2007-17RESOLUTION NO. 2007- 17
0
A RESOLUTION APPROVING THE STATE OF ILLINOIS DEPARTMENT OF
NATURAL RESOURCES RECREATIONAL TRAILS PROGRAM
GRANT PROJECT AGREEMENT RELATED TO
THE WHITE PINE TRAIL PROJECT (PROJECT NUMBER RTP 07 -47)
WHEREAS, the completion of the White Pine Trail Project is desired;
and,
WHEREAS, grant funding assistance is required in order to proceed with
the project;
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND
BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, LAKE AND
COOK COUNTIES, ILLINOIS, as follows:
Section 1. The State of Illinois Department of Natural Resources
Recreational Trails Program Grant Project Agreement related to the White Pine Trail
Project is hereby approved.
Section 2. The Village President is authorized and directed to execute
the Agreement. A copy of said agreement is attached hereto and made a part hereof.
AYES: 6 - Braiman, Glover, Berman, Kahn, Trilling, Rubin
NAPES: .0 - None
ABSENT
0 - None
PASSED: .Tune 4 .2007
APPROVED: June 4
ATTEST:
Village Clerk
GAPWDIRGRP\LHC \W=INE\Res 07IDNR.doc
2007
APPROVED_:
Village President
July 13, 2007
Mr. Gregory Boysen
Director
Fifty -one Raupp Boulevard
Buffalo Grove, IL 60090
VILLAGE OF BUFFALO GROVE
JUL 19 2007
PW ALMIN
Re: Project RTP 07-47
Village of Buffalo Grove
White Pine Trail
Dear Director Boysen:
Enclosed is the validated Project Agreement authorizing grant reimbursement on the above referenced
Recreational Trails Program (RTP) grant project. Please retain this document in your project file.
As you proceed with your project, please refer to the enclosed Implementation and Billing Requirements
instruction packet provided for guidance. Failure to comply with specified guidelines could j eopardize grant
reimbursement. Please note the following:
Any changes to the project scope must be approved by the Department.
2. Progress reports are required each July 1st and December 1st throughout the duration of
project construction. A Status Report form that may be used in meeting this requirement
is contained in the Implementation and Billing packet.
Additionally, all governmental agencies n� must comply with all applicable local ordinances concerning bidding
requirements for construction contracts and equipment/material purchases.
All non - governmental agencies must solicit a minimum of three (3) price quotes per project element.
Please notify the Department immediately upon project completion to arrange for a final, on -site inspection
of the project. Please be advised that prior to final reimbursement, a permanent sign acknowledging RTP
grant assistance must be posted at the project site.
Good luck with your project. If you have any questions regarding RTP grant program procedures, please do
not hesitate to contact me at 217/782 -7481.
Sincerely,
milie Chezem
Grant Administrator
Division of Grant Administration
Enclosure
STATE OF ILLINOIS
Department of Natural Resources
RECREATIONAL TRAILS PROGRAM GRANT
PROJECT AGREEMENT
Project Sponsor: Village of Buffalo Grove Project Number: RTP 07 -47
Address: Fifty -one Raupp Boulevard FEIN Number: 36- 2525051
Buffalo Grove, IL 60090
Project Title: White Pine Trail
Project Period: Start Date: May 15, 2007 Expiration Date: December 31, 2009
Project Scope (Description of Project/Costs):
Construction of an 8' wide bituminous bike path from Bernard Drive to Chatham .dons
Parh.
Approved project development shall be in general accordance with the approved ,project
application.on. f le with the Department and preliminary construction cost estimates and
PROJECT COSTS (Estimated)
Acquisition Costs
Development Costs
Archaeological Survey
TOTAL COSTS
% Fund Assistance
$ 190,500
$ 190,500
up to 80 %
FUND ASSISTANCE AMOUNT $ 152,320.00
( ) DNR copy
( ) Sponsor copy
1
The following documents are hereby
incorporated into, and made part of,
this Agreement
1. General Provisions (attached)
2. Project Application
3. Standard Certifications
4.
Illinois Department of Natural *urces (DNR) and the Project Sponsor, agreeorform this project in accordance with
the federally funded Recreational Trails Program (RTP) as created pursuant to the National Recreational Trails Fund Act and
funded through the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA- LU) and
jointly administered by the IDNR and IDOT; with the rules promulgated pursuant to these Acts, including applicable U.S.
Department of Transportation regulations, 49 CFR Part 18, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments; and with the terms, promises, and conditions contained in this Agreement
including attachments; and the plans, and assurances contained in the approved project application which, by reference, are
specifically made a part of this Agreement. No assignment of grant provisions or duties is allowed.
The DNR shall; in consideration of the promises and assurances made by the Project Sponsor, obligate to the Project Sponsor
the Fund Assistance Amount specified herein, and to tender to the Project Sponsor that portion of those Funds required to pay
the State's share of eligible project costs as shall be determined based upon criteria set forth in the National Recreational Trails
Fund Act. A project shall be deemed completed for grant payment when the project sponsor submits a project billing form
seeking final grant reimbursement which is approved for paymentby DNR. Any grant funds remaining after final reimbursement
to the project sponsor may be reprogrammed at the discretion of DNR.
Obligations of the State will cease immediately without penalty of further payment being required if in any fiscal year the Illinois
General Assembly or federal funding source fails to appropriate or otherwise make available sufficient funds for this Agreement.
The Project Sponsor promises to complete the project as described in this Agreement, and operate and maintain the project site
in accordance with the terms of this Agreement, and to pay any and all costs associated with the project in excess of the specified
State obligation for Grant Funding Assistance.
This Agreement, including the project application by reference and the General Provisions, Certifications Statement and project
development plan(s) attached hereto, constitutes the entirety of the grant agreement between the Project Sponsor and Illinois
DNR and supercedes all other agreements whether written or oral. This Agreement shall be governed in all respects by the laws
of the State of Illinois.
IN WITNESS THEREOF, the parties hereto have executed this Agreement as of the date entered below.
PROTECT SPONSOR STATE OF ILLINOIS
Village of Buffalo Grove
(Agency)
(Signature)
Elliott Hartstein
(Name)
Village President
(Title)
June 4, 2007
(Date)
EL Department of Natural Resources
( gency)
(Ac ' g Director - Signature)
(Acting Director - Name)
°
Date: `
Required additional signatures for contracts and contract
ew totali 0,000 or more per Public Act 90 -452.
(DNR C-Ilief Legal Counsel- Signature)
�0 t(, -&vt,,-
(DNR Chief Fiscal
Approved for use by DNR Legal Counsel, 7/00
GENERAL PROVISIONS OF THE PROJECT AGREEMENT
RECREATIONAL TRAILS PROGRAM
A. Definitions
1. The term "DNR" as used herein means the State of Illinois, Department of Natural Resources.
2. The term "project" as used herein means the approved project scope which is the subject of this Agreement.
3. The term "project site" as used herein means the land area encumbered by this Agreement and delineated (defined) on
the project boundary map attached hereto.
