18-11 Resolution No. 18-11
RESOLUTION
AUTHORIZING EXECUTION OF AN INTERAGENCY AGREEMENT TO ACCEPT A
GRANT FROM THE ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY FOR
THREE FULL-TIME CASE MANAGERS
(Interagency Agreement No. 216442)
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that David J. Kaptain, Mayor, Debra Nawrocki, Chief Financial Officer, and Jeffrey Swoboda,
Chief of Police, are hereby authorized and directed to execute an Interagency Agreement to
accept a grant from the Illinois Criminal Justice Information Authority in the amount of
$191,326 for three full-time case managers, a copy of which is attached hereto and made a part
hereof by reference.
BE IT FURTHER RESOLVED that David J. Kaptain, Mayor, is hereby authorized and
directed to execute all documents necessary in conjunction with the subject grant program.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: January 24, 2018
Adopted: January 24, 2018
Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
Kim Dewis
From: Ana Z. Lalley
Sent: Wednesday, February 07, 2018 5:17 PM
To: Kim Dewis; Debra Nawrocki
Subject: Copy of Grant from ICJIA
Follow Up Flag: Follow up
Flag Status: Flagged
Hi Deb and Kim-
I just wanted to let you both know it may take up to a month to get a signed copy back from the ICJIA. As soon as I get
it, I will forward to you.
Thank you!
Ana
Commander Ana Lalley
Strategic Initiatives Commander
Elgin Police Department
151 Douglas, Elgin, IL 60120
(847)289-2761 Desk
(847)289-2750 Fax
Iallev a@citvofelgin.org
ELGIN
po,.,o boq..tment
1
Uniform Application for State Grant Assistance
Updated by ICJIA
Illinois Criminal Justice Information Authority
Completed Section
1. Type of Submission 0 Pre-application
® Application
0 Changed/Corrected Application
2. Type of Application ~® New
0 Continuation(i.e.multiple year grant)
0 Revision(modification to initial application)
r3. Date/Time Received by Completed by State Agency upon Receipt of Application
State
4. Name of the Awarding Illinois Criminal Justice Information Authority
State Agency
5. Catalog of State Financial 546-00-1474
Assistance(CSFA)Number
6. CSFA Title VOCA FFY16
Grant spedfic information(If applicable)**
7. Agreement Number 216442
8. Previous Agreement Victims of Crime Act(VOCA):215046,214046, 213828,213046,212046,211046,210046,
Numbers 209046, 208046,206046,204546, 204546,204046,202046,215246
Catalog of Federal Domestic Assistance(CFDA) 0 Not applicable(No federal funding)
9. CFDA Number _ 16.575
10. CFDA Title VOCA FF16
11. CFDA Number
12. CFDA Title
Federal Fund Information ® Not applicable(No federal funding award at this time)
13. Federal Award ID Number 2016-VA-GX-0027
14. Federal Award Date 9/8/16
15. Amount Obligated by this 5,509,854
action
16. Total Amount of the 87,163,624
Federal Award
Funding Opportunity Information
17. Funding Opportunity 147-361
Number
18. Funding Opportunity Title Victims of Crime Act:Law Enforcement,Prosecution,and County-CASA Victim Assistance
Program
19. Funding Opportunity
Program Field
Competition Identification ® Not Applicable
20. Competition Identification
Number
21. Competition Identification
Title
Page 1 of 4
Version 2- Updated 7/11/2017
Applicant Completed Section
Implementing Agency Information**
22. Legal Name (Name used for DUNS registration and grantee pre-qualification.)
City of Elgin
23. Common Name(DBA) City of Elgin
24. Employer /Taxpayer ID 36-6005862
Number(EIN,TIN)
25. Vendor ID,if different
than above
26. Organizational DUNS 010224772
number
27. SAM expiration date 7-27-2018
28. SAM Cage Code 5Ch69
29. Business Address Street address: 150 Dexter Court
City:Elgin
State:Illinois
County:Kane
Zip+4:60120-5570
Implementing Agency:Person to be contacted for Program Matters involving this application.
F 30. First Name JoAnn
31. Last Name Stingley
I32. Suffix Ms.
33. Title Victim Assistance Coordinator
34. Telephone Number (847)289-2686
35. Fax Number (847)289-2750
36. Email address Stingley_J@cityofelgin.org
Implementing Agency:Person to be contacted for Business/Administrative Office Matters involving this application.
37. ! First Name JoAnn
38. Last Name Stingley
39. Suffix Ms.
40. Title Victim Assistance Coordinator
41. Telephone Number (847)289-2686
42. Fax Number (847)289-2750
43. Email address Stingley_J@cityofelgin.org
Program Agency information(If different from Implementing Agency.)**
44. Legal Name Elgin Police Department
45. Organizational DUNS Same as above
number
46. SAM expiration date Same as above
47. SAM Cage Code Same as above
48. Business Address Same as above
Program Agency:Person to be contacted for Program Matters involving this Application.
49. First Name JoAnn
50. Last Name Stingley
51. Suffix Ms.
52. Title Victim Assistance Coordinator
53. Telephone Number (847)389-2686
54. Fax Number (847)2890-2750
Page 2 of 4
Version 2- Updated 7/11/2017
55. Email address Stingley_J@cityofelgin.org
Areas Affected**
56. Areas Affected by the (If program is not state-wide,list each county. If not serving the entire county,also
Project(County(ies); list the municipalities served within the county.If Chicago is included,list the
City(ies);or State-wide) neighborhoods served within Chicago if services are not provided throughout the
entire city.)
Elgin,IL, Kane and Cook County _
57. Implementing Agency's Congressional District:8
Legislative District State Senate District:22
(This must be based on State Representative District:43
the nine digit zip code
registered with SAM.)
58. Primary Area of (This should be either the Program Agency's office or the location where a majority of
Performance the grant activity takes place.A street address does not need to be provided but
please list city,state,and nine digit zip code.)Elgin, IL 60120.5503
59. Primary Area of Congressional District:8
Performance's Legislative State Senate District:22
District(This must be State Representative District:43
based on the nine digit
zip code listed above.)
Applicant's Project**
60. Description Title of
Applicant's Project Victims of Crime Act:Law Enforcement,Prosecution,and County-CASA Victim
Assistance Program
61. Proposed Project Term Start Date: On Execution by both parties
End Date: 12/31/18
62. Estimated Funding o Designated/Awarded Amount:$259,393
(include all that apply) o Budgeted Amount:$259,393
o Match:$64,848
o Overmatch:$
o Program Income:$0
Total Amount$324,241
Indirect cost rate:__N/A_
Applicant Certification:
By signing this application,I certify(1)to the statements contained in the list of certifications'and(2)that the
statements herein are true,complete and accurate to the best of my knowledge. I also provide the required assurances'
and agree to comply with any resulting terms if I accept an award. I am aware that any false,fictitious,or fraudulent
statements or claims may subject me to criminal,civil or administrative penalties. (U.S.Code,Title 218,Section 1001)
(")The list of certification and assurances,or an internet site where you may obtain this list is contained in the Notice of
Funding Opportunity.
ID I agree
Implementing Agency Authorized Official(Director,President,Chair,or similar position)
s
63. First Name David
64. Last Name Kaptain _
65. Title Mayor
Page 3 of 4
Version 2- Updated 7/11/2017
66. , Telephone Number - • (847)931 S54:- _ !
67 1 __ I
68 Fa_x Number _ {—._--__ --- - j
69 Email address _ 1 Kepta n D@caynfelgin orp _ . J
i
.70 ___z7
Signature of Authorised -'
Representative - - -
71. ate Si D ,..fined � 1anuary 2 I.2018 _. __
implementing Agency Financial Officer(Chief Financial Officer,Comptroller,Treasurer,or similar position.)
j72
First Name Debra __
73 j Last Name Nawrocki ___ _ _-_
74. Title -�^_y Chief Finanoal Officer __
75. Telephone Number (847_)931-5624_ _ _. __
—
76. Fax Number_ (847)931-5622 - _ _ _
77. Email address — r, ruckt..D@city••ofelgin o K - __
78. Signature of Authorized '
Representative i... '/Y T( ' C( C4 - �• _
79. Date Signed January 24,2018 - -.
i -
I Program Agency Authorized Official
80. First Name Jeffrey
S1. last Name Swoboda
-__ 1___:__.______. __ - - .--- _.__-- - -
8... Title Chief of Police
1- -
83. i Telephone Number (847)289.2760
- -- - -- _ .-. -••- . -
I34. Fax Number (847)289 2750
RS. Email address Swoboda 1@citvofelg!n. g __ _—_
86 Signature of Authorized �_ ///�'�'
Representative m ar) 24_
37. Date Signed - 1a ,2018 ._.-__.-._--
ICUTA specific modification to GATA form
Page 4 c f 4
t/e;s'on 2 Updated 7/11/2017
Agreement No. 216442
INTER-GOVERNMENTAL AGREEMENT
BETWEEN
THE STATE OF ILLINOIS,ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
AND
City of Elgin on behalf of the Elgin Police Department
The Illinois Criminal Justice Information Authority (Grantor), with its principal office at 300 West Adams Street,
Suite 200,Chicago, Illinois 60606,and City of Elgin on behalf of the Elgin Police Department (Grantee),
with its principal office at 150 Dexter Court, Elgin, IL 60120-5570 J hereby enter into this Grant Agreement
(Agreement).Grantor and Grantee are collectively referred to herein as"Parties"or individually as a"Party."
PART ONE—THE UNIFORM TERMS RECITALS
WHEREAS,it is the intent of the Parties to perform consistent with all Exhibits and attachments hereto
and pursuant to the duties and responsibilities imposed by Grantor under the laws of the State of Illinois and in
accordance with the terms,conditions and provisions hereof.
NOW,THEREFORE,in consideration of the foregoing and the mutual agreements contained herein,and
for other good and valuable consideration,the value,receipt and sufficiency of which are acknowledged,the
Parties hereto agree as follows:
ARTICLE I
AWARD AND GRANTEE-SPECIFIC INFORMATION AND CERTIFICATION
1.1. DUNS Number;SAM Registration; Nature of Entity. Under penalties of perjury,Grantee certifies
that 01224772 is Grantee's correct DUNS number,that 36-6005862 is Grantee's correct FEIN or Social
Security Number,and that Grantee has an active State registration and SAM registration.Grantee is doing business
as a(check one):
❑ Individual ❑ Pharmacy-Non Corporate
❑ Sole Proprietorship ❑ Pharmacy/Funeral Home/Cemetery Corp.
❑ Partnership n Tax Exempt
❑ Corporation(includes Not For Profit) n Limited Liability Company(select
n Medical Corporation applicable tax classification)
❑ Governmental Unit O P=partnership
❑ Estate or Trust O C=corporation
If Grantee has not received a payment from the State of Illinois in the last two years,Grantee must submit a W-9
tax form with this Agreement.
1.2. Amount of Agreement.Grant Funds shall not exceed$ 259,393 ,of which$ 259,393 are
federal funds.Grantee agrees to accept Grantor's payment as specified in the Exhibits and attachments
incorporated herein as part of this Agreement.
1.3. Identification Numbers. The Federal Award Identification Number(FAIN)is 2016-VA-GX-0027,
State of Illinois
INTERGOVERNMENTAL GRANT AGREEMENT/12 12 17
Page I 1
Agreement No. 216442
the Federal awarding agency is Office of Justice Programs,Office for Victims of Crime,and the Federal Award date is
Federal Fiscal Year 2016.The Catalog of Federal Domestic Assistance(CFDA)Name is Crime Victim Assistance Grant
Program,and Number is 16.575.The Catalog of State Financial Assistance(CSFA) Number is 546-00-1474.
1.4. Term.This Agreement shall be effective on execution by both parties and shall expire on
December 31,2018,unless terminated pursuant to this Agreement.
1.5. Certification.Grantee certifies under oath that(1)all representations made in this Agreement
are true and correct and(2)all Grant Funds awarded pursuant to this Agreement shall be used only for the
purpose(s)described herein.Grantee acknowledges that the Award is made solely upon this certification and that
any false statements,misrepresentations,or material omissions shall be the basis for immediate termination of
this Agreement and repayment of all Grant Funds.
1.6. Signatures. In witness whereof,the Parties hereto have caused this Agreement to be executed �a
by their duly authorized representatives. �1.31
a0-
By: \ Date: ( LC I I 3
John Maki,Executive Director
Illinois Criminal Justice Information Authority
1� /fir �] l
By:iZA01
7 /% %f �'�—"`' Date: '
kf
David Kaptain, Mayr
City of Elgin
+ f U
B iKi4e:3� Ct..e-�-.71.-�ti{ Date: 0)-7 _ �Debra Nawrocki,Ch' f Financial Officer
City of Elgin
By: Date: Z 5" 201 O
( Chief of Police
ItOof ftc-kwt
State of Illinois
INTERGOVERNMENTAL GRANT AGREEMENT/12 12 17
Page, 2
Agreement No. 216442
ARTICLE II
REQUIRED REPRESENTATIONS
2.1. Standing and Authority.Grantee warrants that:
(a) Grantee is validly existing and in good standing,if applicable, under the laws of the State
in which it was incorporated,organized or created.
(b) Grantee has the requisite power and authority to execute and deliver this Agreement
and all documents to be executed by it in connection with this Agreement,to perform its obligations
hereunder and to consummate the transactions contemplated hereby.
(c) If Grantee is an agency under the laws of jurisdiction other than Illinois,Grantee
warrants that it is also duly qualified to do business in Illinois and is in good standing with the Illinois
Secretary of State.
(d) The execution and delivery of this Agreement,and the other documents to be executed
by Grantee in connection with this Agreement,and the performance by Grantee of its obligations
hereunder have been duly authorized by all necessary entity action.
(e) This Agreement and all other documents related to this Agreement,including the
Uniform Grant Application,the Exhibits and attachments to which Grantee is a party constitute the legal,
valid and binding obligations of Grantee enforceable against Grantee in accordance with their respective
terms.
2.2. Compliance with Internal Revenue Code.Grantee certifies that it does and will comply with all
provisions of the Federal Internal Revenue Code(26 USC 1),the Illinois Revenue Act(35 ILCS 5),and all rules
promulgated thereunder,including withholding provisions and timely deposits of employee taxes and
unemployment insurance taxes.
2.3. Compliance with Federal Funding Accountability and Transparency Act of 2006.Grantee certifies
that it does and will comply with the reporting requirements of the Federal Funding Accountability and
Transparency Act of 2006(P.L. 109-282)(FFATA)with respect to Federal Awards greater than or equal to$25,000.
A FFATA sub-award report must be filed by the end of the month following the month in which the award was
made.
2.4. Compliance with Uniform Grant Rules(2 CFR Part 200). Grantee certifies that it shall adhere to
the applicable Uniform Administrative Requirements,Cost Principles,and Audit Requirements,which are
published in Title 2,Part 200 of the Code of Federal Regulations,and are incorporated herein by reference. See 44
III.Admin.Code 7000.30(b)(1)(A).
2.5. Compliance with Registration Requirements.Grantee and its sub-grantees shall: (i)be registered
with the Federal SAM;(ii)be in good standing with the Illinois Secretary of State,if applicable;and(iii)have a valid
DUNS number.It is Grantee's responsibility to remain current with these registrations and requirements. If
Grantee's status with regard to any of these requirements change,or the certifications made in and information
provided in the Uniform Grant Application changes,Grantee must notify the Grantor in accordance with ARTICLE
XVIII.
State of Illinois
INTERGOVERNMENTAL GRANT AGREEMENT/12 12 17
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Agreement No. 216442
ARTICLE III
DEFINITIONS
3.1. Definitions.Capitalized words and phrases used in this Agreement have the following meanings:
"2 CFR Part 200" means the Uniform Administrative Requirements,Cost Principles,and Audit
Requirements for Federal Awards published in Title 2, Part 200 of the Code of Federal Regulations.
"Agreement"or"Grant Agreement"has the same meaning as in 44 III.Admin.Code 7000.20.
"Allocable Costs"means costs allocable to a particular cost objective if the goods or services involved are
chargeable or assignable to such cost objective in accordance with relative benefits received or other equitable
relationship.Costs allocable to a specific Program may not be shifted to other Programs in order to meet
deficiencies caused by overruns or other fund considerations,to avoid restrictions imposed by law or by the terms
of this Agreement,or for other reasons of convenience.
"Allowable Costs" has the same meaning as in 44 III.Admin.Code 7000.20.
"Award"has the same meaning as in 44 III.Admin.Code 7000.20.
"Budget"has the same meaning as in 44 III.Admin.Code 7000.20.
"CFDA"or"Catalog of Federal Domestic Assistance" has the same meaning as in 44 III.Admin.Code
7000.20.
"Close-out Report" means a report from the Grantee allowing the Grantor to determine whether all
applicable administrative actions and required work have been completed,and therefore closeout actions can
commence.
"Conflict of Interest"has the same meaning as in 44 III.Admin.Code 7000.20.
"Consolidated Financial Report"means a financial information presentation in which the assets,equity,
liabilities,and operating accounts of an entity and its subsidiaries are combined(after eliminating all inter-entity
transactions)and shown as belonging to a single reporting entity.
"Cost Allocation Plan"has the same meaning as in 44 III.Admin.Code 7000.20.
"CSFA"or"Catalog of State Financial Assistance"has the same meaning as in 44 III.Admin.Code 7000.20.
"Direct Costs" has the same meaning as in 44 III.Admin.Code 7000.20.
"Disallowed Costs"has the same meaning as in 44 III.Admin.Code 7000.20.
"DUNS Number"means a unique nine digit identification number provided by Dun & Bradstreet for each
physical location of Grantee's organization.Assignment of a DUNS Number is mandatory for all organizations
seeking an Award from the State of Illinois.
"FAIN"means the Federal Award Identification Number.
"FFATA" or "Federal Funding Accountability and Transparency Act" has the same meaning as in 31 USC
State of Illinois
INTERGOVERNMENTAL GRANT AGREEMENT/12 12 17
Page 14
Agreement No. 216442
6101;P.L. 110-252.
"Fixed-Rate" has the same meaning as in 44 III. Admin. Code 7000.20. "Fixed-Rate" is in contrast to fee-
for-service,44 III.Admin.Code 7000.20.
"GAAP"or"Generally Accepted Accounting Principles"has the same meaning as in 44 III.Admin.Code
7000.20.
"Grant Funds"has the same meaning as in 30 ILCS 705.
"Indirect Costs" has the same meaning as in 44 III.Admin.Code 7000.20.
"Indirect Cost Rate"means a device for determining in a reasonable manner the proportion of indirect
costs each Program should bear.It is a ratio(expressed as a percentage)of the Indirect Costs to a Direct Cost base.
If reimbursement of Indirect Costs is allowable under an Award,Grantor will not reimburse those Indirect Costs
unless Grantee has established an Indirect Cost Rate covering the applicable activities and period of time,unless
Indirect Costs are reimbursed at a fixed rate.
"Indirect Cost Rate Proposal" has the same meaning as in 44 III.Admin.Code 7000.20.
"Net Revenue"means an entity's total revenue less its operating expenses,interest paid,depreciation,
and taxes."Net Revenue"is synonymous with"Profit."
"Nonprofit Organization"has the same meaning as in 44 III.Admin.Code 7000.20.
"Notice of Award"has the same meaning as in 44 III.Admin.Code 7000.20.
"OMB"has the same meaning as in 44 III.Admin.Code 7000.20.
"Prior Approval"has the same meaning as in 44 III.Admin.Code 7000.20.
"Profit"means an entity's total revenue less its operating expenses,interest paid,depreciation,and taxes.
"Profit"is synonymous with"Net Revenue."
"Program"means the services to be provided pursuant to this Agreement.
"Program Costs"means all Allowable Costs incurred by Grantee and the value of the contributions made
by third parties in accomplishing the objectives of the Award during the Term of this Agreement.
"Program Income" has the same meaning as in 44 III.Admin.Code 7000.20.
"Related Parties"has the meaning set forth in Financial Accounting Standards Board(FASB)Accounting
Standards Codification(ASC)850-10-20.
"SAM"means the federal System for Award Management(SAM);which is the Federal repository into
which an entity must provide information required for the conduct of business as a recipient.2 CFR 25 Appendix A
(1)(C)(1).
"State"means the State of Illinois.
State of Illinois
INTERGOVERNMENTAL GRANT AGREEMENT/12 12 17
Page 15
Agreement No. 216442
"Term"has the meaning set forth in Paragraph 1.4.
"Unallowable Costs"has the same meaning as in 44 III.Admin.Code 7000.20.
ARTICLE IV
PAYMENT
4.1. Availability of Appropriation;Sufficiency of Funds.This Agreement is contingent upon and
subject to the availability of sufficient funds.Grantor may terminate or suspend this Agreement,in whole or in
part,without penalty or further payment being required,if(i)sufficient funds for this Agreement have not been
appropriated or otherwise made available to the Grantor by the State or the Federal funding source,(ii)the
Governor or Grantor reserves funds,or(iii)the Governor or Grantor determines that funds will not or may not be
available for payment.Grantor shall provide notice,in writing,to Grantee of any such funding failure and its
election to terminate or suspend this Agreement as soon as practicable.Any suspension or termination pursuant
to this Section will be effective upon the date of the written notice unless otherwise indicated.
4.2. Illinois Grant Funds Recovery Act.Any Grant Funds remaining that are not expended or legally
obligated by Grantee at the end of the Agreement period,or in the case of capital improvement Awards at the end
of the time period Grant Funds are available for expenditure or obligation, shall be returned to Grantor within
forty-five(45)days in accordance with the Grant Funds Recovery Act(30 ILCS 705/1 et seq.). In the event of a
conflict between the Grant Funds Recovery Act and the Grant Accountability and Transparency Act,the provisions
of the Grant Accountability and Transparency Act shall control.30 ILCS 708/80.
4.3. Cash Management Improvement Act of 1990. Unless notified otherwise in PART TWO or PART
THREE,Federal funds received under this Agreement shall be managed in accordance with the Cash Management
Improvement Act of 1990(31 USC 6501 et seq.)and any other applicable Federal laws or regulations.
4.4. Payments to Third Parties.Grantee agrees that Grantor shall have no liability to Grantee when
Grantor acts in good faith to redirect all or a portion of any Grantee payment to a third party.Grantor will be
deemed to have acted in good faith when it is in possession of information that indicates Grantee authorized
Grantor to intercept or redirect payments to a third party or when so ordered by a court of competent jurisdiction.
4.5. Modifications to Estimated Amount. If the Agreement amount is established on an estimated
basis,then it may be increased by mutual agreement at any time during the Term.Grantor may decrease the
estimated amount of this Agreement at any time during the Term if(i)Grantor believes Grantee will not use the
funds during the Term, (ii)Grantor believes Grantee has used funds in a manner that was not authorized by this
Agreement,(iii)sufficient funds for this Agreement have not been appropriated or otherwise made available to the
Grantor by the State or the Federal funding source,(iv)the Governor or Grantor reserves funds,or(v)the
Governor or Grantor determines that funds will or may not be available for payment.Grantee will be notified,in
writing,of any adjustment of the estimated amount of this Agreement. In the event of such reduction,services
provided by Grantee under Exhibit A may be reduced accordingly. Grantee shall be paid for work satisfactorily
performed prior to the date of the notice regarding adjustment.2 CFR 200.308.
4.6. Interest.
(a) All interest earned on Grant Funds held by a Grantee shall become part of the Grant
Funds when earned and be treated accordingly for all purposes,unless otherwise provided in PART TWO
or PART THREE. 30 ILCS 705/10.
