20180116 Council Packet
Tuesday, January 16, 2018
Closed Session – 6:00 p.m.
Regular Session – 7:00 p.m.
Room 102
CALL TO ORDER
CLOSED SESSION
COLLECTIVE BARGAINING
PROBABLE LITIGATION
ACQUISITION OF PROPERTY
SALE OF PROPERTY
PERSONNEL
PENDING LITIGATION
REGULAR SESSION
ROLL CALL
PRAYER
PLEDGE OF ALLEGIANCE
CITIZEN PARTICIPATION
(matters not on the Agenda)
CITY CLERK ANNOUNCEMENTS
ALDERMEN ANNOUNCEMENTS
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CONSENT AGENDA
1. Amend Des Plaines City Code Title 9, Chapter 2, Section 3, Paragraph C Regarding the Sanitary Sewer
Lateral Rebate Program Stating One-Year and Single-Family Owner-Occupied Eligibility Terms
1a. ORDINANCE M-2-18: An Ordinance Further Amending Section 9-2-3 of the City of Des Plaines City Code
Regarding Sanitary Sewer Main and Lateral Maintenance and the City’s Policy for Reimbursement of Private
Lateral Repair and Reconstruction
2. Approve Purchase of Police Department Software Support Program with TriTech Software Systems, 9477
Waples Street, San Diego, CA in an Amount Not-to-Exceed $43,201.31. Budgeted Funds – Emergency
Telephone System Board/Repair & Maintenance of Software
2a. RESOLUTION R-13-18: A Resolution Approving the Purchase of Licensing Support for TriTech VisionAir
Dispatch Software from TriTech Software Systems
3. Approve Purchase for Police Department, Investigation Division, of Two (2) Dodge Grand Caravans to
Replace Current Vehicles through the Illinois State Bid from Wright Automotive, 11159 Illinois Route 185,
Hillsboro, Illinois in an Amount Not-to-Exceed $47,840.00. Budgeted Funds – State Forfeiture Fund.
3a. RESOLUTION R-14-18: A Resolution Authorizing the Purchase of Two Dodge Grand Caravans from
Wright Automotive
4. Approve Community Development Block Grant (CDBG) PY 2017 Sub-Recipient Agreements
4a. RESOLUTION R-15-18: A Resolution Authorizing the Execution of Agreements with Sub-Recipients of
Community Development Block Grant Funds
5. Waive Bidding Requirements and Approve Renewal of Service Contract with B&F Technical Code Services,
Inc. in an Amount Not-to-Exceed $40,000 for Purposes of Continuing Large-Scale Building Plan Reviews
5a. RESOLUTION R-16-18: A Resolution Approving an Agreement with B&F Construction Code Services, Inc.
for Professional Plan Review Services
6. Waive Competitive Bids and Approve Purchase of Self-Contained Breathing Apparatus (Air Packs) and
Associated Equipment from Air One Equipment, Inc. of South Elgin, IL in the Amount of $488,511.
Budgeted Funds – Fire Department Equipment Replacement Funds of $440,811, with $47,700 of this Amount
Paid by the Des Plaines Foreign Fire Insurance Tax Board.
6a. RESOLUTION R-17-18: A Resolution Approving the Purchase of Self-Contained Breathing Apparatus from
Air One Equipment, Inc.
7. SECOND READING – ORDINANCE M-1-18: An Ordinance Amending the City Code to Add One Class
B1 Liquor License
8. Minutes/Regular Meeting – January 2, 2018
9. Minutes/Closed Session – January 2, 2018
END OF CONSENT AGENDA
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COMMITTEE OF THE WHOLE
1. FINANCE & ADMINISTRATION – Alderman Mike Charewicz, Chair
a. Warrant Register in the Amount of $3,367,792.61 – RESOLUTION R-18-18
2. COMMUNITY SERVICES – Alderman Malcolm Chester, Chair
a. Agreement with Des Plaines History Center Regarding Funding of the Historical Society in the
Amount of $50,000 – RESOLUTION R-19-18
b. Agreement with the Des Plaines Community Senior Center Regarding the Meals on Wheels Program
in the Amount of $37,500 – RESOLUTION R-20-18
c. Agreement with the Des Plaines Park District and Des Plaines Community Senior Center Regarding
the Funding of the Senior Center in the Amount of $50,000 – RESOLUTION R-21-18
IF NO ACTION IS TAKEN UNDER NEW BUSINESS, THESE ITEMS WILL APPEAR ON THE
FOLLOWING CONSENT AGENDA OR UNFINISHED BUSINESS. IF IT IS NECESSARY TO TAKE
ACTION ON ANY OF THESE ITEMS THIS EVENING, THEY MUST BE REPORTED OUT BY THE
COMMITTEE CHAIRMAN UNDER “NEW BUSINESS”
UNFINISHED BUSINESS
N/A
NEW BUSINESS: IF REPORTED OUT BY COMMITTEE
1. a. RESOLUTION R-18-18: Warrant Register in the Amount of $3,367,792.61
2. a. RESOLUTION R-19-18: A Resolution Authorizing the Execution of an Agreement with the Des
Plaines History Center for the Provision of Funding for Services
b. RESOLUTION R-20-18: A Resolution Authorizing the Execution of an Agreement with the Des
Plaines Community Senior Center for the Provision of Funding for the Meals on Wheels Program
c. RESOLUTION R-21-18: A Resolution Authorizing the Execution of an Agreement with the Des
Plaines Park District and the Des Plaines Community Senior Center for the Provision of Funding for
Services
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MANAGER’S REPORT
ALDERMEN COMMENTS
MAYORAL COMMENTS
ADJOURNMENT
City of Des Plaines, in compliance with the Americans With Disabilities Act, requests that persons with disabilities, w ho require
certain accommodations to allow them to observe and/or participate in the meeting(s) or have questions about the accessibilit y of the
meeting(s) or facilities, contact the ADA Coordinator at 391 -5486 to allow the City to make reasonable accommod ations for these
persons.
COMMUNITY AND ECONOMIC
DEVELOPMENT DEPARTMENT
1420 Miner Street
Des Plaines, IL 60016
P: 847.391.5380
desplaines.org
Date: January 4, 2018
To: Michael G. Bartholomew, MCP, LEED AP, City Manager
From: Michael McMahon, Community and Economic Development Director
Subject: Sanitary Sewer and Lateral Maintenance Ordinance Amendment
Issue: Upon reviewing the new Sanitary Sewer Lateral Ordinance, Community and Economic Development
staff raised two concerns with how the program has historically been administered.
Analysis: CED staff has recently had an influx of sewer lateral rebate questions and applications. A number
of homeowners have requested rebates from work that has been completed over one year. Traditionally, when
a permit is pulled staff notifies the applicant that they have one year to complete the work and submit
applications. However, this has never been memorialized in the City Code. In order to be consistent and
assist in tracking this program, staff would like to incorporate a one year application deadline to the City
Code.
Secondly, this program has always been geared to single-family homeowners. However, that is not clear in
the City Code. Staff would like to incorporate language in the City Code that only Single-Family Owner
Occupied Homeowners are eligible for reimbursement.
Recommendation: Staff recommends the City Council approve Ordinance M-2-18 Amending Section 9-2-3
of the Des Plaines City Code and City’s Policy for Reimbursement.
Exhibits:
Ordinance M-2-18 Amending the Text to the City Code regarding Sanitary Sewer Main and Lateral
Maintenance and the City’s Policy for Reimbursement of Private Lateral Repair and Reconstruction
MEMORANDUM
Page 1 of 6
CITY OF DES PLAINES
ORDINANCE M - 2 - 18
AN ORDINANCE FURTHER AMENDING SECTION 9-2-3
OF THE CITY OF DES PLAINES CITY CODE REGARDING
SANITARY SEWER MAIN AND LATERAL
MAINTENANCE AND THE CITY’S POLICY FOR
REIMBURSEMENT OF PRIVATE LATERAL REPAIR AND
RECONSTRUCTION.
WHEREAS, the City is a home rule municipal corporation in accordance with Article VII,
Section 6(a) of the Constitution of the State of Illinois of 1970; and
WHEREAS, Section 9-2-3 of the City of Des Plaines City Code, as amended ("City
Code"), allocates responsibility for the maintenance of sewer mains and privately owned sewer
laterals; and
WHEREAS, in recognition of the burdensome cost sanitary sewer lateral repair can
impose on residents, the City has historically provided financial assistance to residential
homeowners who incur costs maintaining, repairing, and replacing private sanitary sewer laterals
located under public rights-of-way or easements through its Sanitary Sewer Lateral Program
(“Program”); and
WHEREAS, on November 20, 2017, the City approved Ordinance M-23-17 which (i)
clarified the responsibility of private landowners to maintain, repair, and replace sanitary sewer
laterals; (ii) reauthorized the Program; and (iii) adopted a detailed policy for the administration of
the Program (“Policy”); and
WHEREAS, since the adoption of Ordinance M-23-17, City staff has noted minor
clarifications that needed to bring the Program and the Policy into conformance with the City’s
customs and practices; and
WHEREAS, the City Council has determined that it is in the best interest of the City to
further amend Section 9-2-3 and the Policy as set forth in this Ordinance;
NOW, THEREFORE, BE IT ORDAINED by the City Council of the City of Des
Plaines, Cook County, Illinois, in the exercise of its home rule powers, as follows:
SECTION 1. RECITALS. The recitals set forth above are incorporated herein by
reference and made a part hereof.
SECTION 2: AMENDMENT TO SECTION 9-2-3. Section 9-2-3 of the City Code,
shall be, and is hereby further amended as follows: [Added text bold and double underlined;
deleted text struck through]
Page 2 of 6
9-2-3: PRIVATE SANITARY SEWER MAINTENANCE AND REPAIR:
A. The city shall be responsible for maintaining all city sanitary and combined
sewer mains within its corporate limits. The city shall not be responsible for
the maintenance, repair, or replacement of any sanitary sewer lateral
connecting a private parcel or structure to a public sanitary or combined
sewer main unless the city council has formally accepted ownership and
responsibility for the lateral by resolution or ordinance duly adopted.
B. Private land owners shall be solely responsible for the maintenance, repair,
and replacement of sanitary sewer laterals connecting their parcels or
structures with public sanitary or combined sewer mains, including portions
of laterals located under public rights-of-way or easements under the
jurisdiction and control of the city or other governmental entities.
C. The city will partially reimburse residential land owners who incur costs
maintaining, repairing, and replacing portions of sanitary sewer laterals
located under public rights-of-way and easements pursuant to a cost sharing
program to be known as the city’s “Sanitary Sewer Lateral Program.” Only
owner-occupied single family residences shall be eligible for
reimbursement under the Sanitary Sewer Lateral Program. The
Sanitary Sewer Lateral Program will be administered by the city’s
department of community and economic development in accordance with a
written policy initially adopted by the city council and amended from time
to time at the direction of the city council.
SECTION 3. AMENDMENT TO SANITARY SEWER LATERAL PROGRAM
POLICY. The City Council does hereby direct the City Manager to amend the City’s Sanitary
Sewer Lateral Program Policy” formally adopted by Ordinance M-XX-17 as set forth in Exhibit A
to this Ordinance.
SECTION 4. SEVERABILITY. If any paragraph, section, clause or provision of this
Ordinance is held invalid, the remainder shall continue in full force and effect without affecting
the validity of the remaining portions of the Ordinance.
SECTION 5. EFFECTIVE DATE. This Ordinance shall be in full force and effect from
and after its passage, approval and publication in pamphlet form according to law.
[SIGNATURE PAGE FOLLOWS]
Page 3 of 6
PASSED this day of , 2018
APPROVED this day of , 2018
VOTE: Ayes Nays Absent
MAYOR
ATTEST:
CITY CLERK
Published in pamphlet form this Approved as to form:
____ day of _______________, 2018
CITY CLERK Peter M. Friedman, General Counsel
Page 4 of 6
EXHIBIT A
[Added text bold and double underlined; deleted text struck through]
CITY OF DES PLAINES
SANITARY SEWER LATERAL PROGRAM
Updated January XX, 2018
This policy is adopted pursuant to Ordinance No. M-23-17 “An Ordinance Amending Section 9-
2-3 of the City of Des Plaines City Code Regarding Sewer and Lateral Maintenance and
Reauthorizing a Policy for Reimbursement of Private Lateral Repair and Reconstruction” which
was adopted by the City Council on November 20, 2017.
BACKGROUND: The City of Des Plaines is responsible for the maintenance, repair, and
replacement of all city sanitary and combined sewer mains. Private landowners are responsible
for the maintenance, repair, and replacement of the lateral sewer lines that connect structures to
the public sewer mains. Private laterals may extend from private property under public roads,
other rights-of-way, and publicly held easements. In the event that a lateral becomes blocked on
private property, the owner of that property is solely responsible for all costs associated with
maintaining (including cleaning and rodding), repairing, or replacing the blocked lateral. However,
if a blockage of a homeowner’s private lateral occurs under a public right-of-way or easement, the
City will provide partial reimbursement of costs in accordance with this policy.
PROGRAM DETAILS AND PROCEDURES: The City of Des Plaines Sanitary Sewer Lateral
Program aims to provide partial financial assistance to residential homeowners owners of non-
rental single family residences dealing with blocked sanitary sewer laterals. Commercial
property owners, owners of multi-family residences, and owners of non-owner occupied
residences do not qualify for the Program. A sanitary sewer lateral is the section of a
homeowner’s sewer line that runs from the house to the public sewer main which may be located
in a street, parkway, other right-of-way, or easement area. If a homeowner experiences a sanitary
sewer back-up, the following steps must be followed in order for any work to be eligible for
financial assistance by the City.
STEP 1: The homeowner must first call the Public Works & Engineering Department at (847)
391-5464 to request an inspection/televising of the adjacent public sewer main and confirm that
the main is not blocked and causing the back-up. The homeowner does not need to be present for
this inspection. Any blockages discovered in the public sewer main will be cleared by the City or
its contractors at no cost to the homeowner. The City’s i nspection will not extend to any private
sanitary sewer laterals as the City does not inspect/televise homeowner’s lateral sewer lines.
STEP 2: If a blockage in the public sewer main is not the cause of the back-up, the homeowner
will be required to hire a sewer contractor/plumber to inspect/televise the homeowner’s private
sanitary sewer lateral. Upon request, the City will provide a list of licensed and bonded sewer
repair contractors/plumbers. If the sewer contractor/plumber discovers a blockage located on the
homeowner’s property, the homeowner will be solely responsible for all costs associated with the
maintenance, repair, or replacement of the sanitary sewer lateral. If, however, the blockage is
determined to be in a portion of the sanitary sewer lateral located within the public right-of-way,
Page 5 of 6
the homeowner must contact the City’s Plumbing Inspector at 847.391.5305 to verify this
determination.
If the blockage of the sanitary sewer lateral is within the public right-of-way (or easement) and
can be cleared by rodding, the City will provide a reimbursement of up to 30% of the rodding
costs, up to a maximum reimbursement amount of $100.
If the blockage cannot be cleared by rodding and requires either repair or replacement of a portion
of the sanitary sewer lateral with the public right-of-way (or easement) the City’s Plumbing
Inspector will either (a) obtain a quote from a sewer repair contractor or (b) authorize the
homeowner’s sewer contractor/plumber to proceed with the repair or replacement. The
homeowner will be responsible for all up-front costs associated with the repair or replacement,
but the City will provide a reimbursement of up to 30% of the repair/replacement costs, up to a
maximum reimbursement amount of $4,000. For both rodding services and repair/replacement
work, the City will require the homeowner provide the Plumbing Inspector with documentation
that the rodding or repair/replacement work, including any necessary restoration of the public
right-of-way, has been satisfactorily completed. The City reserves the right to conduct on-
premises inspections of the rodding or repair/replacement work as a condition or releasing any
reimbursement payments provided for under the Program.