4. The term "Project Sponsor" (grantee) as used herein means the federal, state, or local political subdivision; or not - for - profit
organization which is a party to this Agreement and to which RTP funds are being provided pursuant to this Agreement.
5. The term "Recreational Trails Program" (RTP) as used herein means the federal " "Recreational Trails Program" created
through the National Recreational Trails Fund Act.
B. Proiect Execution. Permits and Environmental /Cultural Resource Compliance
1. The Project Sponsor agrees to execute and complete the approved project in accordance with the time schedule and plans
set forth in the project proposal. Failure to render satisfactory progress or complete the approved project to the
satisfaction of the DNR per terms of this Agreement may be cause for suspension and /or termination of all obligations of
the DNR under this Agreement.
2. Final development plans and specifications shall be available for review by the DNR upon request. The Project Sponsor
shall be responsible for developing the project site in general accordance with the application submitted and approved
by the DNR.
3. In connection with project construction, and the subsequent operation and maintenance of the RTP grant assisted facilities,
the Project Sponsor agrees that it shall be responsible for and obtain all necessary permits, licenses or forms of consent,
as may be required to complete the project. Failure to obtain any required permit may jeopardize RTP grant
reimbursement.
4. Work on the approved project shall not commence and no payment shall be made under this grant agreement until the
Project Sponsor, as set forth under the DNR's Comprehensive Environmental Review Process (CERP), has initiated and
completed all necessary project review and consultation with the DNR as required by Section 11 of the Endangered Species
Protection Act, 520 ILCS 10/11; Section 17 of the Illinois Natural Areas Preservation Act, 525 ILCS 30/17; the mitigation
or compensation determinations required by the Interagency Wetland Policy Act, 20 ILCS 830/1 et seq.; and the
environmental and economic impact determination required by Section 9 of the state Historic Preservation Act, 20 ILCS
3410/9. .
Proiect Indemnification.
The Project Sponsor covenants and agrees that it shall indemnify, protect, defend and hold harmless the DNR from any
and all liability, costs, damages, expenses, or claims thereof arising under, through or by virtue of the construction,
operation and maintenance of the herein specified project facility. Neither the Project Sponsor nor its employees, agents
or subcontractors shall be deemed to be an agent of the State of Illinois or the DNR.
The Project Sponsor shall be responsible for adequately patrolling the RTP grant site to ensure proper usage of the facility
and user compliance with all State and local regulations. Failure of the Project Sponsor to take corrective measures which
bring the site into compliance or to help remedy complaints lodged by local citizens concerning misuse of the RTP grant
site shall be grounds for a finding of program non - compliance and is subject to corrective measures by DNR as deemed
appropriate.
During all times of operation of an RTP grant site, the Project Sponsor (excluding local political subdivisions) must possess
insurance protection providing a minimum of $1,000,000 per occurrence liability coverage.
D. Proiect Inspections.
It is agreed and understood by the Project Sponsor that a DNR representative shall have access to the project site to make periodic
inspections. It is further agreed and understood by the Project Sponsor that a final inspection and acceptance of a completed
development project must be made by a representative of the DNR prior to project acceptance and grant reimbursement to the Project
Sponsor, and that the DNR shall have future access to the project site and all facilities thereon to ensure continuing program
compliance.
E. Project Signage / PublicitV.
The Project Sponsor agrees to post a "Recreational Trails Program" grant acknowledgment sign at the grant- assisted site specified
herein. At a minimum, the sign must include the following wording:
THIS TRAIL/FACILITY RECEIVED FUNDING ASSISTANCE
THROUGH THE FEDERALLY FUNDED RECREATIONAL TRAILS PROGRAM
ADMINISTERED BY THE ILLINOIS DEPARTMENT OF NATURAL RESOURCES
Prevailing Wage
All non - governmental Project Sponsors that construct fixed works that are financed in whole or in part with funds provided by this
Grant Agreement shall be subject to the Prevailing Wage Act (820 ILCS 130/0.01 et seg) unless provisions of that Act exempt its
application. In the construction of the project, the Project Sponsor 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 project shall be paid to all laborers, workers, and mechanics performing work under the contract
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.
Subcontractor Requirements
The Project Sponsor shall insert as an integral part of any publicly bid contract for the approved project work, the following provisions:
1. The Contractor shall abide by and comply with all applicable local, State and federal laws and regulations relating to
contracts involving public funds and the development / construction of public works, buildings or facilities. The scale of
wages to be paid shall be obtained from the IL Dept. of Labor and posted by the Contractor in a prominent and accessible
place at the project work site.
2. The Contractor shall personally and individually agree and covenant, and shall furnish and provide evidence of general
liability insurance in the amount of $1,000,000.00, and shall indemnify, protect, defend at its own cost, and hold harmless
the DNR from and against all losses, damages, injuries, or claims thereof to or by persons or property, arising out of,
through, or by virtue of the construction and development of the specified project facilities.
3. The Contractor certifies that to the best of its knowledge, no officer or employee has been convicted of bribery or attempting
to bribe an officer or employee of the State of Illinois, nor has any officer or employee made an admission of guilt of such
conduct which is a matter of record.
4. The Contractor certifies it has not been barred from being awarded a contract with a unit of State or local government as
a result of a violation of Section 33E -3 or 33E -4 of the Criminal Code of 1961 (bid rigging or bid rotating).
5. The Contractor certifies, pursuant to the Illinois Human Rights Act (775 ILCS 5/2 -105), that it has a written sexual
harassment policy that includes, at a minimum, the following information: (i) the illegality of sexual harassment; (ii) the
definition of sexual harassment under State law; (iii) a description of sexual harassment utilizing examples; (iv) the
Contractor's internal complaint process including penalties; (v) the legal recourse, investigation and complaint process
available through the IL Dept. of Human Rights and the Human Rights Commission and directions on how to contact both;
and (vi) protection against retaliation as provided by Section 6 -101 of the Illinois Human Rights Act. A copy of the policy
shall be provided to the Dept. of Human Rights upon request.
6. The Contractor shall abide by the "Employment of Illinois Workers on Public Works Act" (30 ILCS 570, sec 1 - 7) which
stipulates that whenever there is a period of excessive unemployment in Illinois, defined as any month immediately following
two (2) consecutive months during which the level of unemployment in Illinois exceeds five percent (5 %) as measured by
the U.S. Bureau of Labor Statistics in its monthly publication of employment and unemployment figures, the Contractor shall
employ only Illinois laborers unless otherwise exempted as so stated in the Act. ( "Illinois laborer" means any person who
has resided in Illinois for at least 30 days and intends to become or remain an Illinois resident.) Other laborers may be
used IF Illinois laborers are not available or are incapable of performing the particular type of work involved if so certified
by the Contractor and approved by the project engineer and Illinois Department of Natural Resources.
