18-147 Resolution No. 18-147
RESOLUTION
AUTHORIZING EXECUTION OF AMENDMENT O. 1 TO INTERAGENCY
AGREEMENT TO ACCEPT A GRANT FROM THE IL INOIS CRIMINAL JUSTICE
INFORMATION AUTHORITY FOR THREE FULL- IME CASE MANAGERS
(Interagency Agreement No. 216442, A l endment #1)
BE IT RESOLVED BY THE CITY COUNCIL OF TI E CITY OF ELGIN, ILLINOIS,
that David J. Kaptain, Mayor, Debra Nawrocki, Chief Finanbial Officer, and Ana Lalley, Chief
of Police, are hereby authorized and directed to execute Amendment #1 to Interagency
Agreement to accept a grant from the Illinois Criminal Ju•tice Information Authority in the
amount of $103,899 for three full-time case managers, a co s y of which is attached hereto and
made a part hereof by reference.
BE IT FURTHER RESOLVED that David J. Kaptai I, Mayor, is hereby authorized and
directed to execute all documents necessary in conjunction wi h the subject grant program.
s/ Davis J. Ka.tain
David J. Kaptain, Mayor
Presented: December 19, 2018
Adopted: December 19, 2018
Vote: Yeas: 8 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
Agreement No 216442,Amendment 41
GRANT AGREEMENT
C ,n t i,5
BETWEEN
THE STATE OF ILLINOIS,ILLINOIS CRIMINAL JUSTICE INFO'MATION AUTHORITY
AND
City of Elgin on behalf of the Elgin Police 0=partment
The Illinois Criminal Justice Information Authority(Grantor),with its princi•le office at 300 West Adams,Suite 200,
Chicago, Illinois 60606,and City of Elgin on behalf of the Elgin Police Depa meet,with its principal office at 150
Dexter Court,Elgin, IL 60120-5570,hereby enter into this Amendment#1 t• Agreement#216442,and amends
sections 1.2 and 1.4 in Part One,Article I,only with all other sections of Ag eement#216442 dated February 26,
2018,being unchanged and incorporated by reference herein.
PART ONE
ARTICLE I
AWARD AND GRANTEE-SPECIFIC INFORMATION A D CERTIFICATION
1.2 Amount of Agreement.Grant Funds shall not exceed$389.063 , •f which$ 389.063 are federal funds.
Grantee agrees to accept Grantor's payment as specified in the E .hibits and attachments incorporated
herein as part of this Agreement.
1.4 Term.This Agreement shall be effective on 2/26/2018 and -hall expire on 6/30/2019,unless
terminated pursuant to this Agreement.
1.5 Certification.Grantee certifies under oath that(1)all representati•ns made in this Agreement are true
and correct and(2)all Grant Funds awarded pursuant to this Agreement sh:II be used only for the purpose(s)
described herein.Grantee acknowledges that the Award is made solely up• this certification and that any false
statements,misrepresentations,or material omissions shall be the basis fo immediate termination of this
Agreement and repayment of all Grant Funds.
State of Illinois
GRANT AGREEMENT/2 20 18
Page 1 of 2
Agreement No 216442.Amendment 41
1.6. Signatures.In witness whereof,the Parties hereto have caused thi.Agreement to be executed by their
duly authorized representatives.
By: Dat
John Maki,Executive Director
Illinois Criminal Justice Information Authority
. 4,/
By: /e / t/
Dat : December 19,2018
David Kaptain,
City of Elgin
By: \n'r'42 eA-. pat-: December 19, 2018
Debra Nawrocki,Chief Financial Officer
City of Elgin
By: Da,.. December 19, 2018
Ana Z. Talley, Chief of Police
Elgin Police Department
State of Illinois
GRANT AGREEMENT/2 2018
Page 2 of 2
-.,STATE OF ILLINOIS UNIFORM GRANT IIUI>GE't''11:111111ATE AGENCY:Illinois Criminal Justice Information Authority
(updated by ICJ LSI
fi Elgin Polka Depattmeni Social Stryker 1-022-4772
61060 ID:I474-J61 'reel M:216J42 Amendment NI
pearta•aar s:*saaININIMP
' SA Number:51600.1474 'SFA Short Description: VOCA FFV 16 State Fiscal Yearly):18.19 ebruary 16,2018 tbrougb June ir20l9
411 applicants must complete the cells highlighted in blue.The remaining cells nil/be automatically filled as ran complete the Budget II nr&sheets.Eligible applicants requesting Punting for an!r one year should complete the column under"rear I- Please read all
stractlons before completingPimm,
41,11,1111,
SECTION A-FEDERAUSTATE OF ILLINOIS FUNDS
Revenues Year I,
(a).State or Illinois Grant Amount Requested 5 389,063
+vmieuarsrvsrUraanwroras
BUDGET SUMMARY-FEDERAUSTATE OF ILLINOIS FUNDS
•
Budget Espendilure Categories 0116 fear 1 Total Grant Period
i.dform Guidance Fedeml Auenh Reference 2 CFR.155
1 1'ersonnellSalariab Wages) 200.430 5 179,669 S 179,66900
•
2. Fringe Benefits 200.431 S 101.336 S 101,336.00
!3.Travel 200.474 S 179 S - S 179.00
.Equipment 200.439 S - S -
t
Supplies 20094 5 S .