All homeowner requests for reimbursements must be submitted to the City’s Community
and Economic Development Department no later than one year after the rodding, repair, or
replacement work has been completed. Applications for reimbursement submitted more
than a year after work has been completed shall not be eligible for reimbursement under
this Program. After providing the reimbursements described above, the City may issue a Form
1099- MISC to homeowners who have participated in the Program.
Questions regarding the Sanitary Sewer Lateral Program should be directed to Paul Berner,
Plumbing Inspector (847) 391-5305.
UPDATED this __________________ day of
_________________________________, 2018.
_________________________________________
Michael G. Bartholomew
City Manager
Page 6 of 6
POLICE DEPARTMENT
1418 Miner Street
Des Plaines, IL 60016
P: 847.391.5400
desplaines.org
Date: December 19, 2017
To: Michael G. Bartholomew, City Manager
From: William Kushner, Chief of Police
Subject: Annual Software License & Maintenance Fee
Issue: The software support for police department dispatch software purchased though TriTech Software
Systems expires on January 10, 2018.
Analysis: On January 11, 2015 the Des Plaines Police Department started dispatching through an
agreement with the Village of Wheeling Police Department. Part of the conversion included eliminating our
outdated software, and purchasing software from TriTech Software Systems. In 2015 the police department
replaced the Computer Aided Dispatch Program (CAD), Records Management System (RMS), Mobile
Vehicle Software, and the Field Based Reporting System (FBR). The original purchase price included the
1st year software maintenance fee, with the understanding that the city would have to purchase these
services each year after.
To continue with a software support program with TriTech Software Systems for the 2018 calendar
year it will cost the City of Des Plaines $43,201.31.
Recommendation: I recommend that the City Council approve the purchase of software support for Tri-
Tech VisionAir Software from TriTech Software Systems, 9477 Waples St. Suite 100, San Diego, CA
92121, in the amount not to exceed $43,201.31. This purchase will be funded from the Des Plaines
Emergency Telephone System Board budget (280-60-000-0000.6300) repair & maintenance of software.
Attachments
Attachment 1 –TriTech Software Systems Quote
Resolution R-13-18
MEMOR ANDUM
Page 1 of 4
9477 Waples Street, Suite 100
IL198
Master No.
Quantity Contract Num
11/30/2017
Ext. Price
1
VA0000000292
Des Plaines
12/17/17
2018.2019 56,117
Purchase Order No.Customer ID Salesperson ID Shipping Method Due Date Req Ship Date
Item Number Term Unit Price
Bill To:
Date
Page
1420 Miner Street
Des Plaines IL 60016
Invoice
www.tritech.com
Main: 800-799-7000
Fax: 858-799-7015
San Diego, CA 92121
Tax ID:
Contact:
Fax:
Tim Doherty
(000) 000-0000 Ext. 0000
tdoherty@desplaines.orgEmail:
Due Date
User rawyh
1/11/2018
1/11/2018
$5,036.49 $5,036.49 1.00
Maintenance Contracts
SO#5821 - 1 CAD server, 7 CAD Connection Manager Software License
0000004486 V-VMECAD002 1/11/2018 1/10/2019- Period:
$11,802.56 $11,802.56 1.00
Maintenance Contracts
SO#5821 - 7 CAD License (Call Taker, Dispatch, Supervisor)
0000004486 V-VMECAD002 1/11/2018 1/10/2019- Period:
$3,739.75 $3,739.75 1.00
Maintenance Contracts
SO#5821 - 1 FBR Server, 25 FBR worstations software lic
0000004486 V-VMEFBR001 1/11/2018 1/10/2019- Period:
$1,011.65 $1,011.65 1.00
Maintenance Contracts
SO#5821 - 4 VisionCAD GeoRelay Software License
0000004486 V-VMECAD002 1/11/2018 1/10/2019- Period:
$14,456.57 $14,456.57 1.00
Maintenance Contracts
SO#5821 - 40 Mobile server, Mobile Law Vehicle Workstation SW Lic
0000004486 V-VMEMBL002 1/11/2018 1/10/2019- Period:
$6,947.41 $6,947.41 1.00
Maintenance Contracts
SO#5821 - 1 RMS server, 15 RMS workstation SW Lic
0000004486 V-VMERMS001 1/11/2018 1/10/2019- Period:
$206.88 $206.88 1.00
Maintenance Contracts
SO#5821 - 1 GeoLynx AVL Viewer Software
0000004486 V-GEOSFT030 1/11/2018 1/10/2019- Period:
For questions-call 858-799-7401
$43,201.31
$0.00
$0.00
$0.00
$0.00
$43,201.31
Subtotal
Misc
Tax
Freight
Trade Discount
Remit to: TriTech Software Systems, PO Box 203223 Dallas, TX 75320-3223
Tax ID 95-3871079 For questions - Call 858-799-7401
INVOICES ARE MAILED BUT NO HARD COPY IS MAILED.
THANK YOU
Total
ATTACHMENT 1 Page 2 of 4
1
CITY OF DES PLAINES
RESOLUTION R - 13 - 18
A RESOLUTION APPROVING THE PURCHASE OF
LICENSING SUPPORT FOR TRI-TECH VISIONAIR
DISPATCH SOFTWARE FROM TRI-TECH SOFTWARE
SYSTEMS.
WHEREAS, Article VII, Section 10 of the 1970 Illinois Constitution authorizes the City
to contract with individuals, associations, and corporations in any manner not prohibited by law
or ordinance; and
WHEREAS, on June 16, 2014, the City Council approved Resolution R-117-14, which
authorized the City to enter into an intergovernmental agreement with the Village of Wheeling
("Wheeling") under which Wheeling will perform emergency call answering and police dispatch
services for the City ("Dispatch Services"); and
WHEREAS, to perform the Dispatch Services, Wheeling uses Tri-Tech VisionAIR
Dispatch Software, which includes Wheeling's computer-aided dispatch software, field-based
reporting software, records management software, mobile vehicle software, and software
maintenance (collectively "Software"), which Software is sold only by Tri-Tech ("Vendor"); and
WHEREAS, the City must purchase licensing support for the Software for Wheeling to
continue to perform the Dispatch Services for the City; and
WHEREAS, pursuant to Chapter 10 of Title 1 of the City Code of the City of Des Plaines
and the City’s purchasing policy, the City has determined that the purchase of the licensing support
for the Software from Vendor does not require competitive bidding because only Vendor can
provide the licensing support for the Software within the specific parameters required by the City
to achieve improved public service and long-term operational efficiencies for the City; and
WHEREAS, the City has appropriated funds in the Emergency Telephone System Board
Budget for use by the Police Department for repair and maintenance of software; and
WHEREAS, Vendor has submitted a proposal to the City for the City to purchase the
licensing support for the 2018 calendar year in the not-to-exceed amount of $43,201.31; and
WHEREAS, the City Council has determined that it is in the best interest of the City to
purchase the licensing support from Vendor in the not-to-exceed amount of $43,201.31;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Des
Plaines, Cook County, Illinois, in the exercise of its home rule powers, as follows:
SECTION 1: RECITALS. The foregoing recitals are incorporated into, and made a part
of, this Resolution as findings of the City Council.
Page 3 of 4
2
SECTION 2: APPROVAL OF PURCHASE. The City Council hereby approves the
purchase by the City of the licensing support from Vendor in a total not-to-exceed amount of
$43,201.31.
SECTION 3: AUTHORIZATION OF PURCHASE. The City Manager and City Clerk
are hereby authorized and directed to execute and seal, on behalf of the City, all necessary
documents approved by the General Counsel, and the City Manager is authorized to make all
necessary payments, on behalf of the City, to complete the purchase of the licensing support from
Vendor in the not-to-exceed amount of $43,201.31.
SECTION 4: EFFECTIVE DATE. This Resolution shall be in full force and effect from
and after its passage and approval according to law.
PASSED this _____ day of ____________, 2018.
APPROVED this _____ day of _____________, 2018.
VOTE: AYES _____ NAYS _____ ABSENT _____
MAYOR
ATTEST: Approved as to form:
CITY CLERK Peter M. Friedman, General Counsel
DP-Resolution Approving Purchase of Tri-Tech Dispatch Software from Tri-Tech Software Systems 2018
Page 4 of 4
POLICE DEPARTMENT
1418 Miner Street
Des Plaines, IL 60016
P: 847.391.5400
desplaines.org
Date: December 22, 2017
To: Michael G. Bartholomew, City Manager
From: William Kushner, Chief of Police
Subject: Purchase of Investigation Division Vehicles
Issue: The investigation division in the police department is in need of replacement vehicles for one
DELTA undercover vehicle, and one vehicle being used by the US Customs Task Force Officer.
Analysis: The need to replace Squad # 23 and Squad # 28 for use in the department DELTA unit and use
by the Des Plaines officer assigned to the US Customs taskforce currently exists due to high mileage and
maintenance issues. The State of Illinois currently has a valid State Bid Contract (Contract # 4018309) with
Wright Automotive in Hillsboro, Illinois for a 2018 Dodge Grand Caravan. It has been decided that the
Caravan would be the perfect replacement for both of these vehicles. The State of Illinois Bid Price is
$23,920 for each Caravan.
Recommendation: I recommend that the City Council approve the purchase of two (2) Dodge Grand
Caravans through the Illinois State Bid from Wright Automotive, 11159 Illinois Route 185, Hillsboro, IL
62049 in the amount not to exceed $47,840.00. This purchase will be funded from the State Forfeiture
Fund, Account # 260-00-000-2640.8020.
Attachments
Attachment 1 – Illinois State Bid Order Form
Resolution R-14-18
MEMORANDUM
Page 1 of 10
2018 DODGE GRAND CARAVAN
$19,800
WRIGHT AUTOMOTIVE
RICK CRUSE
GOVERNMENT FLEET MANAGER
(217) 827-4245
ILLINOIS STATE CONTRACT #4018309
ATTACHMENT 1 Page 2 of 10
Standard Features
120 MPH Primary Speedometer
12V Auxiliary Power Outlet
12V DC Front & Rear Power Outlets
160 Amp Alternator
17" Wheel Covers
17x6.5 Steel Wheels
20 Gallon Fuel Tank
225/65R17 BSW Touring Tires
2nd Row Bench w/RR Stow n' Go 60/40
2nd Row Power Windows
3 Zone Man Control-Front & Rear A/C
3.6L V6 24V VVT Engine
50 State Emissions
6 Speakers
6-Speed Automatic 62TE Transmission
730 Amp Maintenance Free Battery
Active Head Restraints
Advanced Multistage Front Air Bags
Air Filtering
Anti-Lock 4-Wheel HD Disc Brakes
Assist Handles 2nd Row B-Pillar
Auto Stick® Automatic Transmission
Belt Moldings
Black Seats
Body Color Bodyside Molding
Body Color Door Handles
Body Color Fascias
Body Color Sill Applique
Carpets- Floor and Cargo Area
Child Seat Anchor System-LATCH Ready
Cloth Low-Back Bucket Seats
CORA Tire Pressure Monitoring Sensor
Daytime Running Lamps, Park/Turn
Delete Spare Tire
Dodge Badge
Dodge Interior Accents l
Door Courtesy Lamps
Door Parts Module
Driver Side Sun Visor w/Mirror
Driver Inflatable Knee-Bolster Air Bag
Dual Glove Boxes
Dual Note Electric Horns
Easy Clean Floor Mats
Electronic Stability Control
Engine Oil Cooler
ATTACHMENT 1 Page 3 of 10
Exterior Mirrors w/Heating Element
Fixed Long Mast Antenna
Front Courtesy/Map Lamps
Front End Parts Module
Front Fascias Parts Module
Front Passenger Seat Belt Alert
Front Suspension Damper Parts Module
Front Suspension Parts Module
Fuel Optimizer Calibration
Grand Caravan Badge
Grille-Black/Bright
GVW/Payload Rating
Halogen Quad Headlamps
Headlamp Off Time Delay
Headliner Parts Module
Heavy Duty Engine Cooling
Heavy Duty Radiator
Heavy Duty Transmission Oil Cooler
Instrument Cluster w/Tach
Instrument Panel
Instrument Panel Parts Module
Interior Assist Handles 2nd Row O/H
Interior Observation Mirror
Keyless Entry w/Immobilizer
Kumho Brand Tires
Left Rear Quarter Trim Storage Bin
Left Sliding Door w/Fixed Glass
Liftgate Flood Lamp
Low Washer Fluid Warning Signal
Lower I/P Instrument Panel Cubby Bin
Luxury Steering Wheel
Manual Adjust Seats
Monotone Paint
Non Adjustable Pedals
Non Locking Fuel Filler Cap
Outside Temp Display in Odometer
Overhead Console
P225/65R17 BSW A/S Touring Tires
Passenger Assist Handle A-Pillar
Passenger Side Sun Visor w/Mirror
Power Heated Mirrors, Fold-Away
Power Locks
Power Quarter Vented Windows
Power Rack and Pinion Steering
Power Window Group
Power Windows, Front/Rear, Ft 1-Touch
Rear Air Conditioning w/Heater
ATTACHMENT 1 Page 4 of 10
Rear Dome Lamp
Rear Fascias Parts Module
Rear Seatback Grocery Bag Hooks
Rear Suspension Damper parts Module
Rear Suspension Parts Module
Rear View Day/Night Mirror
Rear Window Defroster
Rear Window Wiper/Washer
Right Sliding Door w/Glass
Seat Parts Module
Sliding Door Alert Warning
Speed Control
Steering Wheel Mounted Audio Controls
Sunscreen Glass
Support Side Curtain All Rows Air Bags
Supplemental Front Seat Side Air Bags
Tilt/Telescope Steering Column
Tip Start
Tire & Wheel Parts Module
Tire Carrier Winch
Tire Inflator Kit
Tire Pressure Monitoring Warning LP
Touring Suspension
Trailer Sway Damping
Urethane Shift Knob
Variable Intermittent Windshield Wipers
40GB Hard Drive w/28GB (Available)
6.5" Touchscreen Display
ParkView Rear Back-up Camera
Radio 430
3.6L V6 24V VVT Engine
6-Speed Automatic 62TE Transmission
2nd Row Bench Seat Removable
6 Speakers
Easy Clean Floor Mats
Rear Air Conditioning w/Heater
Sunscreen Glass
29S PACKAGE (Standard w/SE)
ATTACHMENT 1 Page 5 of 10
1-YR. SIRIUSXM RADIO SERVICE
2ND ROW STOW 'N GO W/TAILGATE SEATS
40GB HARD DRIVE W/ 28GB AVAILABLE
6.5" TOUCHSCREEN DISPLAY
AUDIO JACK INPUT FOR MOBILE DEVICES
AUTOMATIC HEADLAMPS
BLACK HEADLAMP BEZELS
BLACKTOP PACKAGE
BLUETOOTH STREAMING AUDIO
BODY COLOR EXTERIOR MIRRORS
FLOOR CONSOLE W/CUPHOLDER
FOG LAMPS
GLOSS BLACK GRILLE
HIGHLINE DOOR TRIM PANEL
INSTRUMENT PANEL W/PIANO BLACK APPLIQUE
LEATHER WRAPPED SHIFT KNOB
LEATHER WRAPPED STEERING WHEEL
PARKVIEW REAR BACK-UP CAMERA
PREMIUM CLOTH BUCKET SEATS
PREMIUM INTERIOR ACCENTS
RADIO 430
REAR AIR CONDITIONING W/HEATER
REAR FASCIA SCUFF PAD
REMOTE START SYSTEM
REMOTE USB PORT
RR VIEW AUTO DIM MIRROR W/MICROPHONE
SECURITY ALARM
SECURITY GROUP
SILVER ACCENT STITCHING
SIRIUS SATELLITE RADIO
UCONNECT HANDS-FREE GROUP
UCONNECT VOICE COMMAND W/BLUETOOTH
TOTAL FOR PACKAGE 2,700$
29H PACKAGE (SE PLUS PACKAGE)
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ATTACHMENT 1 Page 6 of 10
2018 DODGE GRAND CARAVAN OPTIONS
Uconnect Hands-Free Group
- Leather Wrapped Shift Knob
- RR View Auto Dim Mirror w/Microphone
Steering Wheel Mounted Audio Ctrls
Uconnect Voice Command w/Bluetooth
Remote USB Port
SIRIUS Satellite Radio
Bluetooth Streaming Audio
1-Year SIRIUS Radio Service
Uconnect 430N CD/DVD/MP3/HDD/NAV; REQUIRES Uconnect Hands-free
Garmin Navigation System
6.5" Touch Screen Display
Audio Jack Input for Mobile Devices
40GB Hard Drive w/28GB
SIRIUS Satellite Radio
SiriusXM Travel Link
1-Year SIRIUS Radio Service
1-Year Sirius Travel Link Service
ParkView™ Rear Back-Up Camera
Single DVD Entertainment
2nd Row Overhead DVD Console
115V Auxiliary Power Outlet
Radio 430
Video Remote Control
6.5" Touchscreen Display
Wireless Headphones
2nd Row Overhead 9" VGA Video Screen
High Definition Multimedia Interface
Remote USB Port- Charge Only
40GB Hard Drive w/28GB
SIRIUS Satellite Radio
1-Year SiriusXM Radio Service
ParkView™ Rear Back-up Camera
Power Window Group
Power Windows Front & Rear, Ft 1-Touch
Power Quarter Vented Windows
2nd Row Power Windows
690$
1,690 $
1,510 $
758$
ATTACHMENT 1 Page 7 of 10
2018 DODGE GRAND CARAVAN OPTIONS (CONTINUED)
2nd Row Buckets Stow & Go 995$
Power 8-Way Driver Seat 178$
Delete Rear Air Conditioning (423)$
Engine Block Heater 95$
Black Side Roof Rails 395$
Security Alarm 195$
MOPAR Premium Addition Group (Rubber Mats & Splash Guards)350$
ParkSense Rear Park Assist System 295$
Load Leveling and Height Control 258$
MOPAR Body Color Running Boards 720$
Power Convenience Group (Power Sliding Doors & Liftgate)799$
4 Corner LED 660$
Radio 430 RBZ 650$
Extra Key Only 75$
Remote w/ Key 200$
Delivery 1 Unit 275$
Delivery 2 Units (Price Per Unit)225$
Title 95$
Doc Fee/CVR 150$
Transfer Plates 25$
New "M" Plates 8$
New "MP" Plates 8$
New "Sheriff" Plates 8$
New Passenger Plates 101$
2018 Grand Caravan Colors
Exterior
PSC Billet Silver Metallic Clear Coat N/C
PXR Black Onyx Clear Coat N/C
PAU Granite Crystal Metallic N/C
PW7 White Knuckle Clear Coat N/C
PRV Octane Red Pearl Coat N/C
PBM Indigo Blue N/C
Interior
H7/X1 Black/Light Graystone N/C
CEP Light Gray Seats N/C
*We Stock Many Other Fleet Vehicles*
X
X
X
ATTACHMENT 1 Page 8 of 10
1
CITY OF DES PLAINES
RESOLUTION R - 14 - 18
A RESOLUTION AUTHORIZING THE PURCHASE OF
TWO DODGE GRAND CARAVANS FROM WRIGHT
AUTOMOTIVE. ______________________________________
WHEREAS, Article VII, Section 10 of the 1970 Illinois Constitution authorizes the City
to contract with individuals, associations, and corporations in any manner not prohibited by law
or ordinance; and
WHEREAS, the Illinois Intergovernmental Cooperation Act, 5 ILCS 220/1, et seq.,
authorizes and encourages intergovernmental cooperation; and
WHEREAS, the Police Department is in need of two replacement vehicles for the
investigation division due to high mileage and deterioration of existing vehicles; and
WHEREAS, the City has sufficient funds in the State Forfeiture Fund for use by the Police
Department during the 2018 fiscal year to purchase two Dodge Grand Caravans ("Caravans");
and
WHEREAS, the City is a member of the Illinois Central Management Services joint
purchasing program ("CMS"), which typically ensures local government participants the best
available price, quality of product, and terms of delivery; and
WHEREAS, CMS established a State Bid Contract for the procurement of the Caravans
through Contract No. 4018309; and
WHEREAS, Wright Automotive ("Vendor") was awarded the contract for the Caravans;
and
WHEREAS, City staff has determined that CMS's purchasing policies satisfy the City's
competitive bidding requirements; and
WHEREAS, the City Council has determined that it is in the best interest of the City to
purchase the Caravans from the Vendor in the not-to-exceed amount of $47,840, in accordance
with the CMS Contract No. 4018309;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Des
Plaines, Cook County, Illinois, in the exercise of its home rule powers, as follows:
SECTION 1: RECITALS. The foregoing recitals are incorporated into, and made a part
of, this Resolution as findings of the City Council.