The Contractor certifies that neither it nor any substantially owned affiliated company is participating or shall participate in
an international boycott in violation of the provisions of the U. S. Export Administration Act of 1979 or the regulations of the
U. S. Department of Commerce promulgated under that Act.
Project Costs, Financial Records'and Audit Requirements
Project costs eligible for assistance shall be determined upon the basis of criteria set forth for the RTP grant as so
specified in The National Recreational Trails Fund Act.
The Project Sponsor shall maintain, for a minimum of 3 years following project completion, satisfactory financial accounts,
documents, and records associated with the project and the disbursement of grant funds pursuant to this Agreement, and
shall make them available to the DNR and /or the Illinois Auditor General, for auditing at reasonable times. Failure by the
Project Sponsor to maintain such accounts, documents, and records as required herein shall establish a presumption in
favor of the State of Illinois for recovery of any funds paid by the State per this Agreement for which adequate records are
not available to support their purported disbursement.
If the Project Sponsor (grantee) is a governmental entity AND receives $300,000 or more in grant funds or charges the
grant $25,000 or more for Force Account labor or non -bid labor /material purchase costs, the grantee shall provide the
Department with one of the following types of audits:
An agency -wide financial and compliance audit for each year that grant expenditures are made. This audit
should be conducted as part of the grantee's annual audit as is generally required by 1) State law (i.e., 55 ILCS
5/6 -3001 et seq. and 65 ILCS 5/8 -8 -1 et seq.), 2) OMB Circular A -133, or 3) the grantee's own governing body.
A grant specific audit covering all funds expended under the terms of the grant.
The audit(s) must be conducted by an independent certified public accountant, licensed by the State of Illinois and must
be performed in accordance with generally accepted auditing standards adopted by the American Institute of Certified
Public Accountants (AICPA). The local Project Sponsor (grantee) shall provide the DNR with all required audits within 30
days of the audits' completion and shall be responsible for procuring the required audit(s) in accordance with its normal
procurement rules, providing these rules promote an open competitive procurement. (It is important to inform the
auditors that the RTP grant may involve both state and federal funding.)
If the approved RTP project includes the use of Force Account labor, the grantee shall ensure that any audit required will
include an internal control evaluation and opinion on the grantee's time and attendance allocation system. In addition, if
the grantee uses materials purchased by means of a Central Procurement System and allocates a portion of those
materials to the project (Force Account material claim), the audit must include testing and reporting on the allocation system
used for tracking material use.
If the grantee receives less than $300,000 in grant funds or charges the grant less than $25,000 for Force Account labor
and /or non -bid labor /material purchase costs, the grantee will provide the Department with copies of any audits that report
findings involving the RTP grant project.
The Project Sponsor (grantee) shall be responsible for timely action in resolving any financial /audit findings or questioned
project costs. In the event that questioned costs are ultimately deemed disallowed by the DNR or its representative, the
grantee shall be responsible for repayment of any grant funds allocated toward such costs.
Use of Project Site (Operation & Maintenance)
Property acquired or developed with RTP grant assistance shall (1) be operated and maintained in a safe and attractive
manner for the benefit of recreational trails use without regard to sex, race, color, religious belief, or national origin, nor
on the basis of residence, except to the extent that reasonable differences in admission or user fees may be imposed,
and (2) not be converted to a use that prohibits RTP recreational trails use as specified herein without written approval
from the DNR. Specific actions regarded as conversions, although not inclusive, are as follows:
The sale or exchange of ANY portion of the project site or granting of an easement, right -of -way, or other such
encumbrance on title which divests control of the project site from the Project Sponsor to another individual,
group, agency, or entity.
Any significant deviation from the approved project site plan OR change, alteration or disposition of the project
site to other than recreational trails use unless specifically authorized in this Agreement or by the DNR.
For projects receiving acquisition grant assistance, a covenant must be placed on the acquired property deed at the time
of recording that stipulates the property will be available for public RTP use or the site will revert to the DNR.
For projects receiving development grant assistance ONLY, terms of this Agreement shall no longer apply after the
following specified time period relevant to the total amount of RTP grant funds expended on the approved project:
TIME PERIOD AFTER
TOTAL GRANT PAYMENT FINAL PROJECT BILLING
$ 0 -$50,000 5 Years
for every $10,000 increment over $50,000 add 1 year
The Project Sponsor may operate and /or construct appropriate facilities for disbursing food to the public and /or any other
services as may be deemed necessary and appropriate, or may enter into a contract or agreement with responsible
concessionaires to disburse food or provide any other service as may be desired by the public and the Project Sponsor
to enhance recreational trails use of the project site.
The lessee concessionaire, or licensee providing such service at the project site shall not discriminate against any
person or persons on the basis of race, color, creed, national origin, disability or place of residence in the conduct of its
operation under the lease, license or concession agreement.
It is hereby agreed and understood by the Project Sponsor that any deviation or conversion of the project site from
recreational trails use without DNR approval shall be considered a breach of this Agreement resulting in either (1) the
repossession and disposition of all land and equipment/materials purchased through the RTP grant or (2) the repayment
of funds to the DNR equal to the original grant amount disbursed to the Project Sponsor or the property's certified fair
market value at the time of non - compliance, whichever is deemed most appropriate by the DNR.
Compliance Requirements and Certifications /Assurances
The Project Sponsor agrees to complete the project in accordance with all applicable federal, State and local laws,
ordinances and regulations.
It is hereby agreed and understood by the Project Sponsor that the rules and regulations heretofore and hereinafter
promulgated by the DNR relevant to the RTP grant as set forth in the National Recreational Trails Fund Act shall be
considered a material part of this Project Agreement.
K. Project Termination
1. The State may unilaterally rescind this Project Agreement or the Project Sponsor may rescind the Agreement at any time
prior to the commencement of the herein referenced project by way of written notification to the other parry. A project
shall be deemed commenced when the Project Sponsor makes any expenditure or incurs any obligation, exclusive of
architectural /engineering fees, with respect to the project.
2. This Agreement may be terminated by either party upon written notice. In the event of termination by the DNR for failure
to comply with material terms of this agreement, the Project Sponsor shall halt all work under this Agreement and cancel
all outstanding obligations if so directed by the DNR. Project Sponsor shall pay for its share of eligible project costs
incurred up to the date of termination.