y
t..Contractual Services(2911.315)k Subawards(21111-92) S 4 14 041 S 14.04100
S
,
S
S
S
S
S -
S
, S
S
In.'Tool Um ofosis(lines 115) 200.413 S 295,225 S • S 295,225.00
17 Indirect Costs*(see below) 200 414
Rate: ''1 Dau: S
IMAGSMINOrt
lb,Total Costs State Grant Fonds Innes Ib and 17) S 215,225 $ • $ 245,222i00
Section A•IC31A 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 following 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
1) agreement will he provided to the Slate of Illinois' Indirect Cost Unit for review and documentation before reimbursement is allowed.This NICRA will be accepted by all State of
Illinois Agencies up to any statutory.rule-based or programmatic restrictions or limitations.
NOTE:(If this option is selected,please provide bask Negotiated indirect Cost Rate Agreement information in urea 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 minimis rate of 10%modified total direct cost(MTDC)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 State of Illinois that will be accepted by all State of Illinois Agencies up to any statutory,rule-
2a)
ule2a) ❑ based or programmatic restnctions or limitations.Our Organization is required to submit a new Indirect Cost Rate Proposal to the Indirect Cost Unit within six(6)months alter the
close of each fiscal year(2 CFR 200 Appendix IV(CX2Xc).
NOTE:(If this option is selected,please provide basic indirect Cost Rate information in area 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
2h) 0 (ICRP)immediately after our Organization is advised that the State award will he 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 Agencyfr,r information regarding reimbursement of indirect costs while your proposal is being negotiated)
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 minims
3)
0 of 10%modified total direct cost(MTDC)which may be used indefinitely on State of Illinois awards(2 CFR 200.414(c)(4)(f)&(200.68).
. . .
Indirect Casts)
For Restricted Rate Programs(check one)--Our Organization is using a restricted indirect cost rate that:
4) 0 0 Is included as a"Special Indirect Cost Rate"in our NICRA(2 CFR 200Appendix IV(5) Or,
❑ Complies with other statutory policies(please.specif):
The Restricted Indirect Cost Rate is 01
5) 0 No reimbursement of Indirect Cost is being requested.(Meuse consult your program office regarding passible match monis-melds)
Period Covered by the NICRA:
Basic Negotiated Indirect Cost Rate Agreement information Approving FeUState Agency(please specify):
if Option(1)or(2a)is selected The Indirect Cost Rate is:
The Distribution Base is: 4
Secrlon A-inalrecr Cosr info
UNIFORM GRANT BUDGET TEMPLATE ,
STATE OF ILLINOIS 1 GENCY:Illinois Criminal Justice Information Authority
(updated by ICJIA) i
NOM I11:1474-361AlErialiaillj
CFSA Number:546-00-1474 State Fiscal Year(s):18-19 February'26,2018 through June
30,2019
!)'rote are required to provide or volunteer to procule cost sharing.matching Muds,other frmding or contributions to the project.these should be shown fin each applicable budget category.All applicants nuo,
un)dete the cells highlighted in blue The remaining cells n dl be aotornrnicalh'tilled as rote complete the Nudge!0 ortsheets.Ehgtble applicants requesting landing_Jor only one)year should complete the
obuun under-Year I.` Meow read all inssrncrinns before completing farm.