Page 9 of 10
2
SECTION 2: APPROVAL OF PURCHASE. The City Council hereby approves the
purchase by the City of the Caravans from the Vendor in a total-not-to-exceed amount of $47,840.
SECTION 3: AUTHORIZATION OF PURCHASE. The City Manager is hereby
authorized and directed to execute such documents approved by the General Counsel and to make
such payments, on behalf of the City, as are necessary to complete the purchase of the Caravans
from the Vendor in a total-not-to-exceed amount of $47,840, all in accordance with CMS Contract
No. 4018309.
SECTION 4: EFFECTIVE DATE. This Resolution shall be in full force and effect from
and after its passage and approval according to law.
PASSED this ____ day of __________________, 2018.
APPROVED this _____ day of ______________, 2018.
VOTE: AYES _____ NAYS _____ ABSENT _____
MAYOR
ATTEST: Approved as to form:
CITY CLERK Peter M. Friedman, General Counsel
DP-Resolution Approving Dodge Grand Caravan Purchase from Wright Automotive through ICMS
Page 10 of 10
COMMUNITY AND ECONOMIC
DEVELOPMENT DEPARTMENT
1420 Miner Street
Des Plaines, IL 60016
P: 847.391.5380
desplaines.org
Date: January 4, 2018
To: Michael G. Bartholomew, MCP, LEED AP, City Manager
From: Michael McMahon, Community and Economic Development Director
Davorka I. Kirincic, AICP, Associate Planner / CDBG Administrator
Subject: A Resolution Authorizing the Execution of Agreements with Sub-recipients of Community
Development Block Grant Funds for Program Year 2017
Issue: U.S. Department of Housing and Urban Development (HUD) regulations require Community
Development Block Grant (CDBG) grantee municipalities have an annual agreement with each sub-recipient
receiving funds.
Analysis: On July 17, 2017, the City of Des Plaines approved Program Year 2017 (10/1/17 to 9/30/18) Action
Plan Resolution R-123-17 to allocate the following:
• Public Service Programs: $41,200.00 administered by four sub-recipients - The Center of Concern, The
Harbour, Inc., Northwest Compass, Inc., and WINGS, Inc.
• Housing Rehabilitation Programs: $166,462.00 administered by one sub-recipient - North West Housing
Partnership.
• Public Facility Projects: $75,000 administered as back up project by one sub-recipient - The Des Plaines
Park District.
In coordination with HUD, our general counsel had generated three sub-recipient agreement forms, one for each
program area. The attached Resolution R-15-18 approves and authorizes execution of the agreements with each
of the sub-recipients for the programs and projects detailed in the approved Action Plan and noted in the
Resolution.
Recommendation: I recommend that the City Council adopt Resolution R-15-18.
Attachments:
Attachment 1: Resolution R-15-18
Exhibits:
Exhibit A: Agreement Form for Public Service Programs
Exhibit B: Agreement Form for Housing Rehabilitation Programs
Exhibit C: Agreement Form for Public Facility Projects
MEMORANDUM
Page 1 of 74
1
CITY OF DES PLAINES
RESOLUTION R - 15 - 18
A RESOLUTION AUTHORIZING THE EXECUTION OF
AGREEMENTS WITH SUBRECIPIENTS OF COMMUNITY
DEVELOPMENT BLOCK GRANT FUNDS.
WHEREAS, Article VII, Section 10 of the 1970 Illinois Constitution authorizes the City
to contract with individuals, associations and corporations, in any manner not prohibited by law
or ordinance; and
WHEREAS, on July 17, 2017, the City Council adopted Resolution R-123-17, approving
the City’s 2017 Community Development Block Grant Annual Action Plan, which designated the
award of the City’s Community Development Block Grant to subrecipients as follows: (i) $41,200
for public service programs; (ii) $166,462 for housing rehabilitation programs; and (iii) $75,000
for public facility back up projects; and
WHEREAS, the City desires to enter into subrecipient agreements in substantially the
form attached to this Resolution as Exhibit A (“Public Service Program Agreements”) with the
following not-for-profit agencies (“Public Service Program Subrecipients”) to administer public
service programs under the Community Development Block Grant Program in the following
amounts:
Subrecipient
Public Service Programs
Budget
The Center of Concern
Housing Counseling, Resources and
Home Sharing Program
$8,000
The Center of Concern
Senior Housing and Supportive Services
Program
$10,000
The Harbour, Inc.
Emergency Shelter & Transitional
Housing for Homeless Youth Program
$3,000
Northwest Compass, Inc. Housing Counseling Program $14,200
WINGS Program, Inc.
WINGS Safe House Emergency Shelter
(domestic violence) Program
$6,000
and;
WHEREAS, the City desires to enter into subrecipient agreements in substantially the
form attached to this Resolution as Exhibit B (“Housing Rehabilitation Program Agreements”)
with the following not-for-profit agencies (“Housing Rehabilitation Program Subrecipients”) to
administer housing rehabilitation programs under the Community Development Block Grant
Program in the following amounts:
Attachment 1 Page 2 of 74
2
Subrecipient
Housing Rehabilitation Programs
Budget
North West Housing Partnership Home Repair Program $145,187
North West Housing Partnership Minor Repair Program $21,275
and;
WHEREAS, the City desires to enter into subrecipient agreements in substantially the
form attached to this Resolution as Exhibit C (“Public Facility Project Agreements”) with the
Des Plaines Park District (“Park District”) to administer public facility projects under the
Community Development Block Grant Program in the following amounts:
Subrecipient Public Facility Projects Budget
Des Plaines Park District Seminole Park Project $75,000
and;
WHEREAS, the City Council has determined that it is in the best interest of the City to
enter into: (i) the Public Service Program Agreements with the Public Service Program
Subrecipients; (ii) the Housing Rehabilitation Program Agreements with the Housing
Rehabilitation Program Subrecipients; (iii) the Public Facility Project Agreements with the Park
District; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Des
Plaines, Cook County, Illinois, in the exercise of its home rule powers, as follows:
SECTION 1: RECITALS. The foregoing recitals are incorporated into, and made a part
of, this Resolution as the findings of the City Council.
SECTION 2: APPROVAL OF AGREEMENTS. The City Council hereby approves
the Public Service Program Agreements, the Housing Rehabilitation Program Agreements, and the
Public Facility Project Agreements in substantially the form attached to this Resolution as Exhibit
A, Exhibit B, and Exhibit C, respectively, and in a final form approved by the General Counsel.
SECTION 3: AUTHORIZATION TO EXECUTE AGREEMENTS. The City
Council hereby authorizes and directs the City Manager and the City Clerk to execute and seal, on
behalf of the City: (a) the Public Service Program Agreements with the Public Service Program
Subrecipients; (b) the Housing Rehabilitation Program Agreements with the Housing
Rehabilitation Program Subrecipients; and (c) the Public Facility Project Agreements with the Park
District.
SECTION 4: EFFECTIVE DATE. This Resolution shall be in full force and effect from
and after its passage and approval according to law.
[SIGNATURE PAGE FOLLOWS]
Attachment 1 Page 3 of 74
3
PASSED this _____ day of ____________, 2018.
APPROVED this _____ day of _____________, 2018.
VOTE: AYES _____ NAYS _____ ABSENT _____
MAYOR
ATTEST: Approved as to form:
CITY CLERK Peter M. Friedman, General Counsel
DP-Resolution Approving CDBG Subrecipient Contract Amounts PY2017
Attachment 1 Page 4 of 74
[Form for Public Service Programs]
SUBRECIPIENT AGREEMENT BETWEEN
THE CITY OF DES PLAINES, ILLINOIS,
AND
[NON-GOVERNMENTAL SUBRECIPIENT]
FOR
[NAME OF CDBG PUBLIC SERVICE PROGRAM]
THIS SUBRECIPIENT AGREEMENT (“Agreement”) is entered this _____ day of
__________________, 2018 by and between the City of Des Plaines, an Illinois home-rule
municipality ("Grantee") and __________________________________________
("Subrecipient").
WHEREAS, on August 3rd, 2015, the corporate authorities of the Grantee approved: (i)
Resolution No. R-138-15, approving a five-year Consolidated Plan for the City’s participation in
the Community Development Block Grant program (“CDBG Program”) administered by the
United States Department of Housing and Urban Development (“HUD”); and (ii) Resolution No.
R-123-17, approving a City Action Plan for the 2017 CDBG Program year; and
WHEREAS, the Grantee submitted the Consolidated Plan, the Action Plan, and an
application for a CDBG Program grant to HUD pursuant to Title I of the Housing and Community
Development Act of 1974 as amended (“HCD Act”); and
WHEREAS, HUD has awarded Grantee a grant of funds under the CDBG Program
(“CDBG Grant”); and
WHEREAS, the Grantee desires to utilize a portion of the CDBG Grant to engage the
Subrecipient to perform, and the Subrecipient desires to receive a portion of the CDBG Grant to
perform, public services and activities to help implement the objectives of the CDBG Program,
the Consolidated Plan, and the Action Plan, all in accordance with the HCD Act, the regulations
promulgated thereunder, and all other applicable federal, state, and local laws, ordinances, and
regulations (collectively, the “Requirements of Law”); and
WHEREAS, the Grantee and the Subrecipient desire to enter into this Agreement to set
forth their respective rights and obligations with respect to the use of the CDBG Grant and the
performance of the public services and activities;
NOW, THEREFORE, it is agreed between the parties hereto that;
Exhibit A Page 5 of 74
[Form for Public Service Programs]
I. SCOPE OF SERVICE
A. CDBG Grant
The CDBG Grant is part of the following federal award:
CFDA Title: Community Development Block Grants/Entitlement Grants
CFDA Number: 14.218
Award Name: Community Development Block Grants/Entitlement Grants, A
Formula Grants
Award Number: B-17-MC-17-0009
Award Year: 2017
R&D Award: No
Federal Agency: United States Department of Housing and Urban Development,
Office of Community Planning and Development
B. Activities
The Subrecipient shall use CDBG Grant funds to administer [INSERT NAME OF
PROGRAM] during CDBG Program Year 2017 (“Subrecipient Program”) in a
manner satisfactory to the Grantee, consistent with any standards required by HUD as
a condition of the CDBG Grant, and in accordance with the Requirements of Law and
this Agreement. The Subrecipient shall expend CDBG Grant funds solely to perform
and complete the following activities eligible for funding under the CDBG Program
(collectively, the “Activities”):
Program Delivery Activities
#1 [INSERT COMPLETE DESCRIPTION OF EACH ACTIVITY,
INCLUDING THE SERVICES TO BE PERFORMED, THE
LOCATION WHERE THEY WILL BE PERFORMED, FOR
WHOM THEY WILL BE PERFORMED, AND HOW THEY WILL
BE PERFORMED.]
Activity #2 [SAME]
Activity #3 [SAME]
[ADD ADDITIONAL ACTIVITIES AS NECESSARY]
General Administration Activities
[INSERT DESCRIPTION OF GENERAL ADMINISTRATIVE ACTIVITIES
TO BE PERFORMED IN SUPPORT OF PROGRAM DELIVERY ACTIVITIES
STATED ABOVE.]