State of Illinois
INTERGOVERNMENTAL GRANT AGREEMENT/12 12 17
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Agreement No. 216442
(b) Grant Funds shall be placed in an insured account,whenever possible,that bears
interest,unless exempted under 2 CFR Part 200.305(b)(8)or prohibited from doing so by state law.All
interest earned shall be considered Grant Funds and are subject to the same restrictions,unless there is
an applicable Federal program rule that takes precedence.
(c) A Grantee who is required to reimburse Grant Funds pursuant to an action brought
under the Grant Funds Recovery Act, and who enters into a deferred payment plan for the purpose of
satisfying a past due debt,shall be required to pay interest on such debt as required by Section 10.2 of the
Illinois State Collection Act of 1986,30 ILCS 210;See also 30 ILCS 705/10.
4.7. Timely Billing Required.Grantee must submit any payment request to Grantor within thirty(30)
days of the end of the quarter,unless another billing schedule is specified in PART TWO or PART THREE.Failure to
submit such payment request timely will render the amounts billed an unallowable cost which Grantor cannot
reimburse. In the event that Grantee is unable,for good cause,to submit its payment request timely,Grantee shall
timely notify Grantor and may request an extension of time to submit the payment request.Grantor's approval of
Grantee's request for an extension shall not be unreasonably withheld.
4.8. Certification.Pursuant to 2 CFR 200.415,each invoice and report submitted by Grantee must
contain the following certification by an official authorized to legally bind the Grantee:
By signing this report[or payment request], I certify to the best of my
knowledge and belief that the report[or payment request]is true,complete,
and accurate,and the expenditures,disbursements and cash receipts are for
the purposes and objectives set forth in the terms and conditions of the
Federal or State award. I am aware that any false,fictitious,or fraudulent
information,or the omission of any material fact, may subject me to criminal,
civil or administrative penalties for fraud,false statements,false claims or
otherwise.(U.S.Code Title 18,Section 1001 and Title 31,Sections 3729-3730
and 3801-3812).
ARTICLE V
SCOPE OF GRANT ACTIVITIES/PURPOSE OF GRANT
5.1. Scope of Grant Activities/Purpose of Grant.Grantee will conduct the Grant Activities or provide
the services as described in the Exhibits and attachments,including Exhibit A(Project Description)and Exhibit B
(Deliverables),incorporated herein and in accordance with all terms and conditions set forth herein and all
applicable administrative rules. In addition,the State's Notice of Award is incorporated herein as an attachment.
All Grantor-specific provisions and programmatic reporting required under this Agreement are described in PART
TWO(The Grantor-Specific Terms). All Project-specific provisions and reporting required under this Agreement are
described in PART THREE.
5.2. Scope Revisions. Grantee shall obtain Prior Approval from Grantor whenever a Scope revision is
necessary for one or more of the reasons enumerated in 2 CFR 200.308.All requests for Scope revisions that
require Grantor approval shall be signed by Grantee's authorized representative and submitted to Grantor for
approval. Expenditure of funds under a requested revision is prohibited and will not be reimbursed if expended
before Grantor gives written approval.See 2 CFR 200.308.
5.3. Specific Conditions. If applicable,specific conditions required after a risk assessment will be
included in Exhibit G. Grantee shall adhere to the specific conditions listed therein.
State of Illinois
INTERGOVERNMENTAL GRANT AGREEMENT/12 12 17
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Agreement No. 216442
ARTICLE VI
BUDGET
6.1. Budget.The Budget is a schedule of anticipated grant expenditures that is approved by Grantor
for carrying out the purposes of the Award.When Grantee or third parties support a portion of expenses
associated with the Award,the Budget includes the non-Federal as well as the Federal share(and State share if
applicable)of grant expenses.The Budget submitted by Grantee at application,or a revised Budget subsequently
submitted and approved by Grantor,is considered final and is incorporated herein as an attachment.
6.2. Budget Revisions.Grantee shall obtain Prior Approval from Grantor whenever a Budget revision
is necessary for one or more of the reasons enumerated in 2 CFR 200.308.All requests for Budget revisions that
require Grantor approval shall be signed by Grantee's authorized representative and submitted to Grantor for
approval. Expenditure of funds under a requested revision is prohibited and will not be reimbursed if expended
before Grantor gives written approval.2 CFR 200.308.
6.3. Discretionary Line Item Transfers. Unless prohibited from doing so in 2 CFR 200.308,transfers
between approved line items may be made without Grantor's approval only if the total amount transferred does
not exceed the allowable variance of the greater of either(i)ten percent(10%)of the Budget line item or(ii)one
thousand dollars($1,000)of the Budget line item. Discretionary line item transfers may not result in an increase
to the Budget.
6.4. Non-discretionary Line Item Transfers.Total line item transfers exceeding the allowable variance
of the greater of either(i)ten percent(10%)of the Budget line item or(ii)one thousand dollars($1,000)of the
Budget line item require Grantor approval as set forth in Paragraph 6.2.
6.5. Notification.Within thirty(30)calendar days from the date of receipt of the request for Budget
revisions,Grantor will review the request and notify Grantee whether the Budget revision has been approved,
denied,or the date upon which a decision will be reached.
ARTICLE VII
ALLOWABLE COSTS
7.1. Allowability of Costs;Cost Allocation Methods.The allowability of costs and cost allocation
methods for work performed under this Agreement shall be determined in accordance with 2 CFR 200 Subpart E
and Appendices III,IV,and V.
7.2. Indirect Cost Rate Submission.
(a) This Paragraph 7.2 applies only to:
(i) A Grantee who charges,or expects to charge,any Indirect Costs;and
(ii) A Grantee who is allowed to charge Indirect Costs under federal or state
statutes,state administrative rules,and agency or program rules,regulations and policies.
(b) A Grantee must submit an Indirect Cost Rate Proposal in accordance with federal
regulations for approval no later than three months after the effective date of the Award,in a format
prescribed by Grantor.
State of Illinois
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(I) Appendix VII to 2 CFR Part 200 governs Indirect Cost Rate Proposals for State
and local governments.
(ii) Appendix III to 2 CFR Part 200 governs Indirect Cost Rate Proposals for
institutions of higher education.
(c) A Grantee who has a current,applicable rate negotiated by a cognizant Federal agency
shall provide to Grantor a copy of its Indirect Cost Rate acceptance letter from the Federal government.
Grantor will accept that Indirect Cost Rate,up to any statutory,rule-based or programmatic limit.
However,for Grantees to which Appendix III of 2 CFR Part 200 applies,the rate amount must not exceed
26%(see 2 CFR Part 200,Appendix III(C)(8)).
7.3. Transfer of Costs.Cost transfers between Grants,whether as a means to compensate for cost
overruns or for other reasons,are unallowable.See 2 CFR 200.451.
7.4. Higher Education Cost Principles.The Federal cost principles that apply to public and private
institutions of higher education are set forth in 2 CFR Part 200 Subpart E and Appendix III.
7.5. Government Cost Principles.The Federal cost principles that apply to State,local and Federally-
recognized Indian tribal governments are set forth in 2 CFR Part 200 Subpart E,Appendix V,and Appendix VII.
7.6. Financial Management Standards.The financial management systems of Grantee must meet the
following standards:
(a) Accounting System.Grantee organizations must have an accounting system that
provides accurate,current,and complete disclosure of all financial transactions related to each State-and
Federally-funded Program.Accounting records must contain information pertaining to State and Federal
pass-through awards,authorizations,obligations,unobligated balances,assets,outlays,and income.
These records must be maintained on a current basis and balanced at least quarterly.Cash contributions
to the Program from third parties must be accounted for in the general ledger with other Grant Funds.
Third party in-kind(non-cash)contributions are not required to be recorded in the general ledger, but
must be under accounting control,possibly through the use of a memorandum ledger. See 2 CFR
200.302.
(b) Source Documentation.Accounting records must be supported by such source
documentation as canceled checks,bank statements,invoices,paid bills,donor letters,time and
attendance records,activity reports,travel reports,contractual and consultant agreements,and
subaward documentation.All supporting documentation should be clearly identified with the Award and
general ledger accounts which are to be charged or credited.
(i) The documentation standards for salary charges to grants are prescribed by 2
CFR 200.430,and in the cost principles applicable to the entity's organization(Paragraphs 7.4
through 7.5).
(ii) If records do not meet the standards in 2 CFR 200.430,then Grantor may notify
Grantee in PART TWO, PART THREE or Exhibit G of the requirement to submit Personnel activity
reports. See 2 CFR 200.430(i)(8). Personnel activity reports shall account on an after-the-fact
basis for one hundred percent(100%)of the employee's actual time,separately indicating the
time spent on the grant,other grants or projects,vacation or sick leave,and administrative time,
if applicable.The reports must be signed by the employee,approved by the appropriate official,
and coincide with a pay period.These time records should be used to record the distribution of
salary costs to the appropriate accounts no less frequently than quarterly.
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(iii) Formal agreements with independent contractors,such as consultants,must
include a description of the services to be performed,the period of performance,the fee and
method of payment,an itemization of travel and other costs which are chargeable to the
agreement,and the signatures of both the contractor and an appropriate official of Grantee.
(iv) If third party in-kind(non-cash)contributions are used for Grant purposes,the
valuation of these contributions must be supported with adequate documentation.
(c) Internal Control. Effective control and accountability must be maintained for all cash,
real and personal property,and other assets.Grantee must adequately safeguard all such property and
must provide assurance that it is used solely for authorized purposes. Grantee must also have systems in
place that provide reasonable assurance that the information is accurate,allowable,and compliant with
the terms and conditions of this Agreement.
(d) Budget Control.Records of expenditures must be maintained for each Award by the
cost categories of the approved Budget(including indirect costs that are charged to the Award),and
actual expenditures are to be compared with Budgeted amounts at least quarterly.
7.7. Federal Requirements.All Awards,whether funded in whole or in part with either Federal or
State funds,are subject to Federal requirements and regulations,including but not limited to 2 CFR Part 200,44 III.
Admin.Code 7000.30(b)and the Financial Management Standards in Paragraph 7.6.
7.8. Profits. It is not permitted for any person or entity to earn a Profit from an Award.See,e.g.,2
CFR 200.400(g);see also 30 ILCS 708/60(a)(7).
7.9. Management of Program Income. Grantee is encouraged to earn income to defray program
costs where appropriate,subject to 2 CFR 200.307.
ARTICLE VIII
REQUIRED CERTIFICATIONS
8.1. Certifications.Grantee shall be responsible for compliance with the enumerated certifications to
the extent that the certifications apply to Grantee.
(a) Bribery.Grantee certifies that it has not been convicted of bribery or attempting to
bribe an officer or employee of the State of Illinois,nor made an admission of guilt of such conduct which
is a matter of record(30 ILCS 500/50-5).
(b) Bid Rigging.Grantee certifies that it has not been barred from contracting with a unit of
State or local government as a result of a violation of Paragraph 33E-3 or 33E-4 of the Criminal Code of
1961(720 ILCS 5/33E-3 or 720 ILCS 5/33E-4,respectively).
(c) Debt to State.Grantee certifies that neither it,nor its affiliate(s),is/are barred from
receiving an Award because Grantee,or its affiliate(s),is/are delinquent in the payment of any debt to the
State,unless Grantee,or its affiliate(s), has/have entered into a deferred payment plan to pay off the
debt,and Grantee acknowledges Grantor may declare the Agreement void if the certification is false(30
ILCS 500/50-11).
(d) Educational Loan.Grantee certifies that it is not barred from receiving State agreements
as a result of default on an educational loan(5 ILCS 385/1 et seq.).
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(e) International Boycott.Grantee certifies that neither it nor any substantially owned
affiliated company is participating or shall participate in an international boycott in violation of the
provision of the U.S.Export Administration Act of 1979(50 USC Appendix 2401 et seq.or the regulations
of the U.S. Department of Commerce promulgated under that Act(15 CFR Parts 730 through 774).
(f) Dues and Fees.Grantee certifies that it is not prohibited from receiving an Award
because it pays dues or fees on behalf of its employees or agents,or subsidizes or otherwise reimburses
them for payment of their dues or fees to any club which unlawfully discriminates(775 ILCS 25/1 et seq.).
(g) Pro-Children Act.Grantee certifies that it is in compliance with the Pro-Children Act of
2001 in that it prohibits smoking in any portion of its facility used for the provision of health,day care,
early childhood development services,education or library services to children under the age of eighteen
(18),which services are supported by Federal or State government assistance(except such portions of the
facilities which are used for inpatient substance abuse treatment)(20 USC 7181-7184).
(h) Drug-Free Work Place.If Grantee is not an individual,Grantee certifies it will provide a
drug free workplace pursuant to the Drug Free Workplace Act. 30 ILCS 580/3. If Grantee is an individual
and this Agreement is valued at more than$5,000,Grantee certifies it shall not engage in the unlawful
manufacture,distribution,dispensation,possession,or use of a controlled substance during the
performance of the Agreement. 30 ILCS 580/4. Grantee further certifies that it is in compliance with the
government-wide requirements for a drug-free workplace as set forth in 41 USC 8102.
(i) Motor Voter Law.Grantee certifies that it is in full compliance with the terms and
provisions of the National Voter Registration Act of 1993(52 USC 20501 et seq.).
(j) Clean Air Act and Clean Water Act.Grantee certifies that it is in compliance with all
applicable standards,order or regulations issued pursuant to the Clean Air Act(42 USC§7401 et seq.)and
the Federal Water Pollution Control Act,as amended(33 USC§1251 etseq.).
(k) Debarment.Grantee certifies that it is not debarred,suspended,proposed for
debarment,declared ineligible,or voluntarily excluded from participation in this Agreement by any
Federal department or agency(45 CFR Part 76),or by the State(See 30 ILCS 708/25(6)(G)).
(I) Non-procurement Debarment and Suspension. Grantee certifies that it is in compliance
with Subpart C of 2 CFR Part 180 as supplemented by 2 CFR Part 376,Subpart C.
(m) Grant for the Construction of Fixed Works.Grantee certifies that all Programs for the
construction of fixed works which are financed in whole or in part with funds provided by this Agreement
shall be subject to the Prevailing Wage Act(820 ILCS 130/0.01 et seq.)unless the provisions of that Act
exempt its application. In the construction of the Program,Grantee shall comply with the requirements of
the Prevailing Wage Act including,but not limited to,inserting into all contracts for such construction a
stipulation to the effect that not less than the prevailing rate of wages as applicable to the Program shall
be paid to all laborers,workers,and mechanics performing work under the Award and requiring all bonds
of contractors to include a provision as will guarantee the faithful performance of such prevailing wage
clause as provided by contract.
(n) Health Insurance Portability and Accountability Act.Grantee certifies that it is in
compliance with the Health Insurance Portability and Accountability Act of 1996(HIPAA), Public Law No.
104-191,45 CFR Parts 160, 162 and 164,and the Social Security Act,42 USC 1320d-2 through 1320d-7,in
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that it may not use or disclose protected health information other than as permitted or required by law
and agrees to use appropriate safeguards to prevent use or disclosure of the protected health
information.Grantee shall maintain,for a minimum of six(6)years,all protected health information.
(o) Criminal Convictions.Grantee certifies that neither it nor any managerial agent of
Grantee has been convicted of a felony under the Sarbanes-Oxley Act of 2002,nor a Class 3 or Class 2
felony under Illinois Securities Law of 1953,or that at least five(5)years have passed since the date of the
conviction. Grantee further certifies that it is not barred from receiving an Award under 30 ILCS 500/50-
10.5,and acknowledges that Grantor shall declare the Agreement void if this certification is false(30 ILCS
500/50-10.5).
(p) Forced Labor Act.Grantee certifies that it complies with the State Prohibition of Goods
from Forced Labor Act,and certifies that no foreign-made equipment,materials,or supplies furnished to
the State under this Agreement have been or will be produced in whole or in part by forced labor,convict
labor,or indentured labor under penal sanction(30 ILCS 583).
(q) Illinois Use Tax.Grantee certifies in accordance with 30 ILCS 500/50-12 that it is not
barred from receiving an Award under this Paragraph. Grantee acknowledges that this Agreement may
be declared void if this certification is false.
(r) Environmental Protection Act Violations.Grantee certifies in accordance with 30 ILCS
500/50-14 that it is not barred from receiving an Award under this Paragraph. Grantee acknowledges that
this Agreement may be declared void if this certification is false.
(s) Goods from Child Labor Act.Grantee certifies that no foreign-made equipment,
materials,or supplies furnished to the State under this Agreement have been produced in whole or in part
by the labor of any child under the age of twelve(12)(30 ILCS 584).
(t) Federal Funding Accountability and Transparency Act of 2006.Grantee certifies that it
is in compliance with the terms and requirements of 31 USC 6101.
ARTICLE IX
CRIMINAL DISCLOSURE
9.1. Mandatory Criminal Disclosures.Grantee shall continue to disclose to Grantor all violations of
criminal law involving fraud,bribery or gratuity violations potentially affecting this Award. See 30 ILCS 708/40.
Additionally,if Grantee receives over$10 million in total Grant Funds,funded by either State or Federal funds,
during the period of this Award,Grantee must maintain the currency of information reported to SAM regarding
civil,criminal or administrative proceedings as required by 2 CFR 200.113 and Appendix II of 2 CFR Part 200,and 30
ILCS 708/40.
ARTICLE X
UNLAWFUL DISCRIMINATION
10.1. Compliance with Nondiscrimination Laws. Both Parties,their employees and subcontractors
under subcontract made pursuant to this Agreement, remain compliant with all applicable provisions of State and
Federal laws and regulations pertaining to nondiscrimination,sexual harassment and equal employment
opportunity including,but not limited to,the following laws and regulations and all subsequent amendments
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thereto:
(a) The Illinois Human Rights Act(775 ILCS 5/1-101 et seq.),including,without limitation,44
Ill.Admin.Code Part 750,which is incorporated herein;
(b) The Public Works Employment Discrimination Act(775 ILCS 10/1 etseq.);
(c) The United States Civil Rights Act of 1964(as amended)(42 USC 2000a-and 2000h-6).
(See also guidelines to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against
National Origin Discrimination Affecting Limited English Proficient Persons[Federal Register: February 18,
2002(Volume 67,Number 13, Pages 2671-2685)]);
(d) Section 504 of the Rehabilitation Act of 1973(29 USC 794);
(e) The Americans with Disabilities Act of 1990(42 USC 12101 et seq.);and
(f) The Age Discrimination Act(42 USC 6101 et seq.).
ARTICLE XI
LOBBYING
11.1. Improper Influence.Grantee certifies that no Grant Funds have been paid or will be paid by or on
behalf of Grantee to any person for influencing or attempting to influence an officer or employee of any
government agency,a member of Congress or Illinois General Assembly,an officer or employee of Congress or
Illinois General Assembly,or an employee of a member of Congress or Illinois General Assembly in connection with
the awarding of any agreement,the making of any grant,the making of any loan,the entering into of any
cooperative agreement,or the extension,continuation,renewal,amendment or modification of any agreement,
grant, loan or cooperative agreement. 31 USC 1352. Additionally,Grantee certifies that it has filed the required
certification under the Byrd Anti-Lobbying Amendment(31 USC 1352),if applicable.
11.2. Federal Form LLL.If any funds,other than Federally-appropriated funds,were paid or will be paid
to any person for influencing or attempting to influence any of the above persons in connection with this
Agreement,the undersigned must also complete and submit Federal Form LLL, Disclosure of Lobbying Activities
Form,in accordance with its instructions.
11.3. Lobbying Costs.Grantee certifies that it is in compliance with the restrictions on lobbying set
forth in 2 CFR Part 200.450. For any Indirect Costs associated with this Agreement,total lobbying costs shall be
separately identified in the Program Budget,and thereafter treated as other Unallowable Costs.
11.4. Procurement Lobbying.Grantee warrants and certifies that it and,to the best of its knowledge,
its sub-grantees have complied and will comply with Executive Order No. 1(2007)(EO 1-2007). EO 1-2007
generally prohibits Grantees and subcontractors from hiring the then-serving Governor's family members to lobby
procurement activities of the State,or any other unit of government in Illinois including local governments,if that
procurement may result in a contract valued at over$25,000.This prohibition also applies to hiring for that same
purpose any former State employee who had procurement authority at any time during the one-year period
preceding the procurement lobbying activity.
11.5. Subawards.Grantee must include the language of this ARTICLE XI in the award documents for
any subawards made pursuant to this Award at all tiers.All sub-awardees are also subject to certification and
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disclosure. Pursuant to Appendix 11(1)to 2 CFR Part 200,Grantee shall forward all disclosures by contractors
regarding this certification to Grantor.
11.6. Certification.This certification is a material representation of fact upon which reliance was
placed to enter into this transaction and is a prerequisite for this transaction,pursuant to 31 USC 1352.Any person
who fails to file the required certifications shall be subject to a civil penalty of not less than$10,000,and not more
than$100,000,for each such failure.
ARTICLE XII
MAINTENANCE AND ACCESSIBILITY OF RECORDS;MONITORING
12.1. Records Retention.Grantee shall maintain for three(3)years from the date of submission of the
final expenditure report,adequate books,all financial records and,supporting documents,statistical records,and
all other records pertinent to this Award,adequate to comply with 2 CFR 200.333,unless a different retention
period is specified in 2 CFR 200.333. If any litigation,claim or audit is started before the expiration of the retention
period,the records must be retained until all litigation,claims or audit exceptions involving the records have been
resolved and final action taken.
12.2. Accessibility of Records.Grantee,in compliance with 2 CFR 200.336,shall make books,records,
related papers,supporting documentation and personnel relevant to this Agreement available to authorized
Grantor representatives,the Illinois Auditor General,Illinois Attorney General,any Executive Inspector General,
the Grantor's Inspector General, Federal authorities,any person identified in 2 CFR 200.336,and any other person
as may be authorized by Grantor(including auditors),by the State of Illinois or by Federal statute.Grantee shall
cooperate fully in any such audit or inquiry.
12.3. Failure to Maintain Books and Records. Failure to maintain books,records and supporting
documentation,as described in this ARTICLE XII,shall establish a presumption in favor of the State for the recovery
of any funds paid by the State under this Agreement for which adequate books,records and supporting
documentation are not available to support disbursement.
12.4. Monitoring and Access to Information.Grantee must monitor its activities to assure compliance
with applicable State and Federal requirements and to assure its performance expectations are being achieved.
Grantor shall monitor the activities of Grantee to assure compliance with all requirements and performance
expectations of the award. Grantee shall timely submit all financial and performance reports,and shall supply,
upon Grantor's request,documents and information relevant to the Award. Grantor may make site visits as
warranted by program needs. See 2 CFR 200.328 and 200.331. Additional monitoring requirements may be in
PART TWO or PART THREE.
ARTICLE XIII
FINANCIAL REPORTING REQUIREMENTS
13.1. Required Periodic Financial Reports.Grantee agrees to submit financial reports as requested and
in the format required by Grantor.Grantee shall file quarterly reports with Grantor describing the expenditure(s)
of the funds related thereto, unless more frequent reporting is required by the Grantee pursuant to specific award
conditions. 2 CFR 200.207. The first of such reports shall cover the first three months after the Award begins.
Quarterly reports must be submitted no later than 15 calendar days following the three month period covered by
the report.Additional information regarding required financial reports may be set forth in Exhibit G. Failure to
submit the required financial reports may cause a delay or suspension of funding. 30 ILCS 705/1 et seq.;2 CFR
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207(b)(3)and 200.327.