SECTION B--MATCH FUNDS
Program Revenues Year I [ Total Grant Period„-
{
Grantee Rlatclt Requirement: 25!st)l JI t in pop,rhtty noir if
= match if requip.af)
(h).-Cash S 73,547 S 73,547.00
(c).-Non-cash S -
(d).Other Funding&Contributions S -
NON-STATE Funds Total 5 73,547 S - S 73,547.0(1
BUDGET SUMMARY MATCH FUNDS
liudierl Expenditure Categories Yeur 1 1/1/19.6/31)/19 Total Grant Period
O.ItH Lhuform Gnidmicej-eikrg/-I molt Reference'CFR'tor
I.Personnel(Salaries&Wages) 21111.430 S 73,547 S 73,547.00
2.Fringe Benefits 200.431 S - S -
3.Travel 210.474 S -
.Equipment 200.439 S -
5.Supplies 200.94 S - I
.Contractual Services(2111.31X)&Subawards(2110.92) 5 259 S 259.00
S -
S -
$ -
{ S -
S -
16.Total Direct Costs(lines 1-15) 2110.413 S 73,806 S 73,806,00
, 17. Indirect Costs'(see below) 200.414
Rate: % Base:
IS.Total Costs NON-ICJIA(Mulch)Funds (lines 16 and 17) S 73,806 ,5 73,8116,0(1
Section 13-Match Funds
s UNIFORM GRANT BUDGET
STATE OF ILLINOIS TEMPLATE AGENCY: Illinois Criminal Justice Information Authority
(updated by ICJIA)
The Elgin Police Department Social Servicest-022-1772 NOFO ID:1474-361 Grant N:216442 Amendment NI
FSA Number:546-00-1474 CSFA Short Description: VOCA 'tate Fiscal Year(s):18-19 February 26,21118 through June
FFV 16 30,2019
A
Note:Please see IOTA Specific Instructions tab for additional information about filling out this sheet.
(2 CFR 200.415)
"By signing this report,I certify to the best of my knowledge and belief that the report is true,complete,and accurate and that any false,fictitious,or fraudulent information or the
omission of any material fact,could result in the immediate termination of my grant award(s)."
Implementing Agency Program Agency
City of Elgin City f'gin Elgin Police Department
Name of Applicant Institution/Organization Name of•p.licant Instil. arganiza Institution/Organization
Signature
Signature Signature
Debra Nawrocki David Kaptain Ana Z.Lalley
Name of Official Name of Official Name of Official
Chief Financial Officer(or equivalent) Mayor Chief Of Police
Title Title Title
._ • s - „ :' Executive Director or
equivalent)
December 19,2018 December 19,2018 December 19,2018
Date of Signature Date of Signature
Date of Signature
Note:The State awarding agency may change required signers hosed on the grantee's organizational structure. The required signers must have the authority to enter into contractual agreements on behalf
of the organization.
Applicant Certification
FFATA Data Collection Form(See instructions below to determine if this form needs to be completed)
Under FFATA,any implementing agency that receives$25,0(X)or more from federal funds fir this award must provide the following information for
federal reporting.Please fill out the following firm 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: 674095
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:1Elgin State: IL. Zip+4:160120 5503 Congressional District: 8
Award Amount: $ 389,063 February 26,2018 through June 30,2019
Aimrnrlmpnt fel
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?
Yes° 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)?
YeJ If yes,you are not required to provide data.
No O 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: _
Name: Amount:
FFATA Form
The Elgin Police Department Social Services Grant If:216442 Amendment al
Section C - Budget Worksheet & Narrative Year 1
I). Personnel iSalaries&Wagess(2 CR?200 430)--List each position by title and name of employee.if available. Show the annual salary rate and the percentage of time to he 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 ICJIA Specific Instructions tab for additional information for completing this section.
Computation
Salary or Basis % Quantity FcdcraUState
Name Position Match Total Cost
Nage t�'r/nto✓ttr.} of Time (based on Amount
Yr/Mo/Hr)
Lori Syrris Maim Services Specialise S 59,447 18 month 100.00% year S 65,397 S 24,517 S 89,914
1 nnesa Botti f'ktim Services Interventionist S 56.616 18 month 100.00% year S 61,117 S 24.515 S 85,632
Ada Martinez Bilingual I'ic Lrten'entionist S 51,352 18 Month 100.00% year 53,155 5 24,515 S 77,670
S -
-
S -
S -
S -
S -
Total S 179,669.00 S 73,547.00 S 253,216.00
Personnel Narrative:
Total Grant Period(2/26/18-6/30/19)salary cost for the three 40 hours Victim Services Staff=$253,216 total for grant period
Staff Syrris= $89,914
Staff Botti=$85,632
Staff Martinez=$77,670
Note:This includes an anticipated city wide 2.5%cost of living increase begining 01/01/19-06/30/19
Salary cost for thi sextension period is as follows:
Staff Syriss=$30,467
Staff Botti=$29,016
Staff Martiinez+$26,318.
There Is a required match of$73,806 for this grant application for the total grant period.$73,547 of that dollar amount will be applied to the personnel section.
Section Cl-Personnel
• Staff Syrris 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.