Exhibit A Page 6 of 74
[Form for Public Service Programs]
C. National Objectives
The Activities must, pursuant to and in accordance with 24 CFR 570.200(a) (2) and
24 CFR 570.208, meet one of the following of the CDBG Program’s National
Objectives: (1) benefit low- and moderate-income persons; (2) aid in the prevention
or elimination of slums or blight; or (3) meet community development needs having
a particular urgency, as defined in 24 CFR 570.208.
The Subrecipient hereby certifies that the Activities carried out under this Agreement
will meet [INSERT NATIONAL OBJECTIVE OR OBJECTIVES THAT WILL BE
MET] as follows: [INSERT DESCRIPTION OF HOW NATIONAL OBJECTIVE(S)
WILL BE MET. IF DIFFERENT ACTIVITIES WILL MEET DIFFERENT
OBJECTIVES, DESCRIBE HOW EACH ACTIVITY WILL MEET ONE OR
MORE OF THE OBJECTIVES.].
C. Levels of Accomplishment - Goals and Performance Measures
The Subrecipient shall perform the Activities in accordance with the following
performance measures, quantified in the units described below (collectively, the
“Performance Measures”):
Activity Unit Type Units per Month Total Units/Year
Activity #1 [INSERT UNIT OF
MEASUREMENT
TO BE USED,
E.G., NUMBER OF
PERSONS
ASSISTED,
NUMBER OF
MEALS SERVED,
NUMBER OF
HOUSING UNITS
REHABILITATED,
ETC.)
Activity #2
Activity #3
[INSERT
ADDITIONAL
LINES AS
NECESSARY.]
D. Staffing
The Subrecipient shall perform the Activities using the following personnel and in
accordance with the following allocation of time for each person:
Exhibit A Page 7 of 74
[Form for Public Service Programs]
Activity Personnel General
Responsibilities
Time Allocation
(Hours Per
Week)
Activity #1
Activity #2
Activity #3
[INSERT
ADDITIONAL
LINES AS
NECESSARY.]
The Subrecipient shall not make any changes in the personnel assigned, their general
responsibilities, or their time allocation under this Agreement without the prior written
approval of the Grantee.
E. Performance Monitoring
On an annual basis, or on a more frequent basis if required by HUD, the Grantee will
evaluate the Subrecipient’s performance of the Activities to determine: (1) the
Subrecipient’s compliance with this Agreement and the Requirements of Law; and (2)
the Subrecipient’s progress attaining the Performance Measures (“Performance
Review”). The Grantee shall notify the Subrecipient of the results of each Performance
Review within 45 days after the conclusion of the Performance Review. Failure to
perform the Activities in accordance with the Requirements of Law and the
Performance Measures will constitute an act of default under this Agreement. If action
to correct any default is not taken by the Subrecipient within 30 days after receipt of
notice from the Grantee, the Grantee may immediately suspend the disbursement of all
CDBG Grant funds and terminate this Agreement.
II. TIME OF PERFORMANCE
The Subrecipient shall commence the Activities on ________, 2017, and shall complete
the Activities no later than ____________, 2018 (“Time of Performance”). The Time of
Performance shall be extended to cover any additional time period during which the
Subrecipient remains in control of CDBG funds or other CDBG assets, including program
income (as defined in 24 CFR 570.500), during which time all of the terms and provisions
of this Agreement shall be in full force and effect and binding upon the Subrecipient.
III. BUDGET
The Subrecipient must perform the Activities in accordance with the following budget.
Line Item Amount
Salaries
Activity 1
Activity 2
Exhibit A Page 8 of 74
[Form for Public Service Programs]
[INSERT ACTIVITIES AS
NECESSARY]
Fringe
Office Space (program only)
Utilities
Communications
Reproduction/Printing
Supplies and Materials
Mileage
Audit and Performance Review
[INSERT OTHER LINES AS NECESSARY]
TOTAL
At any time during the Time of Performance, the Grantee may, in its discretion, require
the Subrecipient to provide to the Grantee a supplementary budget or a more detailed
budget for the performance of the Activities. The Subrecipient must provide a
supplementary or more detailed budget to the Grantee no later than 30 days after receipt
of a written request from the Grantee. The Subrecipient shall not amend the budget set
forth in this Section III, or any supplementary or more detailed budget submitted to the
Grantee pursuant to this Section III, without the prior written approval of the Grantee.
IV. PAYMENT
The total amount of CDBG Grant funds paid by the Grantee to the Subrecipient for the
performance of the Activities under this Agreement shall not exceed $__________.
Payment of CDBG Grant funds shall be made only for eligible expenses and general
administration and shall be made in accordance with 2 CFR 200.305, against the line
items within the budget set forth in Section III of this Agreement, and based upon the
Subrecipient’s progress toward attaining the Performance Measures. The Subrecipient
shall maintain a financial management system and internal controls in accordance with
2 CFR 200.302 and 2 CFR 200.303.
The Grantee may suspend or withhold the payment of CDBG Grant funds to, and may
recover any unspent CDBG Grant funds from, the Subrecipient if the Grantee
determines, in its sole discretion, that the Subrecipient has failed to perform any of its
obligations in accordance with, or has violated, this Agreement or the Requirements of
Law.
V. NOTICES
Notices required by this Agreement shall be in writing and delivered via U.S. mail
(postage prepaid), commercial courier, or personal delivery. Any notice delivered or
sent as aforesaid shall be effective on the date of delivery. All notices and other written
Exhibit A Page 9 of 74
[Form for Public Service Programs]
communications under this Agreement shall be addressed to the people set forth below,
unless modified by subsequent written notice.
Notices concerning this Agreement shall be directed to the following contract
representatives:
If to Grantee: City o f Des Plaines
1420 Miner Street
Des Plaines, IL 60016
Attention: Davorka Kirincic, CDBG Administrator
If to Subrecipient: _________________________
_________________________
_________________________
Attention: ________________
VI. SPECIAL CONDITIONS
[INSERT ANY SPECIAL CONDITIONS APPLICABLE TO THE
PARTICULAR ACTIVITY OR SUBRECIPIENT. IF NONE, INSERT: “THIS
SECTION INTENTIONALLY LEFT BLANK.”]
VII. GENERAL CONDITIONS
A. General Compliance
The Subrecipient shall perform the Activities and all of its other obligations under this
Agreement in accordance with the Requirements of Law, including, without limitation,
all applicable requirements of 24 CFR Part 570, including, without limitation, subpart
K of Part 570, and of 2 CFR Part 200. The Subrecipient shall utilize CDBG Grant
funds received pursuant to this Agreement to supplement rather than supplant funds
otherwise available.
B. Independent Contractor
Nothing contained in this Agreement is intended or shall be construed to create or
establish the relationship of employer/employee, principal/agent, or joint ventures
between the parties. The Subrecipient shall at all times remain an "independent
contractor" with respect to the Activities to be performed under this Agreement. The
Grantee shall be exempt from payment of all Unemployment Compensation, PICA,
retirement, life and/or medical insurance and Workers' Compensation Insurance, as the
Subrecipient is an independent contractor.
C. Hold Harmless
The Subrecipient shall hold harmless, defend and indemnify the Grantee, and its
Exhibit A Page 10 of 74
[Form for Public Service Programs]
officials, officers, employees, agents, and representatives, from and against any and all
claims, actions, suits, charges and judgments whatsoever that arise out of the
Subrecipient's performance of or failure to perform the Activities and the Subrecipient’s
other obligations under this Agreement.
D. Workers' Compensation
The Subrecipient shall provide Workers' Compensation Insurance coverage for all of
its employees involved in the performance of this Agreement in accordance with the
Requirements of Law.
E. Insurance & Bonding
The Subrecipient shall carry sufficient insurance coverage to protect the CDBG Grant
funds disbursed to the Subrecipient pursuant to this Agreement, and all property and
other assets purchased in whole or in part with CDBG Grant funds, from loss due to
theft, fraud and/or undue physical damage, and at a minimum shall purchase a blanket
fidelity bond covering all of its employees in an amount equal to the CDBG Grant fund
cash advances from the Grantee. The Subrecipient shall name the Grantee as additional
insured on all insurance policies required by this Subsection.
F. Grantee Recognition
The Subrecipient shall recognize the role of HUD and the Grantee in providing services
through this Agreement. All activities, facilities, and items performed and utilized
pursuant to this Agreement shall be prominently labeled as to funding source. In
addition, the Subrecipient will include a reference to the support provided herein in all
publications made possible with funds made available under this Agreement.
G. Amendments
The Grantee and Subrecipient may amend this Agreement at any time provided that
such amendments make specific reference to this Agreement, are executed in writing,
signed by a duly authorized representative of each organization, and approved by the
Subrecipient’s and the Grantee's respective governing body. Such amendments shall
not invalidate this Agreement, nor relieve or release the Grantee or Subrecipient from
their obligations under this Agreement.
The Grantee may, in its sole discretion, amend this Agreement as necessary to conform
with Federal, state, or local governmental laws, regulations, guidelines, policies, and
changes to available funding amounts by providing written notice to Subrecipient of
such amendments.
H. Suspension or Termination
In accordance with 2 CFR 200.338 and 2 CFR 200.339, the Grantee may, without
Exhibit A Page 11 of 74
[Form for Public Service Programs]
limitation of other available remedies at law or in equity, withhold payments of the
CDBG Grant funds, disallow the use of CDBG Grant funds for all or part of the cost of
an Activity, or suspend or terminate all or any part of payment of the CDBG Grant
funds or this Agreement if the Subrecipient materially fails to comply with any terms
of this Agreement. Material failures to comply with this Agreement include (but are
not limited to) the following:
1. Failure by the Subrecipient to comply with any of the provisions of this
Agreement and the Requirements of Law;
2. Failure by the Subrecipient to perform its obligations in accordance with
this Agreement;
Improper use of CDBG Grant funds provided to the Subrecipient under this
Agreement; and
4. Submission by the Subrecipient to the Grantee of reports, documents,
statements, or any other information that is late, incorrect, inaccurate,
incomplete, or misleading or fraudulent in any material respect.
In accordance with 2 CFR 200.339, this Agreement may also be terminated for
convenience by either the Grantee or the Subrecipient, in whole or in part, by written
notification to HUD setting forth the reasons for such termination, the effective date,
and, in the case of partial termination, the portion of the CDBG Grant to be terminated.
In the case of partial termination, if HUD determines that the remaining portion of the
CDBG Grant will not accomplish the purpose for which the award was made, HUD
may terminate the award in its entirety.
VIII. ADMINISTRATIVE REQUIREMENTS
A. Financial Management
1. Accounting Standards
The Subrecipient shall comply with the standards and requirements of 24 CFR
570.502 and of 2 CFR Part 200, Subpart D, including, without limitation, the
accounting principles and procedures required therein, utilize adequate internal
controls, and maintain necessary source documentation for all costs incurred.
2. Cost Principles
The Subrecipient shall administer its program in accordance with the cost
principles set forth in 2 CFR Part 200, Subpart E. These principles shall be
applied for all costs incurred whether charged on a direct or indirect basis.
Exhibit A Page 12 of 74
[Form for Public Service Programs]
B. Documentation and Record Keeping
1. Records to be Maintained
The Subrecipient shall maintain all records required by 2 CFR 200.333 and 24
CFR 570.506 that are pertinent to the Activities to be funded under this
Agreement (collectively, “Records”). These Records shall include, without
limitation:
a. Records providing a full description of each Activity undertaken;
b. Records demonstrating that each Activity undertaken meets one of
the National Objectives of the CDBG program;
c. Records required to determine the eligibility of Activities for funding
under this Agreement;
d. Records documenting compliance with equal opportunity
requirements of the CDBG Program;
e. Financial Records, as required by 24 CFR 570.502; 2 CFR Part 200,
Subpart D; and 24 CFR 84.21 through 84.28, in accordance with the
standards set forth in 24 CFR 85.20, including, without limitation,
accounting records with source documentation, including, without
limitation, cancelled checks, paid bills, payroll records, detailed time
and attendance records showing the amount of time spent by
Subrecipient personnel in the performance of the Activities, and
contract and subcontract award documents; and
f. All Records necessary to document compliance with Subpart K of 24
CFR Part 570.
2. Retention
The Subrecipient shall retain all financial Records, supporting documents, statistical
Records, and all other Records related to this Agreement and the performance of the
Activities pursuant to this Agreement for a period of three years after the date that
the Grantee submits, as part of Grantee’s annual performance and evaluation report
to HUD, its final report to HUD regarding the Activities supported pursuant to this
Agreement (“Retention Period”). Notwithstanding the preceding sentence, if any
litigation, claims, audits, negotiations or other actions involving the Records
(collectively, “Actions”) accrue before the expiration of the Retention Period, then
the Records must be retained by the Subrecipient until the Actions are fully resolved
or the expiration of the Retention Period, whichever occurs later.
3. Client Data
The Subrecipient shall maintain client data demonstrating client eligibility for
services provided in connection with the Activities. Such data shall include, but not
be limited to, each client’s name, address, social security number, income level or
other basis for determining eligibility, and a description of service provided. Such
Exhibit A Page 13 of 74
[Form for Public Service Programs]
information shall be made available to Grantee or its designees on a quarterly basis
during the Performance Review or upon request by the Grantee.
4. Disclosure
The Subrecipient understands that client information collected under this
Agreement is private and the use or disclosure of such information, when not
directly connected with the administration of the Grantee's or Subrecipient's
responsibilities with respect to the Activities and services performed and provided
pursuant to this Agreement, is prohibited unless written consent is obtained from
the client or, in the case of a minor client, the minor’s parent or guardian; provided,
however, that Subrecipient shall furnish to the Grantee all Records requested by the
Grantee for the purpose of complying with the Illinois Freedom of Information Act,
5 ILCS 140/1 et seq.
5. Close-outs
The Subrecipient's obligations to the Grantee shall not end until all close-out
requirements are completed in accordance with 2 CFR 200.343, as determined by
the Grantee in its sole discretion. Activities during this close-out period shall
include, but are not limited to: making final payments, disposing of all funds, and
property and other assets purchased with funds, disbursed under this Agreement
(including the return of all unused materials, equipment, unspent cash advances,
program income balances, and accounts receivable to the Grantee), and determining
the custodianship of records. Notwithstanding the foregoing, the terms of this
Agreement shall remain in effect and binding upon the Subrecipient during any
period that the Subrecipient has control over CDBG funds or property, including
program income.
6. Audits & Inspections
The Subrecipient shall provide all Records to the Grantee, HUD, and the
Comptroller General of the United States, or any of their authorized representatives,
at any time during normal business hours, as often they deem necessary, to audit,
examine, and make copies, excerpts, or transcripts of such Records. Minimally, the
Subrecipient shall provide all Records to the Grantee during each Performance
Review conducted by Grantee in accordance with Section I.E of this Agreement.
Any violations of this Agreement or the Requirements of Law, or any other
deficiency discovered during a Performance Review or audit of the Subrecipient
must be fully cured by the Subrecipient, to the satisfaction of the Grantee, HUD, or
the Comptroller General of the United States, in their sole discretion, within 30 days
after receipt by the Subrecipient of notice of the violations or deficiencies. Failure
of the Subrecipient to comply with the requirements of this Section is an event of
default under this Agreement and may, without limitation of other available
remedies, result in the withholding and recovery of CDBG Grant fund payments to
Exhibit A Page 14 of 74
[Form for Public Service Programs]
the Subrecipient under this Agreement. The Subrecipient hereby agrees to have an
annual agency audit conducted in accordance with applicable OMB Circulars.
C. Reporting and Payment Procedures
1. Program Income
The Subrecipient shall submit monthly written reports in a form acceptable to the
Grantee of all program income (as defined at 24 CFR 570.500(a)) generated by
Activities carried out with CDBG Grant funds provided to the Subrecipient under
this Agreement. The use of program income by the Subrecipient shall comply with
the requirements set forth in 24 CFR 570.504. Additionally, the Subrecipient shall
use program income during the Time of Performance of this Agreement to fund the
Activities under this Agreement and shall reduce requests for CDBG funds by the
amount of program income expended on the Activities. All unexpended program
income shall be returned to the Grantee at the end of the Time of Performance. Any
interest earned on cash advances from the U.S. Treasury and from funds held in a
revolving fund account is not program income and shall be remitted promptly to the
Grantee.