13.2. Close-out Reports.
(a) Grantee shall submit a Close-out Report within 30 calendar days following the end of
the period of performance for this Agreement. In the event that this Agreement is terminated prior to the
end of the Term,Grantee shall submit a Close-out Report within 30 calendar days of such termination.
The format of this Close-out Report shall follow a format prescribed by Grantor.2 CFR 200.343.
(b) If an audit or review of Grantee occurs and results in adjustments after Grantee submits
a Close-out Report,Grantee will submit a new Close-out Report based on audit adjustments,and
immediately submit a refund to Grantor,if applicable. 2 CFR 200.344.
13.3. Annual Financial Reports.
(a) This Paragraph 13.3 applies to all Grantees,unless exempted by PART TWO or PART
THREE.
(b) Grantees shall submit Annual Financial Reports within 180 days after the Grantee's fiscal
year ending on or after June 30. This deadline may be extended at the discretion of the Grantor.
(c) The Annual Financial Report must cover the same period the Audited Financial
Statements cover. If no Audited Financial Statements are required,however,then the Annual Financial
Report must cover the same period as the Grantee's tax return.
(d) Annual Financial Reports must include an in relation to opinion from the report issuer
on the Cost and Revenue schedules included in the Annual Financial Report.
(e) Annual Financial Reports shall follow a format prescribed by Grantor.
(f) Notwithstanding anything herein to the contrary,when such reports or statements
required under this section are prepared by the Illinois Auditor General, if they are not available by the
above-specified due date,they will be provided to Grantor within thirty(30)days of becoming available.
13.4. Effect of Failure to Comply. Failure to comply with reporting requirements shall result in the
withholding of funds,the return of improper payments or Unallowable Costs,will be considered a material breach
of this Agreement and may be the basis to recover Grant Funds. Grantee's failure to comply with this ARTICLE XIII,
ARTICLE XIV,or ARTICLE XV shall be considered prima facie evidence of a breach and may be admitted as such,
without further proof,into evidence in an administrative proceeding before Grantor,or in any other legal
proceeding.
ARTICLE XIV
PERFORMANCE REPORTING REQUIREMENTS
14.1. Required Periodic Performance Reports. Grantee agrees to submit Performance Reports as
requested and in the format required by Grantor.Performance Measures listed in Exhibit E must be reported
quarterly,unless otherwise specified in PART TWO or PART THREE. Unless so specified,the first of such reports
shall cover the first three months after the Award begins. If Grantee is not required to report performance
quarterly,then Grantee must submit a Performance Report at least annually. In unusual circumstances where
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more frequent reporting is necessary some Grantees may be required to submit monthly Performance Reports;in
such cases,Grantor shall notify Grantee of same in PART TWO or PART THREE. Pursuant to 2 CFR 200.328,
periodic Performance Reports shall be submitted no later than 30 calendar days following the period covered by
the report.For certain construction-related Awards,such reports may be exempted as identified in PART TWO or
PART THREE. 2 CFR 200.328. Failure to submit such required Performance Reports may cause a delay or
suspension of funding.30 ILCS 705/1 et seq.
14.2. Close-out Performance Reports.Grantee agrees to submit a Close-out Performance Report,in
the format required by Grantor,within 30 calendar days following the end of the period of performance. See 2
CFR 200.343.
14.3. Content of Performance Reports. Pursuant to 2 CFR 200.328(b)(2)all Performance Reports must
include Program qualitative and quantitative information,including a comparison of actual accomplishments to
the objectives of the award established for the period;where the accomplishments can be quantified,a
computation of the cost if required;performance trend data and analysis if required; and reasons why established
goals were not met,if appropriate.Appendices may be used to include additional supportive documentation.
Additional content and format guidelines for the Performance Reports will be determined by Grantor contingent
on the Award's statutory,regulatory and administrative requirements,and are included in PART TWO or PART
THREE of this Agreement.
14.4. Performance Standards. Grantee shall perform in accordance with the Performance Standards
set forth in Exhibit F. See 2 CFR 200.301 and 200.210.
ARTICLE XV
AUDIT REQUIREMENTS
15.1. Audits.Grantee shall be subject to the audit requirements contained in the Single Audit Act
Amendments of 1996(31 USC 7501-7507)and Subpart F of 2 CFR Part 200,and the audit rules set forth by the
Governor's Office of Management and Budget. See 30 ILCS 708/65(c).
15.2. Audit Requirements.
(a) Single and Program-Specific Audits. If,during its fiscal year,Grantee expends$750,000
or more in Federal Awards(direct federal and federal pass-through awards combined),Grantee must
have a single audit or program-specific audit conducted for that year as required by 2 CFR 200.501 and
other applicable sections of Subpart F of 2 CFR Part 200. The audit and reporting package(including data
collection form and management letters) must be completed as described in 2 CFR 200.512(single audit)
or 2 CFR 200.507(program-specific audit). The audit(and package)must be submitted to Grantor within
the earlier of(i)30 calendar days after receipt of the auditor's report(s)or(ii)nine(9)months after the
end of the audit period.
(b) Financial Statement Audit. If,during its fiscal year,Grantee expends less than$750,000
in Federal Awards,Grantee is subject to the following audit requirements:
(i) If,during its fiscal year,Grantee expends more than$300,000 in Federal and
State Awards,singularly or in any combination,Grantee must have a financial statement audit
conducted in accordance with the Generally Accepted Government Auditing Standards(GAGAS).
(ii) If,during its fiscal year,Grantee expends less than$300,000 in Federal and
State Awards, but the total revenue it receives is in excess of$300,000,Grantee must have a
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financial statement audit conducted in accordance with the Generally Accepted Auditing
Standards(GAAS).
(iii) Grantee must submit its financial statement audit report(s)and any
management letters issued by the auditor within the earlier of(i)30 calendar days after receipt
of the auditor's report(s)or(ii)180 days after the end of the audit period.
15.3. Performance of Audits. For those organizations required to submit an independent audit report,
the audit is to be conducted by the Illinois Auditor General,or a Certified Public Accountant or Certified Public
Accounting Firm licensed in the State of Illinois. For audits required to be performed subject to Generally Accepted
Government Auditing Standards,Grantee shall request and maintain on file a copy of the auditor's most recent
peer review report and acceptance letter.
15.4. Report Timing. Notwithstanding anything herein to the contrary,when such reports or
statements required under this section are prepared by the Illinois Auditor General,if they are not available by the
above-specified due date,they will be provided to Grantor within thirty(30)days of becoming available.
ARTICLE XVI
TERMINATION;SUSPENSION; NON-COMPLIANCE
16.1. Termination.
(a) This Agreement may be terminated,in whole or in part,by either Party for any or no
reason upon thirty(30)calendar days'prior written notice to the other Party. If terminated by the
Grantee,Grantee must include the reasons for such termination,the effective date,and,in the case of a
partial termination,the portion to be terminated. If Grantor determines in the case of a partial
termination that the reduced or modified portion of the Award will not accomplish the purposes for
which the Award was made,Grantor may terminate the Agreement in its entirety. 2 CFR 200.339(a)(4).
(b) This Agreement may be terminated,in whole or in part,by Grantor without advance
notice:
(i) Pursuant to a funding failure under Paragraph 4.1;
(ii) If Grantee fails to comply with the terms and conditions of this or any Award,
application or proposal,including any applicable rules or regulations,or has made a false
representation in connection with the receipt of this or any Grant;
(iii) For cause,which may render the Grantee ineligible for consideration for future
grants from the Grantor or other State agencies;or
(iv) If Grantee breaches this Agreement and either(1)fails to cure such breach
within 15 calendar days'written notice thereof,or(2)if such cure would require longer than 15
calendar days and the Grantee has failed to commence such cure within 15 calendar days'
written notice thereof. In the event that Grantor terminates this Agreement as a result of the
breach of the Agreement by Grantee,Grantee shall be paid for work satisfactorily performed
prior to the date of termination.
16.2. Suspension.Grantor may suspend this Agreement,in whole or in part,pursuant to a funding
failure under Paragraph 4.1 or if the Grantee fails to comply with terms and conditions of this or any Award. If
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suspension is due to Grantee's failure to comply,Grantor may withhold further payment and prohibit Grantee
from incurring additional obligations pending corrective action by Grantee or a decision to terminate this
Agreement by Grantor. Grantor may determine to allow necessary and proper costs that Grantee could not
reasonably avoid during the period of suspension.
16.3. Non-compliance. If Grantee fails to comply with applicable statutes,regulations or the terms and
conditions of this or any Award,Grantor may impose additional conditions on Grantee, as described in 2 CFR
200.207. If Grantor determines that non-compliance cannot be remedied by imposing additional conditions,
Grantor may take one or more of the actions described in 2 CFR 200.338. The Parties shall follow all Grantor
policies and procedures regarding non-compliance,including,but not limited to,the procedures set forth in the
State of Illinois Grantee Compliance Enforcement System.
16.4. Objection. If Grantor suspends or terminates this Agreement, in whole or in part, for cause, or
takes any other action in response to Grantee's non-compliance, Grantee may avail itself of any opportunities to
object and challenge such suspension, termination or other action by Grantor in accordance with any applicable
processes and procedures, including, but not limited to, the procedures set forth in the State of Illinois Grantee
Compliance Enforcement System. 2 CFR 200.341.
16.5. Effects of Suspension and Termination.
(a) Grantor may credit Grantee for expenditures incurred in the performance of authorized
services under this Agreement prior to the effective date of a suspension or termination.
(b) Grantee shall not incur any costs or obligations that require the use of these Grant
Funds after the effective date of a suspension or termination, and shall cancel as many outstanding
obligations as possible.
(c) Costs to Grantee resulting from obligations incurred by Grantee during a suspension or
after termination of the Agreement are not allowable unless:
(i) Grantor expressly authorizes them in the notice of suspension or termination;
and
(ii) The costs result from obligations properly incurred before the effective date of
suspension or termination,are not in anticipation of the suspension or termination,and the costs
would be allowable if the Agreement was not suspended or terminated. 2 CFR 200.342.
16.6. Close-out of Terminated Agreements. If this Agreement is terminated, in whole or in part, the
Parties shall comply with all close-out and post-termination requirements of this Agreement. 2 CFR 200.339(c).
ARTICLE XVII
SUBCONTRACTS/SUB-GRANTS
17.1. Sub-recipients/Delegation.Grantee may not subcontract nor sub-grant any portion of this
Agreement nor delegate any duties hereunder without Prior Approval of Grantor.The requirement for Prior
Approval is satisfied if the subcontractor or sub-grantee has been identified in the Uniform Grant Application,such
as,without limitation,a Project Description,and Grantor has approved.
17.2. Application of Terms. Grantee shall advise any sub-grantee of funds awarded through this
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Agreement of the requirements imposed on them by Federal and State laws and regulations,and the provisions of
this Agreement.
ARTICLE XVIII
NOTICE OF CHANGE
18.1. Notice of Change.Grantee shall notify the Grantor if there is a change in Grantee's legal status,
Federal employer identification number(FEIN), DUNS number,SAM registration status, Related Parties,or address.
See 30 ILCS 708/60(a). If the change is anticipated,Grantee shall give thirty(30)days'prior written notice to
Grantor. If the change is unanticipated,Grantee shall give notice as soon as practicable thereafter. Grantor
reserves the right to take any and all appropriate action as a result of such change(s).
18.2. Failure to Provide Notification.Grantee shall hold harmless Grantor for any acts or omissions of
Grantor resulting from Grantee's failure to notify Grantor of these changes.
18.3. Notice of Impact.Grantee shall immediately notify Grantor of any event that may have a material
impact on Grantee's ability to perform this Agreement.
18.4. Circumstances Affecting Performance; Notice. In the event Grantee becomes a party to any
litigation,investigation or transaction that may reasonably be considered to have a material impact on Grantee's
ability to perform under this Agreement,Grantee shall notify Grantor,in writing,within five(5)calendar days of
determining such litigation or transaction may reasonably be considered to have a material impact on the
Grantee's ability to perform under this Agreement.
18.5. Effect of Failure to Provide Notice. Failure to provide the notice described in Paragraph 18.4 shall
be grounds for immediate termination of this Agreement and any costs incurred after notice should have been
given shall be disallowed.
ARTICLE XIX
STRUCTURAL REORGANIZATION
19.1. Effect of Reorganization.Grantee acknowledges that this Agreement is made by and between
Grantor and Grantee,as Grantee is currently organized and constituted. No promise or undertaking made
hereunder is an assurance that Grantor agrees to continue this Agreement,or any license related thereto,should
Grantee significantly reorganize or otherwise substantially change the character of its corporate structure,
business structure or governance structure.Grantee agrees that it will give Grantor prior notice of any such action
or changes significantly affecting its overall structure and will provide any and all reasonable documentation
necessary for Grantor to review the proposed transaction including financial records and corporate and
shareholder minutes of any corporation which may be involved.This ARTICLE XIX does not require Grantee to
report on minor changes in the makeup of its governance structure. Nevertheless, PART TWO or PART THREE may
impose further restrictions. Failure to comply with this ARTICLE XIX shall constitute a material breach of this
Agreement.
ARTICLE XX
AGREEMENTS WITH OTHER STATE AGENCIES
20.1. Copies upon Request.Grantee shall,upon request by Grantor,provide Grantor with copies of
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contracts or other agreements to which Grantee is a party with any other State agency.
ARTICLE XXI
CONFLICT OF INTEREST
21.1. Required Disclosures.Grantee must immediately disclose in writing any potential or actual
Conflict of Interest to the Grantor. 2 CFR 200.112 and 44 III.Admin.Code 7000.40(b)(3).
21.2. Prohibited Payments.Grantee agrees that payments made by Grantor under this Agreement will
not be used to compensate,directly or indirectly,any person currently holding an elective office in this State
including,but not limited to,a seat in the General Assembly. In addition,where the Grantee is not an
instrumentality of the State of Illinois,as described in this Paragraph,Grantee agrees that payments made by
Grantor under this Agreement will not be used to compensate,directly or indirectly,any person employed by an
office or agency of the State of Illinois whose annual compensation is in excess of sixty percent(60%)of the
Governor's annual salary,or$106,447.20(30 ILCS 500/50-13).An instrumentality of the State of Illinois includes,
without limitation,State departments,agencies,boards,and State universities. An instrumentality of the State of
Illinois does not include,without limitation,municipalities and units of local government and related entities.2 CFR
200.64.
21.3. Request for Exemption.Grantee may request written approval from Grantor for an exemption
from Paragraph 21.2.Grantee acknowledges that Grantor is under no obligation to provide such exemption and
that Grantor may,if an exemption is granted,grant such exemption subject to such additional terms and
conditions as Grantor may require.
ARTICLE XXII
EQUIPMENT OR PROPERTY
22.1. Transfer of Equipment.Grantor shall have the right to require that Grantee transfer to Grantor
any equipment,including title thereto, purchased in whole with Grantor funds,if Grantor determines that Grantee
has not met the conditions of 2 CFR 200.439(a).Grantor shall notify Grantee in writing should Grantor require the
transfer of such equipment. Upon such notification by Grantor,and upon receipt or delivery of such equipment by
Grantor,Grantee will be deemed to have transferred the equipment to Grantor as if Grantee had executed a bill of
sale therefor.
22.2. Prohibition against Disposition/Encumbrance.The Grantee is prohibited from,and may not sell,
transfer,encumber(other than original financing)or otherwise dispose of said equipment, material,or real
property during the Grant Term without Prior Approval of Grantor. Any real property acquired using Grant Funds
must comply with the requirements of 2 CFR 200.311.
22.3. Equipment and Procurement.Grantee must comply with the uniform standards set forth in 2 CFR
200.310-200.316 governing the management and disposition of property which cost was supported by Grant
Funds.Any waiver from such compliance must be granted by either the President's Office of Management and
Budget,the Governor's Office of Management and Budget,or both,depending on the source of the Grant Funds
used.Additionally,Grantee must comply with the standards set forth in 2 CFR 200.317-200.326 for use in
establishing procedures for the procurement of supplies and other expendable property,equipment, real property
and other services with Grant Funds.These standards are furnished to ensure that such materials and services are
obtained in an effective manner and in compliance with the provisions of applicable Federal and State statutes and
executive orders.
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ARTICLE XXIII
PROMOTIONAL MATERIALS; PRIOR NOTIFICATION
23.1. Publications,Announcements,etc. Use of Grant Funds for promotions is subject to the
prohibitions for advertising or public relations costs in 2 CFR 200.421(e). In the event that Grantor funds are used
in whole or in part to produce any written publications,announcements,reports,flyers, brochures or other written
materials,Grantee agrees to include in these publications,announcements,reports,flyers,brochures and all other
such material,the phrase"Funding provided in whole or in part by the [Grantor]."Exceptions to this requirement
must be requested,in writing,from Grantor and will be considered authorized only upon written notice thereof to
Grantee.
23.2. Prior Notification/Release of Information.Grantee agrees to notify Grantor ten(10)days prior to
issuing public announcements or press releases concerning work performed pursuant to this Agreement,or
funded in whole or in part by this Agreement,and to cooperate with Grantor in joint or coordinated releases of
information.
ARTICLE XXIV
INSURANCE
24.1. Purchase and Maintenance of Insurance.Grantee shall maintain in full force and effect during
the Term of this Agreement casualty and bodily injury insurance,as well as insurance sufficient to cover the
replacement cost of any and all real or personal property,or both, purchased or,otherwise acquired,or improved
in whole or in part,with funds disbursed pursuant to this Agreement. 2 CFR 200.310. Additional insurance
requirements may be detailed in PART TWO or PART THREE.
24.2. Claims. If a claim is submitted for real or personal property,or both, purchased in whole with
funds from this Agreement and such claim results in the recovery of money,such money recovered shall be
surrendered to Grantor.
ARTICLE XXV
LAWSUITS
25.1. Independent Contractor. Neither Grantee nor any employee or agent of Grantee acquires any
employment rights with Grantor by virtue of this Agreement.Grantee will provide the agreed services and achieve
the specified results free from the direction or control of Grantor as to the means and methods of performance.
Grantee will be required to provide its own equipment and supplies necessary to conduct its business; provided,
however,that in the event,for its convenience or otherwise, Grantor makes any such equipment or supplies
available to Grantee,Grantee's use of such equipment or supplies provided by Grantor pursuant to this Agreement
shall be strictly limited to official Grantor or State of Illinois business and not for any other purpose,including any
personal benefit or gain.
25.2. Liability. Neither Party shall be liable for actions chargeable to the other Party under this
Agreement including,but not limited to,the negligent acts and omissions of Party's agents,employees or
subcontractors in the performance of their duties as described under this Agreement,unless such liability is
imposed by law. This Agreement shall not be construed as seeking to enlarge or diminish any obligation or duty
owed by one Party against the other or against a third party.
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ARTICLE XXVI
MISCELLANEOUS
26.1. Gift Ban.Grantee is prohibited from giving gifts to State employees pursuant to the State
Officials and Employees Ethics Act(5 ILCS 430/10-10)and Executive Order 15-09.
26.2. Access to Internet.Grantee must have Internet access. Internet access may be either dial-up or
high-speed.Grantee must maintain,at a minimum,one business e-mail address that will be the primary receiving
point for all e-mail correspondence from Grantor.Grantee may list additional e-mail addresses at any time during
the Term of this Agreement.The additional addresses may be for a specific department or division of Grantee or
for specific employees of Grantee.Grantee must notify Grantor of any e-mail address changes within five(5)
business days from the effective date of the change.
26.3. Exhibits and Attachments. Exhibits A through G PART TWO.PART THREE,if applicable,and all
other exhibits and attachments hereto are incorporated herein in their entirety.
26.4. Assignment Prohibited.Grantee acknowledges that this Agreement may not be sold,assigned,or
transferred in any manner by Grantee,to include an assignment of Grantee's rights to receive payment hereunder,
and that any actual or attempted sale,assignment,or transfer by Grantee without the Prior Approval of Grantor in
writing shall render this Agreement null,void and of no further effect.
26.5. Amendments.This Agreement may be modified or amended at any time during its Term by
mutual consent of the Parties,expressed in writing and signed by the Parties.
26.6. Severability. If any provision of this Agreement is declared invalid,its other provisions shall not
be affected thereby.
26.7. No Waiver. No failure of either Party to assert any right or remedy hereunder will act as a waiver
of either Party's right to assert such right or remedy at a later time or constitute a course of business upon which
either Party may rely for the purpose of denial of such a right or remedy.
26.8. Applicable Law;Claims.This Agreement and all subsequent amendments thereto,if any,shall be
governed and construed in accordance with the laws of the State of Illinois. Any claim against Grantor arising out
of this Agreement must be filed exclusively with the Illinois Court of Claims. 705 ILCS 505/1 et seq. Grantor does
not waive sovereign immunity by entering into this Agreement.
26.9. Compliance with Law.This Agreement and Grantee's obligations and services hereunder are
hereby made and must be performed in compliance with all applicable Federal and State laws,including,without
limitation,Federal regulations,State administrative rules,including 44 III.Admin.Code 7000,and any and all
license requirements or professional certification provisions.
26.10. Compliance with Confidentiality Laws. If applicable,Grantee shall comply with applicable State
and Federal statutes, Federal regulations and Grantor administrative rules regarding confidential records or other
information obtained by Grantee concerning persons served under this Agreement.The records and information
shall be protected by Grantee from unauthorized disclosure.
26.11. Compliance with Freedom of Information Act. Upon request,Grantee shall make available to
Grantor all documents in its possession that Grantor deems necessary to comply with requests made under the
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Freedom of Information Act. (5 ILCS 140/7(2)).
26.12. Precedence. In the event there is a conflict between this Agreement and any of the exhibits or
attachments hereto,this Agreement shall control. In the event there is a conflict between PART ONE and PART
TWO or PART THREE of this Agreement, PART ONE shall control. In the event there is a conflict between PART
TWO and PART THREE of this Agreement, PART TWO shall control. In the event there is a conflict between this
Agreement and relevant statute(s)or Administrative Rule(s),the relevant statute(s)or rule(s)shall control.
26.13. Headings.Article and other headings contained in this Agreement are for reference purposes
only and are not intended to define or limit the scope,extent or intent of this Agreement or any provision hereof.
26.14. Entire Agreement.Grantee and Grantor acknowledge that this Agreement constitutes the entire
agreement between them and that no promises,terms,or conditions not recited,incorporated or referenced
herein,including prior agreements or oral discussions,shall be binding upon either Grantee or Grantor.
26.15. Counterparts.This Agreement may be executed in one or more counterparts,each of which shall
be considered to be one and the same agreement, binding on all Parties hereto,notwithstanding that all Parties
are not signatories to the same counterpart. Duplicated signatures,signatures transmitted via facsimile,or
signatures contained in a Portable Document Format(PDF)document shall be deemed original for all purposes.
26.16. Attorney Fees and Costs. Unless prohibited by law,if Grantor prevails in any proceeding to
enforce the terms of this Agreement,including any administrative hearing pursuant to the Grant Funds Recovery
Act or the Grant Accountability and Transparency Act,the Grantor has the right to recover reasonable attorneys'
fees,costs and expenses associated with such proceedings.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.
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EXHIBIT A
PROJECT DESCRIPTION
. Agency type:
o County State's Attorney's Office
o County Sheriff's Department
X Local Police Department
o County CASA
Nonprofit Agency
2. VOCA funds will primarily be used to:
Expand services into a new geographic area.
X Serve additional victim populations.
o Offer new types of services.
o Continue existing services to crime victims
3. Describe the problem in the service area that demonstrates the need for this program.
The problem this grant funding will solve is insufficient social services staff to provide
services to all victims of all crimes that occur in the City of Elgin, which are in large part due
to the growth in the city's population. At the end of 2017, with the expiration of current
VOCA grant funding, there will be no professional or permanent staff to accommodate the
population, outside the MSW Social Services Supervisor.