Section Cl-Personnel
The Elgin Police Department Social Services Grant If:216442 Amendment#1
Section C-Budget Worksheet&Narrative Year I
21.Fringe Benefits 12 CFR 200.431)—Fnnge benefits should be based on actual known casts or an established formula. Fringe benefits are Tor the personnel listed in category(I)direct salaries and wages,and only Ow the percentage of itits devoted to the project.Provide the name
of the fringe benefit(i.e..Retirement,Insurance,Wolters Comp,etc),the fringe benefit rate,and a ckar descn ptn.n of how the computation of fringe benefits was done.Provide both the annual(for multiyear awards)and total.If a fringe benefit tate is not used,show how the fringe
benefits were computed Our each position.The budget justification should he reflected in the budget descnptinn.Elements that comprise fringe benefits should be indicated.
Note Please see 1CJ1A Specific Instructions lab for additional information fur eunipleting this section.
Fringe Costs
Name Position
Liability Other Flat Rate Fringe FcderallStrte Match Total Cost
Calculated FIG! Unemployment Pension Workers Camp insurance (Please Specify) (If appikabtel Amount
Salary
7.6500% 0.5000% 11.1800% 0.0021% 2.0320%
LarASyr.is lidimSeniceaSpecialist S 149.914 S 6.878 3 6X S 9.150 .5 190 5 1,827 S • S 32.780 S 50.893. S 50.895
Jilnrut Hod l'tcninSenrices lnien'entiotusr S 85.632 S 6.551 5 6X $ 8,715 5 180 S 1.740 S - S 8.919 S 26.173 . 5 26.175
Ada.Nurrinr: Bihogtml 11c Interventionist S 77.6711 5 5.042 5 68 .5 7.917.1 5 164 5 1.577 S - S 8.616 S 24.270; 3 21.270
S - 5 • 5 - .5 • $ - S - 5 - S -
5 J 5 1 5 .... _. _ S
S - S • S . S S - S - S
S - S - SS S • S - S .
S 5 • 5 • S - 5 - 5 - S - S •
S - S - S • S - S • S • S - S ..S S • S 5 $ S - - _ lS
S 101.556 S • 3 101,336
Fringe Narrative:
• Total Grant Period Fringe Benefits
The total fringe benefits flat and rated for the 3 victim services positions =$101,336
Staff Syriss rated benefits Include:rica,Unemployment,Workers compensation,Pension,Liability insurance=$50,893
Staff Martinez rated benefits include:Flea,Unemployment,Workers compensation,Liability Insurance a$24,270
Section C2•Fringe Benefits
The Elgin Police Department Social Services Grant A:216442 Amendment#1
Section C - Bud k et Worksheet & Narrative
3). Travel(2 CFI?2111.474)—Travel should include:origin and destination,estimated costs and type of transportation,number of travelers,related lodging and per diem costs,bnef description of the travel involved,its
purpose,and explanation of how the proposed travel is necessary for successful completion of the project. In training projects,travel and meals for train eeshouki be listed separately. Show the number of trainees and unit
cost involved. Identify the location 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 stuff travel only.Travel for consultants should be shown in the contractual category along with the consultant's fee.Travel for training participants,advisory committees.review
panels and etc.,should be itemised the same way as indicated above and piaced in the"Miscellaneous"category.
•
Column G("Basis")defines the quantity being measured.For example,if your expense is two nights in a hotel,the basis is"Nights."If the expense is 300 miles,the basis is"Miles."
Note:Please see ICJIA Specific Instructions tab for additional information for completing this section.
Purpose of Travel Computation
Location Items Cost RateFederal/State
(brief description) Quantity Basis N Staff tY of Trips Amount Match Total Cost
Trauma Training Academy Bloomington-Normal milage S 0.54 300 miles 1 1 S 161 S (61
Trauma Training Academy Bloomington-Normal parking $ 6.111 3 dais 1 / S 18 S 18
S
S -
S -
S -
S -
S -
S -
S -
Total S I79 S 179
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$.54 per mile
entire trip 300 miles X$.54=$161.00 for milage
Parking at venue is$6.00 per day for 3 days=$111 for parking
total travel expenses=179.00
Section C3-Trove!
The Elgin Police Department Social Services Grant#:216442 Amendment 01
Section C - Budget Worksheet & Narrative
4).Equipment(2 CFR 200./39)--Provide justification for the use of each item and relate them to specific program objectives.Provide both the annual(fir 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 equipment can he 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 be 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 he used.
Note: Please see ICJIA Specific Instructions tab for additional information for completing this section.
Computation
Item Quantity Cost Federal/State Match Total Cost
Pro-Rated Share(Put Amount
100%if cost is not
pro-rated)
NM
Section C4-Equipment
The Elgin Police Department Social Services Grant It:216442 Amendment lil
Section C - Budget Worksheet & Narrative
5).Supplies(2 CI R 2(10.94)—List items by type(office supplies,postage,training matenals,copying paper,and other expendable items such as books,hand held tape recorders)and show the basis for computation.