2. Indirect Costs
The Subrecipient shall keep a record of all indirect costs in the manner required by
HUD. Indirect costs are costs incurred for a common or joint purpose benefiting
more than one cost objective but not readily assignable to those cost objectives
without effort disproportionate to the results achieved. However, the Subrecipient
acknowledges and agrees that it may not charge or seek payment for, and the
Grantee shall not pay, any indirect costs.
3. Payment Procedures
The Subrecipient shall submit payment requests to the Grantee on a form acceptable
to the Grantee in its sole discretion. The Grantee will pay to the Subrecipient CDBG
Grant funds available under this Agreement in accordance with the Subrecipient’s
progress in attaining the Performance Measures set forth in Section I.C of this
Agreement, the budget set forth in Section III of this Agreement, and Grantee policy
concerning payments. With the exception of certain advances, payments will be
made for, and shall not exceed, eligible expenses actually incurred by the
Subrecipient. Payments will be adjusted by the Grantee in accordance with advance
fund and program income balances available in Subrecipient accounts. The Grantee
reserves the right to use funds available under this Agreement for costs incurred by
the Grantee on behalf of the Subrecipient.
4. Progress Reports
The Subrecipient shall, in accordance with 2 CFR 200.328, submit to the Grantee
Exhibit A Page 15 of 74
[Form for Public Service Programs]
quarterly progress reports using information collection standards approved by the
United States Office of Management and Budget regarding the performance of the
Activities and the expenditure of CDBG Grant funds in a form acceptable to the
Grantee in its sole discretion. The Subrecipient shall also meet with the Grantee
upon request to discuss the Grantee’s performance under this Agreement.
D. Procurement
1. Compliance
The Subrecipient shall comply with the requirements of 2 CFR 200.317 through 2
CFR 200.326 and the Grantee’s purchasing policy for the procurement of all
property and equipment pursuant to this Agreement and shall maintain inventory
records of all non-expendable personal property procured with funds provided
pursuant to this Agreement. The Subrecipient shall convey to the Grantee all
program assets (including, without limitation, unexpended program income and
personal property purchased with CDBG funds or program income) upon the
termination or expiration of this Agreement.
2. OMB Standards
Unless specified otherwise within this agreement, the Subrecipient shall procure all
materials, property, or services in accordance with the applicable requirements of
24 CFR 84.40 through 24 CFR 84.48 and 2 CFR 200.317 through 2 CFR 200.326.
3. Travel
The Subrecipient shall obtain written approval from the Grantee for any travel
outside the Chicago metropolitan area to be paid for with funds provided under this
Agreement.
E. Use and Reversion of Assets
The use and disposition of equipment under this Agreement shall be in compliance
with the requirements of 2 CFR 200.310 through 200.316, 24 CFR Part 84, and 24
CFR 570.502, 570.503, and 570.504, as applicable, including, without limitation,
the following requirements:
1. The Subrecipient shall transfer to the Grantee any CDBG Grant funds on
hand, and any program income, and any accounts receivable attributable to
the use of CDBG Grant funds under this Agreement at the time of expiration,
cancellation, or termination of this Agreement.
2. If the Subrecipient sells equipment acquired, in whole or in part, with CDBG
Grant funds under this Agreement, the pro rata portion of the sale proceeds
that correspond to the amount of CDBG Grant funds used to acquire the
Exhibit A Page 16 of 74
[Form for Public Service Programs]
equipment shall be program income. Equipment not needed by the
Subrecipient to perform Activities under this Agreement shall be either: (a)
transferred to the Grantee for use by the CDBG Program; or (b) retained by
the Subrecipient after paying the Grantee an amount equal to the amount of
the fair market value of the equipment attributable to the amount of CDBG
Grant funds used to acquire the equipment.
IX. PERSONNEL & PARTICIPANT CONDITIONS
A. Civil Rights
The Subrecipient agrees to comply with the applicable provisions of: (1) Title
VI of the Civil Rights Act of 1964, as amended; (2) Title VIII of the Civil Rights
Act of 1968, as amended; (3) Section 104(b) and Section 109 of Title I of the
Housing and Community Development Act of 1974, as amended; Section 504
of the Rehabilitation Act of 1973, as amended; (4) the Americans with
Disabilities Act of 1990, as amended; (5) the Age Discrimination Act of 1975,
as amended; (6) Executive Order 11063; and the laws, regulations, and
executive orders referenced in 24 CFR 570.607.
The Subrecipient also agrees to comply with all Federal regulations promulgated
pursuant to Section 504 of the Rehabilitation Act of 1973, 29 U S C 794, which
prohibits discrimination against individuals with disabilities or handicaps in any
Federally-assisted program.
B. Affirmative Action
1. Approved Plan
Before the payment of any CDBG Grant funds pursuant to this Agreement, the
Subrecipient shall submit a plan for an Affirmative Action Program to Grantee for
approval. The Subrecipient agrees that it shall carry out the Affirmative Action
Program in accordance with the approved plan and with the principles provided in
the President's Executive Order 11246 of September 24, 1966.
2 Access to Records
The Subrecipient shall maintain and, upon request by the Grantee, HUD, their
agents, or other authorized federal officials, furnish, and cause each of its
subrecipents and subcontractors to furnish, all plans, records, documents, and other
information required to be maintained pursuant to, or necessary to demonstrate
compliance with, this Section IX.B.
4. Notifications
The Subrecipient will send to each labor union or representative of workers with
Exhibit A Page 17 of 74
[Form for Public Service Programs]
which it has a collective bargaining agreement or other contract or understanding, a
notice advising the labor union or worker's representative of the Subrecipient's
commitments hereunder, and shall post copies of the notice at conspicuous places
accessible and visible to employees and applicants for employment.
5. Equal Employment Opportunity and Affirmative Action (EEO/AA) Statement
The Subrecipient shall, in all solicitations or advertisements for employees placed
by or on behalf of the Subrecipient, state that it is an Equal Opportunity or
Affirmative Action employer.
6. Subcontract Provisions
The Subrecipient will cause the provisions of Sections IX.A and IX.B of this
Agreement, and the language required therein, to be included in every contract,
subcontract, or purchase order with the Subrecipient’s subrecipients, contractors, or
subcontractors so that such provisions will be binding upon those subrecipients,
contractors, or subcontractors.
C. Prohibited Activities
The Subrecipient is prohibited from using funds received pursuant to this
Agreement or personnel employed in the administration of the Subrecipient
Program or Activities for: political activities; inherently religious activities;
lobbying; political patronage; and nepotism activities.
D. Conduct
1. Assignability
The Subrecipient shall not assign or transfer any interest in this Agreement without
the prior written consent of the Grantee, which consent may be denied in the
Grantee’s sole discretion; provided, however, that claims for money due to the
Subrecipient from the Grantee under this Agreement may be assigned to a bank,
trust company, or other financial institution without such approval. Notice of any
such assignment or transfer shall be furnished promptly to the Grantee.
2. Subcontracts
a. Approvals
The Subrecipient shall not enter into any subcontracts for the purpose of performing
the Activities or any of the Subrecipient’s other obligations under this Agreement
without first obtaining the written consent of the Grantee, which consent may be
denied in the Grantee’s sole discretion. Executed copies of all subcontracts shall be
forwarded to the Grantee along with documentation concerning the selection
Exhibit A Page 18 of 74
[Form for Public Service Programs]
process.
b. Monitoring
The Subrecipient must regularly review all subcontracted services to assure
compliance with the Requirements of Law, the provisions of this Agreement, and
the provisions of the subcontract. The Subrecipient shall prepare written reports
documenting its review of the subcontracted services, which reports must include,
without limitation, the dates of the review, any compliance failures by
subcontractors found by the Subrecipient, and the actions taken by the Subrecipient
to cause the subcontractors to come into compliance. The Subrecipient shall provide
these written reports to the Grantee upon request and whenever a report includes
findings that a subcontractor failed to comply with the Requirements of Law, the
provisions of this Agreement, or the provisions of the subcontract.
c. Content
The Subrecipient shall cause all of the provisions of this Agreement in its entirety
to be included in and made a part of any subcontract executed by the Subrecipient
and a subrecipient or subcontractor in connection with the performance of this
Agreement.
3. Hatch Act
The Subrecipient agrees that no funds provided, nor personnel employed under this
Agreement, shall be in any way or to any extent expended on or used to support the
conduct of political activities in violation of Chapter 15 of Title V of the U.S.C.
4. Conflict of Interest
The Subrecipient agrees to abide by the provisions of 2 CFR 200.318, 24 CFR 84.42,
and 24 CFR 570.611, as applicable, which include (but are not limited to) the
following:
a. The Subrecipient shall maintain a written code or standards of
conduct that shall govern the performance of its officers, employees
or agents engaged in the award and administration of contracts
supported by Federal funds.
b. No employee, officer or agent of the Subrecipient shall participate in
the selection, or in the award, or administration of, a contract
supported by Federal funds if a conflict of interest, real or apparent,
would be involved.
c. No covered persons who exercise or have exercised any functions or
responsibilities with respect to CDBG-assisted activities, or who are
Exhibit A Page 19 of 74
[Form for Public Service Programs]
in a position to participate in a decision-making process or gain inside
information with regard to such activities, may obtain a financial
interest in any contract, or have a financial interest in any contract,
subcontract, or agreement with respect to the CDBG-assisted activity,
or with respect to the proceeds from the CDBG-assisted activity,
either for themselves or those with whom they have business or
immediate family ties, during their tenure or for a period of one (1)
year thereafter. For purposes of this paragraph, a "covered person"
includes any person who is an employee, agent, consultant, officer, or
elected or appointed official of the Grantee, the Subrecipient, or any
designated public agency.
5. Lobbying
The Subrecipient hereby certifies that:
a. No Federal appropriated funds have been paid or will be paid, by or
on behalf of the Subrecipient, to any person for influencing or
attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with the awarding
of any Federal contract, the making of any Federal grant, the making
of any Federal loan, the entering into of any cooperative agreement,
and the extension, continuation, renewal, amendment, or
modification of any Federal contract, grant, loan, or cooperative
agreement;
b. If any funds other than Federal appropriated funds have been paid or
will be paid to any person for influencing or attempting to influence
an officer or employee of any agency, a Member of Congress, an
officer or employee of Congress, or an employee of a Member of
Congress in connection with this Federal contract, grant, loan, or
cooperative agreement, the Subrecipient will complete and submit
Standard Form-LLL, "Disclosure Form to Report Lobbying," in
accordance with its instructions; and
c. The Subrecipient will require that the language of this Section IX.D.5
be included in the award documents for all subawards at all tiers
(including subcontracts, subgrants, and contracts under grants, loans,
and cooperative agreements) and that all Subrecipients shall certify
and disclose accordingly:
d. This certification is a material representation of fact upon which
reliance was placed when this transaction was made or entered into.
Submission of this certification is a prerequisite for making or
entering into this transaction imposed by 31 U.S.C. 1352. Any person
Exhibit A Page 20 of 74
[Form for Public Service Programs]
who fails to file the required certification shall be subject to a civil
penalty of not less than $10,000 and not more than $100,000 for each
such failure.
6. Copyright
If this Agreement results in any copyrightable work, material, or inventions, the
Subrecipient shall, and does hereby, grant to Grantee and the grantor agency the
right to a royalty-free, non-exclusive, and irrevocable license to reproduce,
publish, or otherwise use, and to authorize others to use, the work, material, or
inventions for governmental purposes.
7. Religious Activities
The Subrecipient agrees that funds provided under this Agreement will not be
utilized for inherently religious activities prohibited by 24 CFR 570.200(j), such
as worship, religious instruction, or proselytization.
X. SEVERABILITY
If any provision of this Agreement is held invalid, the remainder of the Agreement shall
not be affected thereby and all other parts of this Agreement shall nevertheless be in
full force and effect.
XI. SECTION HEADINGS AND SUBHEADINGS
The section headings and subheadings contained in this Agreement are included for
convenience only and shall not limit or otherwise affect the terms of this Agreement.
XII. WAIVER
The Grantee's failure to act with respect to a breach by the Subrecipient does not waive
its right to act with respect to subsequent or similar breaches. The failure of the Grantee
to exercise or enforce any right or provision shall not constitute a waiver of such right
or provision.
XIII. ENTIRE AGREEMENT
This agreement constitutes the entire agreement between the Grantee and the
Subrecipient for the use of funds received under this Agreement and it supersedes all
prior or contemporaneous communications and proposals, whether electronic, oral, or
written between the Grantee and the Subrecipient with respect to this Agreement.
IN WITNESS WHEREOF, the Parties have executed this contract as of the date first
written above.
Exhibit A Page 21 of 74
[Form for Public Service Programs]
City of Des Plaines [Insert Name of Organization]
By: By:
Mayor
Attest: Title:
City Clerk
DUNS I.D. #
Countersigned:
Director of
Finance
Fed. I.D. #
Approved as to form and legal
sufficiency: Affirmative action approval:
City General Counsel Contract Compliance Supervisor
Exhibit A Page 22 of 74
[Form for Public Service Programs]
CERTIFICATION REGARDING DRUG-FREE WORKPLACE
REQUIREMENTS
The certification set out below is a material representation upon which reliance is placed
by the U.S. Department of Housing and Urban Development in awarding the grant. If it is
later determined that the grantee knowingly rendered a false certification, or otherwise
violates the requirements of the Drug-Free Workplace Act, the U.S. Department of
Housing and Urban Development, in addition to any other remedies available to the Federal
Government, may take action authorized under the Drug-Free Workplace Act.
CERTIFICATION
A. The Sub-recipient certifies that it will provide a drug-free workplace by:
(a) Publishing a statement notifying employees that the unlawful manufacture,
distribution, dispensing, possession or use of a controlled substance is
prohibited in the grantee's workplace and specifying the actions that will be
undertaken against employees for violations of such prohibitions;
(b) Establishing a drug-free awareness program to inform employees about:
(1) The dangers of drug abuse in the workplace;
(2) The grantee's policy of maintaining a drug-free workplace;
(3) Any available drug counseling, rehabilitation, and employee
assistance programs; and
(4) The penalties that may be imposed upon employees for drug abuse
violations occurring in the workplace;
(c) Making it a requirement that each employee to be engaged in the
performance of the grant be given a copy of the statement required by
paragraph (a);
(d) Notifying the employee in the statement required by paragraph (a) that, as
a condition of employment under the grant, the employee will:
(1) Abide by the terms of the statement; and
(2) Notify the employer of any criminal drug statute conviction for a
violation occurring in the workplace no later than five days after
such conviction;
(e) Notifying the U.S. Department of Housing and Urban Development within
ten days after receiving notice under subparagraph (d)(2) from an employee
or otherwise receiving actual notice of such conviction;
(f) Taking one of the following actions, within 30 days of receiving notice
under subparagraph (d) (2), with respect to any employee who is so
convicted:
(1) Taking appropriate personnel action against such an employee, up
to and including termination; or
(2) Requiring such employee to participate satisfactorily in a drug abuse
assistance or rehabilitation program approved for such purposes by
Exhibit A Page 23 of 74
[Form for Public Service Programs]
a Federal, State, or local health, law enforcement, or other
appropriate agency;
(g) Making a good faith effort to continue to maintain a drug-free workplace
through implementation of paragraphs (a), (b), (c), (d), (e) and (f).
B. The Sub-recipient shall insert in the space provided on the attached "Place of
Performance" form the site(s) for the performance of work to be carried out with
the grant funds (including street address, city, county, state, and zip code). The
grantee further certifies that, if it is subsequently determined that additional sites
will be used for the performance of work under the grant, it shall notify the U.S.
Department of Housing and Urban Development immediately upon the decision to
use such additional sites by submitting a revised "Place of Performance" form.