According to U.S. Census data, the population of Elgin in 2016 was estimated to be
112,123 (100%urban, 0% rural). The 2014 Census supports that the population has increased by
18.6% since 2000. Elgin's population consists of 49.4%males, 50.6% females, and the median
age was 35.7 years old. Elgin is a diverse city, composed of Hispanic (45%), Caucasian(40%),
Asian(6.7%) and African American(1.4%). Additionally,both two or more races and Native
Americans each represented less than 1%of Elgin's population. The greatest portion of the city
of Elgin is in Kane County, IL. A portion of the city is in Cook County. Kane County is in the
northern region of Illinois.
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Due to economic challenges city-wide over the past several years, the Social Services
Unit of the Elgin Police Department has not been able to increase staffing to accommodate the
city's growing population. Since 1991, when the unit began with only one social worker, the
population was 79,818, 40% fewer than what we are serving today. Currently there are three
part-time Domestic Violence Case Managers and one full-time supervisor of the Social Services
Unit who are supported by social work college interns that rotate in and out of the unit as their
internship programs commence and conclude. There are critical deficiencies noted by unit staff
including:
• Inability to adequately meet the needs of the expanding Hispanic population.
• Challenges in providing timely intervention and engagement with all crime
victims after a criminal incident in an effort to provide long-term emotional
support.
• Inability to serve victims of gang shootings and other types of crimes.
The following is an example of this crucial need to increase staff for victim services:
Recently, a woman was murdered in a different county, but her children and their father live in
the city of Elgin. The officers that had contact with the family were seeking immediate assistance
from the Social Services Unit in the middle of the night, immediately after the mother had been
murdered. Unfortunately, there were no social workers available and, in fact, they were not able
to contact the family until days later. Fortunately, they are still assisting the family, though
ideally they would have been able to support the children and father with the first responding
police officers to immediately deescalate the traumatic effects of this heinous crime.
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In the city of Elgin, per the Elgin Police Department's statistics, there have been an
average of 6,500 victims of crime (all types of crime combined) every year for the last three
years. Due to the need to prioritize which victims to serve based on staffing levels within the
Social Services Unit, attention has been focused on victims of domestic violence. Each month
there is an average of 80 such reports where outreach is arranged.
When further examining Elgin's crime statistics published on the city website, there has
been a total of 5,860 Part 1 Crimes during the past three years(2014, 2015, 2016), which
averages to1,953 Part 1 crimes per year. Per the January 17, 2017 Elgin Police News Release,
"The Part 1 crime rate encompasses a standardized federal measurement of serious crimes that
are committed against people and property." These crimes include homicide, forcible
rape/criminal sexual assault, robbery, battery, assault, burglary, and arson. In addition, there is an
average of 960 incidents of domestic/family violence reported to police every year. Elgin is
situated between Chicago and Rockford, Illinois. Elgin's youth are affected by the influence of
each of those city's street gangs. Elgin has 34 gangs identified as having a presence in the
community with 20 currently having active members. Many of these gangs have direct ties to
Chicago and Rockford gangs. The more prominent gangs include the Latin Kings, Vice Lords,
Spanish Vice Lords, American Outlaws, Maniac Latin Disciples, Fourteens, Thirteens, Four
Corner Hustlers, Insane Deuces, and more. Verified shootings during 2015 and 2016 total 107,
indicating an approximate average of 53 shootings per year.
According to an ICJIA research report, "The Northern region(minus Cook) accounted
for 36% of the total youth population, ages 10 to 17, in Illinois in 2015. During the same year the
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same region's youth accounted for 22%of juvenile arrests, 28% of detention admissions, and
17% of new sentence admissions to corrections."
According to an FBI report published in 2015, Kane County ranked ninth on the list of
the top ten counties in Illinois with the highest violent crime rate. The website
www.valuepenguin.com determined Elgin ranked#200 as a safe community when examining
like variables for cities across the State of Illinois.
Due to the inability to secure funding to increase staff in the Social Services Unit of the
Elgin Police Department, the Social Services Unit has been able to provide victims services to
only a fraction of the city's crime victims. Out of the approximately 6,500 victims per year, the
Social Services Unit has been able to help on average only 1,000 victims per year, and that help
has not been available as early or for as long as the victims need. However, due to the lack of
funding to increase staff, the unit has only been able to serve on average of 1000 crime victims
per year out of an average of 6,500 crime victims per year who reside in the City of Elgin.
Therefore, approximately 80%of crime victims in Elgin do not receive victim services.
Additionally, the Social Services Unit depends largely on social work college interns at
the Bachelors and Masters level, supervised by the MSW Social Services Unit Supervisor,to
provide services. Due to the temporary nature of these internship programs and the interns' lack
of experience, they are not able to provide the intense and long-term services that full-time,
highly educated, and experienced social work and counseling professionals can provide.
4. Project Description
A. Provide a brief description of the entire organization,including unit descriptions and staffing.
The Elgin Police Department's approach to serving its constituents had been one of COP for
a quarter of a century. COP involves a collaborative effort between the department and the
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citizens of Elgin to effect change that is both measured by crime reduction and improved quality
of life for individuals who reside within the community. This is accomplished by developing
partnerships with the police that are inclusive of public and private entities, local service
agencies,businesses, schools, and churches. The department continues to build upon successes
by seeking new initiatives and partnerships, such as the VOCA program, to enhance existing
programs and services. The Elgin Police Department has a total of 182 sworn officers and 92
civilian employees. It now consists of the following main units:
• Chief of Police, Deputy Chief, and administration staff. They plan, research,budget,
process payroll, and ensure that internal compliance and trainings are adhering to high
standards. All the following units report to the Chief of Police:
• Operations: headed by the Operations Commander, consists of three patrol shifts.
• Investigations: lead by the Investigations Commander, oversees both adult and juvenile
crime investigations and includes gang and narcotic units. Investigations also
encompasses SWAT, Tactical Negotiations, School Resource Officers, and Social
Services. It also includes the ROPE,NOPE, CFH program, as explained in an earlier
paragraph.
• Administration: headed by the Administrations Commander, provides administrative
support, supervision of Records, Evidence and Communications, adjudication, media
relations, traffic and parking law enforcement, crossing guards, special events, court
liaisons,jail, asset management, facility management, and the information desk.
B. What,if any,other victim services does the agency provide?Include examples of how these services
are coordinated with the VOCA-funded victim service activities.
The only program within the Social Services Unit that is dedicated to providing direct crime
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victim services is the domestic violence program, which services only victims of domestic
incidents. The Social Services Unit supervisor and social work college interns provide direct
services to a small number of other crime victims as requested by police. The Social Services
Unit supervisor coordinates all these activities as well as the domestic violence program, in
addition to all social services provided to residents who are not victims of crime.
C. Indicate the total number of staff currently dedicated to all victim services at the organization,not
just this VOCA funded program.
Currently, the Social Services Unit of the Elgin Police Department provides services to
all vulnerable populations of the city of Elgin, not just victims of crimes. There is no staff
member fully dedicated to serving all victims of all types of crime, which is the main
objective the department seeks to fulfill with this grant opportunity: to have full-time
professional social work and counseling staff that is completely and only dedicated to all
victims of crime. At this time, there are three part-time professional Domestic Violence Case
Managers. In addition, there is an average of five part-time social work interns who provide
limited services to crime victims at the police department. However, due to their short-term
internship programs and their lack of experience, they are unable to meet all the needs of all
the crime victims. There are 182 police officers at the Elgin Police Department who refer
crime victims to the Social Services Unit for assistance on a daily basis. Due to a lack of full-
time professional staff, the Social Services Unit is unable to serve all the victims referred to
them.
Type of staff Number of staff
Number of staff providing direct services.
(Do not include managerial and support staff in this count).
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Number of managerial staff 0
Number of administrative support staff 0
D. List the county or municipality to be served by the program.If the program will serve a portion of a county
or municipality,specify municipalities and/or neighborhoods.
The city of Elgin, Illinois is within, and serves, Kane County and a
portion of Cook County.
5. Agency Capacity and Experience
A. Describe the agency's fiscal experience and capacity to manage grants. (Include this section if
answer mentions any procedures or activities that will be taken in managing this grant.)
If awarded funding from this grant, fiscal management roles, responsibilities, and
procedures currently in place at the City of Elgin and the Elgin Police Department will be
followed to manage this new grant funding.
Currently,the Social Services Unit has only one funding source dedicated to victim
services, and it is limited to serving only victims of Domestic Violence. This funding source
is the VOCA grant#215246, which began September 1, 2016 and will end on December 31,
2017. The current total dollar amount from this fund is $90,608.00, which pays for the salary
of three professional part-time Domestic Violence Case Managers,two who work 20 hours
per week each, and one who works 10 hours per week. The Social Services Unit supervisor
has managed the budget with the assistance of the financial administrative staff at the Elgin
Police Department and the City of Elgin. Prior to the current grant period the Social Services
Unit's Domestic Violence program has been funded by various grant funding sources, but
mostly by VOCA grants since 2001. Fiscal responsibility for these grants had also been
effectively managed by the Social Services Unit supervisor in collaboration with the financial
administration of the Elgin Police Department and the City of Elgin. Years of successful
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fiscal management of grant funding demonstrates proven ability to manage the budget for
this new VOCA grant initiative.
In addition, the City of Elgin received a GFOA certificate of achievement for excellence
in financial reporting. The City has had no significant deficiencies or material weaknesses noted
in our management letter received from the City's independent auditors. The City of Elgin has
received both federal and non-federal grant funding that are required to have a single audit each
year. The City's Finance Department assists all departments, including the Elgin Police
Department, with grants as requested or required. All grant activity is recorded through the
City's accounting software within the accounting system and is reviewed by a Finance
Department staff member. The Finance Department also manages and updates everything within
the GATA system for all grant funding that all the City's departments receive. The Finance
Department is fully staffed with a CFO, a Finance Manager, Senior Accountant, and an
accountant who is dedicated to managing grants from the fiscal perspective. The Elgin Police
Department also as a Budget Analyst whose responsibility is to complete the grants' quarterly
fiscal reports.
B. If funds will be used for a program that is currently operational explain how activities will
supplement—not supplant—current program activities and staff positions. If appropriate, explain
how much of the currently operational program is funded with VOCA funds.
This is a proposal for a new victims'services program that serves all victims of all types
of crime, and not just victims of domestic violence. The purpose of this proposal is to hire
staff to be able to increase the scope of work to be able to serve the additional 80%of
victims in Elgin that the Social Services Unit has not been able to serve due to the lack of
funding to increase staff.
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C. Describe how the agency will financially sustain the program at the end of the three-year funding
period.
The City Of Elgin and the Elgin Police Department understand the importance of
continuing to make victim services visible and available to the community beyond the term
of the grant. To ensure that this commitment remains at the forefront of leadership for the
city and community, the unit plans to provide statistics and budget request inclusion on a
regular basis to the city council, city senior staff, and police department administrative staff.
Every year, inclusive of the grant period, the department will introduce a funding
package for the costs associated with maintaining the personnel and program incidentals that
the grant will cover. This will help keep the program highlighted for planning purposes as the
grant nears its conclusion. Additionally, in 2019 the costs associated with the program will be
built into the police department's five year plan, which is used to formulate annual budget
discussions.
The department commits to the following in an effort to work towards continued post-
grant program funding:
• Each July, the police department will provide an analysis of the Victim Services program
to the city council during the midyear informal budget review retreat.
• In July 2021, the internal police department budget team will present a formal proposal
for funding the 2022, and beyond, Victim Services program.
• The police department will present a decision package every budget season. This is a
package that describes new projects deemed necessary or desirable by the presenting
department, along with the cost estimates.
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• The budget team examines the totality of the decision package requests and determines
which initiative best satisfies city council priorities
• The City Council then allocates funds for approved requests upon approval, the three
Victim Services staff supported by the grant will become fully supported by the city of
Elgin's general fund.
6. Direct Services
A. Provide a detailed explanation of how the program will function,including: a)how victims will be
screened for eligibility,b)how referrals will be made for services,c)how services will be available for
all victims of crime,d)the location of victim service staff within a law enforcement agency or State's
Attorney's Office,if applicable,and e)coordination of services with other victim service staff.
a) How victims will be screened for eligibility,
Eligibility will be determined upon validation of victimization. At that
point, Victim Services staff will work directly with Elgin police to respond to all
victims of all crimes,based on established prioritization criteria, in a timely basis.
In addition, repeat victims, meaning victims of more than one crime, will be
identified by police and also given high priority for victim services. Beyond
violent crimes, the severity of crime and trauma experienced by victims will be
used as criteria in determining which victims have the greatest need for services.
b.)How referrals will be made for services,
Victim Services staff will network with detectives and officers to identify
immediate outreach needs. There will also be a tiered system established to
identify call types requiring a swift response from Victim Services staff In
addition, they will have direct access to police reports and all victims' contact
information to be able to reach out to all victims of all crimes after the incidents
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were reported to police. A daily report recapping the prior day's incidents will
also assist with the identification of victim needs.
c.)How services will be available for all victims of crime,
Victim Services staff will meet victims in the Elgin Police Department.
For the most urgent incidents, they will work directly with first responding
patrol officers to assist victims immediately after the crime has occurred. In
addition, they will be available to victims who request help directly from the
Social Services Unit, either by coming to the information desk in the Police
Department or by calling.
d) Location of victim service staff within law enforcement agency or state's
attorney's office, and
Victim Services will be a function of the Social Services Unit that has
offices within the Elgin Police Department.
e) Coordination of services with other victim service staff.
Within the Elgin Police Department:
• Daily review of incident report to identify potential victims in
need of assistance.
• Weekly team meetings to ensure the continuity of services are
being offered and accountability measures are upheld.
• Quarterly meeting with officers to reassess victims' needs.
• Increase social media presence and information sharing.
With community partners:
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• Quarterly meetings with known victim services providers and
advocates.
• Seek additional community partners to enhance outreach resources
for victims.
B. Describe the agency's experience providing each funded service. If the agency does not have
experience,explain how capacity to provide each of the services will be built.
The Social Services Unit's history has over 20 years of experience in providing
services to victims of crime. The following services have been provided:
Current Crisis Intervention Services:
Crisis intervention as defined by this VOCA RFP's technical training video "refers to
victim de-escalation, emotional support, and guidance provided by advocates."Also per the
training video, this intervention "may occur at the scene of the crime, immediately after the
crime, or be provided on an ongoing basis."
Currently, the Social Services Unit within the Elgin Police Department has a formal
VOCA domestic violence program that provides crisis counseling, the equivalent to crisis
intervention as defined for this RFP, to victims of domestic violence only. Domestic Violence
Case Managers receive most of their initial victim contact information from Elgin police reports
and directly from Elgin police seeking help with victims in person. In addition, standard first-
responder protocol for police is to give information and referrals to victims. This information is
provided in English and Spanish, and includes who to contact for additional help, including the
direct phone number to Elgin police Social Services domestic case managers, the local crisis
center, and the State's Attorney's Office.
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The current Domestic Violence Program's Social Services Unit interns and the Social
Services supervisor provide crisis intervention to victims of other crimes as referred to them by
police or to those who call the Social Services Unit directly and request help. This activity is
conducted as needed.
When victims of any type of crime come to the Social Services Unit for help, they
receive all direct services for free, including crisis counseling, which is both trauma-centered and
psychoeducational, including needs assessment, safety planning, trauma-based Cognitive
Behavioral Therapy(CBT), and more. Both victims and their children receive individual and
family crisis counseling as needed.
With additional funding from this new VOCA grant, the Victim Services staff will be
able to intervene earlier and with all victims of all types of crime, rather than be limited to the
current focus on only victims of domestic violence.
Current Case Management Services:
Current case management services provided by the Social Services Unit include helping
victims to identify their needs and to achieve their goals, as defined by this VOCA RFP's
training video. They also include coordination of services with other agencies in the community.
The Domestic Violence Case Managers, currently funded by an expiring VOCA grant, the Social
Service interns and the supervisor collaborate with other community agencies, including,but not
limited to,the Kane County State's Attorney, the Cook County State's Attorney, Renz Addiction
Center, PADs Shelter for the Homeless, the Community Crisis Center, the Ecker Center, Family
Services Association, and local hospitals, clinics, and schools as needed. They also provide
information and referrals to other agencies and follow up as needed. Currently, nearly all the
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victims who receive this service are victims of domestic violence due to the dedicated focus on
the current VOCA-funded Domestic Violence Program. However, any victim requesting this
assistance receives it.
The Social Service Unit interns and the supervisor also provide case management
services to any vulnerable resident in Elgin who is not a victim of crime and who either directly
asks for help or who is referred to the unit by police, schools, and other organizations within the
community.
Current Advocacy Services:
The Social Services Unit within the Elgin Police Department has provided advocacy
services to victims. As defined by this VOCA RFP's training video, the current advocacy
activities include helping victims to understand and securing rights,providing information about
victim compensation to include application assistance, helping victims obtain civil and criminal
orders of protection, and any transportation needs.
Current Ongoing Emotional Support Services:
On occasion when resources are available,the Social Service Unit provides additional follow
up with victims as needed. However, due to lack of staff dedicated to overall victim services,
long-term emotional support services have not been able to be maintained. The additional
funding provided by this grant will provide more long-term and comprehensive emotional
support to victims.
C. Project the number of clients to be served during the grant period.Explain and justify this
projection.
According to the Elgin Police Department's crime statistics, there have been a total of
5,860 Part 1 crimes during the past three years(2014, 2015, 2016), which is an average of
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1,953 Part 1 crimes per year. Per the January 17, 2017 Elgin Police News Release, "The Part
1 crime rate encompasses a standardized federal measurement of serious crimes that are
committed against people and property." These crimes include homicide, forcible
rape/criminal sexual assault, robbery,battery, assault, burglary, and arson. In addition, there
is an average of 960 incidents of domestic/family violence reported to police every year. The
average total of victims of all crimes combined, is 6,500 per year. The Social Services Unit
intends to serve, at a minimum, all victims of Part 1 Crimes and all victims of Domestic
Violence as their highest priority, which comes to an average of about 3,000 victims per year.
Victims of Part 2 and lesser crimes will also be served, but they will not be given as high as
priority, assuming they will not be as traumatized as victims of Part 1 crimes. There are an
average of 3,500 victims of Part 2 crimes, which are non-violent and less severe in the
amount of harm or trauma that they cause victims. These victims will also be served,but due
to lack of severity and lesser degree of trauma, they will not be given the highest priority. In
summary, the estimated number of victims the Victim Services staff will serve in a year is a
minimum of 3,000 victims and a maximum of 6,500.
D. Describe known barriers to victims accessing victim services and how the agency will address these.
One barrier to accessing victim services has been the length of time victims have had to
wait for help to be available to them due to the shortage of Social Services staff. Another
barrier has been insufficient bilingual staffing within the Social Services Unit to effectively
help the Hispanic victims who speak only Spanish. In addition, a common barrier is the lack
of transportation to get to the Elgin Police Department or to attend court. Another obstacle is
the lack of awareness of victim services. To address these hurdles, the Victim Services staff
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will consist of a sufficient number of full-time employees to be able to intervene and engage
with victims immediately after the crime occurred. In addition, one of these full-time
employees will be bilingual and will be dedicated to serving the Hispanic population in Elgin
who cannot speak English. All full-time employees will provide transportation to victims as
needed, and with the help of police stand-by services if necessary. To address awareness of
services, the Victim Services staff will participate with the Elgin Police Community
Engagement activities to increase public awareness of victim services.
E. Describe how the program design will incorporate trauma-informed care.
Training will be provided by the Illinois Victim Assistance Academy(IVAA).
According to IVAA staff, Cynthia Hora and Theresa Geary, the IVAA has a grant that will
pay for the training and lodging of all attendees, and the only cost to attendees will be the
cost of travel. Also per Cynthia and Theresa, the dates for this training are still to be
determined. Completion of the IVAA has been pre-approved as an "A" series training for
persons seeking credentials from the National Advocate Credentialing Program(NACP). The
Elgin Police Department's Social Service Unit will update and review standard operating
procedures for providing Trauma-informed care to victims as needed to ensure both first-
responding police officers and the social workers from the victim services program approach
victims with trauma-informed care, including all of the key components as stated in
Attachment 1: 1)recognize the impact of trauma on multiple areas of life and different paths
to recovery, 2) awareness of the signs and symptoms of trauma, 3)comply with policies and
practices that account for and are sensitive to people's potential trauma histories, and 4) seek
to prevent re-traumatization. Additionally, the Victim Services staff will ensure all the key
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principles of trauma-informed care are included in the service plans; a) safety, b)
trustworthiness and transparency, c)peer support, d) collaboration and mutuality, d)
empowerment, voice and choice, and e) cultural, historical, and gender issues.
As a part of the Elgin Police Training budget, the Elgin Police Department will cover the
cost of travel for the IVVA training and any additional continuing education the Victim
Services staff may need.
F. Victim eligibility for services cannot be dependent on participation in the criminal justice process.
Services must also be made available after a victim's involvement with the criminal justice system
has ended.Explain how services for victims in the program will continue to be provided either by the
agency or through referral to a victim service provider.
The Victim Services staff will include in their service plan regular follow up with
victims after the adjudication process has ended and for as long as services are required.
Depending on the needs of each victim, free ongoing and regular counseling, case
management, and emotional support will be provided. If victims require additional support
such as psychiatric evaluations, housing, etc., they will be referred to the appropriate
community clinic or agency. In addition, the Victim Services staff will coordinate these
services for the victims and act as a liaison among service providers to ensure all the victims'
needs are met.
G. Describe collaborative partners,any history of collaboration,and each partner's role in the program.
The Social Services Unit has many collaborative working relationships throughout the
greater Elgin area. The following is a list of these partners and the services that they provide:
The Elgin Community Crisis Center, a women's shelter for victims of domestic violence that
ensure victims are provided a safe location to reside while receiving direct services and
indirect service provided by the Social Services Unit; PADS Homeless Shelter that provides
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victims safe temporary housing; The Kane and Cook County State's Attorney Office Victim
Advocates who safe-guard rights of victims while providing legal assistance; Ecker Center
and Family Services Association, a mental health care provider that gives victims and their
children mental health treatment along with counseling provided in conjunction with the
Social Services Unit; The Renz Addiction Treatment Center that looks to address substance
abuse issues the victim may have; School District U-46's social workers to address
victimized youth ensuring all receive needed support in school. Overall the Social Service
Unit works directly with Elgin officers to support victims and identify needs and provide
stabilization to their lives.
H. Programs receiving VOCA funds must notify all victims of the VOCA Victims Compensation
program administered through the Office of the Illinois Attorney General. Explain how the agency
will inform victims of the VOCA Victims Compensation program.
The Victim Services staff will ensure all victims are aware of the VOCA Victims'
Compensation Program by advertising the material in brochures that inform the public of the
Victim Services program. The information will be provided in a document that first-
responding police officers give to victims at the crime of the scene, and it will become a part
of victims' service plans. In addition, the VOCA Victims' Compensation program will be
explained in follow-up phone calls and letters to victims.
7. Staffing Plan
A. List and describe all staff positions assigned to the program.Include at minimum: name of position;
roles and responsibilities;location of services; reporting and supervision structure;time budgeted;
and funding source.