3. Failure by the Project Sponsor to comply with any of the above cited Project Agreement terms shall be cause for the
suspension of all grant assistance obligations thereunder, unless, in the judgement of the DNR, such failure was not due
to the fault of the Project Sponsor.
4. The parties agree that in the event of a breach of this Agreement by the Project Sponsor and notification from the DNR,
the Project Sponsor shall have thirty (30) days to cure or correct the breach. If the breach is not cured or corrected, the
DNR shall thereafter have full right and authority to take such action as it deems necessary to enforce the provisions
of this Agreement, to prevent the continued breach or violation thereof by the Project Sponsor, or to seek other remedy
that may be available by law.
5. It is further agreed by the Project Sponsor, that in the event it is adjudicated by any court that its activities are deemed
a breach or violation of this Agreement, as part of the relief awarded to the DNR, the Project Sponsor will reimburse the
DNR for legal fees and all costs incurred by the DNR in the pursuit of its right under this provision. For purposes of this
paragraph, "legal fees" shall be deemed to be the entire sum presented for payment by any attorney or law firm to the
DNR relating to the claim of the DNR alleging the Project Sponsor's breach or violation. For purposes of this paragraph,
"costs" shall be deemed to be all these expenses, including court costs, reasonably incurred by the DNR.
91
RTP Project Agreement -Dev.
06/07/06
I L L I N o 1 S CERTIFICATIONS
Contracts, Grants and Other Agreements
Under penalties of perjury, I certify that the name, taxpayer identification number, legal status and
certifications below are correct.
DEPARTMENT OP Name: Village of Buffalo Grove
NATURAL
RESOURCES
Taxpayer Identification Number:* E9998- 1165 -05
Social Security Account Number
or 36- 2525051
Federal Employer Identification Number
(')If you are an individual, enter your name and SSAN as it appears on your Social Security Card. If you are completing this certification for a sole
proprietorship, enter the owner's name followed by the name of the business and the owner's SSAN. For all other entities, enter the name of the
entity as used to apply for the entity's FEIN and the FEIN.
Legal Status (Check one):
❑ Individual
❑ Owner of Sole Proprietorship
• Partnership
• Tax - exempt hospital or extended care facility
❑ Corporation providing or billing
medical and /or health care services
❑ Corporation NOT providing or
billing medical and /or health care service
8 Governmental Entity
• Nonresident alien individual
• Estate or legal trust
• Foreign corporation, partnership,
estate, or trust
• Other:
Hereinafter the term "Contractor" shall be used to refer to the individual or entity entering into the Contract, Grant, or
Other Agreement with the Department of Natural Resources and certifying the truth of the information contained herein.
Certifications hereunder are applicable to the extent they are required of Contractor by law. Contractor certifies that:
It has not been convicted of bribing or attempting to bribe an officer or employee of the State of Illinois or any
other State, nor has made an admission on the record of having so bribed or attempted to bribe. (30 ILCS
500/50 -5)
It has not been convicted of a felony, or that it has been at least 5 years since the date of completion of any
sentence for a felony conviction. If Contractor is not an individual, Contractor certifies no person held
responsible by a prosecutorial office for the facts upon which the felony conviction was based continues to have
involvement with the Contractor. (30 ILCS 500/50 -10)
Ill. In accordance with 30 ILCS 500/50 -10.5 that no officer, director, partner, or other managerial agent of
Contractor, has been convicted of a felony under the Sarbanes -Oxley Act of 2002, or a Class 3 or 2 felony
under the Illinois Securities Law of 1953, for a period of 5 years prior to the date of the bid or contract.
Contractor acknowledges that the Department of Natural Resources shall declare the contract void if this
certification is false.
IV. It, or any affiliate, is not barred from being awarded a contract under 30 ILCS 500/ 50 -11 and 50 -12. Contractor
further acknowledges that the Department of Natural Resources may declare the contract void if the preceding
certification is false or if the contractor, or any affiliate, is determined to be delinquent in the payment of any debt
to the State during the term of the contract.
V. In accordance with 30 ILCS 500/50 -14 that the bidder or contractor is not barred from being awarded a contract
under this Section. The contractor acknowledges that the Department of Natural Resources may declare the
contract void if this certification is false.
VI. It is not in violation of Section 50 -14.5 of the Illinois Procurement Code that states: "Owners of residential
buildings who have committed a willful or knowing violation of the Lead Poisoning Prevention Act (410 ILCS 45)
Page 1 of 3
are prohibited from doing business with the State of Illinois or any State agency until the violation is mitigated ".
VII. It has not paid any money or valuable thing to induce any person to refrain from bidding on a State contract,
nor has Contractor accepted any money or other valuable thing, or acted upon the promise of same, for not
bidding on a State contract. (30 ILCS 500/50 -25).
VIII. It is not in violation of the "Revolving Door" section of the Illinois Procurement Code. (30 ILCS 500/50 -30)
IX. It will report to the Illinois Attorney General and the Chief Procurement Officer any suspected collusion or other
anti - competitive practice among any bidders, offerors, contractors, proposers or employees of the State. (30
ILCS 500/50 -40, 50 -45, 50 -50).
X. It and subcontractor shall maintain books and records relating to the performance of the Contractor subcontract
and necessary to support amounts charged to the State under the contract or subcontract. Books and records,
including information stored in databases or other computer systems, shall be maintained by the Contractor for
a period of 3 years from the later of the date of final payment under the Contract or completion of the Contract,
and by the subcontractor for a period of 3 years from the later of the date of final payment under the subcontract
or completion of the subcontract. The 3 -year period shall be extended for the duration of any audit in progress
during the term. Books and records required to be maintained under this Section shall be available for review
or audit by representatives of the Auditor General, the Agency, the Inspector General and other governmental
entities with monitoring authority, upon reasonable notice and during normal business hours. Contractor and
its subcontractors shall cooperate fully with any such audit. Failure to maintain the books and records required
by this Section shall establish a presumption in favor of the State for the recovery of any funds paid by the State
under the contract for which adequate books and records are not available to support the purported
disbursement. The Contractor shall not impose a charge for audit or examination of the Contractor's books and
records. If federal funds are used to pay contract costs, the Contractor must retain its records for five years.
If only state funds are involved, three years is sufficient. (30 ILCS 500/20 -65).
XI. It will, pursuant to the Drug Free Workplace Act, provide a drug free workplace, and that an individual shall not
engage in the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance in
the performance of the Contract. This certification applies to contracts of $5,000 or more for individuals or
entities, and to entities with twenty -five (25) or more employees regardless of amount. (30 ILCS 580/1 et seq.)