Generally,supplies include any materials that are expendable or consumed dunng the course oldie project.
Note:Please see ICJIA Specific Instructions tab for additional information for completing this section.
Computation
Pro-Rated Share(Put Federal/StaleSupply Items Quantity! Match Total Cost
DurationCost Ina%Ir cost is not Amount
pro-rated)
N/A
S -
•
S -
S -
-
s -
- - s -
S
Total S S - S -
Supplies Narrative:
Section C5-Supplies
The Elgin Police Department Social Services Grant 4:216442 Amendment 41
Section C - Budget Worksheet & Narrative
6).Contractual Services(2 CFR 200.318) &Suhawards(21(1.92)—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 and
open competition in awarding contracts. Federal rules require a separate justification must be provided for sole source contracts in excess of S 150,000(See 2 CFR 200.88). 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
strhawards.Provide separate budgets for each subaward or contract,regardless of the dollar value and indicate the basis for the cost estimates in the narrative. Describe products or services to 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 Federal/State 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 carry out the project or program under a Federal award.The term as used in this part does not include
a legal instrument,even if the non-Federal entity considers it a contract,when the substance of the transaction meets the definition ofa Federal award or subaward.
3)"Vendor"or"Contractor"is generally a dealer,distributor or other seller that provides services in support of the project activities.This can include utilities,leases,computing costs,audit costs,and similar types of
costs.
Note:Please see ICJIA Specific Instructions tali for additional information for completing this section.
Computation
Description Pro-Rated Shore Federal/State
Cost per Basis Basis Length or Time (Put 100%if cost Amount Match Total Cost
is not
pro-rated)
Social Solutions software S 14,300.00 year 1 100.00% 5 13,000' S 13,000
Custom Additions to Software(Revision 8/2018) $ 1,041 !S 259 S 1.300
S -
-..01111/1111111111111111111S
S -
S -
S -
S -
S -
S -
S -
S -
S -
S -
S -
_S -
Total S 14,041 S 239 S 14,300
Contractual Narrative:
Section C6-Contractual
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.
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
Revision effective 8/2018: custom additions to the software to suit the needs of the program is$1,300.
The software needed to be updated allowing more than one Advocate to enter client information into it at the same time.So it had to be custom made to allow for this to happen
because it was built for just one user.
Match amount for custom revisions to software=$259.00
Section CS-Contractual
•
The Elgin Police Department Social Services . Grant It:216442 Amendment qi
Section C - Budget Worksheet& Narrative
16).Indirect Cost(2 CFR 2(10.414) --Provide the most recent indirect cost rate agreement infonnatum with the itemized budget.The applicable indirect cost rates)negotiated by the organization with the cognizant negotiating
agency must be used in computing indirect costs(F&A)for a program budget. 11w amount for indirect costs should be calculated by applying the current negotiated indirect cost rate(s)to the approved base(s).Alla the amount of
indirect costs is determined for the program,a breakdown of the indirect costs should be provided in the budget worksheet and narrative below.
Note:Please see ICJIA Specific Instructions tah for additional information for completing this section.
Computation
Description Federal/State Amount Match Total Cosi
Base Rate
N/A
Indirect Cost Narrative:
This is to certify that I have reviewed the indirect cost rate proposal and grant agreement budget,and to die hest of my knowledge and belief:
(1)The costs included in the proposal to establish the final indirect costs rate for this project period are not listed in the budget as a direct cost.
(2)The indirect costs charged to this grant agreement are not included as direct costs in a dilfcnml grant agreement with the Criminal Justice Information Autlionty(Authority)or any other grantor.
(3)The direct costs listed in thts 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 provided
under this grant,and all remedies allowed under the Illinois Grant Recovery Act(3R 11-CS 70811 et seq.)
Institution/Organization Institution/Organization
Signature Signature
Name of Official Name of Official
fide 'Title
Chief Financial Officer(or equivalent) Executive Director(or equivalent)
Date of Signature Date of Signature
Section C7-Indirect Costs
The Elgin Police Department Social Services Grant#: 216442 Amendment#1
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.