Exhibit A Page 24 of 74
[Form for Public Service Programs]
PLACE OF PERFORMANCE
FOR CERTIFICATION REGARDING DRUG-FREE WORKPLACE
REQUIREMENTS
Name of Grantee: [Click here and type name]
Grant Program Name: [Click here and type name]
Grant Number: [Click here and type number]
Date: [Click here and insert date]
The grantee shall insert in the space provided below the site(s) expected to be used
for the performance of work under the grant covered by the certification if different
than above.
Place of Performance (include street address, city, county, state, zip code for each
site):
Exhibit A Page 25 of 74
[Form for Housing Rehabilitation Programs]
SUBRECIPIENT AGREEMENT BETWEEN
THE CITY OF DES PLAINES, ILLINOIS,
AND
[NON-GOVERNMENTAL SUBRECIPIENT]
FOR
[NAME OF CDBG HOUSING REHABILITATION PROGRAM]
THIS SUBRECIPIENT AGREEMENT (“Agreement”) is entered this _____ day of
__________________, 2018 by and between the City of Des Plaines, an Illinois home-rule
municipality ("Grantee") and __________________________________________
("Subrecipient").
WHEREAS, on August 3rd, 2015, the corporate authorities of the Grantee approved: (i)
Resolution No. R-138-15, approving a five-year Consolidated Plan for the City’s participation in
the Community Development Block Grant program (“CDBG Program”) administered by the
United States Department of Housing and Urban Development (“HUD”); and (ii) Resolution No.
R-123-17, approving a City Action Plan for the 2017 CDBG Program year; and
WHEREAS, the Grantee submitted the Consolidated Plan, the Action Plan, and an
application for a CDBG Program grant to HUD pursuant to Title I of the Housing and Community
Development Act of 1974 as amended (“HCD Act”); and
WHEREAS, HUD has awarded Grantee a grant of funds under the CDBG Program
(“CDBG Grant”); and
WHEREAS, the Grantee desires to utilize a portion of the CDBG Grant to engage the
Subrecipient to construct or rehabilitate, and the Subrecipient desires to receive a portion of the
CDBG Grant to construct or rehabilitate, residential structures that will be occupied by low- and
moderate-income households to help implement the objectives of the CDBG Program, the
Consolidated Plan, and the Action Plan, all in accordance with the HCD Act, the regulations
promulgated thereunder, and all other applicable federal, state, and local laws, ordinances, and
regulations (collectively, the “Requirements of Law”); and
WHEREAS, the Grantee and the Subrecipient desire to enter into this Agreement to set
forth their respective rights and obligations with respect to the use of the CDBG Grant and the
construction or rehabilitation of residential facilities that will be occupied by low- and moderate-
income households;
NOW, THEREFORE, it is agreed between the parties hereto that;
Exhibit B Page 26 of 74
[Form for Housing Rehabilitation Programs]
I. SCOPE OF WORK
A. Project
The Subrecipient shall use CDBG Grant funds to construct or rehabilitate the residential
structures described in the “Statement of Work” set forth below during CDBG Program
Year 2015 (“Housing Project”) in a manner satisfactory to the Grantee, consistent with
any standards required by HUD as a condition of the CDBG Grant, and in accordance
with the Requirements of Law and this Agreement. The Subrecipient shall expend
CDBG Grant funds solely to perform and complete the work described in the Statement
of Work (“Work”) and solely in accordance with the budget set forth in Section III of
this Agreement.
Statement of Work:
[INSERT STATEMENT OF WORK PROVIDED BY SUBRECIPIENT OR INSERT
THE FOLLOWING LANGUAGE: “STATEMENT OF WORK IS ATTACHED TO,
AND HEREBY INCORPORATED INTO, THIS AGREEMENT AS EXHIBIT A.”]
B. National Objectives
The Work must, pursuant to and in accordance with 24 CFR 570.200(a)(2) and 24
CFR 570.208, meet one of the following of the CDBG Program’s National Objectives:
(1) benefit low- and moderate-income persons; (2) aid in the prevention or elimination
of slums or blight; or (3) meet community development needs having a particular
urgency, as defined in 24 CFR 570.208.
The Subrecipient hereby certifies that the Work carried out under this Agreement will
meet [INSERT NATIONAL OBJECTIVE OR OBJECTIVES THAT WILL BE
MET] as follows: [INSERT DESCRIPTION OF HOW NATIONAL OBJECTIVE(S)
WILL BE MET. IF DIFFERENT WORK WILL MEET DIFFERENT
OBJECTIVES, DESCRIBE HOW EACH ACTIVITY WILL MEET ONE OR
MORE OF THE OBJECTIVES.].
C. Performance Measures
The Subrecipient shall perform and complete the Work in accordance with, and the
Subrecipient’s performance shall be measured against, the Statement of Work, including,
without limitation, the schedule for completing the Work (“Schedule of Completion”) and
the plans and specifications (“Plans”) for the Work set forth therein.
D. Staffing
The Subrecipient shall perform the Work, or cause the Work to be performed, using the
following personnel and in accordance with the following allocation of time for each
person:
Exhibit B Page 27 of 74
[Form for Housing Rehabilitation Programs]
Personnel General
Responsibilities
Time Allocation
(Hours Per Week)
The Subrecipient shall not make any changes in the personnel assigned, their general
responsibilities, or their time allocation under this Agreement without the prior written
approval of the Grantee.
E. Performance Monitoring
On an annual basis, or on a more frequent basis if required by HUD, the Grantee will
evaluate the Subrecipient’s performance of the Work to determine: (1) the
Subrecipient’s compliance with this Agreement and the Requirements of Law; and (2)
the Subrecipient’s progress completing the Work in accordance with the Statement of
Work, including, without limitation, the Schedule of Completion and Plans
(“Performance Review”). In accordance with 2 CFR 200.328(c), the Subrecipient
shall, within a reasonable time after a request by Grantee, and in any event not less than
quarterly, provide to Grantee construction performance reports regarding the status of
the Work (“Performance Reports”). These reports shall include, without limitation,
certifications by the Subrecipient of the percentage of Work completed and any other
information Grantee deems necessary to determine whether the Work complies with the
Statement of Work, including, without limitation, the Schedule of Completion and the
Plans. The Subrecipient also shall permit Grantee to perform on-site technical
inspections of the Work conducted by Subrecipient and Grantee for the purpose of
determining the Subrecipient’s progress in completing the Work (“Technical
Inspections”). The Subrecipient’s key personnel and contractors shall be present at the
Technical Inspections if requested by the Grantee. The Grantee will consider the
Performance Reports and Technical Inspections during the Performance Review.
The Grantee shall notify the Subrecipient of the results of each Performance Review
within 45 days after the conclusion of the Performance Review. Failure to perform the
Work in accordance with the Requirements of Law and the Performance Measures will
constitute an act of default under this Agreement. If action to correct any default is not
taken by the Subrecipient within 30 days after receipt of notice from the Grantee, the
Grantee may immediately suspend the disbursement of all CDBG Grant funds and
terminate this Agreement.
II. TIME OF PERFORMANCE
The Subrecipient shall commence the Work on ________, 2017, and shall complete the
Work no later than ____________, 2018 (“Time of Performance”). The Time of
Performance shall be extended to cover any additional time period during which the
Exhibit B Page 28 of 74
[Form for Housing Rehabilitation Programs]
Subrecipient remains in control of CDBG funds or other CDBG assets, including program
income (as defined in 24 CFR 570.500), during which time all of the terms and provisions
of this Agreement shall be in full force and effect and binding on the Subrecipient.
III. BUDGET
The Subrecipient must perform the Work in accordance with the following budget.
Line Item Amount
Housing Project Budget
[INSERT CONSTRUCTION PROJECT
BUDGET]
Salaries
Fringe
Office Space (program only)
Utilities
Communications
Reproduction/Printing
Supplies and Materials
Mileage
Audit and Performance Review
[INSERT OTHER LINES AS NECESSARY]
TOTAL
At any time during the Time of Performance, the Grantee may, in its discretion, require
the Subrecipient to provide to the Grantee a supplementary budget or a more detailed
budget for the performance of the Work. The Subrecipient must provide a
supplementary or more detailed budget to the Grantee no later than 30 days after receipt
of a written request from the Grantee. The Subrecipient shall not amend the budget set
forth in this Section III, or any supplementary or more detailed budget submitted to the
Grantee pursuant to this Section III, without the prior written approval of the Grantee.
IV. PAYMENT
The total amount of CDBG Grant funds paid by the Grantee to the Subrecipient for the
performance of the Work under this Agreement shall not exceed $__________.
Payment of CDBG Grant funds shall be made only for eligible expenses and general
administration and shall be made in accordance with 2 CFR 200.305, against the line
Exhibit B Page 29 of 74
[Form for Housing Rehabilitation Programs]
items within the budget set forth in Section III of this Agreement, and based upon the
Subrecipient’s progress toward attaining the Performance Measures described in
Section I.C of this Agreement. The Subrecipient shall maintain a financial management
system and internal controls in accordance with 2 CFR 200.302 and 2 CFR 200.303.
The Grantee may suspend or withhold the payment of CDBG Grant funds to, and may
recover any unspent CDBG Grant funds from, the Subrecipient if the Grantee
determines, in its sole discretion, that the Subrecipient has failed to perform any of its
obligations in accordance with, or has violated, this Agreement or the Requirements of
Law.
V. NOTICES
Notices required by this Agreement shall be in writing and delivered via U.S. mail
(postage prepaid), commercial courier, or personal delivery. Any notice delivered or
sent as aforesaid shall be effective on the date of delivery. All notices and other written
communications under this Agreement shall be addressed to the people set forth below,
unless modified by subsequent written notice.
Notices concerning this Agreement shall be directed to the following contract
representatives:
If to Grantee: City of Des Plaines
1420 Miner Street
Des Plaines, IL 60016
Attention: _________________
If to Subrecipient: _________________________
_________________________
_________________________
Attention: ________________
VI. SPECIAL CONDITIONS
[INSERT ANY SPECIAL CONDITIONS APPLICABLE TO THE
PARTICULAR WORK OR SUBRECIPIENT. IF NONE, INSERT: “THIS
SECTION INTENTIONALLY LEFT BLANK.”]
VII. GENERAL CONDITIONS
A. General Compliance
The Subrecipient shall perform the Work and all of its other obligations under this
Agreement in accordance with the Requirements of Law, including, without limitation,
all applicable requirements of 24 CFR Part 570, including, without limitation, subpart
K of Part 570, and of 2 CFR Part 200. The Subrecipient shall utilize CDBG Grant
Exhibit B Page 30 of 74
[Form for Housing Rehabilitation Programs]
funds received pursuant to this Agreement to supplement rather than supplant funds
otherwise available.
B. Independent Contractor
Nothing contained in this Agreement is intended or shall be construed to create or
establish the relationship of employer/employee, principal/agent, or joint venturers
between the parties. The Subrecipient shall at all times remain an "independent
contractor" with respect to the services to be performed under this Agreement. The
Grantee shall be exempt from payment of all Unemployment Compensation, PICA,
retirement, life and/or medical insurance and Workers' Compensation Insurance, as the
Subrecipient is an independent contractor.
C. Hold Harmless
The Subrecipient shall hold harmless, defend and indemnify the Grantee, and its
officials, officers, employees, agents, and representatives, from and against any and all
claims, actions, suits, charges and judgments whatsoever that arise out of the
Subrecipient's performance of or failure to perform the Work and the Subrecipient’s
other obligations under this Agreement.
D. Workers' Compensation
The Subrecipient shall provide Workers' Compensation Insurance coverage for all of
its employees involved in the performance of this Agreement in accordance with the
Requirements of Law.
E. Insurance & Bonding
The Subrecipient shall carry sufficient insurance coverage to protect the CDBG Grant
funds disbursed to the Subrecipient pursuant to this Agreement, and all property and
other assets purchased in whole or in part with CDBG Grant funds, from loss due to
theft, fraud and/or undue physical damage, and at a minimum shall purchase a blanket
fidelity bond covering all of its employees in an amount equal to the CDBG Grant fund
cash advances from the Grantee. The Subrecipient shall name the Grantee as additional
insured on all insurance policies required by this Subsection.
The Subrecipient shall: (1) provide insurance coverage for real property and equipment
acquired or improved with federal funds in accordance with 2 CFR 200.310; and (2)
comply with the bonding requirements for construction or facility improvement
contracts or subcontracts set forth in 2 CFR 200.325, which requirements may include
obtaining (a) a bid guarantee in the amount of five percent of the bid price from each
bidder who participates in a procurement for the Work, and (b) a performance bond and
a payment bond, respectively, each in the amount of 100 percent of the contract price,
from each contractor who enters into a contract with the Subrecipient for the
performance of some or all of the Work.
Exhibit B Page 31 of 74
[Form for Housing Rehabilitation Programs]
F. Grantee Recognition
The Subrecipient shall recognize the role of HUD and the Grantee in performing the
Work under this Agreement. All activities, facilities, and items performed and utilized
pursuant to this Agreement shall be prominently labeled as to funding source. In
addition, the Subrecipient will include a reference to the support provided herein in all
publications made possible with funds made available under this Agreement.
G. Amendments
The Grantee and Subrecipient may amend this Agreement at any time provided that
such amendments make specific reference to this Agreement, are executed in writing,
signed by a duly authorized representative of each organization, and approved by the
Subrecipient’s and the Grantee's respective governing body. Such amendments shall
not invalidate this Agreement, nor relieve or release the Grantee or Subrecipient from
their obligations under this Agreement.
The Grantee may, in its sole discretion, amend this Agreement as necessary to conform
with Federal, state, or local governmental laws, regulations, guidelines, policies, and
changes to available funding amounts by providing written notice to Subrecipient of
such amendments.
H. Suspension or Termination
In accordance with 2 CFR 200.338 and 2 CFR 200.339, the Grantee may, without
limitation of other available remedies at law or in equity, withhold payments of the
CDBG Grant funds, disallow the use of CDBG Grant funds for all or part of the cost of
an Activity, or suspend or terminate all or any part of payment of the CDBG Grant
funds or this Agreement if the Subrecipient materially fails to comply with any terms
of this Agreement. Material failures to comply with this Agreement include (but are
not limited to) the following:
1. Failure by the Subrecipient to comply with any of the provisions of this
Agreement and the Requirements of Law;
2. Failure by the Subrecipient to perform its obligations in accordance with
this Agreement;
Improper use of CDBG Grant funds provided to the Subrecipient under this
Agreement; and
4. Submission by the Subrecipient to the Grantee of reports, documents,
statements, or any other information that is late, incorrect, inaccurate,
incomplete, or misleading or fraudulent in any m aterial respect.
Exhibit B Page 32 of 74
[Form for Housing Rehabilitation Programs]
In accordance with 2 CFR 200.339, this Agreement may also be terminated for
convenience by either the Grantee or the Subrecipient, in whole or in part, by written
notification to HUD setting forth the reasons for such termination, the effective date,
and, in the case of partial termination, the portion of the CDBG Grant to be terminated.
In the case of partial termination, if HUD determines that the remaining portion of the
CDBG Grant will not accomplish the purpose for which the award was made, HUD
may terminate the award in its entirety.
VIII. ADMINISTRATIVE REQUIREMENTS
A. Financial Management
1. Accounting Standards
The Subrecipient shall comply with the standards and requirements of 24 CFR
570.502 and of 2 CFR Part 200, Subpart D, including, without limitation, the
accounting principles and procedures required therein, utilize adequate internal
controls, and maintain necessary source documentation for all costs incurred.
2. Cost Principles
The Subrecipient shall administer its program in accordance with the cost
principles set forth in 2 CFR Part 200, Subpart E. These principles shall be
applied for all costs incurred whether charged on a direct or indirect basis.