XII. Neither it nor any substantially owned affiliate is participating or shall participate in an international boycott in
violation of the U.S. Export Administration Act of 1979 or the applicable regulations of the U.S. Department of
Commerce. This certification applies to contracts that exceed $10,000. (30 ILCS 582/5)
XIII. In accordance with the State Prohibition of Goods from Forced Labor Act that no foreign -made equipment,
materials, or supplies furnished to the State under the contract have been produced in whole or in part by forced
labor, convict labor, or indentured labor under penal sanction. (30 ILCS 583/10).
XIV. In accordance with the State Prohibition of Goods from Child Labor Act that no foreign -made equipment,
materials, or supplies furnished to the State under the contract have been produced in whole or part bythe labor
of any child under the age of 12. (30 ILCS 584/10)
XV. He /she has informed the Director of the Department of Natural Resources in writing if he /she was formerly
employed by that agency and has received an early retirement incentive prior to 1993 under Section 14 -108.3
or 16 -133.3 of the Illinois Pension Code, 40 ILCS 5/14 -108.3 or 40 ILCS 5/16- 133.3, and acknowledges that
contracts made without the appropriate filing with the Auditor General are not payable from the "contractual
services" or other appropriation line items. Contractor certifies he /she has not received an early retirement
incentive in or after 2002 under Section 14 -108.3 or 16 -133.3 of the Illinois Pension Code, 40 ILCS 5/14 -108.3
and 40 ILCS 5/16 - 133.3, and acknowledges that contracts in violation of Section 15a of the State Finance Act
are not payable from the "contractual services" or other appropriation line items. (30 ILCS 105/15a).
XVI. It is not in default on an educational loan. (5 ILCS 385/3). [A partnership shall be considered barred if any
partner is in default on an educational loan.]
Page 2 of 3
XVII. It has not been convicted of the offense of bid rigging or bid rotating or any similar offense of any State or of
the United States. (720 ILCS 5/33E -3, 720 ILCS 5/33E -4)
XVIII. It does not pay dues to, or reimburse or subsidize payments by its employees for, any dues or fees to any
"discriminatory club ". (775 ILCS 25/2).
XIX. It complies with the Illinois Human Rights Act and rules applicable to public contracts, including equal
employment opportunity, refraining from unlawful discrimination, and having written sexual harassment policies.
(775 ILCS 5/2 -105)
XX. It, its employees and subcontractors comply with applicable provisions of the Illinois Human Rights Act (775
ILCS 5/1 -101 et seq.), the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, the Americans
with Disabilities Act of 1990 (42 U.S.C. §12101) and applicable rules in performance under this Contract.
XXI. It shall be required, if applicable, to observe and comply with provisions of the Prevailing Wage Act, which
applies to the wages of laborers, mechanics and other workers employed in any public works, and with the
prevailing wage requirements of the Illinois Procurement Code. (820 ILCS 130/4, 30 ILCS 500/25 -60).
XXII. If applicable, that any steel products used or supplied in accordance with a Contract for a public works project
shall be manufactured or produced in the Unites States, in compliance with the Steel Products Procurement
Act. (30 ILCS 565/1)
XXIII. This agreement is in compliance with the requirements of the Corporate Accountability for Tax Expenditures
Act, if applicable. (20 ILCS 715/1 et.seq.).
XXIV. It warrants and certifies that it and, to the best of its knowledge, its subcontractors have and will comply with
Executive Order No. 1 (2007). The Order generally prohibits vendors 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 proceeding the procurement lobbying activity.
The undersigned acknowledges and agrees that each of the certifications or amendments shall be incorporated into
and made a part of the invitation for bids, request for proposals, agreement, contract, amendment, renewal or other
similar document to which these certifications are attached.
CONTRACTOR:
BY: Elliott Hartstein
TITLE: Village President
DHR Public
Contract Number —: Not Applicable
Form approved by IDNR Legal Counsel March 2007
( ") Department of Human Rights Public Contract Number.
Each Contractor having 15 or more employees must have
a current Public Contract number or proof of having
submitted a completed application. Application forms may
be obtained by contacting the Department of Human Rights,
Public Contracts Section, 100 W. Randolph, 10`h Floor,
Chicago, Illinois 60601 or calling 312/814 -2432 (TDD
312/263- 1579). In the space provided, show your Public 14A
Contract Number or, if not available, the date a completed
application for the number was submitted. Contractors with 03/01/07
less than 15 employees may indicate "not applicable ".
Page .3 of 3
RECREATIONAL TRAILS GRANT PROGRAM RT/DOC-3: DEVELOPM ENT/EQUI PM ENT PURCHASE DATA
STATE OF ILLINOIS /DEPT, OF NATURAL RESOURCES (Development projects only)
Project Sponsor: _ Village of Buffalo Grove
Project Title: White Pine Trail
1. ESTIMATED PROJECT DEVELOPMENT COSTS and /or EQUIPMENT PURCHASE COSTS
Constr. Meth.
Development / Equipment Purchase Items Quantitv Cost Estimate (see below)
Bike Trail Length is 2,300 /n. ft.
Earth Excavation /Borrow Fill
1,200 cy @$25
30,000
C /FA
Retaining Wall (Modular Block Style)
500 sf @ $40
20,000
C /FA
Site Clearing / Erosion Protection
25,050
C /FA
Fencing Remove /Replace (4' Chainlink)
300 In ft @ $25
7,500
C /FA
6" Aggregate Base course (9' width)
2,150 sy @ $10
21,500
I C /FA
4" Bituminous Bike Path (8' width)
2,300 In ft @ $15
34,500
C /FA
Pavement Striping (4" :Thermoplastic)
I 2,150 ft @$1
2,150
C /FA
Landscaping (Topsoil /Seed /Blanket -20" Width)
25,000
C /FA
Potential Archeological Survey Work ( *)
I
1,800
A &Efees
23,000
TOTAL COST
$190,500
C - Bid Contract
FA -Force Acct Labor
DM - Donated Material
DL - Donated Labor
O - Other
Note: The value of donated materials and donated volunteer labor are not eligible for reimbursement.
2. If applicable, identify architectural /engineering firm to be used in completing project.
John Briggs, Physical Engineer
Bonestroo Devery & Associates
1860 Winchester Road, Suite 106
Libertyville, IL 60048
847 / 816 -1631 (Fax) 847 / 816 -3762
3. As applicable, attach copy of deed showing proof of ownership or copy of lease agreement.
(If deed is less than "Warranty" such as "Trustees" or "Quit Claim" Deed, Title Insurance is REQUIRED.)
( *) Projects may require the completion of an archaeological survey of the project site. Estimated costs for such a survey can be included in the
proposed project budget. [see item 23 in the Environmental Assessment Statement (EAS) forml.