Budge!Category Federal/State Amount Match Amount Total Amount
1. Personnel S 179,669.00 S 73,547.00 S 253,216.00
2. Fringe Benefits 5 101,336 S 101,336.00
3. Travel S 179.00 S 179.00
4.Equipment S - S -
5.Supplies
6. Contractual Services S 14,041.00 S 159.00 S 14,300.00
16. indirect Costs S - S - S -
TOTAL PROJECT COSTS S 295,225.00 S 73,806.00 S 369,031.00
Section C-Budget Summary
. i
ICJIA Agency Approval . STATE OF ILLINOIS AGENCY:
UNIFORM GRANT iWUDGE'I"TEMPLATE(updated by ICJIA) !Illinois Criminal Justice Information Authority
r
$ iNOFO In:1474-361 Grant M:216142 Amendment MI
1'he Eight Police Department Social Seniors 01-0224772 _
;GSA Number:516-00-1474 'CSFA Short Description: VOCA EFY 16 IState Fiscal 1earls):Il1-14 t:ehruary 26.2015 through June
[30,2019
FOR ICJIA USE ONLY
Final Budget Amount Approval
Final Total Budget Amount ICJIA Program Stall'Name ICJIA Program Stall'Signature Dale
Final Total Award Amount(ifdifferatl) ICJIA Fiscal&Administrative Staff Name ICJIA Fiscal&Administrative Signature Date
Budget Revision Amount Approval
Final Revised Budget Amount ICJIA Program Staff Name ICJIA Program Stair Signature Date
Final Total Award Amount(if different) ICJIA Fiscal&AdministrltiveStaff Name ICJIA Fiscal&Administrative Signature Date
Budget Revision Amount Approval
Final Revisal Budget Amount ICJIA Program Staff Name ICJIA Program Staff Signature Date
Final Total Award Amount Of different) ICJIA Fiscal&As!(ninislrattve Staff Name ICJIA Fiscal&Administrative Signature Date
52(51 31111 Revision of Midget and proitnm mans
Id The 1'edrrat Slate awarding agency may.at its option.restrict the transfer of funds among direct cost categunes or/migrants.functions and activities for Federal/State awards in which die Federal/State share of die project exceeds the Simplified Acquisttnni
)lmshoil rad die cumulative amount of such transfers exceeds or is expected to exceed HI percent or S i.1HH1 per detail line Hem,whichever is greater of the total budget as last approval by the Federal'Siate awarding agency The FederahlSiale awarding agency
caPito1 permit a transfer that would cause any Federal'State appropriation to he used for purposes other than those consistent with the appropriation.
Ardency Approval
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.
FEDERAUSTATE GRANT FUNDS
Provide a total requested ICJiA Grant amount for 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 FEDERAUSTATE 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 mid explanations of budgetary litre items
Section A-Indirect Cost Information:(This information should be completed by the applicant:s Business Office).If the 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 Information page under Section-A Indirect Cost Information(1-4).
Option t t):The applicant has a Negotiated Indirect Cont 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 tier 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 n for•nuuion is required for completion of this section.See bottom of"Section-A Indirect Cost n ja7natiar"
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 minimis rate of 10%modified total direct cost(MTDC)which may be used indefinitely on State of Illinois Awards.
C) Use a Restricted Rate designated by programmatic statutory policy.(See Notice of Funding Opportunity for Restricted Rate Programs)
Option(2a:The applicant currently has a Negotiated Indirect Cost Rate Agreement with the State of Illinois that will he accepted by all State of Illinois Agencies up to any statutory,rule-based or
programmatic restrictions or limitations. The applicant is required to submit a new Indirect Cost Rate Proposal to the Indirect Cost Unit within six(G)months after the close of each fiscal year(2 CFR
200 Appendix IV(C)(2)(e).Nate: If this option is selected hr the applicant,basic information is required forcannpletion oftlris section.See bottom of"Section•.4 Indirect Cost Information"
OR
Option(2h1;The applicant currently does p,njhave a Negotiated Indirect Cost Rate Agreement with the State of Illinois. The applicant must submit its initial Indirect Cost Rate Proposal(ICRP)
immediately alter the applicant is advised that the State award will he made and,in no event,later than three(3)months after the effective date of the State award(2 CFR 200 Appendix IV(C)(2)(b).
The initial ICRP will be sent to the State of Illinois' Indirect Cost Unit.Note: The applicant should check with the State of Illinois awarding Agency for information regarding reimbursement of
indirect costs trhi/e its proposal is being negotiated
Budget Instructions(General)
Option(3);The applicant elecis to charge the de minttnis rate of 10%modified total direct cost(MTDC)which may be used indefinitely on State of Illinois awards(2 CFR 200.414(c)(4)(f)&(200.68).
Note: The applicant toast he eligible.see 2 CFR 200.414(I),and submit documentation on the calcul tion of d1TOC within your Budget Narrative under Indirect Costs. Note the apphcati may only
use the/0 percent de aninianis rate if the applicant does not hove ass Approved Indirect Cost Rate Agreement. The applicant may not use the de minimis raie if is a Local government. or tfyour
grant is hauler!ander a training rate or restricted rate program.
