
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•.:.• ,,4, .,,,.}.�.,....�fi u..,Nf:..,�:�4r�fS�]I�'.aNt+f,iFw,�,+�.215Ri'fi9.''��.�r.'g,.t'd:'«�T�'.�F31SF�:tf�rY�',Y:>rG"c.,r ,.
Yi �Dt rfY'!'/41H�'�df ly4 t YW It, t✓,�. •r 4� xlry b.,lt ✓tai'p'Yi'^'' t�} A•.o 13"r ,h,l+w
a {,,reyt, tiPI Karen Flanagan i ` Si Hato tL Authortt!r sx}{ alrM' tit>. David Ka tain
Potnt�of�Contactrr,+ .� 9 rY Y {, P
y
9'S,N�.RC x r1,W,..q.t�a.ytrr L;Il
Emergency
.t i.,Emer enc Management Coordinator .sll.,'t��.,'l'>}i e a�.��!„;..._II IStt�.V.>.h..F`-.ir i tle r•}'x x.s5.5,9�ty' ' ?Ti?
t T s
Mayor of Elgin in
a
,n,`:„r .4Fi4 i 3&Ef�1”rmkrm T i I.`Fh�sa�r�gtrl isx lR;;t��,Ayd rlYtG:s�'.IL{t 11:[G,:.,rhuw.4+",t'`„7�fi;�tf�tr gn11�4 L7r�L,vr..'.;�p 9 a 847 289 2533
,��•?,1,.",e�Lr,Y�H'�t A�ht t��5 y't�t!/^(`t�,r'RR.t»brt,1 P,.�hy
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847 931 Office Phone 6100
vNEp' 7E, anaan k .cityofelgin.org tld
in.org g
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4 �cr �' r u} ate �g gar
Address fo"r Grant Correspondence 't ; , �Affl ReIM 0 nsem.en 'Irfddrfferen,urn,an G iantt.4ddr<esi ti._ i .aa., , r.,t °aTPiR s ?lFwu�tS3r43AkVJl}tS?�+ @Y9?Ti44 iw"ikiG� 1198 3S„"n
151 Douglas Ave ice d ess 150 Dexter Court
Grant Street,Adtlress R
Grant City ' e 'C ; a^ !' Elgin
Elgin
a .r.
Grant State IL I11 �,i. f ,' IL
Grant Zip.Code. IamXta I Ce Zip erode
60120�, ..' , - , ,�, ^ ;m` '. , .t, 60120
c if 1 'F� �r
"!�L°egislatlue Di trttis
�>~:af� •v 43rd U.S. House of Representatives District(s) 14th Illinois House District 22nd Illinois Senate OR Statewide
Berie�ti,g afr• Gra t
2011 Grantee Contact Information(10/12/11)
2011 Homeland Security Grant Program-Citizen Corps Program
Attachment A: Federal Funding Accountability and Transparency Act(FFATA)
Please read and answer the following questions:
1.In your organization's preceding completed fiscal year,did your organization receive 1)80 percent or more of your annual gross revenues in U.S.Federal contracts,subcontracts,loans,grants,
subgrants,and/or cooperative agreements;and 2)$25,000,000 or more in annual gross revenues from U.S.Federal contracts,subcontracts,loans,grants,subgrants,and/or cooperative agreements?
11111 HIM- .
2.If you answered yes above,does the public have access to information about the compensation of the executives in your organization through periodic reports filed under section 13(a)or 15(d)of the
Securities Exchange Act of 1934(15 U.S.C.78m(a),78o(d))or section 6104 of the Internal Revenue Code of 1986?
If you answered"Yes"to question#1 and"No"to question#2,please provide the names and compensation amounts for the five most highly compensated executives in your organization.
Executive#1=Name;
Com ensation'Amount:.