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5 TRAIL
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NAPS
RECREATIONAL TRAILS (RTP)
GRANT PROGRAM
DEVELOPMENT PROJECT
IMPLEMENTATION AND BILLING REQUIREMENTS
IL Dept. Of Natural Resources
Division of Grant Administration
One Natural Resources Way
Springfield, IL 62702 -1271
Tele: 217/782 -7481
Fax: 217/782 -9599
9K
09 -20-00
i
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DEVELOPMENT PROJECT COMPLIANCE INSTRUCTIONS
AND
BILLING PACKET INFORMATION
In this packet, you will find necessary information and instructions to properly implement an approved
development project involving RTP grant assistance from the Illinois Department of Natural Resources (DNR)..
PLEASE READ THOROUGHLY! Failure to comply with these instructions can jeopardize grant
reimbursement.
GENERAL
1) To maintain eligibility for grant reimbursement, the local Grantee must satisfactorily complete ALL
approved project components as specified in the approved project application and the signed Project
Agreement. Any changes (additions or deletions) to the project scope must be approved by DNR prior to
implementation in order to maintain overall eligibility for grant reimbursement.
2) All governmental agencies may complete approved RTP projects by any of the following methods or
combinations thereof: 1) competitively bid contract(s) per local/state procurement guidelines, 2) directly
hired labor and material purchases IF qualifying as bid exempt or 3) using Grantee Force Account labor
(in -house staff).
3) All local governments must comply with applicable state statutes and applicable local ordinances
concerning bidding requirements for construction contracts and equipment/material purchases. DNR may
request documentation from the local agency to verify compliance with applicable state statutes.
4) All non - governmental agencies must solicit a minimum of three (3) price quotes per project element. To
avoid problems, contact DNR's Division of Grant Administration.
5) All RTP- assisted buildings /facilities must be designed and constructed to accommodate full accessibility
as per the Illinois Accessibility Code standards and the "Americans with Disabilities Act" Accessibility
Guidelines (ADAAG). If there are any questions or doubts regarding design standards proposed for your
project, it is strongly encouraged that "working drawings" be submitted to the DNR grants staff for review
prior to construction and/or solicitation of construction bids.
6) The approved RTP development project must be completed and ready for a final close - out/acceptance
inspection by DNR staff AND all project costs for which reimbursement is expected must be paid no later
than the expiration date specified on the signed Project Agreement, unless otherwise approved by DNR.
Failure to have approved project components completed and paid for by the specified project expiration
date could jeopardize approved grant reimbursement on the project.
7) The maximum allowable claim for "contracted" Architectural /Engineering (A/E) services used for proper
project design and construction supervision/administration of an approved RTP development project shall
be based upon the following percentages of actual RTP- assisted construction costs:
10.25% Initial analysis, design & bid work
5.0% On -site construction supervision and final project close -out work
NOTE: For governmental agencies, project A/E services may be accomplished "in- house" (force account)
IF qualified staff exists and approved by the DNR. (See Force Account guidelines for funding
limits.)
M
8) In connection with and prior to the construction, and thereafter the subsequent operation and maintenance
of the RTP- assisted facilities, the Grantee agrees that it shall be responsible for and obtain all necessary
permits, licenses or forms of consent, from, but not limited to, the following agencies. (Failure to do so
may jeopardize grant reimbursement.)
• U.S. Department of the Army, Corps of Engineers.
• IL Dept. of Transportation (Division of Highways).
• IL Environmental Protection Agency.
• IL Dept. of Natural Resources regarding "Interagency Wetlands Policy Act" (20 ILCS 830); "State
Endangered Species Act" (520 ILCS 10 /11); cultural resource impacts (20 ILCS 34/20, coordinated
with the IL Historic Preservation Agency); and impacts to state waterways (615 ILCS 5/5).
• IL Dept. of Public Health (Campground Licensing & Recreational Area Act, 210 ILCS 95/1).
• Local Building or Zoning Agencies or Boards, where applicable.
9) , Status of project progress should be reported to the DNR Grant Administrator assigned to the project
each July 1st and December 1st throughout the duration of project implementation (i.e., until the
project's FINAL billing is submitted to DNR). The enclosed "project status report" form is provided for
your convenience.
10) As you proceed with your project, if you have any questions regarding program requirements, please
contact the Division of Grant Administration at 217/782 -7481.
ACCESSIBILITY SPECIFICATIONS GUIDE
All facilities constructed with RTP assistance must be developed and designed to accommodate full accessibility
standards as per the Illinois Accessibility Code (April, 1997) and the "Americans with Disabilities Act"
Accessiblity Guidelines (ADAAG).
Although the Illinois Accessibility Code standards do not address specific criteria for accessibility involving all
outdoor recreational facilities, there is a reference to "Recreational Facilities" on Pg. 87 of the Code. A copy of
the Illinois Accessibility Code may be obtained by calling 217/782 -2864 (Springfield) or 312/814 -6000 (Chicago).
Grantees may wish to review the Code and prepare questions for their grant administrator.
To supplement this information, the U. S. Architectural and Transportation Barriers Compliance Board pursuant
to ADA has developed final guidelines for recreation facilities and outdoor developed areas. Copies of the
guidlines can be obtained by writing to: Access Board, Recreation Report, 1331 "F" Street, N.W., Suite 1000,
Washington, D.C. 2004 -1111. Tele: 2021272 -5434 or 8001514 -0301 or contact their website at www.access-
board.gov.
i 0
OPEN COMPETITIVE BIDDING REQUIREMENTS
FOR GOVERNMENTAL AGENCIES
1) EXCEPT as noted below in items 2 through 6, all public agency open competitive bidding for RTP
projects shall be done in accordance with the Grantee's statutory requirements governing public
procurement.
2) Language similar to the following should appear in all "bid advertisements" relative to the approved RTP
grant project:
This project is being financed in part, with federal funds from the Recreational Trails Program (RTP)
administered by the Illinois Department of Natural Resources.
3) The Grantee shall encourage 1) "minority" business firms to submit bids on the approved project and 2)
successful contract bidders to utilize minority businesses as sub - contractors for supplies, equipment,
services, and construction. This stipulation should be noted in all bid solicitation notices.
4) Contract award(s) shall be made to the lowest responsible bidder whose bid properly addresses and
complies with the invitation, and is most advantageous to the Grantee; price and other factors considered.
(Factors such as discounts, transportation costs, and taxes may be considered in determining the lowest
bid.) Justification for acceptance of a no -bid contract or awarding of contracts to other than the
lowest bidder shall be subject to DNR approval.
5) The bid proposal forms should be structured for flexibility. This can usually be done most effectively
with add /deduct alternates and bidding the work by specific /distinct work elements.
The instructions to bidders in the bid specifications should clearly indicate what constitutes a valid bid
and how the contract/bid will be awarded (lowest responsible /qualified bidder for all work items versus
individual work items; base bid and selected bid alternates versus base bid separate from bid alternates,
etc.). It should also specify whether substitutes will be accepted and if scope of individual work elements
can be modified.