All Victim Services staff will be located at the Elgin Police Department. There are a total of
three full-time staff positions proposed for this VOCA grant funding:
• The Victim Services Specialist will coordinate and oversee all activities performed by the
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VOCA Victim Services staff to ensure those victims with the most urgent needs are given
the highest priority for service. In addition, they will monitor activities to ensure grant
requirements are met, including generating required grant reports. They will also consult
on all cases as well as provide direct services to victims, act as a liaison between all other
police personnel, and schedule and moderate networking as described in Direct Services
section E. Monthly reports will be generated for the City of Elgin and the Elgin Police
Department to demonstrate the general outcomes of Victim Services activities. The
Victim Services Specialist will also train social work interns who will be working in the
Victim Services program. The Victim Services Specialist will be on-call after hours, and
will report to the Social Services Unit supervisor.
• The Victim Services Interventionist, will be a direct service provider to victims.
Responsibilities will include providing trauma-informed Crisis Intervention, Case
Management, Advocacy, and Ongoing Emotional Support. The Victim Services
Interventionist will be on-call after hours and report to the Social Services Unit
supervisor.
• The Bilingual Victim Services Interventionist will be a direct service provider for those
victims who speak only Spanish. Responsibilities include providing trauma-informed
Crisis Intervention, Case Management, Advocacy, and Ongoing Emotional Support. The
Bilingual Victim Services Interventionist will be on-call after hours and will report to the
Social Services Unit supervisor.
All three of the Victim Services staff will work full-time(40 hours each per week), and
they will be 100% dedicated to the VOCA Law Enforcement Prosecution, and County-
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CASA Victim Assistance Program, Track One. All three Victim Services staff will report
directly to the Social Services Unit supervisor, who will be reporting to a police Commander.
All three positions, including salary and fringe benefits, will be fully funded by VOCA, if the
ICJIA selects this proposal for funding.
B. What are the primary qualifications of program—funded staff(education,language skills,etc.)?
All three of the Victim Services staff must have a Master's degree in Social Work,
Human Services or a related field. The Bilingual Victim Services Interventionist must speak and
write English and Spanish fluently. All staff must have a minimum of two years of professional
experience in counseling, case management, and advocacy. In addition to these qualifications,
the Victim Specialist should have project management and grant reporting experience.
C. Describe how cases are coordinated and supervised within the agency.
Currently, victims of domestic violence are given the highest priority in the agency
because domestic violence incidents are the highest volume of calls to police. These cases are
coordinated by the Domestic Violence Case Managers who receive most victim referrals
from police reports. The Domestic Violence Case Managers are 100%dedicated to Domestic
Violence victims, and they report to the Social Service Unit supervisor. They follow up with
victims and provide Crisis Intervention, Case Management, Advocacy, and Ongoing Support
to victims of Domestic Violence only. In addition to victims of domestic violence, Elgin
police officers daily refer victims of other crimes to the Social Services Unit supervisor, who
assigns only a limited number of these cases to social work interns due to the lack of staff
who are qualified to work with crime victims. In the future, should the Social Services Unit
be awarded funding for this grant proposal, The Victim Services Specialist will be hired to
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coordinate all victim services.
D. Describe how the program will include staff trauma skills training and consultation to improve
trauma-informed responses to clients.Include a plan to hold at least one training.
All Victim Services staff and the Social Services Unit supervisor will be required to
attend trauma training/certification provided by the Illinois Victim Assistance Academy. This
trauma training will coordinated by the Elgin Police Training Officer.
E. What other training needs have been identified for staff funded under this program?
The Victim Services staff will attend continuing education seminars as required to
maintain their professional licensure as well as other training as needed to best serve victims.
This training may include seminars on the most current best practices for serving victims of
sexual assault, domestic violence, gang violence, robbery, and other traumatic crimes.
F. How will the agency address those training needs?If the agency is unable to address those needs,
explain why.
The Social Services supervisor and the Victim Services Specialist will confer
regarding necessary ongoing staff training needs and make requests for this training to the
Elgin Police Training Officer, who will grant requests based on the availability of training
funds in the Elgin Police Department Training budget.
G. Describe how the agency utilizes volunteers and how this project will utilize volunteers.Describe how
many FTE volunteer staff are used by the agency as a whole.If volunteers will be providing direct
services,list any trainings that will be providing to them.
The Elgin Police Department uses volunteers in different units for performing various
clerical tasks. The Social Services Unit of the Elgin Police Department uses only social work
interns from accredited universities. The Elgin Police Department volunteers typically work
within Community Relations and work no more than five hours per week. The social work
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interns typically work 15 to 20 hours per week and provide counseling and case management
services to various populations in Elgin. Two Master's level college social work interns who
will work 12 hours each per week, and one Bachelor's level social work intern who will
work 8 hours per week will assist the VOCA Victim Services staff. All social work interns
are required to attend Mental Health First-Aid training, domestic violence training, and child
and elder abuse reporting acts. Every social work intern receives an hour of clinical
supervision per week on the cases assigned to them that focuses on best practices and
modality and theory. In addition, the social work interns assigned to the Victim Services staff
will receive trauma-informed care training.
H. Complete the chart below by reporting staff by function(s)performed,not by title or location.Report
employees who will be part-time and/or only partially funded with these funds and any
consultants/contractors.Include employees and consultants who will be funded with any required
grant match.
Agency Full Time %time on VOCA Program
PROGRAM-FUNDED STAFF Full Time
Equivalent funded program
Equivalent
Grant coordinator and direct victim 1 100 1
services provider
Direct victim services providers
(including 2 permanent staff, one 2 100 2
who will be bilingual in Spanish and
English)
TOTAL 3 3
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EXHIBIT B
DELIVERABLES OR MILESTONES
Task Staff Position Responsible Date Due
Example: Hire Staff Program Administrator Month One
Example: Train Staff Training Coordinator Month One
Hire staff/increase hours of existing part- Social Services Unit Month One
time staff supervisor
Train staff Social Services Unit Month One
supervisor and ongoing
as needed
Create/update protocols, polices, and Victim Services Specialist Month One
brochures for Victim Services and ongoing
as needed
Install and customize new software to Social Services Unit Month Three
streamline grant activities and track data supervisor and Victim
Services Specialist
Educate Elgin Police on the VOCA program Victim Services Specialist Month One
and how the Victim Services Unit staff will and ongoing
work with them to serve all victims quarterly
meetings
Provide direct services to crime victims All Victim Services staff Month One
and ongoing
Submit quarterly data report to the Victim Services Specialist 15th of every
Authority quarter
Submit quarterly fiscal reports to the Victim Services Specialist and 15th of every
Authority Elgin Police Budget Analyst quarter
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EXHIBIT C
PAYMENT
Grantee shall receive a maximum of$259,393 under this Agreement.
The Grantor agrees to make payment to the Grantee for the administration and implementation of the program
described in Exhibits A,B, E, F and G,and Exhibit H if included.Upon receipt of the fiscal and progress reports
described in Part Two of this Agreement,payments will be made to the Grantee. No payment will be made until all
outstanding reports are received by the Grantor,including outstanding reports from previously funded Grantor
programs. No payment will be made to Grantee unless and until Grantee is in full compliance with applicable State
and federal laws and the terms and conditions of this agreement.
The maximum amount of federal funds payable under this agreement is dependent on the performance of
Grantee in accordance with the terms and conditions of this agreement.
Grantee must provide for the deposit of federal funds into a bank account in the name of the Grantee.Federal
funds shall be immediately deposited into such bank account.Grantee may deposit such funds into an account
separate from any of its other bank accounts,or treat such funds as a separate line item per its budget and audited
financial statements. If Grantee receives more than one award from the Grantor,Grantee shall ensure that the
federal funds for each award are accounted for separately.
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EXHIBIT D
CONTACT INFORMATION
CONTACT FOR NOTIFICATION:
Unless specified elsewhere, all notices required or desired to be sent by either Party shall be sent to the persons
listed below.
GRANTOR CONTACT GRANTEE CONTACT
Name: Rise' Evans Name: Joann Stingley
Title: Criminal Justice Specialist I Title: Victim Assistance Coodinator
Address: 300 W.Adams,Ste 200, Chicago, IL 60606 Address: 150 Dexter Court, Elgin, IL 60120
Phone: 312-893-8910 Phone: 847-289-2686
TTY#: TTY#:
Fax#: Fax#: 847-289-2750
E-mail Address: Rise.Evans@illinois.gov E-mail Address: Stingley J@cityofelgin
Additional Information:
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EXHIBIT E
PERFORMANCE MEASURES
Goal: To provide advocacy services to victims of crime.
Objective Performance Measure
SCREENING
#4,000 victims screened for eligibility by your #of victims screened for eligibility by your
agency. agency.
#of victims not eligible for services by your
#4,000 clients will be provided services by agency and referred to a victim service
your agency. provider.
Please list the agencies to which you referred.
#of clients provided services by your agency.
INFORMATION&REFERRAL
#4,000 clients will receive information about #of clients provided information about the
the criminal justice process. criminal justice process.
#of times staff provided information about the
criminal justice process.
#4,000 clients will receive information about # of clients provided information about victim
victim rights,how to obtain notifications, etc. rights, how to obtain notifications, etc.
#of times staff provided information about
victim rights, how to obtain notifications, etc.
#2,000 clients will receive referrals to other #of clients provided with referrals to other
victim service providers. victim service providers.
Please list the agencies to which you referred.
#of times staff provided referrals to other
victim service providers.
#2,000 clients will receive referrals to other # clients provided with referrals to other
services, supports, and resources(includes services, supports, and resources.
legal, medical, faith-based organizations, etc.)
#of times staff provided referrals to other
services, supports, and resources.
PERSONAL ADVOCACY/ACCOMPANIMENT
#4,000 clients will receive individual advocacy #of clients provided individual advocacy(e.g.,
(e.g., assistance applying for public benefits). assistance applying for public benefits).
#of times staff provided individual advocacy
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(e.g., assistance applying for public benefits).
#4,000 clients will receive assistance filing for #of clients provided assistance filing for
victim compensation. victim compensation.
#of times staff provided assistance filing for
victim compensation.
# 300 clients will receive assistance intervening #of clients provided with assistance
with an employer, creditor, landlord, or intervening with an employer, creditor,
academic institution. landlord, or academic institution.
# of times staff provided assistance
intervening with an employer, creditor,
landlord, or academic institution.
# 150 clients will receive child or dependent #of clients provided with child or dependent
care assistance. care assistance.
# of times staff provided child or dependent
care assistance.
# 500 clients will receive transportation #of clients provided with transportation
assistance. assistance.
#of times staff provided transportation
assistance.
# 1000 clients will receive interpreter services. # of clients provided with interpreter services.
#of times staff provided interpreter services.
# 500 clients will receive employment #of clients provided with employment
assistance(e.g., help creating a resume or assistance(e.g., help creating a resume or
completing a job application). completing a job application).
#of times staff provided employment
assistance(e.g., help creating a resume or
completing a job application).
#200 clients will receive education assistance #clients provided with education assistance
(e.g., help completing a GED or college (e.g., help completing a GED or college
application). application).
#of times staff provided education assistance
(e.g., help completing a GED or college
application).
#200 clients will receive economic assistance #of clients provided with economic assistance
(e.g., help creating a budget, repairing credit, (e.g., help creating a budget, repairing credit,
providing financial education). providing financial education).
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#of times staff provided economic assistance
(e.g., help creating a budget, repairing credit,
providing financial education).
EMOTIONAL SUPPORT OR SAFETY SERVICES
#4,000 clients will receive crisis intervention. #of clients provided with crisis intervention.
#of crisis intervention sessions provided by
staff.
SHELTER/HOUSING SERVICES
# 500 clients will receive housing advocacy, or #of clients provided with receive housing
help with implementing a plan for obtaining advocacy, or help with implementing a plan
housing(e.g., accompanying client to apply for for obtaining housing(e.g., accompanying
Section 8 housing) client to apply for Section 8 housing)
#of times staff provided assistance with
receive housing advocacy, or help with
implementing a plan for obtaining housing
(e.g., accompanying client to apply for Section
8 housing)
CRIMINAL/CIVIL JUSTICE SYSTEM ASSISTANCE
#4,000 clients will receive notification of #of clients provided notification of criminal
criminal justice events(e.g., case status, arrest, justice events.
court proceedings, case disposition, release,
etc.) #of times staff provided notification of
criminal justice events.
# 100 clients will receive victim impact #of clients provided victim impact statement
statement assistance. assistance.
# 0 clients will receive assistance with #of clients provided assistance with
restitution. restitution.
# 500 clients will receive civil #of clients provided civil
advocacy/accompaniment. advocacy/accompaniment.
#of times staff provided civil
advocacy/accompaniment.
# 500 clients will receive criminal #of clients provided criminal
advocacy/accompaniment. advocacy/accompaniment.
#of times staff provided criminal
advocacy/accompaniment.
REQUIRED TRAININGS
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# 3 staff will receive training on trauma #of staff trained
#of trainings on trauma held
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EXHIBIT F
PERFORMANCE STANDARDS
See Exhibit E
THE REMAINDER OF THIS PAGE LEFT BLANK INTENTIONALLY
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EXHIBIT G
SPECIFIC CONDITIONS
1. Grantee will develop required controls and document their implementation within six months of
agreement execution
2. Grantee must document development of policies and procedures within three months of agreement
execution.
3. Grantee agrees to all comply with all of the terms and conditions required by the Department of
Transportation as a result of Grantee's Internal Controls Questionnaire(ICQ).
4. The ICQ Specific Conditions are attached and included as EXHIBIT H.
5. Grantor may remove(or reduce)a Specific Condition included in this Exhibit G by providing notice in
writing to Grantee.
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EXHIBIT H
INTERNAL CONTROLS QUESTIONNAIRE SPECIFIC CONDITIONS
SPECIFIC CONDITIONS
ICQ Section: 03-Financial and Regulatory Reporting(2 CFR 200.327)
Conditions: Requires more detailed reporting;
Risk Medium to high risk increases the likelihood that grant revenues and
Explanation: expenditures will be inaccurate that could result in misreporting, and an abusive
environment.
How to Fix: Implementation of new or enhanced system, mitigating controls or a
combination of both.
Timeframe: One year.
ICQ Section: 05-Cost Principles(2 CFR 200.400)
Conditions: Requires additional prior approvals; Requires more detailed reporting; Requires
monthly reporting;
Risk Medium to high risk increases the likelihood unallowable costs or services,
Explanation: audit fmdings and questioned costs that would be required to be return to the
state and federal government.
How to Fix: Implementation of additional controls for reviewing and approval expenditures.
Timeframe: One year from the implementation of additional controls.
ICQ Section:
Conditions: Requires technical assistance including required training;
Risk Medium to high risk increases the likelihood of fraud,waste and abuse
Explanation: occurring and not being identified in the normal course of employees duties,
also decreases the likelihood of employees or clients not reporting fraud,waste
and abuse.
How to Fix: Corrective action including implementing a fraud awareness program including
information on how to report fraud, waste and abuse without fear of retaliation.
Timeframe: One year after implementation of corrective action.
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PART TWO—THE GRANTOR-SPECIFIC TERMS
In addition to the uniform requirements in PART ONE,the Grantor has the following additional
requirements for its Grantee:
1. Definitions
"Authority"means the Illinois Criminal Justice Information Authority.
"Program Agency"means the agency that is implementing the grant-funded program.
2. Notice of State Award.Grantee agrees to sign a Notice of State Award letter within ninety(90)days of
signing this Agreement.
3. Costs Incurred.At Grantor's discretion,costs incurred before the execution date of this agreement may
be charged to this agreement if included in the Budget,incurred during the period of performance,and
Grantee performed in accordance with the terms and conditions of this agreement.Grantor shall not be
responsible for costs incurred before or after the period of performance of this agreement.
4. Commencement of Performance.
4.1. If performance has not commenced within 60 days of the starting date of this agreement,
Grantee agrees to report by letter to Grantor the steps taken to initiate the program,the reasons for the
delay,and the expected starting date.
4.2. If the program is not operational within 90 days of the starting date of this agreement,Grantee
agrees to submit a second letter to Grantor explaining the implementation delay.Grantor may at its
discretion either cancel this agreement or extend the implementation date of the program past the 90-
day period.
4.3. If the program is interrupted for more than 30 days after commencement,due to loss of staff or
any other reason,Grantee agrees to notify Grantor in writing explaining the reasons for the interruption
and the steps being taken to resume operation of the program.Grantor may,at its discretion,reduce the
amount of federal funds awarded and/or terminate this agreement if the program is interrupted for more
than 90 days.
4.4. If this agreement is terminated due to this section,Grantor will only pay for those services
rendered as of the date service delivery ceased.Any funds advanced to Grantee and not expended as of
that date shall be repaid to Grantor upon notification by Grantor.
5. Program Income.All income generated as a direct result of the program shall be deemed program income.
Program income is generally not allowed,requires approval from Grantor,and is restricted to the same
uses and conditions as grant funds.The federal proportion of program income must be accounted for up
to the same ratio of federal participation as funded in the program. Grantee shall report and account for
program income as required by the Grantor.
6. Closeout requirements.Within 30 days of the expiration date of this agreement or any approved
extension thereof the following documents must be submitted by Grantee to Grantor:(a)final financial
status report;(b)final progress reports;(c)property inventory report and(d)other documents required
by Grantor.
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7. Reporting and Evaluation Requirements.
7.1. Unless another reporting schedule has been required or approved by Grantor, Grantee agrees to
submit the following minimum data to Grantor on a quarterly basis,with quarters beginning at the start of
the calendar year,within 15 days following the quarter covered by the report:
(a) Victim Statistics:Total number of victims and significant others served by program,type of
crime,type of services provided,race,sex,age,national origin and disability,where such
information is voluntarily furnished by those receiving services;and
(b) Staff Information:Number of hours and types of service contributed during the reporting
period by paid and volunteer staff.
7.2. Grantee agrees to submit the following information as required by Grantor:
(a) Changes that have been made in the program since receiving the federal funds that will benefit
victims of crime;
(b) A short description of how the program has coordinated its activities with other service
providers in the community;
(c) A short description of how the program has assisted crime victims in seeking available crime
victim compensation benefits;
(d) Victim statistics,including the total number of victims served by criminal justice status(i.e.
reporting/non-reporting,prosecution/non-prosecution);
(e) Staff information,including the number of hours of training received by volunteers and paid
staff;
(f) Program information and activities,including the number of hours of training presented,
number of hours of public information and education programs presented;and
(g) Number of referrals to/from other agencies.
7.3. The financial reports should be submitted based on the following schedule:
Quarter End Date Due Date
September 30 October 15
December 31 January 15
March 31 April 15
June 30 July 15
7.4. Unless another reporting schedule has been required or approved by Grantor,Grantee is also
required to submit quarterly fiscal reports and to file year-end program financial status reports.The
Executive Director of the Authority will determine the content and form of these reports.Grantee agrees
to report any additional information required by the Executive Director of the Authority.
8. Audit and Inspection.
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8.1. Known or suspected violations of any law encountered during audits,including fraud,theft,
embezzlement,forgery,or other serious irregularities,must be immediately communicated to Grantor
and appropriate federal,State,and local law enforcement officials.
8.2. Grantee agrees to develop and maintain a record-keeping system to document all agreement
related activities and expenditures.These records will act as the original source material for compilation
of the data required in this agreement and all other program activity.
8.3. Grantor,Illinois Auditor General,Illinois Attorney General,Office for Victims of Crime,and the
Office of the Chief Financial Officer,and their representatives shall have access to and right to monitor,
audit and examine all relevant books,documents,papers,and records of Grantee,and to all relevant
books,documents,papers,and records of subcontractors.
8.4. Grantee understands and agrees that Grantor or OJP may withhold award funds,or may impose
other related requirements,if Grantee does not satisfactorily and promptly address outstanding issues
from audits required by the Part 200 Uniform Requirements(or by the terms of this award),or other
outstanding issues that arise in connection with audits,investigations,or reviews.
9. Procurement Requirements.
9.1. All procurement transactions shall be conducted by Grantee in a manner to provide,to the
maximum extent practical,open and free competition.Grantee must use procurement procedures that
minimally adhere to all applicable laws,executive orders and federal guidelines.Grantee shall also
adhere,and assure that its contractors and subcontractors adhere,to all applicable certification and
disclosure requirements of the Illinois Procurement Code.
9.2. Grantee shall follow its established procurement process if it minimally adheres to applicable
federal guidelines,and the following requirements. If Grantee's established procurement process is less
competitive than the following requirements,the following more competitive requirements must be
adhered to in lieu of Grantee's procurement process.
• For procurements of$100,000 or less,Grantee must solicit quotes or bids from at least three
sources.
• For procurements over$100,000,Grantee must formally advertise the proposed
procurement through an Invitation for Bids(IFB), or a Request for Proposals(RFP)process.
9.3. All RFP or IFB that involve the use of federal or matching funds,must be submitted by Grantee to
Grantor for review and approval prior to their issuance. In addition,Grantee shall notify and submit for
approval to Grantor any other relevant procurement documents including but not limited to Request For
Information (RFI).
9.4. As required by Grantor,Grantee shall submit documentation regarding its procurement
procedures and grant-funded purchases for Grantor review and approval,to assure adherence to
applicable federal guidelines.
9.5. Grantee agrees to comply with applicable provisions of the Illinois Procurement Code (30 ILCS
500)prohibiting conflicts of interest,and all the terms,conditions and provisions of the code apply to this
agreement and are made a part of this agreement the same as though they were incorporated and
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included herein.
9.6. No employee,officer or agent of grantee shall participate in the selection,or in the award or
administration of a contract supported by grant funds if a conflict of interest, real or apparent,would be
involved.Grantee shall establish safeguards to prohibit employees from using their positions for a
purpose that is or gives the appearance of being motivated by a desire for private gain for themselves or
others.
10. Sub-contracting.
10.1. The use of subcontractors for any work or professional services that involves the use of federal or
matching funds is subject to Grantor approval.Any work or professional services sub-contracted for shall
be specified by written contract and subject to all terms and conditions contained in this agreement.If the
use of sub-contractors is approved by Grantor,the terms and conditions of this agreement shall apply to
and bind the party or parties to whom such work is subcontracted as fully and completely as Grantee is
bound and obligated.Grantee shall make reasonable efforts to assure that all sub-contractors adhere to
the terms and conditions of this agreement.Grantor shall not be responsible for the performance,acts or
omissions of any sub-contractor.
10.2. Grantee is required to submit a copy of the sub-contract,Addendum to the Agreement, Required
Documentation for Contractor Payment with Compensation and Rate of Pay certifications form,and Sole
Source Justification form(if applicable)to Grantor for approval prior to hiring the contractor.
10.3. As required by Grantor, Grantee shall submit documentation regarding contracts to be funded
with federal or matching funds for Grantor review and approval,to assure adherence to applicable federal
guidelines.
10.4. Approval of the use of sub-contractors by Grantor does not relieve Grantee of its obligation to
assure performance under this agreement.Grantee shall be responsible for the recovery of any unspent
and/or misspent grant funds paid to the subcontractor by Grantee.
11. Management and Disposition of Equipment and Commodities.
11.1. Equipment and commodities acquired by Grantor with Grantor funds shall be used for purposes
of the program described in the attached exhibits only.Grantee may retain the equipment and
commodities acquired with agreement funds as long as they serve to accomplish program purposes,
whether or not the program continues to be supported by Grantor grant funds,but such determinations
as to retention are within the sole discretion of Grantor. If the equipment or commodities originally
purchased for the program are no longer capable of fulfilling the needs of the program and must be
traded in or replaced,or there is no longer a need for the equipment or commodities,Grantee shall
request instructions from Grantor.