Executive 0-1SIame: '
Com ensation Amount: `
Executive#37-Name:
Compensation Amount:
Executive#4-Name:
compensation Amount:
Executive#5—Name:
i
Com ensation Amount:
2011 Homeland Security Grant Program - Citizen Corps Program Total Grant $ 10,000.00
Attachment A: Budget Detail Worksheet Amount
Grantee Name Elgin Citizen Corps Council Date 5-Mar-13
Line Project/Investment Category Description of Product/Services EHP Quantity Unit Price Total Cost
1 #8 Planning Site rental 1 $ 1,000.00 $ 1,000.00
2 #8 Public Outreach/Trair Speakers $ 3,000.00 $ 3,000.00
3 #8 Advertising/Printing $ 2,000.00 $ 2,000.00
4 #8 Printing of training materials $ 2,000.00 $ 2,000.00
5 #8 Portable kiosks rental $ 1,000.00 $ 1,000.00
6 #8 Chair rental $ 300.00 $ 300.00
7 #8 Pro ector and Screen rental $ 700.00 $ 700.00
8 #8 $ - $ -
9 #8
10 #8
11 #8 $ - $ -
12 #8 $ - $ -
13 #8 $ - $ -
$ 10,000.00
Investment Legend Category Legend
#8-Community and Citizen Preparedness and Participation
Plannin
Equipment Provide AEL Item #
Training
Exercises
M&A
2011 Homeland Security Grant Program: Citizen Corps Program submission date:
Attachment B: Discipline Allocation Worksheet
US, r,(W,,.bj My
rVECSIM119 MMISMA.10106161 Terp line,.6, 0IM51in" 3
0 Rliv I$
Jurisdiction Name:
Planning
Developing haza'e'd?t'h:'re';'�t sp6di ic,ann'exesA aVincbrpbra e
the range of prevention pr6tekticin; response and recovery;�req very, $ $ $
activities
Developing and im 1P;MPO 109l'b6nn"eldrd security support.
$ $ $
programs and adopting ongoing
Developing related t"errOrisrri(p.t.ev6htidn activities
$ $ $
Developing andehha
nciing01'6n'*s and,-.prA o pbols $ $ $
g4 $ $
Developing or cbnductin' sse'ssm ents..
Hiring of f6 imeis a iwI'
tractors/consultants
to
assist with,planning:activities.-(not. o" r4 e;pu�Obs6,6'v h
h
radi a e y,
gI
PUbliq safety personnel F.,Nlfii4:11�h'
duties)
:j
$
Conferences,*to-faciliiate,O'iah,��io'6.4"ctivities: $ 7,500.00 $
$ laln
�4 A�,,
&PI60nin 7: 2 15 00.
$
Materials requiredId'Co'n66 $
g!ap 2,500.00 $
$
Travel/0er d i6m r '01;.tb,,O $
$
Overtime and backfil[ "sits-11A.W` operational" 6's"t"
Co &` �
$
$
p
rovd[jr'o. moF EMA��"li��-;"",���r" :,�."' $ $ $
Other Project Areas,W160ii6i A
Activities to achieve planning indjupivp.of people with
M"
disabilities $ $ $
9 :[d
Planning Sub-tot- I
tr 10,000.00
r 1
IF B.,M. Im"MINNIE SRI 12101111,
ON IMIRIN 11
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�4II.+"n'%fU.�i3 9J•3:c nil r8 Sur - h. n3 •9iX.� fiuv .} +Y. .. 'aN 4e". .° Y�.'.x... 4, w, i IIH rnlwi
eSl ¢la �O CO C� Ct lnidIERI`-°,1U3a0,R1 LEO5N•�S�''. rx9 .� $ - $ - $
��,
Exe c!se PI n i W rks s
Full 'fill" �omtflactot s/�c .nt $ - $
t e MINE
t
anpduo�u 1 tees eme"`f iI g.H cy a pons- pe son, I I in In y51 t {
�.�?P�."" "e"l t Mr—of��y�E7E +Iw. �t �
mg $
� t
A�cfiulfi'es to aef "Me eiierei°ses Inol sine of people
d ab�l�ltleS"' �i�i tf� ' A� $ $ - IJ
MMOV
r .R..FN klp ��1. R 'A1. $ — $ — $
S`u plies��. '°sk� + �C . §' � �t �s , � � W W
,N,;therltems $ - $
M . .F .