In general, the Instructions and General Conditions section of the Bid Specifications should, at a
minimum, address the following items:
. Bid Opening Date
Number of days Bid must be held
Bid, Performance and Payment Bond/Security Requirements *
* (Bonding requirements for all public works projects in Illinois are stipulated in the "Public Construction Bond
3
Act" (30 ILCS 550/1 et.seq.) which states that every contractor on a public works project must provide to the
satisfaction of the public agency good and sufficient bond with adequate sureties to guarantee construction
performance and payment of materials and labor used in such work.)
Contractor Insurance Requirements
Completion date and if liquidated damages occur for late completion
Terms of Payment to Contractor
Schedule of quantities /material list and Unit Costs
If Bid is for material or product supply, do not specify specific name brand WITHOUT also accepting
"or approved equal ". Also, specifications for a particular product or material being bid cannot be
written in such detail so as to prevent an open and competitive bidding situation.
Remember, DNR requires that all projects be completed by the date specified in the Project Agreement.
The Grantee should ensure that all bidders are aware of the expected completion date by specifying the
expected project construction start date and completion date in the bid specifications package.
6) In certain instances, conditions may arise after work has begun that are beyond the control of the Grantee
and contractor which necessitate a change in specification and /or price. To maintain grant eligibility,
such changes must be done by formal change orders. If the change order involves 1) the total deletion of
an identified project component, 2) the addition of a new component for which reimbursement will be
sought or 3) exceeds $10,000 in value, the Grantee must receive DNR approval PRIOR to initiating the
change order.
For change orders in excess of $10,000 (pursuant to Section 33E -9 of the Criminal Code of 1961, as
amended) written assurance MUST BE provided to DNR by the Grantee that such a change order was
not reasonably foreseen at the time of initial construction contract execution.
4
k4
1) Project construction can be completed by various means .of individual, small procurement of material and
equipment. For all Development projects, the grantee must comply with applicable state statutes and
applicable local ordinances concerning bidding requirements for construction contracts and
equipment/material purchases. In addition, grant reimbursement can be provided for project construction
completed using local agency in -house staff ( "Force Account" labor).
2) Equipment rental necessary to complete "force account" labor construction is eligible for grant
reimbursement. HOWEVER, the value of donated material, labor and equipment to a project IS NOT
grant eligible.
3) It is highly recommended that .prior to initiating project construction using "Force Account" (F.A.) labor
and/or small procurement procedures that the following items be submitted to DNR for review and
approval:
a) A completed "Force Account Hourly Rate Tabulation" form (attached) that lists each employee who
will work on the project, their project job description, and their hourly wage to be claimed.
b) Estimated construction schedule and F.A. work hours needed to complete designated project
components.
c) Listing of material/equipment purchases and equipment rentals, as well as hired labor not required to
be bid by state statute or local ordinance, to complete designated project components. (Itemize by
each major component).
4) For "Force Account labor ", the local Grantee shall maintain accurate time records and complete the
appropriate time sheet summary form (attached) for reporting "in- house" force account labor necessary
and reasonable for completing approved project components. This includes only those employees directly
involved in project construction and any associated design work, construction supervision, and overall
project record keeping and administration. The value of such labor shall reflect actual wages paid to each
employee and may include fringe benefits. (Wages paid shall not be higher than those for persons on
similar jobs within the Grantee organization.) Claims for clerical and administrative F. A. labor
necessary for overall project record keeping and administration shall not exceed 2.5% of the total
"direct" costs claimed for approved Force Account construction labor and "non -bid" material purchases
(see item #6 below).
5) For all small procurement (not required to be bid by state statute or local ordinance) material purchases,
appropriate purchase orders and/or invoices and corresponding canceled checks must be recorded on the
"Materials Itemization Sheet" (attached) according to each major project construction component for
which the materials were purchased. (Warning! Keep in mind that the grantee must comply with
applicable state statutes and applicable local ordinances concerning bidding requirements for
equipment/material purchases.)
Please contact the Division of Grant Administration if there are any questions regarding the completion of
the forms mentioned in items #3 - #5 above.
6) Guidelines for billing claims involving Force Account (FA) labor for project architectural/engineering
(A/E) and administrative services are as follows:
• At least 90% of project costs must be for "direct" construction costs
• Design and Construction Supervision Costs: <7.5% of associated "direct" construction costs
• Administrative /Clerical Support Costs: <2.5% of "direct" FA & small procurement material costs
BILLING REQUIREMENTS
Billing requests for grant reimbursement are processed only after 100% completion of specific project
components (e.g. construction of a building, development of trails, purchase of equipment, etc.). Only costs
incurred during the specified project period dates indicated on the signed Project Agreement and necessary to
complete the approved project components are eligible for grant reimbursement.
The following documentation is required for project billings for governmental agencies:
1.) Completed 'Development Project Billing Form" and "Project Performance Report". The forms must
have original signatures. (Forms attached)
2.) Copy of project sign -off letters /forms from DNR regarding "endangered/threatened species,
wetlands, cultural resource & waterways" impact. (see page 2, item #8 of General information
section.)
3.) Photo of the sign posted at the site acknowledging RTP grant assistance
4.) The following project cost support documents, as applicable:
A) Billing Claim for BID and NON -BID construction contracts
• Proof of bid advertisement from local newspapers (Bid contracts only); and
• Bid Tabulation for each project bid request.
• Signed contract* and change orders, if any, for each contractor;
• Copies of each contractor pay requests along with canceled check(s) or final lien waivers
verifying proof of payment;
* only require cover page, signature page(s), and contract amount/description page(s).
B) Billing Claim for small procurement material costs and "force account" labor:
• Form FA: D.00 -2 (Force Account Material Cost Summary). [Form attached]
Itemize all material purchases /costs by major project components, such as trails, parking,
registration building, equipment purchase, etc. For each major component list:
a) the company/business for each material purchase;
b) description of materials purchased, quantity, & the purchase order number; and
c) payment check number and check amount.
• Form FA: DOC 73 (Force Account Labor Summary). [Form attached]
For "in- house" labor claims, the Grantee must determine by corresponding time sheet records
the amount of Grantee labor attributed to each project component and tabulate on this form.
tI
0
C) Contracted Project Design Work (architectural/engineering services)
• Copy of signed contract/agreement
• Copy of each pay request and canceled check verifying proof of payment
The following documentation. is required for project billings for non - governmental agencies:
1.) Completed "Development Project Billing Form" and "Project Performance Report". The I forms
must have original signatures. [Forms attached.]
2.) Copy of project sign -off letters from DNR regarding "endangered/threatened species, wetlands,
cultural resource and waterways" impact. (See page 2, item #8 of General information section.)