Ontion If you are applying for a grant under a Restricted Rate Program,indicate whether you arc using a restricted indirect cost rate that is included on your approved Indirect Cost Rate Agreement,
or whether you are using a restricted indirect cost rate that complies with statutory or programmatic policies.Note: See Notice of Slate Awardftrr Restricted Rate Programs
• Section B - Budget Summary
MATCH FUNDS
MATCH FUNDS; lithe applicant is required to provide or volunteers to provide cost-sharing or matching funds or other non-iCJIA resources to the project,the applicant must provide a revenue breakdown
of all Match funds in lines(b)-(d).the total of"Match Funds"should equal the amount budgeted on Line 18 of Section B. If a match percentage is required,the amount should be entered in this section.
BUDGET SUMMARY -MATCH FUNDS
lithe applicant is required to provide or volunteers to provide cost-sharing or matching funds or other match resources to the project,these costs should he shown for each applicable budget category of
Section B.
For each applicable budget category for which matching funds are provided,show the total contribution.Only use those categories that are visible.
Please see detail worksheet and narrative section for further descriptions and explanations of budgetary line items
Section C - Budget Worksheet & Narrative
IAttach separatesheet(s)l
Pay attention to applicable ICJIA-speciie instructions.
All applicants are required to submit a budget narrative along with Section A and Section B.The budget narrative is sometimes referred to as the budget justification.The narrative serves two purposes:it
explains how the costs were estimated and it Justifies the need for the cost.The narrative may include tables for clarification purposes.The State of Illinois recommends using the State of Illinois Uniform
Budget Template worksheet and narrative guide provided.
1. Provide an itemized budget breakdown,and Justification by project year,for each budget category listed in Sections A and B.
2. For match funds or resources listed in Section B that are used to meet a cost-sharing or matching requirement or provided as a voluntary const-sharing or matching commitment,you must include:
a.The specific costs or contributions by budget category;
b.The source oldie costs or contributions;and
c. In the case of third-party in-kind contributions,a description of how the valnotOthigityantitmlydelyttjatior contributed goods or services.
(Please review cost sharing and matching regulations found in 2 CFR 20(1.306.)
3. I(applicable to this program,provide the rate and base on which fringe benefits are calculated.
4. If the applicant is requesting reimbursement fix indirect costs on line 17,this inlimnation should he completed by the applicant's Business Office. Specify the estimated amount of the base to which
the indirect cost rate is applied and the total indirect expense. Depending on the grant program to which the applicant is applying and/or the applicant's approved Indirect Cost Rate Agreement,some direct
cost budget categories in the applicant's grant application budget may not he included in the base and multiplied by your indirect cost rate. Please indicate which costs are included and which costs arc
excluded from the base to which the indirect cost rate is applied.
5. Provide other explanations or comments you deem necessary.
Keep in mind the following---
Although the degree of specificity of any budget will vary depending on the nature of the project and State of Illinois agency requirements,a complete,well-thought-out budget serves to reinforce your
credibility and increase the likelihood of your proposal being funded.
•A well-prepared budget should be reasonable and demonstrate that the funds being asked lir will he used wiuely.
-The budget should he as concrete and specific as possible in its estimates. Make every eflist to be realistic,to estimate costs accurately.
-The budget format should he as clear as possible. It should begin with a budget narrative,which you should write after the entire budget has been prepared.
•Each section of the budget should be in outline limn,listing line items under major headings and subheadings.
•Each of the major components should he subtotaled with a grand total at the end.
Your budget should justity all expenses and be consistent with the program narrative:
•11 new staff is being hired,additional space and equipment are considered,as necessary.
lithe budget lists an equipment purchase,it is the type allowed by the agency,
'It'additional space is rented,the increase in insurance is supported.
-Iran indirect cost rate applies to the proposal,the division between direct and indirect costs is not in conliict,and the aggregate budget totals refer directly to the approved formula. Indirect costs arc costs
that are not readily assignable to a particular project,but arc necessary to the operation of the organization and the performance of the project(like the cost or operating and maintaining facilities,
depreciation,and administrative salaries).
op. o!i Revision of budget and robpram glans
(e)The Federal/State awarding agency may,at its option,restrict the transfer of funds among direct cost categories or programs, functions and activities for Federal/State awards in which the Federal/State
share of the project exceeds the Simplified Acquisition Threshold and the cumulative amount of such transfers exceeds or is expected to exceed I0 percent or$1,000 per detail line item,whichever is greater
of the total budget as last approved by the Federal/State awarding agency.The Federal/State awarding agency cannot permit a transfer that would cause any Federal/State appropriation to be used for purposes
other than those consistent with the appropriation.