B. Documentation and Record Keeping
1. Records to be Maintained
The Subrecipient shall maintain all records required by 2 CFR 200.333 and 24
CFR 570.506 that are pertinent to the Work to be funded under this Agreement
(collectively, “Records”). These Records shall include, without limitation:
a. Records providing a full description of the Work performed;
b. Records demonstrating that the Work meets one of the National
Objectives of the CDBG Program;
c. Records required to determine the eligibility of the Work for funding
under this Agreement;
d. Records required to document the acquisition, improvement, use or
disposition of real property acquired or improved with CDBG
assistance;
e. Records documenting compliance with the fair housing and equal
opportunity requirements of the CDBG program;
f. Financial Records, as required by 24 CFR 570.502; 2 CFR Part 200,
Subpart D; and 24 CFR 84.21 through 84.28, in accordance with the
Exhibit B Page 33 of 74
[Form for Housing Rehabilitation Programs]
standards set forth in 24 CFR 85.20, including, without limitation,
accounting records with source documentation, including, without
limitation, cancelled checks, paid bills, payroll records, detailed time
and attendance records showing the amount of time spent by
Subrecipient personnel in the performance of the Work, and contract
and subcontract award documents; and
g. All Records necessary to document compliance with Subpart K of 24
CFR Part 570.
2. Retention
The Subrecipient shall retain all financial Records, supporting documents, statistical
Records, and all other Records related to this Agreement and the performance of the
Work pursuant to this Agreement for a period of three years after the date that the
Grantee submits, as part of Grantee’s annual performance and evaluation report to
HUD, its final report to HUD regarding the Work supported pursuant to this
Agreement (“Retention Period”). Notwithstanding the preceding sentence, if any
litigation, claims, audits, negotiations or other actions involving the Records
(collectively, “Actions”) accrue before the expiration of the Retention Period, then
the Records must be retained by the Subrecipient until the Actions are fully resolved
or the expiration of the Retention Period, whichever occurs later.
3. Client Data
The Subrecipient shall maintain client data demonstrating client eligibility for services
provided in connection with the Activities. Such data shall include, but not be limited
to, each client’s name, address, social security number, income level or other basis for
determining eligibility, and a description of service provided. Such information shall
be made available to Grantee or its designees on a quarterly basis during the
Performance Review or upon request by the Grantee.
4. Disclosure
The Subrecipient understands that client information collected under this
Agreement is private and the use or disclosure of such information, when not
directly connected with the administration of the Grantee's or Subrecipient's
responsibilities with respect to the Activities and services performed and provided
pursuant to this Agreement, is prohibited unless written consent is obtained from
the client or, in the case of a minor client, the minor’s parent or guardian; provided,
however, that Subrecipient shall furnish to the Grantee all Records requested by the
Grantee for the purpose of complying with the Illinois Freedom of Information Act,
5 ILCS 140/1 et seq.
5. Close-outs
The Subrecipient's obligations to the Grantee shall not end until all close-out
Exhibit B Page 34 of 74
[Form for Housing Rehabilitation Programs]
requirements are completed in accordance with 2 CFR 200.343, as determined by
the Grantee in its sole discretion. Activities during this close-out period shall
include, but are not limited to: making final payments, disposing of all funds, and
property and other assets purchased with funds, disbursed under this Agreement
(including the return of all unused materials, equipment, unspent cash advances,
program income balances, and accounts receivable to the Grantee), and determining
the custodianship of records. Notwithstanding the foregoing, the terms of this
Agreement shall remain in effect and binding upon the Subrecipient during any
period that the Subrecipient has control over CDBG funds or property, including
program income.
6. Audits & Inspections
The Subrecipient shall provide all Records to the Grantee, HUD, and the
Comptroller General of the United States, or any of their authorized representatives,
at any time during normal business hours, as often they deem necessary, to audit,
examine, and make copies, excerpts, or transcripts of such Records. Minimally, the
Subrecipient shall provide all Records to the Grantee during each Performance
Review conducted by Grantee in accordance with Section I.E of this Agreement.
Any violations of this Agreement or the Requirements of Law, or any other
deficiency discovered during a Performance Review or audit of the Subrecipient,
must be fully cured by the Subrecipient, to the satisfaction of the Grantee, HUD, or
the Comptroller General of the United States, in their sole discretion, within 30 days
after receipt by the Subrecipient of notice of the violations or deficiencies. Failure
of the Subrecipient to comply with the requirements of this Section is an event of
default under this Agreement and may, without limitation of other available
remedies, result in the withholding and recovery of CDBG Grant fund payments to
the Subrecipient under this Agreement. The Subrecipient hereby agrees to have an
annual agency audit conducted in accordance with applicable OMB Circulars.
C. Reporting and Payment Procedures
1. Program Income
The Subrecipient shall submit monthly written reports in a form acceptable to the
Grantee of all program income (as defined at 24 CFR 570.500(a)) generated by
activities carried out with CDBG Grant funds provided to the Subrecipient under
this Agreement. The use of program income by the Subrecipient shall comply with
the requirements set forth in 24 CFR 570.504. Additionally, the Subrecipient shall
use program income during the Time of Performance of this Agreement to fund the
Work under this Agreement and shall reduce requests for CDBG funds by the
amount of program income expended on the Work. All unexpended program
income shall be returned to the Grantee at the end of the Time of Performance. Any
interest earned on cash advances from the U.S. Treasury and from funds held in a
revolving fund account is not program income and shall be remitted promptly to the
Exhibit B Page 35 of 74
[Form for Housing Rehabilitation Programs]
Grantee.
2. Indirect Costs
The Subrecipient shall keep a record of all indirect costs in the manner required by
HUD. Indirect costs are costs incurred for a common or joint purpose benefiting
more than one cost objective but not readily assignable to those cost objectives
without effort disproportionate to the results achieved. However, the Subrecipient
acknowledges and agrees that it may not charge or seek payment of CDBG Grant
funds for, and the Grantee shall not pay, any indirect costs.
3. Payment Procedures
The Subrecipient shall submit a payment request to the Grantee after completion of
all Work required to complete the Housing Project on a form acceptable to the
Grantee in its sole discretion. The Grantee shall not pay any CDBG Grant funds to
the Subrecipient until after all Work has been completed by the Subrecipient and
approved by the Grantee. The Grantee will pay to the Subrecipient CDBG Grant
funds available under this Agreement if the Subrecipient has completed the Work
in accordance with the Statement of Work. The Grantee will make such payments
in accordance with the budget set forth in Section III of this Agreement and Grantee
policy concerning payments. With the exception of certain advances, payments will
be made for, and shall not exceed, eligible expenses actually incurred by the
Subrecipient. Payments will be adjusted by the Grantee in accordance with advance
fund and program income balances available in Subrecipient accounts. The Grantee
reserves the right to use funds available under this Agreement for costs incurred by
the Grantee on behalf of the Subrecipient.
4. Progress Reports
Together with the Performance Reports, the Subrecipient shall submit to the
Grantee quarterly progress reports using information collection standards approved
by the United States Office of Management and Budget regarding the performance
of the Work and the expenditure of CDBG Grant funds in a form acceptable to the
Grantee in its sole discretion. The Subrecipient shall also meet with the Grantee
upon request to discuss the Grantee’s performance under this Agreement.
D. Procurement
1. Compliance
The Subrecipient shall comply with the applicable requirements of 2 CFR 200.317
through 2 CFR 200.326 and the Grantee’s purchasing policy for the procurement of
all Work and related property and equipment pursuant to this Agreement and shall
maintain inventory records of all non-expendable personal property procured with
funds provided pursuant to this Agreement. The Subrecipient shall convey to the
Exhibit B Page 36 of 74
[Form for Housing Rehabilitation Programs]
Grantee all program assets (including, without limitation, unexpended program
income and personal property purchased with CDBG funds or program income)
upon the termination or expiration of this Agreement.
2. OMB Standards
Unless specified otherwise within this agreement, the Subrecipient shall procure all
materials, property, or services in accordance with the applicable requirements of
24 CFR 84.40 through 24 CFR 84.48 and 2 CFR 200.317 through 2 CFR 200.326.
3. Travel
The Subrecipient shall obtain written approval from the Grantee for any travel
outside the Chicago metropolitan area to be paid for with funds provided under this
Agreement.
E. Use and Reversion of Assets
The use and disposition of real property and equipment under this Agreement shall
be in compliance with the requirements of 2 CFR 200.310 through 200.316, 24 CFR
Part 84, and 24 CFR 570.502, 570.503, and 570.504, as applicable, including,
without limitation, the following requirements:
1. The Subrecipient shall transfer to the Grantee any CDBG Grant funds on
hand, and any program income, and any accounts receivable attributable to
the use of CDBG Grant funds under this Agreement at the time of expiration,
cancellation, or termination of this Agreement.
2. Real property under the Subrecipient's control that was acquired or
improved, in whole or in part, with funds provided to the Subrecipient under
this Agreement in an amount that exceeds $25,000 (“CDBG-Assisted Real
Property”) shall be used, in accordance with 24 CFR 570.208, to meet one
of the CDBG National Objectives for a period of at least five (5) years after
the expiration of the Time of Performance, or such longer period of time as
the Grantee deems appropriate, in its sole discretion (“National Objective
Period”). If the Subrecipient fails to use CDBG-Assisted Real Property in a
manner that meets a CDBG National Objective during the entire National
Objective Period, the Subrecipient shall pay the Grantee an amount equal to
the current fair market value of the CDBG-Assisted Property less any portion
of the value attributable to expenditures of non-CDBG funds for the
acquisition of, or improvements to, the CDBG-Assisted Property. Such
payment shall constitute program income to the Grantee.
3. If the Subrecipient sells equipment acquired, in whole or in part, with CDBG
Grant funds under this Agreement, the pro rata portion of the sale proceeds
that correspond to the amount of CDBG Grant funds used to acquire the
Exhibit B Page 37 of 74
[Form for Housing Rehabilitation Programs]
equipment shall be program income. Equipment not needed by the
Subrecipient to perform Work under this Agreement shall be either: (a)
transferred to the Grantee for use by the CDBG Program, or (b) retained by
the Subrecipient after paying the Grantee an amount equal to the amount of
the fair market value of the equipment attributable to the amount of CDBG
Grant funds used to acquire the equipment.
IX. RELOCATION, REAL PROPERTY ACQUISITION, AND ONE-FOR-ONE
HOUSING REPLACEMENT
The Subrecipient agrees to comply with (a) the Uniform Relocation Assistance and
Real Property Acquisition Policies Act of 1970 as amended, and implementing
regulations at 49 CFR Part 24 and 24 CFR 570.606(b); (b) the requirements of 24 CFR
570.606(c) governing the Residential Anti-displacement and Relocation Assistance
Plan under section 104(d) of the HCD Act; and (c) the requirements in 24 CFR
570.606(d) governing optional relocation policies. The Subrecipient shall provide
relocation assistance to displaced persons as defined by 24 CFR 570.606(b)(2) that are
displaced as a direct result of acquisition, rehabilitation, demolition or conversion for a
CDBG-assisted project. The Subrecipient also agrees to comply with applicable
Grantee ordinances, resolutions and policies concerning the displacement of persons
from their residences.
X. PERSONNEL & PARTICIPANT CONDITIONS
A. Civil Rights
1. Compliance
The Subrecipient agrees to comply with Title VI of the Civil Rights Act of 1964
as amended, Title VIII of the Civil Rights Act of 1968 as amended, Section
104(b) and Section 109 of Title I of the Housing and Community Development
Act of 1974 as amended, Section 504 of the Rehabilitation Act of the
Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975,
Executive Order and Executive Order 11246 as amended by Executive
Orders 11375, 11478,12107 and 12086.
2. Nondiscrimination
The Subrecipient agrees to comply with the non-discrimination in employment
and contracting opportunities laws, regulations, and executive orders referenced
in 24 CFR 570.607, as revised by Executive Order 13279, and applicable non-
discrimination provisions set forth in Section 109 of the Housing and
Community Development Act.
3. Land Covenants
Exhibit B Page 38 of 74
[Form for Housing Rehabilitation Programs]
This Agreement is subject to the requirements of Title VI of the Civil Rights
Act of 1964 (P. L. 88-352) and 24 CFR 570.601 and 570.602. In regard to the
sale, lease, or other transfer of land acquired, cleared or improved with
assistance provided under this Agreement, the Subrecipient shall cause or
require a covenant running with the land approved by the Grantee to be inserted
in the deed or lease for such transfer, prohibiting discrimination as herein
defined, in the sale, lease or rental, or in the use or occupancy of such land, or
in any improvements erected or to be erected thereon, providing that the Grantee
and the United States are beneficiaries of and entitled to enforce such covenants.
The Subrecipient, in undertaking its obligation to carry out the program assisted
hereunder, agrees to take such measures as are necessary to enforce such
covenant, and will not itself so discriminate.
4. Section 504
The Subrecipient agrees to comply with all Federal regulations promulgated
pursuant to Section 504 of the Rehabilitation Act of 1973, 29 U S C 794, which
prohibits discrimination against individuals with disabilities or handicaps in any
Federally-assisted program.
B. Affirmative Action
1. Approved Plan
Before the payment of any CDBG Grant funds pursuant to this Agreement, the
Subrecipient shall submit a plan for an Affirmative Action Program to Grantee for
approval. This plan shall incorporate the language of the equal opportunity clause
for federally-assisted construction contracts set forth in 41 CFR 60-1.4(b), which
shall be binding on the Subrecipient and its contractors in accordance with its terms
as if full set forth herein. The Subrecipient agrees that it shall carry out the
Affirmative Action Program in accordance with the approved plan and with the
principles provided in the President's Executive Order 11246 of September 24,
1966.
2 Women- and Minority-Owned Businesses
The Subrecipient will use its best efforts to afford small businesses, minority
business enterprises, and women's business enterprises the maximum practicable
opportunity to participate in the performance of the Work under this Agreement. As
used in this Agreement, the term "small business" means a business that meets the
criteria set forth section 3(a) of the Small Business Act, 15 U S C. 632, as amended,
and the term "minority and women's business enterprise" means a business at least
fifty-one percent owned and controlled by minority group members or women. For
the purpose of the definition of “minority and women’s business enterprise,”
"minority group members" are African-Americans, Spanish-speaking, Spanish
surnamed, or Spanish-heritage Americans, Asian- Americans, and American
Exhibit B Page 39 of 74
[Form for Housing Rehabilitation Programs]
Indians. The Subrecipient may rely on written representations by businesses
regarding their status as minority and female business enterprises in lieu of an
independent investigation.
3 Access to Records
The Subrecipient shall maintain and, upon request by the Grantee, HUD, their
agents, or other authorized federal officials, furnish, and cause each of its
subrecipents and subcontractors to furnish, all plans, records, documents, and other
information required to be maintained pursuant to, or necessary to demonstrate
compliance with, this Section X.B for the purpose of determining compliance.
4. Notifications
The Subrecipient will send to each labor union or representative of workers with
which it has a collective bargaining agreement or other contract or understanding, a
notice advising the labor union or worker's representative of the Subrecipient's
commitments hereunder, and shall post copies of the notice at conspicuous places
accessible and visible to employees and applicants for employment.
5. Equal Employment Opportunity and Affirmative Action (EEO/AA) Statement
The Subrecipient shall, in all solicitations or advertisements for employees placed
by or on behalf of the Subrecipient, state that it is an Equal Opportunity or
Affirmative Action employer.
6. Subcontract Provisions
The Subrecipient will cause the provisions of Sections X.A and X.B of this
Agreement, and the language required therein, to be included in every contract,
subcontract, or purchase order with the Subrecipient’s subrecipients, contractors, or
subcontractors so that such provisions will be binding upon those subrecipients,
contractors, or subcontractors.
C. Employment Restrictions
1. Prohibited Activity
The Subrecipient is prohibited from using funds received pursuant to this
Agreement or personnel employed in the administration of the Housing Project or
Work for: political activities; inherently religious activities; lobbying; political
patronage; and nepotism activities.
2. Labor Standards
The Subrecipient shall comply with the provisions of the Davis-Bacon Act, 40
Exhibit B Page 40 of 74
[Form for Housing Rehabilitation Programs]
U.S.C. 2141 et seq., as amended, the Contract Work Hours and Safety Standards
Act, 40 U.S.C. 37 et seq., as amended, the Copeland Anti- Kick Back Act, 18 U.S.C.