11.2. Grantor may deny equipment and commodities costs or require that Grantee relinquish already
purchased equipment and commodities to Grantor if Grantee fails to employ an adequate property
management system governing the use,protection,and management of such property.Grantee is
responsible for replacing or repairing equipment and commodities that are willfully or negligently lost,
stolen,damaged or destroyed.Grantee shall provide equivalent insurance coverage for grant funded
equipment and commodities as provided for other equipment and commodities owned by Grantee.Any
loss,damage or theft of equipment and commodities shall be investigated and fully documented,and
immediately reported to Grantor.
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11.3. If,for an item of equipment described in the Budget to be purchased with Grantor funds,
Grantee does not have,at a minimum,a purchase order dated within 90 days after the start date of the
agreement,Grantee shall submit a letter to Grantor explaining the delay in the purchase of equipment.
Grantor may,in its discretion:
(a) Reduce the amount of funding;
(b) Cancel this agreement;
(c) Allow Grantee to reallocate the funds that were allocated for such equipment to other
allowable Grantor approved costs;or
(d) Extend the period to purchase this equipment past the 90-day period.
11.4. Equipment purchased using Grantor funds shall be made available for inspection during site
visits,and upon request of Grantor as part of its grant monitoring and oversight responsibilities.
12. Grantee Compliance. Grantee agrees to comply with all applicable laws, regulations,and guidelines of the
State of Illinois,the Federal Government,and Grantor in the performance of this agreement
13. Disclosure of Solicitation for Employment.Grantee shall notify Grantor's Ethics Officer if Grantee solicits
or intends to solicit for employment any of the Grantor's employees during any part of the award funding
process or during the term of any interagency agreement awarded.
14. Copyrights and Patents.
14.1. If this agreement results in a copyright,Grantor and the Office of Justice Programs reserve a
royalty-free,nonexclusive and irrevocable license to reproduce,publish or otherwise use,and to
authorize others to use,for government purposes,the work or the copyright to any work developed
under this agreement and any rights of copyright to which a grantee,sub-grantee or a contractor
purchases ownership with grant support.
14.2. If this agreement results in the production of patentable items,patent rights,processes,or
inventions,Grantee shall immediately notify Grantor.Grantor will provide Grantee with further
instruction on whether protection on the item will be sought and how the rights in the item will be
allocated and administered in order to protect the public interest,in accordance with federal guidelines.
15. Publications.
15.1. Grantee shall submit to Grantor for review,a draft of any publication that will be issued by Grantee
describing or resulting from programs or projects funded in whole or in part with federal or matching funds,
no later than 60 days prior to its printing.
15.2. For publications over 20 pages,Grantor will submit comments to Grantee no later than 30 days
after receipt of the draft.If more than one such publication is submitted,Grantor reserves the right to
extend the 30-day review period.
15.3. For publications of 20 pages or less,Grantor will submit comments to Grantee no later than 10
working days after receipt of the draft.If more than one such publication is submitted,Grantor reserves the
right to extend the 10-day review period.
15.4. Grantor reserves the right to require the resubmission of any publication for additional review and
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comment,prior to its printing.
15.5. Grantee shall submit to Grantor,copies,the number of which will be specified by Grantor,of the
final publication no later than 20 days prior to release of the final publication.
15.6. Exceptions to the above publication requirements may be granted upon prior Grantor approval.
15.7. Any such publication shall contain the following statement:
"This project was supported by Grant#2016-VA-GX-0027,awarded by the Office for Victims of
Crime,Office of Justice Programs,U.S.Department of Justice,through the Illinois Criminal Justice
Information Authority.Points of view or opinions contained within this document are those of the
author and do not necessarily represent the official position or policies of the U.S.Department of
Justice,or the Illinois Criminal Justice Information Authority."
15.8. Publications subject to these requirements include any planned,written,visual or sound
materials,including but not limited to,brochures,booklets,videos, posters,radio and television
announcements,training fliers,interim or final reports,and conference and presentation materials,that
are substantively based on the project and prepared by Grantee. These requirements are inapplicable to
press releases,newsletters and issue analyses.
16. Sub-Contractor and Sub-Grantee Transparency Act Compliance.
16.1. Grantee and Program Agency further agree that all agreements entered into with sub-grantees
or contractors,shall require compliance by the sub-grantee or contractor with the Federal Funding
Accountability and Transparency Act of 2006 and all requirements of 2 CFR 33.200 including obtaining a
DUNS number and maintaining registration with the CCR.The acquisition of a DUNS number and
registration with the CCR database is not required of sub-grantees and contractors who are individuals.
16.2. Grantee shall provide Grantor with completed"Addendums to Agreements"for all sub-grantees
and sub-contractors.Copies of blank Addendums to the Agreement are available from your grant
monitor.
17. Renegotiation,Modification,or Amendment. No alteration,variation,modification,termination,addition
to or waiver of any provisions of this agreement shall be valid or binding unless in writing,and signed by
the parties. The parties agree to renegotiate, modify,or amend this agreement to ensure continued
consistency with federal and State laws,and regulations.
18. Failure to File in a Timely Fashion. Failure to meet the reporting dates established for the particular
reports shall result in the"freezing"of all funds,in addition to any other remedy stated in this agreement.
The frozen funds shall not be limited to a particular grant that is delinquent,but all grant funds that
Grantee has with Grantor shall be frozen. Funds will be released following the completion of all the
reporting requirements.
19. Reporting Grant Irregularities.
19.1. Grantee shall promptly notify Grantor through their Grant Monitor when an allegation is made,
or Grantee otherwise receives information,reasonably tending to show the possible existence of any
irregularities or illegal acts in the administration of grant funds.Grantor,per its agency policy,shall
determine the reasonableness of the allegation of the irregularities or illegal action and determine the
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appropriate course of action. Possible actions would include conducting an internal audit or other
investigation or contacting the proper authorities. Illegal acts and irregularities shall include but are not
limited to such matters as conflicts of interest,falsification of records or reports both data,fiscal and
programmatic,and the misappropriation of funds or other assets.
19.2. Grantee shall inform any sub-grantee of Grantor's grant funds that the sub-grantee is similarly
obligated to report irregularities and Grantee shall provide a copy of Grantor's policy to any sub-
recipient.A copy of Grantor's policy is available on the web at http://www.iciia.state.il.us/public/.
19.3. Failure to report known irregularities can result in suspension of the Interagency Agreement or
other remedial action. In addition,if Grantee's auditor or other staff becomes aware of any possible illegal
acts or other irregularities prompt notice shall be given to Grantee's director.Grantee,in turn,shall
promptly notify Grantor as described above of the possible illegal acts or irregularities. If the possible
misconduct involves Grantee's director,Grantee staff member shall provide prompt notice directly to
Grantor.
19.4. In addition,Grantor,if in its judgment there is a reasonable allegation of irregularity or illegal act,
shall inform the Office of Justice Program's Office of the Comptroller,the Department of Justice's Office of
Professional Responsibility and the Office of Inspector General,and state and local law enforcement
agencies or prosecuting authorities,as appropriate,of any known violations of the law within their
respective area of jurisdiction.
19.5. The reporting of any irregularities,illegal acts and the proposed or actual corrective action shall
be reported to Grantor at:
Illinois Criminal Justice Information Authority
Attn:Grant Monitor
300 W.Adams Suite 200
Chicago, IL 60606
Phone:312-793-8550
20. Financial Status.
20.1. Grantee certifies that it is not presently subject to a grant funds recovery action under the Illinois
Grant Funds Recovery Act(30 ILCS 705)or an Involuntary Withholding by the State of Illinois or any other
state.Grantee also certifies that a grant recovery action has not been initiated against it by any grantor,
or an Involuntary Withholding action by the State of Illinois or any other state within the past five(5)
years.
20.2. Grantee shall notify Grantor if it is currently the subject of a grant funds recovery action,has
been the party to a grant funds recovery action in the past five(5)years,is currently subject to an
Involuntary Withholding by the State of Illinois or any other state,or has been subject to an Involuntary
Withholding by the State of Illinois or any other state within the past five(5)years. If Grantee is a party to
a grant funds recovery action,has been a party to a grant funds recovery action within the past five(5)
years,becomes a party to a grant funds recovery action,is subject to an Involuntary Withholding,or has
been the subject to an Involuntary Withholding within the past five(5)years,or becomes subject to an
Involuntary Withholding,Grantor may terminate this agreement at Grantor's discretion.
21. Crimes of Dishonesty.
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21.1. Grantee certifies that its own and its sub-grantees'and its sub-contractors'board members,
executive officers,directors,administrators,supervisors,managers,and financial officers and anyone
holding such a position of authority have not been convicted of theft,fraud,or any other crime involving
dishonesty within the past ten(10)years.
21.2 Grantee shall notify Grantor if any of its own or any of its sub-grantees'and/or its sub-
contractors'board members,executive officers,directors,administrators,supervisors,managers,or
financial officers or anyone holding such a position of authority have been convicted of theft,fraud,or
any other crime involving dishonesty within the past ten(10)years or become convicted of theft,fraud,or
any other crime involving dishonesty.Grantor may terminate this agreement,at the Grantor's sole
discretion,if Grantee's or any of its sub-grantees'and/or its sub-contractors'board members,executive
officers,directors,administrators,supervisors,managers,or financial officers or anyone holding such a
position of authority have been convicted of theft,fraud,or other crime of dishonesty within the past ten
(10)years or become convicted of theft,fraud,or any crime involving dishonesty.
22. Time Keeping.
22.1. Grantee shall,in furtherance of its performance of all aspects of the program description and
budget as set forth in the attached exhibits and the Budget, maintain time keeping records for all grant-
funded and match personnel as follows:
(a) Personnel who spend less than 100%of their time on the program. Personnel whose
salary is paid from more than one federal,state,or other source must maintain a Personnel
Activity Report(PAR)that accurately reflects the time the employee spends performing the
program and any other duties. The PAR must:
1. reflect an after-the-fact distribution of the actual activity of each employee(not
budgeted time);
2. account for attendance and the daily total activity for which each employee is
compensated(by all funding sources);
3. be prepared at least monthly and coincide with one or more pay periods;
4. be signed by the employee and approved by a supervisor having firsthand
knowledge of the work performed;and
5. be supplemented with daily attendance timesheets.
(b) Personnel who spend 100%of their time on the funded program. An employee whose
salary is paid in whole from the program must either complete a PAR as set forth in Section
24.1(A)or certify on a semi-annual basis. This time certification form must:
1. include an-after-the fact certification that 100%of the employee's time was spent
in support of activities associated with the program;
2. be signed every six months by the employee and a supervisor having firsthand
knowledge of the employee's work;and
3. be supplemented with daily attendance timesheets.
22.2. Payroll records must reflect either the after-the-fact distribution of an employee's actual
activities or the certification of an employee's actual work performed.
22.3. Volunteers whose time fulfills an in-kind match requirement must record volunteer attendance
by completing daily attendance timesheets,or PARs as set forth in Section 24.1(A).
22.4. Along with each quarterly report,Grantee shall submit a Quarterly Time Keeping Certification to
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Grantor. The Quarterly Time Keeping Certification shall include a certification detailing 1)total hours on
the program and 2)total compensated hours,for every employee and match volunteer.
22.5 Prior to the execution of this agreement,Grantee must provide Grantor with a copy of any time
certification form, PAR,and daily attendance sheet that will be used for Grantor's approval.
22.6. All time keeping documentation and certifications shall be made available for inspection during
site visits and upon request as part of Grantor's monitoring and oversight responsibilities.
23. Separate Revenue and Expenditure Accounts.Grantee must have an accounting system that meets the
following requirements:
(a) Provides for the clear identification,in its accounts,of all Federal awards,State awards,and
matching funds received or expended.
(b) Enables the preparation of reports required by general and program-specific terms and
conditions of Grantee's awards.
(c) Allows the tracing of funds to a level of expenditures adequate to establish that such funds have
been used according to the Federal statutes; regulations;and the terms and conditions of the
Federal or State award.
(d) Requires each Federal award,State award,and matching fund revenues and expenditures to be
accounted,recorded,and tracked separately by funding source.
(e) Includes classification of expenditures(e.g.,personnel,commodities,equipment).
(f) Maintains a system coding or classification system that permits summarization and reporting of
grant revenue and expenditures by specific accounts,programs,projects,etc.
(g) Ensures that Federal and State awarded funds and matching funds are not commingled with
funds from other Federal,State,or private sources.See 2 CFR 200.302.
(h) Utilizes generally accepted standards of accounting.
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PART THREE—THE PROJECT-SPECIFIC TERMS
In addition to the uniform requirements in PART ONE and the Grantor-Specific Terms in PART TWO,the Grantor
has the following additional requirements for this Project:
1. Match.
1.1. Grantee certifies that it(a)meets the requirements of this agreement and(b)has at least 20
percent of its support(including in-kind contributions)from sources other than federal funds for the
program described in the attached exhibits.Therefore one dollar in cash or in-kind match is required for
each four dollars of federal funding received.
1.2. Failure of Grantee to apply non-federal financial support to the program described in the
attached exhibits in the amount of at least 20 percent of such program's costs,shall result in a
proportionate reduction in the amount of federal funds awarded under this agreement and may result in
the return of funds already awarded.To meet this matching funds requirement,Grantee shall apply non-
federal financial support to the program,as described in the Budget.
1.3 Grantee shall maintain records that clearly show the source and amount of the program match
amount,and the period of time for which such contributions were allocated.The basis for determining
the value of personal services,materials,equipment,and space and facilities shall be documented.
Volunteer services shall be substantiated by the same methods used by the Grantee for its paid
employees.The value of volunteer services must be consistent with the rate of compensation(which may
include fringe benefits)paid for similar work in the program,but if the similar work is not performed in
the program,the rate of compensation shall be consistent with the rate found in the labor market in
which the program competes.
2. Funding Eligibility Requirements.
2.1. Grantee certifies that it,and its sub-contractors,shall use VOCA and match funds for only
allowable direct services,supporting activities and administrative costs,as described in the Victims of
Crime Act Victim Assistance Program Final Rule,codified at 28 CFR Part 94,Subpart B.
2.2. Grantee certifies that only those costs related to the delivery of direct services to victims of crime
shall be paid pursuant to this agreement,in accordance with the Budget.
2.3. In administering the program described in the attached exhibits Grantee agrees that it:
(a) Is a nonprofit organization or public agency that provides services to victims of crime;
(b) Has a record of providing effective service to victims of crime and at least 20 percent of its
financial support(including in-kind contributions)is from non-federal sources;if it has not yet
demonstrated a record of providing services,it can also demonstrate that at least 25 percent
of its financial support comes from sources other than the Crime Victims Fund;
(c) Utilizes volunteers;
(d) Promotes coordinated public and private efforts within the community served to aid crime
victims;
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(e) Assists victims in seeking available crime victim compensation benefits;
(f) Does not discriminate against victims because they disagree with the way the State is
prosecuting the criminal case;
(g) Provides services to victims of federal crimes on the same basis as victims of State and local
crimes;
(h) Provides services to crime victims,at no charge,through the program described in the
attached exhibits;and
(i) Protects the confidentiality and privacy of victims as required by State and federal law.
2.4. Grantee certifies that it,and its sub-contractors,shall adhere to the following conditions
when using VOCA or match funds to pay for public awareness and education presentations given
by VOCA-or match-funded personnel.
(a) The presentations shall serve as a means of reaching the VOCA-funded project's
target population through outreach in a public forum, such as community centers
or schools.
(b) VOCA- or match-funded staff time shall not exceed an average of 40 hours per
month to provide such presentations.
(c) The primary purpose of the presentation must be to inform victims about their
rights,the VOCA-funded project,and available services.
2.5. Grantee certifies that it,and its subcontractors,will comply with all applicable provisions of the
Victims of Crime Act(VOCA)of 1984,codified at 34 USC 20103,the VOCA Victim Assistance Program Final
Rule,codified at 28 CFR Part 94,Subpart B,guidance issued by the Office for Victims of Crime,the
Department of Justice Grants Financial Guide,and the Uniform Administrative Requirements,Cost
Principles,and Audit Requirements for Federal Awards published in Title 2, Part 200 of the Code of
Federal Regulations.
3. Program Description,Budget, Exhibits,and Amendments.
3.1. Grantee agrees to undertake and perform in a satisfactory manner in accordance with the terms
and conditions of this agreement,the program described in the Program Description attached and
incorporated as the attached exhibits and the Budget attached and incorporated.
3.2. The documents appended are made a part of this agreement,as exhibits and amendments as the
case may be.Any amendment to this agreement must be signed by the parties to be effective.Grantee
shall perform the services subject to this agreement in accordance with all terms,conditions,and
provisions set forth in such exhibits and amendments.
4. Financial Capability.Grantor may, in its discretion,require Grantee to provide documentation on its
financial capability. This may include,but is not limited to,copies of Grantee's annual report,credit reports,
delinquency status of Federal debt,and assurances on the adequacy of Grantee's accounting system and
operations. Grantee must comply with federal and state financial management standards.
State of Illinois
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Agreement No. 216442
5. National Environmental Policy Act and Related Legislation.
5.1. Grantee understands that all OJP awards are subject to the National Environmental Policy Act
(NEPA,42 USC section 4321 et seq.)and other related Federal laws(including the National Historic
Preservation Act),if applicable.Grantee to assist OJP in carrying out its responsibilities under NEPA and
related laws,if Grantee plans to use VOCA funds(directly or through subaward or contract)to undertake
any activity that triggers these requirements,such as renovation or construction.(See 28 CFR Part 61,
App. D.)Grantee also agrees to comply with all Federal,State,and local environmental laws and
regulations applicable to the development and implementation of the activities to be funded under this
award.
5.2. Grantee acknowledges that this section applies to new activities whether or not they are being
specifically funded with federal grant or matching funds,in connection with the program.As long as the
new activity is being conducted by Grantee,or any sub-grantee,sub-contractor,or any third party,and
the new activity needs to be undertaken in order to use the federal grant or matching funds in connection
with the program,the terms of this section must be met.
5.3. None of the following activities will be conducted,directly or indirectly,by Grantee,or any its
contractors or sub-contractors:
(a)New construction;
(b)Any renovation or remodeling of a property either(1)listed or eligible for listing on the
National Register of Historic Places or(2)located within a 100-year flood plain;
(c)A renovation which will change the basic prior use of a facility or significantly change its size.
(d)Research and technology whose anticipated and future application could be expected to have
an effect on the environment;and
(e)Implementation of a program involving the use of chemicals.
6. National Historic Preservation Act Compliance.
6.1. If Grantee is considering renovation work that would alter or otherwise improve the exterior or
interior of a structure that will be used to accommodate the grant program,Grantee certifies it shall
assist Grantor and the Office of Victims of Crime(OVC)in complying with the National Historic
Preservation Act(NHPA).
6.2. Grantee must establish and maintain records to determine if the structure is 50 years or older.
If any portion of the structure is 50 years or older,Grantee shall contact Grantor. Grantee shall provide
Grantor with any information needed to comply with NHPA. This may include assisting Grantor and OVC
in consulting with the State Historic Preservation Office and amending the proposed renovation to avoid
any potential adverse impact to an historic structure. Grantee cannot begin the proposed renovation of
a structure 50 years or older until Grantee receives written approval from Grantor.
6.3. Grantee acknowledges that this section applies to proposed renovation work whether or not it is
being specifically funded with federal grant or matching funds. As long as the proposed renovation is
being conducted by Grantee or any third party to accommodate the use of the federal grant or matching
funds,Grantee must assist Grantor and OVC in complying with the NHPA.
State of Illinois
INTERGOVERNMENTAL GRANT AGREEMENT/12 12 17
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Agreement No. 216442
6.4. If the records established and maintained by Grantee clearly document that the structure is less
than 50 years old Grantee must submit these documents to Grantor to receive approval for the proposed
renovation being exempt from the NHPA.
7. Equal Employment Opportunity Plan(EEOP).
7.1. Pursuant to 28 CFR Part 42(Nondiscrimination;Equal Employment Opportunity;Policies and
Procedures),except those recipients specifically exempted,if Grantee has 50 or more employees and has
received a grant of$25,000 or more,and has a service population with a minority representation of 3
percent or more,Grantee shall formulate,implement and maintain an equal employment opportunity
plan that is approved by the Office for Civil Rights relating to employment practices affecting minority
persons and women.
7.2. If Grantee has less than fifty employees,receives an award of less than$25,000, is a nonprofit
organization,is a medical institution,is an educational institution,or is an Indian tribe,then it is exempt
from the EEOP requirement.To claim the exemption,your organization must complete the DOJ OJP
online EEO Reporting tool at: http://www.ojp.usdoj.gov/about/ocr/eeop.htm.
7.3. If Grantee is a government agency or private business and receives an award of$25,000 or more,
but less than$500,000,and has fifty or more employees(counting both full-and part-time employees but
excluding political appointees),then it has to submit a Utilization Report through the DOJ OJP online EEO
Reporting tool.The Utilization Report does not have to be approved by the DOJ under this subsection.
Grantee agrees to provide proof that a Utilization Report was filed within two years of the execution of
this Agreement.
7.4. If Grantee is a government agency or private business,has received an award for$500,000 or
more,and has fifty or more employees(counting both full-and part-time employees but excluding
political appointees),then it must to submit a Utilization Report for review and approval prior to the
execution of this Agreement.The Utilization Report must be completed through the DOJ OJP online EEO
Reporting Tool. If Grantee is required to submit a Utilization Report under this subsection,it must provide
Grantor proof that the Utilization Report was approved by the OCR.
7.5. Grantee must provide proof that an EEO Certification was completed through the DOJ OJP online
EEO Reporting Tool within one year of the execution of this Agreement.
7.6 Grantee must provide proof that a Utilization Report was submitted under pursuant to
subsection 7.3 or approved pursuant to subsection 7.4,as applicable,within two years of the execution of
this Agreement.
7.7 Grantee acknowledges that failure to submit an acceptable EEO Certification or Utilization
Report,if required by this section,is a violation of this Agreement and may result in suspension or
termination of funding, until such time Grantee is in compliance.
8. Nondiscrimination.
8.1. Grantee certifies that no person shall be excluded from participation in,denied the benefits of,
subjected to discrimination under,or denied employment in connection with any activity funded under
this agreement on the basis of race,color,age,religion,national origin,disability,or sex.Grantee certifies
that in complying with 42 USC 10604(e),as implemented by 28 CFR Part 42, it shall comply with such
State of Illinois
INTERGOVERNMENTAL GRANT AGREEMENT/12 12 17
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Agreement No. 216442
guidance as may be issued from time to time by the Office for Civil Rights within the Office of Justice
Programs.Grantee agrees to have written sexual harassment policies which satisfy the requirements set
forth in the Illinois Human Rights Act.(775 ILCS 5).
8.2. National origin discrimination includes discrimination on the basis of limited English proficiency
(LEP).To ensure compliance with Title VI and the Safe Streets Act,Grantee is required to take reasonable
steps to ensure that LEP persons have meaningful access to programs. Meaningful access may entail
providing language assistance services,including oral and written translation when necessary.
8.3. Faith-Based and Community Organizations that statutorily qualify as eligible applicants under OJP
programs are invited and encouraged to apply for assistance awards and will be considered for awards on
the same basis as any other eligible applicants and,if they receive assistance awards,will be treated on an
equal basis with all other grantees in the administration of such awards. No eligible applicant will be
discriminated against on the basis of its religious character or affiliation,religious name,or the religious
composition of its board of directors or persons working in the organization.