Budget Instructions(General)
State of Illinois -- Uniform Budget Template(updated by ICJIA) -- ICJIA Specific Instructions
Section A — Budget Summary
I.Section A: Federal/State funds are those that come from ICJIA as part ora NOFO or continuation.The Implementing Agency is the entity that will be responsible for managing the agreement. Please
complete all cells in blue.If indirect costs are being included in the budget,don't forget to include the Rate and Base in the left column.The following information can be found on the GATA website or on
the Uniform Nonce of Funding Opponunity(NOFO):NOFO ID;CFSA Number;CFSA Short Description;State Fiscal Year(s)and Project Period.If this is a continuation grant,please enter the grant
number.
II.Section A-Indirect Costs:One of the following must be checked: Item l;2a or 2h;3,4,or 5.If Option I or 2a is selected,then the box at the bottom or the page must he tilled out.
III.Section B:All required match must be included.If you are including additional match(overmatch),do not separate required match from overmatch.Those amounts should be combined together. If
match is being included in your budget,please complete all cells in blue.If indirect costs will be paid by matching funds,include the Rate and Base in the left column.
iV.Applicant Certification:The Implementing Agency(and Program Agency,if different from the Implementing Agency),must complete this form at the time the grant agreement is signed.
V.FFATA Form:This should only be filled out tithe source of ICJIA funds is federal(ie JAG,VOCA,VAWA.etc.)AND if the implementing agency receives 525,000 or more in federal funds.To confirm
whether federal funds are part or this award,please refer to the CFDA number on the Uniform Notice for Funding Opportunity(NOFO).If there is a CFDA number,then this award includes federal funds.
VI.Section Cl-Personnel:
A)If a cost of living increase is anticipated,please reflect the adjusted salary in one line item. In the justification,please state that the salary reflects a cost of living increase and provide the amount/length of
time of the initial salary and amount/length of time of the final salary.
B)If you are budgeting for overtime,please put the overtone amount on the bottom row. In the justification,please state how the overtime amount has been calculated.
C)Quantity of time will depend on the basis selectezd.
VII.Section C2-Fringe:
A if additional staff were added to the Personnel tab,please make sure they are also added here.Check the totals to make sure that all additional personnel are included.Fringe should include both the ICJIA
and match amounts.
B)If a personnel's salary is prorated,then the flat rate fringe must also he prorated.
C)Please enter the percentages for retireinent,insurance(include health,dental and life)and workman's comp. If there are other fringe benefits,please enter what the benefit is and the percentage.
D)Column M has been provided for any flat rate fringe benefits.Please enter the dollar amount in Column M.The narrative should provide sufficient detail that ICJIA understands how the flat rate fringe
benefits were calculated.
VIII.Section C3-Travel:
A)This page is to be used for all travel costs-both daily and out otlown.Please put similarly purposed trips together.For example-daily mileage reimbursement costs can all be on one line item and daily
parking costs on the next line item.Out of town trips should also be listed together.For example,if you will attend two conferences,please put costs associated with the first conference together,and then put
costs associated with the second conference together.
B)Travel expenses can not exceed the State of Illinois rates(or your agency's rate,whichever is lower). Mileage,per diem,and lodging rates can be found here:
https:/lwww.illinois.gov/ems/Employees/travel/PagesrfravelReimhursehnent.aspx(copy and paste this address into a web browser).
Budget Instructions(ICJIA)
IX.Section C4-Equipment:
A)All equipment must be purchased no later than 90 days after the start of the grant,unless otherwise approved by your ICJIA grant monitor.
B)Equipment must be pro-rated if the piece of equipment will be used for any purpose other than the grant program.
X.Section C5-Supplies: Please list all supplies/commdities in this section.
XI.Section C6-Contractual Services: Pro-rated Share-Certain contractual costs must be pro-rated to determine how much can be applied to the grant program.For example,telephone costs would he
proportional to the number of FTEs on the grant funded program divided by the total number of FIE employees in the office. Utility or rent costs would he proportional to the space occupied by the grant
funded program divided by the total space.
XII.Section 06-Indirect Costs:
A)If a federally-approved or state-approved indirect cost rate is being included,please provide the letter showing the approved indirect cost rate.
B)if any indirect cost rate is being included(de minimus,federally approved or state approved),the certification must be signed at the time the grant agreement is signed.
XIII.Summary: Please make sure the amounts on this page are the stomas the amounts on each of the Budget Worksheet and Narrative tabs.
XIX.Agency Approval:Do not complete this limn-this will he filled out by ICJIA.
Budget Instructions(ICJIA)