x r ur ;n• r � r tµ� �u� ' S t xla�
� A g�
E�xe�clses Sub-total ,#u u � '1 'III . � '�'�� '3.$1i�.'.���,,
^i r!:1y, "1�-�uj'� ?�"r'.'Y,aa•;d"",0 xo r ?ZF:';' �3�,�,� :, y ;. , r wa�m• ;1 a,,¢`•rr ,r-r -7
pp p d!�7 9� P t
R- u.; 1AxilMNM u. '! G^�SIPE!*., e,,t�. .,:'k„' "4`r.!u '.t y,a ",` f"'qt .�' E L St x ;. .,� '7 ''a�:+.
r nd'Tl aln . .J�.l:� ,l)da.:^.�� c EST} ?m. xy. hr�, .� 1 "IP
G,a T,ot ,�, ,:+' }r 17 $y a . 110,000.00 �}!JG1 t.�spp `!
:. .r........., ./.....�l tlrt.lt't'F.11;9SIL�.�J' H7n. i$ �
Disciplines Legend (must use in columns B, C, & D)
Agriculture
C ber Security
Emergency Management
Emergency Medical Services Non-Fire
Emergency Medical Services Fire
Fire Service
Government/Administration
Health Care
HAZMAT
Law Enforcement
Not-for-Profit Organizations
Public Health
Public Safety Communications
Public Works
Regional Transit
Fone
Helpful Hints:This information is always based on your most current and approved budget detail worksheet in Attachment A. Only answer the questions in the
section that you allocated funds to in your budget detail worksheet. Equipment codes:the first two numbers shown on the AEL is what category to be used on this
form.The total has to add up to the total amount in your budget detail worksheet.This is budget information only, not how much you have expended!
2011 CCP Discipline Allocation Worksheet(August 30,2011)
2011 Homeland Security Grant Program-Citizen Corps Program
Attachment C: Project Implementation Worksheet
Grantee Name City of Elgin
Project Name Community Resilience Campaign Date 2/28/2013
Narrative Description of Project
In the box below,provide a detailed description of the project(Scope of Work),Including a maximum of four specific,measurable outcomes(outputs)that will be achieved at the
conclusion of the period of performance.
Host a city wide "Community Resilience Expo"and moblie classroom resiliency campaign
Outcome#1 Reach more people within the community by hosting a city wide event
Outcome#2 Teach disaster skills by conducting workshops, breakout sessions and challenge games during Expo
Outcome#3 Target more students and elderly by using the mobile classroom
Outcome#4 Conduct the Expo annually and use the mobile classroom throughout the year
Project Milestones
In the boxes below,provide a maximum of six,sequential milestones to support the Outcomes that will be achieved throughout the project. Estimated Milestone
Completion Date
Milestone#1 Establish Project Management Team 4/8/2013
Milestone#2 Identify goals/objectives of team and set up committees 4/22/2013
Milestone#3 Book speakers for Expo 4/30/2013
Milestone#4 Promote Expo by social media, TV, radio, newspaper and face to face April 1 - Expo Date
Milestone#5 Following Expo-kick off mobile classroom campaign At the time of Expo
Milestone#6 Prepare After Action Report for Expo and schedule another Expo for 2014 one week after
Updates
For grant agreements exceeding$25,000,provide a quarterly update on the Outcomes listed(Including changes In the Milestones). Quarterly updates shall be provided within
fifteen days after March 31,June 30,September 30,and December 31 throughout the project performance period.For those grants under$25,000,provide a final update at the end
of the performance period.
6/30/2013
Scope of Work Worksheet(8/26/11)