8.4. In the event that a Federal or State court or administrative agency makes a finding of
discrimination after a due process hearing on the grounds of race,color,age,religion,national origin,
disability,or sex against Grantee,or any sub-grantee or contractor of Grantee,Grantee will forward a
copy of the finding to Grantor.Grantor will forward a copy of the finding to the Office for Civil Rights,
Office of Justice Programs.
8.5 Grantee agrees to comply with all applicable requirements of 28 C.F.R. Part 38,specifically
including any applicable requirements regarding written notice to program beneficiaries and prospective
program beneficiaries.Part 38 of 28 C.F.R.,a DOJ regulation,was amended effective May 4,2016.
9. Confidentiality of Information.
9.1 Grantee shall,to the extent permitted by law,reasonably protect the confidentiality and privacy
of persons receiving services under this program and shall not disclose,reveal,or release,except pursuant
to paragraphs(b)and(c)of 28 CFR 94.115—(1)Any personally identifying information or individual
information collected in connection with VOCA funded services requested,utilized,or denied,regardless
of whether such information has been encoded,encrypted, hashed,or otherwise protected;or(2)
Individual client information,without the informed,written, reasonably time-limited consent of the
person about whom information is sought,except that consent for release may not be given by the
abuser of a minor, incapacitated person,or the abuser of the other parent of the minor. If a minor or a
person with a legally appointed guardian is permitted by law to receive services without a parent's(or the
guardian's)consent,the minor or person with a guardian may consent to release of information without
additional consent from the parent or guardian.
9.2 If release of individual client information is compelled by statutory or court mandate,Grantee
shall make reasonable attempts to provide notice to victims affected by the disclosure of the information,
and take reasonable steps necessary to protect the privacy and safety of the persons affected by the
release of the information.
9.3 In no circumstances may—(1)A crime victim be required to provide a consent to release
personally identifying information as a condition of eligibility for VOCA-funded services;or(2)Any
personally identifying information be shared in order to comply with reporting,evaluation,or data-
collection requirements of any program.
State of Illinois
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9.4 Grantee shall not use or reveal any research or statistical information furnished under this
program by any person and identifiable to any specific private person for any purpose other than the
purpose for which such information was obtained in accordance with this program and all applicable
federal guidelines and legislation.
9.5 Nothing in this section prohibits compliance with legally mandated reporting of abuse or neglect.
10. Debarment Certification.As required by Grantor,Grantee shall complete and submit the Certification
Regarding A Drug-Free Workplace and shall certify that neither it nor its principals are presently debarred,
suspended,proposed for debarment,declared ineligible,or voluntarily excluded from participation in this
transaction by any federal department or agency.
11. Lobbying Certification.
11.1. Federal funds are prohibited from being used for influencing or attempting to influence persons
in connection with covered federal transactions,which include the awarding,making,entering into,
extension,continuation,renewal,amendment,or modification,of federal grants or contracts.Grantee
understands and agrees that it cannot use any federal funds,either directly or indirectly,to support or
oppose the enactment,repeal,modification or adoption of any law,regulation,or policy,at any level of
government.
11.2. Grantee agrees to provide a Certification Regarding Lobbying to Grantor and,if applicable,a
Disclosure of Lobbying Activities form.If a sub-contractor will receive more than$100,000 in federal funds
pursuant to this agreement,Grantee will provide to Grantor a Certification Regarding Lobbying and,if
applicable,a Disclosure of Lobbying Activities form signed by the sub-contractor.Grantee must provide
these certifications and disclosures as required by Grantor.
12. Eligibility for Employment in the United States. Grantee shall complete and keep on file,as appropriate,
the Immigration and Naturalization Service Employment Eligibility Form(1-9).This form shall be used by
Grantee to verify that persons employed by Grantee are eligible to work in the United States.
13. Public Statements.When issuing statements,press releases,requests for proposals,bid solicitations,and
other documents describing projects or programs funded in whole or in part with federal money,Grantee shall
clearly state(1)the percentage of the total cost of the program or project which will be financed with federal
money,and(2)the dollar amount of federal funds for the project or program.
14. Reporting Potential Fraud,Waste,or Similar Misconduct.
14.1. Grantee shall promptly refer to Grantor,via their assigned Grant Monitor,and the Department of
Justice Office of Inspector General(OIG)any credible evidence that a principal,employee,agent,
contractor,sub-contractor,sub-grantee,or other person has,in connection with funds under this
Agreement—(1)submitted a false claim that violates the False Claims Act;or(2)committed a criminal or
civil violation of laws pertaining to fraud,conflict of interest,bribery,gratuity or similar misconduct.
State of Illinois
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Agreement No. 216442
14.2. Potential fraud,waste,abuse or misconduct shall be reported to Grantor by mail at:
Illinois Criminal Justice Information Authority
Attn:Grant Monitor
300 W.Adams Suite 200
Chicago, IL 60606
Phone:312-793-8550
14.3. Potential fraud,waste,abuse or misconduct shall be reported to OIG by mail or e-mail at:
Office of the Inspector General
U.S. Department of Justice
Investigation Division
950 Pennsylvania Ave,N.W. Room 4706
Washington. D.C.20530
E-mail:oig.hotline@usdoj.gov Phone: 1-800-869-4499 Fax:(202)616-9881
Website:http://www.usdoj.gov/oig/
15. Use of Funds.Grantee certifies that it,and its subcontractors,shall use federal and match funds,if
applicable,for only allowable services,activities and costs,as described in the attached exhibits.Grantee
certifies that only those costs listed in the Budget shall be paid pursuant to this agreement.
16. Association of Community Organizations for Reform Now(ACORN).Grantee understands and agrees that
it cannot use any federal funds,either directly or indirectly,in support of any contract or sub-award to either
the Association of Community Organizations for Reform Now(ACORN)or its subsidiaries,without the express
prior approval of Grantor.
17. Text-Messaging While Driving.Grantor encourages Grantee to adopt and enforce policies banning
employees of Grantee or Program Agency and contractors or sub-contractors from text messaging while
driving any vehicle during the course of performing work funded by this Agreement,and to establish safety
policies and conduct education,awareness,and other outreach to decrease crashes caused by distracted
drivers.
18. Victim Compensation Awareness.Grantee shall certify that victims are notified of the VOCA Victims
Compensation program administered through the Office of the Illinois Attorney General. Notification is
defined as simply advertising the Victim Compensation program through posters or brochures publicly
displayed in the agency's office or by verbally making the victim aware of the program.This notification
requirement does not apply to crisis services.Grantee shall detail their method of notification in the attached
exhibits.
19. Duplication of Funding. Grantee agrees that if it currently has an open award of federal funds or if it
receives an award of federal funds other than this VOCA award, and those award funds have been,are being,
or are to be used, in whole or in part, for one or more of the identical cost items for which funds are being
provided under this VOCA award,Grantee will promptly notify,in writing,Grantor.
20. High-Risk Grantees.Grantee agrees to comply with any additional requirements that may be imposed by
Grantor or OJP during the period of performance for this award,if Grantee is designated as"high-risk"for
purposes of the DOJ high-risk grantee list.
21. Conferences and Training Materials.
State of Illinois
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Agreement No. 216442
21.1. Grantee agrees that any training or training materials developed or delivered with OJP award
funds must adhere the OJP Training Guiding Principles for Grantees and Sub-grantees available at
www.ojp.usdoj.gov/funding/ojptraininguidingprinciples.htm.
21.2. Grantee agrees to comply with all applicable laws,regulations,policies and guidance(which
includes specific cost limits,prior approval,and reporting requirements)governing the use of federal
funds for expense related to conferences,including the provision of food and beverages at such events,
and the cost of attendance.Conferences are defined as meetings,retreats,seminars,symposiums,
training,and other events.
22. Religious and Moral Belief of Students.Grantee understands and agrees that grant funds may not be used
to discriminate or denigrate the religious or moral beliefs of students who participate in programs for which
financial assistance is provided from those funds,or of the parents or legal guardians of such students.
23. Computer Network.Grantee understands and agrees that no award funds shall be used to maintain or
establish a computer network unless such network blocks the viewing,downloading,and exchange of
pornography. Nothing in this section limits the use of funds for any Federal,State,tribal,or local law
enforcement agency of any other entity carrying out criminal investigations,prosecution,or adjudication
activities.
24. Providing Services To Limited English Proficiency Individuals.Grantee will,in accordance with DOJ
guidance pertaining to Title VI of the Civil Rights Act of 1964,42 USC 2000d,take reasonable steps to provide
meaningful access to their programs and activities for persons with limited English proficiency.
25. Demographic Data.Grantee agrees to collect and maintain information on race,sex,national origin,age,
and disability of victims receiving assistance through this agreement,where such information is voluntarily
furnished by the victim.
26. Conflict of Interest in Hiring or Procurement. No employee,officer or agent of Grantee shall participate in
the selection,or in the award or administration of a contract supported by federal funds if a conflict of
interest,real or apparent,would be involved. Grantee shall establish safeguards to prohibit employees from
using their positions for a purpose that is or gives the appearance of being motivated by a desire for private
gain for themselves or others.
27. Restrictions and Certifications Regarding Non-Disclosure Agreements and Related Matters.
27.1. Grantee and any entity that receives a contract or subcontract with any funds under this award,
may not require any employee or contractor to sign an internal confidentiality agreement or statement
that prohibits or otherwise restricts,or purports to prohibit or restrict,the reporting(in accordance with
law)of waste,fraud,or abuse to an investigative or law enforcement representative of a federal
department or agency authorized to receive such information.
27.2. The foregoing is not intended,and shall not be understood Grantee,to contravene requirements
applicable to Standard Form 312(which relates to classified information), Form 4414(which relates to
sensitive compartmented information),or any other form issued by a federal department or agency
governing the nondisclosure of classified information.
27.3. In accepting this award,Grantee—
State of Illinois
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Agreement No. 216442
a. represents that it neither requires nor has required internal confidentiality agreements
or statements from employees or contractors that currently prohibit or otherwise currently
restrict(or purport to prohibit or restrict)employees or contractors from reporting waste,fraud,
or abuse as described above;and
b. certifies that,if it learns or is notified that it is or has been requiring its employees or
contractors to execute agreements or statements that prohibit or otherwise restrict(or purport
to prohibit or restrict), reporting of waste,fraud,or abuse as described above,it will immediately
stop any further obligations of award funds,will provide prompt written notification to Grantor,
and will resume(or permit resumption of)such obligations only if expressly authorized to do so
by Grantor.
27.4. If Grantee makes sub-awards,contracts,sub-contracts,or procurements under this award—
a.it represents that—
1. it has determined that no other entity that Grantee's application proposes may or
will receive award funds(whether through a sub-award,sub-grant,contract,
procurement,or subcontract)either requires or has required internal
confidentiality agreements or statements from employees or contractors that
currently prohibit or otherwise currently restrict(or purport to prohibit or restrict)
employees or contractors from reporting waste,fraud,or abuse as described
above;and
2. it has made appropriate inquiry,or otherwise has an adequate factual basis,to
support this representation;and
b.it certifies that,if it learns or is notified that any sub-grantee,contractor,or sub-contractor
entity that receives funds under this award is or has been requiring its employees or contractors
to execute agreements or statements that prohibit or otherwise restrict(or purport to prohibit
or restrict),reporting of waste,fraud,or abuse as described above,it will immediately stop any
further obligations of award funds to or by that entity,will provide prompt written notification to
the agency making this award,and will resume(or permit resumption of)such obligations only if
expressly authorized to do so by that agency.
28. Indirect Costs.If Grantee is eligible under the Part 200 Uniform Requirements to use the"de minimis"
indirect cost rate described in 2 CFR 200.414(f),and elects to use the"de minimis"indirect cost rate,Grantee
must advise Grantor in writing of both its eligibility and its election,and must comply with all associated
requirements in the Part 200 Uniform Requirements.The"de minimis"rate may be applied only to modified
total direct costs(MTDC).
29. Non-Profit Organization.Grantee agrees,if it is a non-profit organization,to make their financial
statements available online(either on Grantor's,its own,or another publicly available website).OVC will
consider sub-recipient organizations that have Federal 501(c)(3)tax status as in compliance with this
requirement,with no further action needed,to the extent that such organization files IRS Form 990 or similar
tax document(e.g.,990-EZ),as several sources already provide searchable online databases of such financial
statements.
30.Trafficking in Persons.Grantee agrees to comply with all applicable requirements(including requirements
to report allegations)pertaining to prohibited conduct related to the trafficking of persons,whether on the
State of Illinois
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Agreement No. 216442
part of Grantee,sub-grantees,contractors,and sub-contractors,or individuals defined(for purposes of this
condition)as"employees"of Grantee,sub-grantees,contractors,and sub-contractors.The details of Grantee's
obligations related to prohibited conduct related to trafficking in persons are posted on the OJP web site at
http://olp.gov/funding/Explore/ProhibitedConduct-Trafficking.htm.
31. Compliance with General Appropriations-Law Restrictions.Grantee agrees to comply with all applicable
restrictions on the use of federal funds set out in federal appropriations statutes.Pertinent restrictions,
including from various"general provisions"in the Consolidated Appropriations Act,2016,are set out at
http://ojp.gov/funding/Explore/FY2016-AppropriationsLawRestrictions.htm,and are incorporated by
reference here.
32. Compliance with 41 U.S.C.4712.Grantee must comply with,and is subject to,all applicable provisions of
41 U.S.C.4712,including all applicable provisions that prohibit,under specified circumstances,discrimination
against an employee as reprisal for the employee's disclosure of information related to gross mismanagement
of a federal grant,a gross waste of federal funds,an abuse of authority relating to a federal grant,a
substantial and specific danger to public health or safety,or a violation of law,rule,or regulation related to a
federal grant.Grantee also must inform its employees,in writing(and in the predominant native language of
the workforce),of employee rights and remedies under 41 U.S.C.4712.
33. Integrity and Performance Matters.
33.1. Grantee must comply with any and all applicable requirements regarding reporting of
information on civil,criminal,and administrative proceedings connected with(or connected to the
performance of)either this award or any other grant,cooperative agreement,or procurement contract
from the federal government. Under certain circumstances,recipients of OJP awards are required to
report information about such proceedings,through the federal System for Award Management,to the
designated federal integrity and performance system(currently,"FAPIIS").
33.2. The details of Grantee obligations regarding the required reporting(and updating)of information
on certain civil,criminal,and administrative proceedings to the federal designated integrity and
performance system(currently,"FAPIIS")within SAM are posted on the OJP web site at
http://ojp.gov/funding/FAPIIS.htm(Award condition: Recipient Integrity and Performance Matters,
including Recipient Reporting to FAPIIS),and are incorporated by reference here.
34.Supplanting.Grantee certifies that VOCA funds will not be used to supplant(replace)State or local funds.
VOCA funds must increase the amount that would otherwise be available to Grantee for the types of
activities eligible for funding under the Victims of Crime Act.
THE REMAINDER OF THIS PAGE LEFT BLANK INTENTIONALLY
State of Illinois
INTERGOVERNMENTAL GRANT AGREEMENT/12 12 17
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UNIFORM GRANT BUDGET TEMPLATE
STATE OF ILLINOIS AGENCY: Illinois Criminal Justice Information Authority
(updated by ICJIA)
Implementing Agency Name:City of Elgin on behalf
DUNStl 010224772 NOFO ID:1474-361 Grant 01:2101:216442:2142
of the Elgin Police Department
CFSA Number:546-00-147.1 SFA Short Description:VOCA FEW 16 Stale Fiscal Year(s):2018 and January 1,2018-December 31,2018
2019
All applicants must complete the cells highlighted in blue. The remaining cells will be autamaticalliJilled as rna complete the Budget Worksheets.Eligible applicants requesting funding for only mre year should complete the column
4uuler"Year I." Please read all instructions before completing form.
SECTION A-FEDERAL/STATE OF ILLINOIS FUNDS
Revenues Year I
(a).State of Illinois Grant Amount Requested _ L 259,393 _—
BUDGET SUMMARY-FEDERAL/STATE OF ILLINOIS FUNDS
Budget Expenditure Categories Year 1 _.
0,118 UniJonu Guidance Frdein!d wands Reference 2 CFR 25)11
�
1
lacs
I.Personnel(San &Wages) 200.430 S 1_5,561
.2.Fringe Benefits 200.431 S 52.586
3.Travel 200.474 S 179
-
4.Equipment 200.439
5.Supplies 200.94
6.Contractual Services(200.3!8) &Subawards(200.92) S 13,000
lb.local Direct Costs(lints 1-15) 200.413 S 191,326
17. Indirect Costs`(see below) 200.414
Rate: _(s Base:5__ S -
18.Total Costs State Grunt Funds (lines 16 and 17) S 191,326
Section A-IGIA Funds
SECTION -A (continued) Indirect Cost Rate Information
If your organization is requesting reimbursement for indirect costs on line 17 of the Budget Summary,please select one of the billowing options.
Our Organization receives direct Federal funding and currently has a Negotiated Indirect Cost Rate Agreement(NICRA)with our Federal Cognizant Agency.A copy of this
I) ❑ agreement will be provided to die State of Illinois'Indirect Cost Unit for review and documentation before reimbursement is allowed.This NICRA will be accepted by all State of
Illinois Agencies tip to any statutory,rule-based or programmatic restrictions or limitations.
NOTE:(If this option is selected,please provide basic Negotiated Indirect Cost Rate Agreement information in area designated below)
Your Organization may not have a Federally Negotiated Indirect Cost Rate Agreement.Therefore,in order for your Organization to be reimbursed for Indirect Costs from the State of
Illinois,your Organization must either:
A. Negotiate an Indirect Cost Rate with the State of Illinois'Indirect Cost Unit with guidance from your State Cognizant Agency on an annual basis.
B. Elect to use the de ininimis rate of 10%modified total direct cost(I►1TDC)which may be used indefinitely on State of Illinois Awards.
C. Use a Restricted Rate designated by programmatic or statutory policy.(See Notice of Funding Opportunity for Restricted Rate Programs)
Our Organization currently has a Negotiated Indirect Cost Rate Agreement with the Slate of Illinois that will be accepted by all State of Illinois Agencies up to any statutory,rule-
2a) ❑ based or programmatic restrictions or limitations.Our Organization is required to submit a new indirect Cost Rate Proposal to the Indirect Cost Unit within six(6)months after the
close of each fiscal year(2 CFR 200 Appendix IV(CX2)(c).
NOTE:(If this option is selected,please provide basic indirect Cost Rate information in urea designated below)
Our Organization currently dots not have a Negotiated Indirect Cost Rate Agreement with the State of Illinois.Our Organization will submit our initial Indirect Cost Rate Proposal
2b) ❑ (ICRP)immediately atter our Organization is advised that the State award will be made and,in no event,later than three(3)months after the effective date of the State award(2
CFR 200 Appendix IV(CX2Xb). The initial ICRP will be sent to the State of Illinois' Indirect Cost Unit.
NOTE:(Check with your State of Illinois Agency for information regarding reimbursement of indirect costs while your proposal Is being negotiated)
3) Our Organization has never received a Negotiated Indirect Cost Rate Agreement from either the Federal government or the State of Illinois and elects to charge the de minimis rate
0 of 10%modified total direct cost(MTDC)which may be used indefinitely on State of Illinois awards(2 CFR 200.414(cX4)t)&(200.68).
NOTE:(Your Organization must be eligible,see 2 CFR 200.414(),and submit documentation on the calculation of 4ITDC within your Budget Narrative under
Indirect Costs)
For Restricted Rate Programs(check one)--Our Organization is using a restricted indirect cost rate that:
4) 0 Is included as a"Special Indirect Cost Rate"in our NICRA(2 CFR 200Appendix IV(5) Or:
❑ ❑ Complies with other statutory policies(please specify):
The Restricted Indirect Cost Rate is %
5) O No reimbursement of Indirect Cost is being requested.(Please consult your program office regarding possible match requirements)
Period Covered by the NICRA: -
Basic Negotiated Indirect Cost Rate Agreement information Approving Fed/State Agency(please specify):
if Option(1)or(2a)is selected The Indirect Cost Rate is:
The Distribution Base is:
-Secrlor)A-ln2llrecttst Info
UNIFORM GRANT BUDGET TEMPLATE
STATE OF ILLINOIS (updated by ICJIrA) AGENCY:Illinois Criminal Justice Information Authority
DUNSti 010224772 NOF/Il) 1474-361 .rant 0:216442
FSA Number:546-00-1474 1Stute Fiscal)(calls):20111 and unuary I,2018-I)ccenther 31.
{2019 2018
Iron arc required to provide or volunteer to prorate cost-sharing,matchuig Jiauls.other funding or contributions io the project these should be shown tor each applicable budget categort'.All applicants n;rtsi
complete the cells highlighted in blue The reunnoung cells a i8 be natatorium/It filled as son complete the Budget Worksheets.Eligible applicator requesting fumhng Jar only one year should complete the
column under'Year l- Pirate read all instructions before completing form.
SECTION B-MATCH FUNDS
Program Revenues
Grantee Match Regainmenl: 25%511.J!(.J1..1 to pmpuhue old)i/watch
'S r•'Vrri,,dr
(b).-Cash S 47,832
(c).-Non-cash
(d).Other Funding&Contributions
NON-SI'.YI'F.Funds Total
BUDGET SUMMARY MATCH FUNDS
Ridged Expenditure Categories
OMR Uniform Ga dance Federal Auurds Reference 2 CFR 21M1 ear I
I.Personnel(Salari s&Wages) 200.430 S 41,854
2.Fringe l3cnclits 200.43 S 5,978
3.Trascl 200.474
4.Equipment 200.439
5.Supplies 200.94
6.Contractual Services(2183.1IR)d Subawanis(2110 92)
16.Total Direct Costs Dims 1.15) 200.413 S 47,832
17. Indirtxt Costs'(sec below) 200.414
Rale: % Rase: S -
18.total Casts NON-ICJIA(Mulch)Funds (lines 16 and 17) S 47,832
Section 8-Match Funds
I UNIFORM GRANT ituDGET —
STATE OF ILLINOIS TEMPLATE 'AGENCY:Itllnuls Criminal Justice Information Authority
(updated by!CAA) ,
ement ng,geney amt:riy 0 gin oil to a 0 r ,in 'nuNSI 010124772 —INOFO III:1471-341 Gram P:116442
;A Nuwax r:846.00.1474 TC-SFA Short Description:YOCAf ' Fiscal 8 an
talc scal Year(s):201d 1nu
aar) I,201X-Oercmber3t,
!FIN 16 12019 1011i
I
Le:Please see IOtA Specific Instructions tab for additional Information about filling out this sheet.
Fn 1ue./151
:limn dux repots.I certify to the best of my knowledge and belief that the report is hue,complete,and accurate and that any false.Fictitious,or fraudulent information or the
titian of any maicnal fact,could result in the immediate termination of my grant award(s)."
Implementing Agency Program Agency
y of Elgin City of El. . Elgin Police Department
is of Applicant lnsuluuon Organization Name• ;•Deanl l*op e :ant',''n Ittslilution/Organs !on
:nature Si.naturc / / 5'.na1'rc
bra Nawmcki David Kaptatn effrey Swoboda
mc of Official Name of Official Name of Official
tel Financial Officer(or equivalent) Mayor Chief Of Police
Ile Title Tide
uef Funancral Officer(or equi'atenO Eteculivc Director(or equivalent) Executive Director(or equivalent)
_January 24,2018 January 24,2018 January 24,2018
or of Signature Date of Signature Date of Signature
ate:The Stale owerding agency may change required tigners hissed on the grantee's organizational structure. The required signers must hove the authority to enter into contractual agreements on behalf
the organization.