3.) Photo of the sign posted at the project site acknowledging RTP grant assistance.
4.) Completed Form FA: DOC -2 (Force Account Material Cost Summary). [Form attached.]
Itemize all material purchases /costs by major project components, such as trails, parking,
registration building, equipment purchase, etc. For each major component list:
A) the company/business for each material purchase;
B) description of materials purchased, quantity, & the purchase order number; and
C) payment check number and check amount.
5.) Copies of all price quotes. (A minimum of 3 price quotes per project element.)
6.) Contracted Project Design Work (architectural/engineering services), if applicable.
A) Copy of signed contract/agreement
B) Copy of each pay request and canceled check verifying proof of payment.
NOTE: Requests for final reimbursement (both governmental and non - governmental agencies) shall also .
include a copy of the record (as- built) drawings. (The drawings must be no larger than 11" X 17") The
drawings must encompass the entire project site and indicate all facilities (trails, parking areas, buildings, etc.)
Additionally, final floor plans and elevation drawings for all buildings constructed with RTP grant assistance
must be submitted. (Again, the drawings must be no larger than 11" X 17 ".)
RECORD RETENTION / AUDIT REQUIREMENTS
As stipulated in the General Provisions of the grant Project Agreement, the Grantee must maintain, for a minimum
three (3) year period following project completion, satisfactory financial accounts, documents, and records
associated with the project and the disbursement of grant funds pursuant to this Agreement, and shall make them
available to the Illinois DNR and/or the State of Illinois, Auditor General, for auditing at reasonable times.
Failure by the Grantee to maintain such accounts, documents, and records, as required herein, shall establish a
presumption in favor of the State of Illinois for recovery of any grant funds paid by the State for which adequate
records are not available to support their purported disbursement.
(GOVERNMENT AGENCIES a1VLY)
U
A. If the Grantee receives $300,000 or more in RTP grant funds or charges the grant $25,000 or more for
Force Account labor or non -bid labor /material purchase costs, the Grantee shall provide the Department
with one of the following types of audits:
An agency -wide financial and compliance audit for each year that grant expenditures are
made. This audit should be conducted as part of the Grantee's annual audit as is generally
required by 1) State law (i.e., 55 ILCS 5/6 -3001 et seq. and 65 ILCS 5/8 -8 -1 et seq.), 2) OMB
Circular A -133, or 3) the Grantee's own governing body.
2. A grant specific audit covering all funds expended under the terms of the grant.
All required audits must be conducted by an independent certified public accountant, licensed by the State
of Illinois and must be performed in accordance with generally accepted auditing standards adopted by the
American Institute of Certified Public Accountants (AICPA). The Grantee shall be responsible for
procuring all required audits in accordance with its normal procurement rules, providing that these rules
promote open competitive procurement. The Grantee will provide the Department with all required audits
within 30 days of completion.
If the approved RTP project includes the use of Force Account labor, the Grantee shall ensure that any
required audit includes an internal control evaluation and opinion on the Grantee's time and attendance
allocation system. In addition, if the Grantee uses materials purchased by means of a Central Procurement
System and allocates a portion of those materials to the project (Force Account material claim), the audit
must include testing and reporting on the allocation system used for tracking material use.
B. If the Grantee receives less than $300,000 in grant funds or charges the grant less than $25,000 for Force
Account labor and/or non -bid labor /material purchase costs, the Grantee will provide the Department with
copies of any audits that report findings involving the RTP project.
• AUDIT RESOLUTION
The Grantee shall be responsible for timely action in resolving any audit findings or questioned project
costs. In the event that questioned costs are ultimately deemed disallowed as determined by DNR or its
representative, the Grantee shall be responsible for repayment of such costs.
8
e
Dele o men P '
t ro ect Status feDort
(Reports due July 1 and December 1)
Project #:
Project Sponsor:
Project Title:
DNR Grant Administrator:
Check appropriate box:
[ ] If applicable, currently addressing environmental requirements listed on the CERP form.
Archaeological survey required, date submitted: OR anticipated date of
submittal: Wetland development plans required, date submitted:
OR anticipated date of submittal:
[ ] Project currently in design stage. (Anticipated bid advertisement date: )
All necessary construction permits secured: [ ] Yes [ ] No
(If no, describe on back of page what permits are still needed and their status)
[ ] Project currently out to bid or bids received
( Anticipated construction start date:
completion date:
] Project under construction (approx. percentage completed)
[ ] < 25% [ ] 25% [ 150% [ 175% [ ] 90%
(provide brief description of work completed and remaining to be done)
[ ] Project construction complete. Anticipated Final Billing submittal date: )
For July 1 Status Report only, dollar amount of incurred costs from date of award to present.
Incurred costs represent actual payments made by the sponsor that have not yet been billed to the
State. $ amount
Comments
Prepared by:
Date:
Mail to: IDNR, Division of Grant Administration, One Natural Resources Way, Springfield, IL 62702
FAX: 217/782 -9599 E -mail: grants@ dnrmail.state.il.us Revised 6/9/04
Project #:.
Project Grantee:
Project Title:
Grantee F.E.I.N. /T.I.N
• STATE OF II,LINOIS
DEPARTMENT OF NATURAL RESOURCES
RECREATIONAL TRAILS PROGRAM (RIP)
DEVELOPMENT PROTECT BILLING FORM
Project Billing #:
DEVELOPMENT COSTS SUMMARY STATEMENT
Cost Category
Expenditures
Construction Costs (Bid Contracts)
Non -Bid Construction Costs "Force Account" Labor
Hired (non -bid) Labor
Material/Supplies/Equipment
Architectural/Engineering Fees
Other (Specify)
TOTAL
Less Grantee Share
Amount Claimed for Grant Reimbursement
I hereby certify that this Billing is correct and just and based upon actual payment(s) of record by the Grantee; that payment
from the State of Illinois has not been received for these costs; and that the completed work and services or purchases are in
accordance with provisions of the federal Recreational Trails Program (RTP) and the signed Project Agreement, including
amendments thereto, with the Illinois Department of Natural Resources.
BY:
(Signature)
NAME:
TITLE:
DATE:
(Document must be attested to by Grantee's fiscal officer)
ATTESTED BY:
(Signature)
(Title)
%0JECT PERFORMANCE REPO
Project #:
Project Grantee: Billing #
Project Title: Date:
(CONCISE / QUANTIFIED DESCRIPTION OF COMPLETED PROJECT COMPONENTS)
(GENERAL COST BREAKDOWN OF COMPLETED MAJOR PROJECT COMPONENTS)
Approved Project Component Quantity' Actual Costs Budizeted Cost
TOTAL:
Prepared by:
(signature)
Title:
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