Applicant Certification
FFATA Data Collection Form(See instructions helots to determine if this form needs to be completed)
Under FFATA,any implementing agency that receives$25,000 or more from federal funds for this award must provide the following information for
federal reporting.Please till out the following form accurately and completely.To confirm whether federal funds are part of this award,please refer to the
CFDA number on the Notice of Funding Opportunity. If there is no CFDA number,then this award does not include federal funds.
Grantee(or Subgrantee) DUNS: 010224772
Grantee(or Subgrantee)Name: City of Elgin
Grantee(or Subgrantee)DBA:
Grantee(or Subgrantee)Address: 150 Dexter Court Elgin,IL.60120-5570
City: Elgin State: IL. Zip+4: 60120-5503 Congressional District: 8
Grantee(or Subgrantee) Principal Place of Performance:
CIty: Elgin State: IL. Zip+4: 60120.5503 Congressional District: 8
Grant 4:216442 Award Amount: S 259,393 January 1,2018-December 3 I,2018
State of Illinois Awarding Agency: Illinois Criminal Justice Information Authority
Under certain circumstances,grantee(or subgrantee) must provide names and total compensation of its top 5 highly compensated
officials. Please answer the following two questions and follow the instructions:
Ql. In your business or organization's previous fiscal year,did your business or organization(including parent organization, all branches
and all affiliates worldwide)receive(1) 80%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 revenue from U.S. federal contracts, subcontracts,
loans,grants,subgrants and/or cooperative agreements?
Yes0 If yes,must answer Q2 below.
No 0 If no,you are not required to provide data.
Q2. Does the public have access to information about the compensation of the senior executives in your business or organization
(including parent organization,all branches, and all affiliates worldwide)through periodic reports filed under section 13(a)or 15(d)of the
Security Exchange Act of 1934(5 U.S.C.78m(a),78o(d))or section 6104 of the Internal Revenue code of 1986(i.e.,on IRS Form 990)?
Yew If yes,you are not required to provide data.
No❑ If no,you must provide the data. Please fill out the rest of this form.
Please provide names and total compensation of the top five officials:
Name: _ _ Amount:
Name: Amount:
Name: Amount:
Name: Amount:
FFATA Form
egency Name:City of Elgin on behalf of the Elgin Police Department Grant#:216442
Section C - Budget Worksheet & Narrative
1).Personnel(Salaries&Wages)(2 CFR 200.430)--List each position by title and name of employee,if available. Show the annual salary rate and the percentage of time to be devoted to the project and length of time
working on the project. Compensation paid for employees engaged in grant activities must be consistent with that paid for similar work within the applicant organization.Include a description of the responsibilities and duties
of each position in relationship to fulfilling the project goals and objectives in the narrative space provided below. Also.provide a justification and description of each position(including vacant positions).Relate each position
specifically to program objectives.Personnel cannot exceed 100%of their time on all active projects.
Note:Please see 1CJIA Specific Instructions tab for additional information for completing this section.
Computation
Quantity
Name Position Salary or Basis Federal/Stale Amount Match Total Cost
Wage ('i rJNuJlla) %of Time (based on
Yr/A1o/Ilr)
Lark Syrris Victim Services Specialist ' S 59,447 year 100,00% year _S _ 44,585 . S 14,862 S 59,447
Vanes()Barth Victim Ser'ices laden enlio nisi S 56,616 year 100.00% year S 42,462 S 14,154 S 56,616
Ada Martinet Bilingual Vic lntenrulianist S 51,352 year 100.00% year S 38,514 S 12,838 S 51,352
I I I 1S -
i 1 S -
_
_ —a __ ---_ _. _ 1 __. _ _ _ —
1 S -
1 S S -
--_.
, S — -
Torsi S 125.561.80 S 41,854.00 S 167.415.0L
Personnel Narrative:
• Total salary cost for the three 40 hours Victim Services Staff=$167,415
• Staff Syriss Victim Services Specialist roles and responsibilities include:coordinate and oversee all activities performed by the VOCA Victim Services staff,generate all required grant
reports and ensure all grant requirements are met, provide direct services to victims,and be liaison between Elgin Police Units and the Victims Services.Responsibilities include
providing trauma-informed Crisis intervention,Case Management,Advocacy,and Ongoing Emotional Support.May transport victims as needed.Will train social work interns who will
be working in the Victim Services program.The Victim Services Specialist will on call after hours,and will report to the Elgin Police,Social Services Unit supervisor.
• Staff Botti Victim Services interventionist roles and responsibilities include:Provide direct services to victims..Responsibilities include providing trauma-informed Crisis intervention,
Case Management,Advocacy,and Ongoing Emotional Support.May transport victims as needed.The Victim Services interventionist will be on call afterhours and will report to the
Social Services Unit supervisor.
• Staff Martinez Bilingual Victim services interventionist roles and responsibilities include:provide direct services to those victims who speak only Spanish.Responsibilities include
providing trauma-informed Crisis intervention,Case Management,Advocacy,and Ongoing Emotional Support.May transport victims as needed.The Bilingual Victim Services
Interventionist will be on call after hours and will report to the Social Services Unit supervisor.
• There is a required match of$47,832 for this grant application.$41,854 of that dollar amount will be applied to the personnel section.
Section C.1-Personnel
Implementing Agency Name:City of f igin on behalf of the tlgin Police Department Grant 11:216442
Section C-Budget Worksheet&Narrative
2)•Fringe Benefits(2 CFR I00A31)-►nage benefits should be bawd on actual mnown costs or an estabbsitcd Iuiutula. t nnge benefits arc Inc the persuaacl listed to category(I)direct salaries and wages,and only for the percentage of tune de.oted to the project.Provide the name
of the fringe benefit lie.,Retirement.Insurance,Worker's Couyr,etc),the fringe benefit rate.arid a clear description of bow the Co nU wtat in of fimge benefits was done.Provide both the annual I for ruultryear awards)and total.If a fringe benefit rate IS not used,show haw the fringe
benefits were computed for each position.The budget lastification should be reflected in the budget description.[ktnents that comprise fringe benefits should he indicated.
Note.Please tee ICJIA Specific instructions tab for additional Information fur completing Ibis section.
Fringe Costs
Name I'ttsitionLiability Other Flal Rat!Rime Federal/Mate Match Total Cost
Salary misled FtGt Unemployment hake Workers CompLiability
(Please Specify) (liapplitCaigel ArriArrivingArriving
7.6500% 0.5000% 11.13011% 0.0021% 2.03207E
LarASyrris licriwSenieesSprcialin 5 59.447 5 45414 5 43 S 6.646 S 125 5 1.2118 S - S ___ 17.152 S 27,224 S 2.500 S 29-'2
limey:Hord limn Semees hamratiomv 5 56.616 5 4.111 5 45 S 6.3311 5 119 S i,1Sn 5 • S 3.000 S 12.475 S 2,500 S 14,97
dila Marine: Uilinqunl Jo'lntrrrrunomsr 5 3/,352 5 1,9214 S 45 5 3.741 S 1118 S 1.1143 S - S 3.400 S 12,117 $ 978 S 13.86
S - S - S - S - 5 - S - 5 - 5 -
S 5 5 - 5 • 5 - S 5 ---
S -
-
S S S • t S t • S S -
S S t • S S t S • -----.1 __. .s -
S • 5 -S $ • 5 - 5 - S -------
$ -
5 - 5 - 5 - 5 - S - 5 - 5 - I S -
5 5 5 - 5 - 5 - S c -- — S -
S 52.586 5 5,971 S S1.S6
•
Fringe Narrative:
• The tool hinge benefits flat and rated for the 3 victim services positions=$50,5647.
• Staff Syrlss rated benitfits indude:Flea,Unemployment,Workers compensation.Pension,liability Insurance a$29,724
• Staff Botti rated benitfits include:Flea,Unemployment,Workers compensation,liability Insurance a$14,975.
• Staff Martinez rated benitfits include:Fica,Unemployment.Workers compensation.tiabilfty Insurance=$13,865.
• Additionally$5978 is the remaining match applied to hinge benefits.
Section C2-Fringe Benefits
Implementing Agency Name:City of Elgin on behalf of the Elgin Police Department Grant 11:216442
Section C - Budget Worksheet & Narrative
3). Travel(2 CFR 200.474)-Travel should include.origin and destination,estimated costs and type of trunsponation,number of travelers,related lodging and per diem costs,brief descnption of the travel involved,its
purpose,and explanation of[tow the proposed travel is necessary for successful completion of the project. In training projects,travel and meals for trainees should be listed separately. Show the number of trainees and unit
cast involved. Identify tlx:locution of travel,if known;or if unknown,indicate"location to be determined." Indicate source of Travel Policies applied,Applicant or State of Illinois Travel Regulations.NOTE: Dollars
requested in the travel category should be for stalltmvei only.Travel for consultants should be shown in the contractual category along with the consultant's I'm.Travel for training participants,advisory committees,review
panels and etc.,should he itemized the same way as indicated above and placed in the"Miscdlanetnus"category.
Column G("Basis")defines tlx:quantity being measured.For example,if your expense is two nights in a hotel,the basis is"Nights."If the expense is 300 miles,tlx:basis is"Miles."
Note:Please see ICJIA Specific Instructions tab for additional Information for completing this section.
Computation
Purpose of Travel Federal/State
Location Neots Cost Rate Quantity Basis t9 Staff 11 of Trips Match Total Cost
(brief description) Amount
Trauma Training',cadent). Blooming)on-Normal milage S 0.54 300 miles 1 1 S 161 S 161
Trauma Training Acadamt' Bloomington-Normal parking S 6.00 • 3 days 1 1 S 18 S 18
I
S -
{ � S
S -
ii S -
S -
-. — ..
I
S -
I S
- — — S
-
S -
Total S /79 S 175
Travel Narrative:
The Illinos Victims Assistance Academy(IVAA)consists of 16 hours of instruction online and 24 hours in a classroom setting.The 3-day(24-hour)in-person training will be held in
Bloomindale-Normal.The upcoming dates are to be announced.Training and lodging costs are provided through grant funding recieved by Illinois Victims Assistance Academy.
Travel and parking will be requested from the elgin Police Departmnet Training budget.
Travel expences consist of 150 miles per way at$.54 per mile
entire trip 300 miles X$.535=$161.00 for milage
Parking at venue is$6.00 per day for 3 days$18 for parking
total travel expenses=179.00
Section C3-Travel
Implementing Agency Name:City of Elgin on behalf of the Elgin Police Department Grant tt:216442
Section C - Budget Worksheet & Narrative
4).Equipment(2 CFR 200.439)—Provide justification for the use ofe-ach item and relate them to specific program objectives.Provide both the annual(for multiyear awards)and total for equipment.
Equipment is defined as an article of tangible personal property that has a useful life of more than one year and a per-unit acquisition cost which equals or exceeds the lesser of the capitalization level
established by the non-Federal entity for financial statement purposes,or$5,000.An applicant organization may classify equipment at a lower dollar value but cannot classify it higher than$5,000.(Note:
Organization's own capitalization policy for classification of equjpment can be used). Applicants should analyze the cost benefits of purchasing versus leasing equipment,especially high cost items and
those subject to rapid technical advances. Rented or leased equipment costs should he listed in the"Contractual"category. Explain how the equipment is necessary for the success of the project. Attach a
narrative describing the procurement method to be used.
Note:Please see ICJIA Specific Instructions tab for additional information for completing this section.
Computation
Quantity Cost Federal/State
Item Pro-Rated Share(Put Amount Match Total Cost
100°/if cost is not
pro-rated)
N/A
- — i
Section C4-Equipment
Implementing Agency Name:City of Elgin on behalf of the Elgin Police Department Grant#:216442
Section C - Budget Worksheet & Narrative
5).Supplies(2 CFR 200,94)-List items by type(office supplies,postage,training materials,copying paper,and other expendable items such as books,hand held tape recorders)and show the basis for computation.
Generally,supplies Include any matenals that are expendable or consumed during the course of the project.
Note:Please see ICJIA Specific Instructions tab for additional information for completing this section.
r
Computation
Pro-Bated Shure trot FcdcraUStatc
Supply Items Quantity/ Match Total Cost
Duration Cost loo%if cost Is nut Amount
ipru-raledi
i NM
l S
S -
-
S -
•
t S -
S -
---- - — - __ _ — _ - - —-. -_ S -
_ S -
Total S - S - S -
Supplies Narrative:
Section CS-Supplies
Implementing Agency Name:City of Elgin on behalf of the Elgin Police Department Grant 11:216442
Section C - Budget Worksheet & Narrative
6).Contractual Services(2 CFR 21111.318) &Subawards(200.92) —Provide a description of the product or service to be procured by contract and an estimate of the cost.Applicants are encouraged to promote free anc
open competition in awarding contracts.Federal rules require a separate justification must be provided for sole source contracts in excess of S150,000(See 2 CFR 20088). However,ICJIA has additional
requirements for sole source contracts of other amounts.The applicant must contact the ICJIA grant monitor or program adminsitrator for additional information.This budget category may include
suhawards.Provide separate budgets for each subaward or contract,regardless of the dollar value and indicate the basis for the cost estimates in the narratise.Describe products or services in be obtained and indicate the
applicability or necessity of each to the project.
Please also note the differences between subaward,contract,and contractor(vendor):
I)Subaward(200.92)means an award provided by a pass-through entity to a subrecipient for the subrecipient to carry out part of a FederaliState award,including a portion of the scope of work or objectives.It does not
include payments to a contractor or payments to an individual that is a beneficiary of a Federal/State program.
2)Contract(200.22)means a legal instrument by which a non-Federal entity purchases property or services needed to cony out the project or program under a Federal award.The term as used in this part does not includi
a legal instrument,even if the non-Federal entity considers it a contract,when the substance of the transaction meets the definition of a Federal award or subaward.
3)"Vendor"or"Contractor"is generally a dealer,distributor or other seller that provides services in support oldie project activities.This can include utilities,leases,computing costs,audit costs,and similar types of
costs.
Note:Please see ICJIA Specific Instructions tah for additional information for completing this section.
Computation
Pro-hated Share Federal/State
Description (Put 100%if cost Match Total Cost
Cost per Bath Basis Length of Time Amount
is not
pro-rated)
Social Solations software S 13,000.00 year 1 100.00% S 13,000 S 13,001
_ [
Total S 13,000 S - S 13.01
Contractual Narrative:
Bid obtained through Social Solutions account executive Tim Blair.Also,research was conducted on various possible solutions that would be able to meet program requirements by
requesting live demonstrations.A total of four estimates from vendors who specialize in software for social service agencies were provided.Estimates ranged from$10,000-$36,885
for one contractual year.
Social Solutions software includes pre-configured standard forms/reports to help meet VOCA funder requirements that meet current HUD Domestic Violence HMIS data
management and security protocols as well as required FERPA/HIPAA standards.Custom reports enable our program to securely collect program data and report back to grant
monitors to prove the impact of service delivery.Administrators are able to adjust and change forms and reports over time to fit unique programmatic needs should funder
requirements change.
Section C6-Contractual
One time installation fee of$3,600 that includes: 90 minute demo,60 minute Q&A call,access to project manager for questions,and administrator training and 4 virtual labs.The
expected implementation timeframe is 4 weeks based on the needs of our program.
Annual subscription fee is$9,496.00
Administrator training and virtual labs included in implementation fee.Basic support package included in yearly subscription at no additional cost with online chat and email support.
No additional ongoing costs estimated at this time.
VOCA currently supports the funding of Social Solutions software for 50 DV/SVP organizations including but not limited to:Latin America Youth Center,HOPE Coalition,SAFE Alliance,
The Center for Violence Prevention,Project Help,and Citizens Against Domestic Violence
Section C6-Contractual
Implementing Agency Name:City of Elgin on behalf of the Elgin Police Department Grant#:216442
Section C - Budget Worksheet & Narrative
16).Indirect Cast(2 CFR 200 J1 d) —Provide the most recent indirect cont rate agreement information with the itemized budget.the applicable indirect cost rate(s)negotiated by the organization with the cognizant negotiating
agency must be used in computing indirect costs(F&A)for a program budget.The amount for indirect costs shookl he calculated by applying the current negotiated indirect cost rate(s)to the approved base(s).After the amount of
indirect costs is dela-mined for the program,a breakdown of the indirect costs should be pnwided in the budget worksheet and narrative below.
Note:Please see ICJIA Specific Instructions tab for additional information for completing this section.
Computation
Description Bast Rate Federal/State Amount Match Total Cost
N/A S
Indirect Cost Narrative:
this is to certify that I have reviewed the indirect cost rate proposal and grant agreement budget,and to the best of my knowledge and belief:
(I)The costs included in the proposal to establish the final indirect costs rate for this project period arc not haat in the budget as a direct cost.
(2)The indirect costs charged to this grant agreement are not included as direct costs in a different grant agreement with the Criminal Justice Information Authority(Authority)or any oilier grantor.
(3)The direct costs listed in this budget are not charged as indirect costs in a different grant agreement with the Authority or any other grantor.
Violation of this certification may result in a range of penalties,including suspension of funds under this program,termination of this agreement,suspension or debarment from receiving future grants,recoupment of monies provides
under this grant,and all remedies allowed under the Illinois Grant Recovery Act 130 II.CS 701111 et seq.)
InstitutioniOrganizaton Institution/Organization
Signature Signature
Name of Official Name of Official
Title — —-- Title
Chief Financial Officer(or equivalent) Executive Director(or equivalent)
Date of Signature Date of Signature ----
Section C7-Indirect Costs
Implementing Agency Name:City of Elgin on behalf of the Elgin Police Department Grant#:216442
Section C - Budget Worksheet & Narrative
Budget Summary--When you have completed the budget worksheet,transfer the totals for each category to the spaces below to the uniform template provided(SECTION A&
B). Verify the total costs and the total project costs. Indicate the amount of State requested funds and the amount of non-Statel funds that will support the project.
Budget Category Federal/State Amount Itlatch Amount Total Amount
I. Personnel S 125.561.00 S 41,854.00 S 167,415.00
2. Fringe Benefits S 52,586 S 5,478.00 S 58,564.00
3. Travel S 179.00 S 179.00
4. Equipment S - S -
5.Supplies
6. Contractual Services S 13,000.00 S 13,000.00
16. Indirect Costs S - S - S -
TOTAL PROJECT COSTS S 191,326.00 S 47,832.00 S 239,158.00
Section C-Budget Summary
STATE OF ILLINOIS AGENCY:
ICJIA Agency Approval UNIFORM GRANT BUDGET"I'EAII'LA'FE(updated by ICJIA) .Illinois Criminal Justice Information Authority
-
Implementing Agency Name:City of Elgin on behalf of the Elgin Polke Department DUNS#010224772 NOF0 ID:1474.36I 'Grant 5:216412
1CFSA Number:S46-IH0-1474 CSFA Short Description:VOCA FEY 16 anuary I,NIS-December 31.
a 2t119 21115
FOR ICJIA USE ONLY
Final Budget Amount Approval
Final Total Budget Amount ICJIA Program Staff Name ICJIA Program Staff Signature Date
Final Tot 1 Award Amount if di ierent ICJIA Fiscal&Administrative SIatTNarne IC IA Fiscal&Administrative Si mat re Date
Budget Revision Amount Approval
Final_Revised Budget Amount ICJIA Program Stair Name ICJIA Program Staff Signature Date
Final Total Award Amount(if different) ICJIA Fiscal&Administrative Staff Nunn: ICJIA Fiscal&Administrative Signature Date
Budget Revision Amount Approval
Final Revised Budget Amount ICJIA Prn rant Stall Nitrite ICJIA Program Staff Signature Date
Final Total Award Amount(if different) ICJIA Fiscal&Administrative Staff Name ICJIA Fiscal&Administrative Signature Nig
4200.3011 Revision of budget and nrngranr pin;
lel The FederalfStatc awarding agency may,at its option,restart the transfer of funds among direct cost catrgones or programs.functions and activities for FeleraltSlate awards in which the Federal'Slale share of the project exceeds the Simplified Acquisition
Threshold and the cumulative amount of such transfers exceeds or is expected to exceed 10 percent or S 1.000 per detail line item.whichever is greater of the Iotas budget as last approved by the FederaliState awarding agency,The FederaPStatc awarding agency
cannot pennit a transfer drat would cause aoy Federal'State appropriation to be used for purposes oilier than those consistent with die appropriation.
It nencv Annrovnl
State of Illinois -- Uniform Budget Template (updated by ICJIA) -- GATA General Instructions
Section A — Budget Summary
FEDERAUSTATE FUNDS
All applicants must complete Section A and provide a break-down by all applicable budget categories.Please read all instructions before completing form.
FEDERAL/STATE GRANT FUNDS
Provide a total requested ICJIA Grant amount 1hr each year in the Revenue portion of Section A.The amount entered in Line(a)will equal the total amount budgeted on Line 18 of Section A.
BUDGET SUMMARY FEDERAL/STATE FUNDS
All applicants must complete Section A and provide a break-down by the applicable budget categories.
For each project year for which funding is requested,show the total amount requested for each applicable budget category.
Please see detail worksheet and narrative section for further descriptions and explanations of budgetary line items
Section A-Indirect Cost Information:(This information should be completed hi'the applicant's Business Office). lithe applicant is requesting reimbursement for indirect costs on line 17,the applicant's
Business Office must select one of the options listed on the Indirect Cost lnfonnation page under Section-A Indirect Cost Information(1-4).
Option(I):The applicant has a Negotiated Indirect Cost Rate Agreement(NICRA)that was approved by the Federal government.A copy of this agreement must be provided to the State of Illinois'
Indirect Cost Unit for review and documentation.This NICRA will be accepted by all State of Illinois Agencies up to any statutory,rule-based or programmatic restrictions or limitations.If this option is
selected by the applicant.basic information is required for completion of This section.See bottom of"Section-A indirect Cost lnfonnalion"
NOTE:The applicant may not have a Federally Negotiated Indirect Cost Rate Agreement.Therefore,in order for the applicant to be reimbursed for Indirect Costs from the State of Illinois,
the applicant must either:
A) Negotiate an Indirect Cost Rate with the State of Illinois'Indirect Cost Unit with guidance from our State Cognizant Agency on an annual basis.
B) Elect to use the de miulmis rate of 10•/.modified total direct cost(MTDC)which may be used indefinitely on Slate of Illinois Awards.
C) Use a Restricted Rate designated by programmatic statutory policy.(See Notice of Funding Opportunity for Restricted Rate Programs)
Option(2u):The applicant currently has a Negotiated Indirect Cost Rate Agreement with the State of Illinois that will be accepted by all State of Illinois Agencies up to any statutory,rule-based or
programmatic restrictions or limitations. The applicant is required to submit u new Indirect Cost Rate Proposal to the indirect Cost Unit within six(6)months after the close oleach fiscal year(2 CFR
200 Appendix iV(C)(2Xe).Note: If this option is selected by the applicant,basic information is required for completion of this section.See bottom of"Section-A Indirect Cost Information"
OR
Option(2h):The applicant currently does not have a Negotiated Indirect Cost Rate Agreement with the State of Illinois.The applicant must submit its initial Indirect Cost Rate Proposal(ICRP)
immediately after the applicant is advised that the State award will be made and,in no event,later than three(3)months after the effective date of the State award(2 CFR 200 Appendix IV(C)(2Xb).
The initial ICRP will be sent to the State of Illinois'Indirect Cost Unit.Note: The applicant should check with the State of Illinois acrordinq Agenct'for information regarding reimbursement of
indirect Costs while its proposal is being negotiated
Budget Instructions(General)