874 et seq., as amended, the regulations of the U.S. Department of Labor at 29 CFR
Part 5, and all other applicable Requirements of Law pertaining to wages and labor
standards insofar as those acts apply to the performance of this Agreement. The
Subrecipient shall maintain documentation that demonstrates compliance with the
hour and wage requirements of these laws and regulations and shall make this
documentation available to the Grantee for review upon request.
The Subrecipient agrees that, except with respect to the rehabilitation or
construction of residential property containing less than eight (8) units, all
contractors engaged under contracts in excess of $2,000,000.00 for construction,
renovation, or repair work financed in whole or in part with assistance provided
under this Agreement, shall comply with all applicable Federal laws and regulations,
including, without limitation, the regulations of the Department of Labor, under 29
CFR Parts 1, 3, 5 and 7 governing the payment of wages and ratio of apprentices
and trainees to journey workers; provided that, if wage rates higher than those
required under the regulations are imposed by state or local law, nothing hereunder
is intended to relieve the Subrecipient of its obligation, if any, to require payment
of the higher wage. The Subrecipient shall cause to be inserted in all such contracts
provisions requiring compliance with the requirements of this paragraph by the
Subrecipient’s contractors and subcontractors.
3. "Section 3" Clause
a. Compliance
Compliance with the provisions of Section 3 of the HUD Act of 1968, as amended,
and as implemented by the regulations set forth in 24 CFR 135 and all applicable
rules and orders issued prior to the execution of this Agreement, shall be a condition
of the Federal financial assistance provided under this Agreement. These provisions
are binding upon the Subrecipient and the Subrecipient's subrecipients, contractors,
and subcontractors. Failure to comply with these provisions shall subject the
Subrecipient, the Subrecipient's subrecipients, contractors, and subcontractors, and
their successors and assigns, to the sanctions set forth in the Grantee’s agreement
with HUD through which the CDBG Grant is provided. The Subrecipient certifies
and agrees that no contractual or other disability exists that would prevent
compliance with these requirements.
The Subrecipient shall include the following language in all subrecipient contracts
and subcontracts executed under this Agreement:
"The work to be performed under this Agreement is a project assisted
under a program providing direct Federal financial assistance from
HUD and is subject to the requirements of Section 3 of the Housing
and Urban Development Act of 1968, 12 U.S.C. 1701 et seq., as
Exhibit B Page 41 of 74
[Form for Housing Rehabilitation Programs]
amended. Section 3 requires that to the greatest extent feasible
opportunities for training and employment be given to low- and very
low-income residents of the project area, and that contracts for work
in connection with the project be awarded to business concerns that
provide economic opportunities for low- and very low-income
persons residing in the metropolitan area in which the project is
located."
The Subrecipient further agrees to ensure that opportunities for training and
employment arising in connection with a housing rehabilitation (including reduction
and abatement of lead-based paint hazards), housing construction, or other public
construction projects are given to low- and very low-income persons residing within
the metropolitan area in which the CDBG-funded project is located. When feasible,
priority should be given to low- and very low-income persons within the service
area of the project or the neighborhood in which the project is located, and to low-
and very low-income participants in other HUD programs. When feasible, the
Subrecipient shall award contracts for work undertaken in connection with a
housing rehabilitation (including reduction and abatement of lead-based paint
hazards), housing construction, or other public construction projects to contractors
that provide economic opportunities to low- and very low-income persons residing
within the metropolitan area in which the CDBG-funded project is located. When
feasible, priority should be given to contractors that provide economic opportunities
to low- and very low-income residents within the service area or the neighborhood
in which the project is located, and to low- and very low-income participants in
other HUD programs.
The Subrecipient certifies and agrees that no contractual or other legal incapacity
exists that would prevent the Subrecipient from complying with the requirements
set forth in this Subsection.
b. Notifications
The Subrecipient agrees to send to each labor organization or representative of
workers with which it has a collective bargaining agreement or other contract or
understanding, if any, a notice advising said labor organizations or workers'
representatives of the Subrecipient’s commitments under this Section X.C.3 and
shall post copies of the notice in conspicuous places accessible and visible to the
Subrecipient’s employees and applicants for employment or training.
c. Subcontracts
The Subrecipient will include the language set forth in Section X.C.3.a of this
Agreement in every subcontract between the Subrecipient and its subrecipients,
contractors, and subcontractors and will take all necessary and appropriate action
pursuant to the subcontract upon a finding that the subcontractor is in violation of
regulations issued by HUD. The Subrecipient will not subcontract with any entity
Exhibit B Page 42 of 74
[Form for Housing Rehabilitation Programs]
that the Subrecipient knows has been found in violation of regulations under 24 CFR
Part 135 and will not enter into a subcontract with any subcontractor unless the
subcontractor has first certified to the Subrecipient that it has the capacity to, and
will, comply with the requirements of those regulations.
D. Conduct
1. Assignability
The Subrecipient shall not assign or transfer any interest in this Agreement without
the prior written consent of the Grantee, which consent may be denied in the
Grantee’s sole discretion; provided, however, that claims for money due to the
Subrecipient from the Grantee under this Agreement may be assigned to a bank,
trust company, or other financial institution without such approval. Notice of any
such assignment or transfer shall be furnished promptly to the Grantee.
2. Subcontracts
a. Approvals
The Subrecipient shall not enter into any subcontracts for the purpose of performing
the Work or any of the Subrecipient’s other obligations under this Agreement
without first obtaining the written consent of the Grantee, which consent may be
denied in the Grantee’s sole discretion. Executed copies of all subcontracts shall be
forwarded to the Grantee along with documentation concerning the selection
process.
b. Monitoring
The Subrecipient must regularly review all subcontracted services to assure
compliance with the Requirements of Law, the provisions of this Agreement, and
the provisions of the subcontract. The Subrecipient shall regularly inspect the Work
site and the Work to assure that the work is completed in accordance with the
subcontract, this Agreement, and the Requirements of Law. The Subrecipient shall
prepare written reports documenting its review of the subcontracted Work, which
reports must include, without limitation, the dates of the review, any compliance
failures by subcontractors found by the Subrecipient, and the actions taken by the
Subrecipient to cause the subcontractors to come into compliance. The Subrecipient
shall provide these written reports to the Grantee upon request and whenever a report
includes findings that a subcontractor failed to comply with the Requirements of
Law, the provisions of this Agreement, or the provisions of the subcontract.
c. Content
The Subrecipient shall cause all of the provisions of this Agreement in its entirety
to be included in and made a part of any subcontract executed by the Subrecipient
Exhibit B Page 43 of 74
[Form for Housing Rehabilitation Programs]
and a subrecipient, contractor, or subcontractor in connection with the performance
of this Agreement.
d. Selection Process
All subcontracts let by the Subrecipient in the performance of this Agreement shall
be awarded in a fair and open competitive basis in accordance with the stricter of:
(i) the applicable procurement standards set forth in 2 CFR 200.317 through 2 CFR
200.326, or (ii) Chapter 10 of Title 1 of the City Code of the City of Des Plaines, as
amended, and the City’s purchasing policy. Before letting any contracts for the
construction or rehabilitation of improvements on real property, the Subrecipient
shall, prior to seeking proposals for the construction or rehabilitation work, prepare
estimates of the cost to perform the work.
Executed copies of all subcontracts shall be forwarded to the Grantee along with
documentation concerning the selection process.
3. Hatch Act
The Subrecipient agrees that no funds provided, nor personnel employed under this
Agreement, shall be in any way or to any extent expended on or used to support the
conduct of political activities in violation of Chapter 15 of Title V of the U.S.C.
4. Conflict of Interest
The Subrecipient agrees to abide by the provisions of 2 CFR 200.318, 24 CFR 84.42,
and 24 CFR 570.611, as applicable, which include (but are not limited to) the
following:
a. The Subrecipient shall maintain a written code or standards of
conduct that shall govern the performance of its officers, employees
or agents engaged in the award and administration of contracts
supported by Federal funds.
b. No employee, officer or agent of the Subrecipient shall participate in
the selection, or in the award, or administration of, a contract
supported by Federal funds if a conflict of interest, real or apparent,
would be involved.
c. No covered persons who exercise or have exercised any functions or
responsibilities with respect to CDBG-assisted activities, or who are
in a position to participate in a decision-making process or gain inside
information with regard to such activities, may obtain a financial
interest in any contract, or have a financial interest in any contract,
subcontract, or agreement with respect to the CDBG-assisted activity,
or with respect to the proceeds from the CDBG-assisted activity,
Exhibit B Page 44 of 74
[Form for Housing Rehabilitation Programs]
either for themselves or those with whom they have business or
immediate family ties, during their tenure or for a period of one year
thereafter. For purposes of this paragraph, a "covered person"
includes any person who is an employee, agent, consultant, officer, or
elected or appointed official of the Grantee, the Subrecipient, or any
designated public agency.
5. Lobbying
The Subrecipient hereby certifies that:
a. No Federal appropriated funds have been paid or will be paid, by or
on behalf of the Subrecipient, to any person for influencing or
attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with the awarding
of any Federal contract, the making of any Federal grant, the making
of any Federal loan, the entering into of any cooperative agreement,
and the extension, continuation, renewal, amendment, or
modification of any Federal contract, grant, loan, or cooperative
agreement;
b. If any funds other than Federal appropriated funds have been paid or
will be paid to any person for influencing or attempting to influence
an officer or employee of any agency, a Member of Congress, an
officer or employee of Congress, or an employee of a Member of
Congress in connection with this Federal contract, grant, loan, or
cooperative agreement, the Subrecipient will complete and submit
Standard Form-LLL, "Disclosure Form to Report Lobbying," in
accordance with its instructions; and
c. The Subrecipient will require that the language of this Section X.D.5
be included in the award documents for all subawards at all tiers
(including subcontracts, subgrants, and contracts under grants, loans,
and cooperative agreements) and that all Subrecipients shall certify
and disclose accordingly:
d. This certification is a material representation of fact upon which
reliance was placed when this transaction was made or entered into.
Submission of this certification is a prerequisite for making or
entering into this transaction imposed by 31 U.S.C. 1352. Any person
who fails to file the required certification shall be subject to a civil
penalty of not less than $10,000 and not more than $100,000 for each
such failure.
6. Copyright
Exhibit B Page 45 of 74
[Form for Housing Rehabilitation Programs]
If this Agreement results in any copyrightable work, material, or inventions, the
Subrecipient shall, and does hereby, grant to Grantee and the grantor agency the
right to a royalty-free, non-exclusive, and irrevocable license to reproduce,
publish, or otherwise use, and to authorize others to use, the work, material, or
inventions for governmental purposes.
7. Religious Activities
The Subrecipient agrees that funds provided under this Agreement will not be
utilized for inherently religious activities prohibited by 24 CFR 570.200(j), such
as worship, religious instruction, or proselytization.
XI. ENVIRONMENTAL CONDITIONS
A. Air and Water
The Subrecipient agrees to comply with the following requirements insofar as they
apply to the performance of this Agreement:
1. The Clean Air Act, 42 U.S.C. 7401 et seq., as amended, and all
regulations promulgated thereunder;
2. The Federal Water Pollution Control Act, 33 U.S.C, 1251, et seq., as
amended, and all regulations promulgated thereunder; and
3. Regulations promulgated by the United States Environmental Protection
Agency set forth in 40 CFR Part 50, as amended.
B. Flood Disaster Protection
In accordance with the requirements of the Flood Disaster Protection Act of 1973, 42
U.S.C. 4001, the Subrecipient shall require, as a condition of providing financial
assistance for the acquisition of real property, or the construction of improvements on
real property (including rehabilitation), located in an area identified by the Federal
Emergency Management Agency (FEMA) as having special flood hazards, that flood
insurance under the National Flood Insurance Program covering the applicable real
property is obtained and maintained.
C. Lead-Based Paint
The Subrecipient agrees that any construction or rehabilitation of residential structures
with assistance provided under this Agreement shall be subject to, and the Subrecipient
shall comply and cause its subrecipients and subcontractors to comply with, HUD Lead-
Based Paint Regulations at 24 CFR 570.608, and 24 CFR Part 35, Subpart B. These
regulations pertain to all CDBG-assisted housing and require, without limitation. that
Exhibit B Page 46 of 74
[Form for Housing Rehabilitation Programs]
all owners, prospective owners, and tenants of properties constructed prior to 1978 be
properly notified that such properties may include lead-based paint. The notification
shall state the hazards of lead-based paint, the symptoms of and treatment options for
lead poisoning, the precautions that should be taken when dealing with lead-based
paint, and the advisability and availability of blood lead level screening for children
under seven. The notice shall state that if lead-based paint is found on the property,
abatement measures may be required to be performed. The regulations further require
that, depending on the amount of Federal funds applied to a property, paint testing, risk
assessment, treatment, and/or abatement may be required to be conducted.
D. Historic Preservation
The Subrecipient agrees to comply with the Historic Preservation requirements set forth
in the National Historic Preservation Act of 1966, 16 U.S.C. 470, as amended, and the
procedures set forth in 36 CFR Part 800, Advisory Council on Historic Preservation
Procedures for Protection of Historic Properties, insofar as they apply to the
performance of Work pursuant to this Agreement.
In general, and without limitation, compliance with the National Historic Preservation
Act and the regulations set forth in in 36 CFR Part 800 requires the concurrence of the
State Historic Preservation Officer for all rehabilitation and demolition of historic
properties that are fifty years old or older or that are included on a Federal, state, or
local historic property list.
XII. SEVERABILITY
If any provision of this Agreement is held invalid, the remainder of the Agreement shall
not be affected thereby and all other parts of this Agreement shall nevertheless be in
full force and effect.
XIII. SECTION HEADINGS AND SUBHEADINGS
The section headings and subheadings contained in this Agreement are included for
convenience only and shall not limit or otherwise affect the terms of this Agreement.
XIV. WAIVER
The Grantee's failure to act with respect to a breach by the Subrecipient does not waive
its right to act with respect to subsequent or similar breaches. The failure of the Grantee
to exercise or enforce any right or provision shall not constitute a waiver of such right
or provision.
XV. ENTIRE AGREEMENT
This agreement constitutes the entire agreement between the Grantee and the
Subrecipient for the use of funds received under this Agreement and it supersedes all
Exhibit B Page 47 of 74
[Form for Housing Rehabilitation Programs]
prior or contemporaneous communications and proposals, whether electronic, oral, or
written between the Grantee and the Subrecipient with respect to this Agreement.
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the
date first written above.
[INSERT SIGNATURE PAGE WE HAVE USED IN PAST]
Exhibit B Page 48 of 74
[Form for Public Facilities Projects]
SUBRECIPIENT AGREEMENT BETWEEN
THE CITY OF DES PLAINES, ILLINOIS,
AND
[SUBRECIPIENT]
FOR
[NAME OF CDBG PUBLIC FACILITY PROJECT]
THIS SUBRECIPIENT AGREEMENT (“Agreement”) is entered this _____ day of
__________________, 201_ by and between the City of Des Plaines, an Illinois home-rule
municipality ("Grantee") and __________________________________________
("Subrecipient").
WHEREAS, on August 3rd, 2015, the corporate authorities of the Grantee approved: (i)
Resolution No. R-138-15, approving a five-year Consolidated Plan for the City’s participation in
the Community Development Block Grant program (“CDBG Program”) administered by the
United States Department of Housing and Urban Development (“HUD”); and (ii) Resolution No.
R-123-17, approving a City Action Plan for the 2017 CDBG Program year; and
WHEREAS, the Grantee submitted the Consolidated Plan, the Action Plan, and an
application for a CDBG Program grant to HUD pursuant to Title I of the Housing and Community
Development Act of 1974 as amended (“HCD Act”); and
WHEREAS, HUD has awarded Grantee a grant of funds under the CDBG Program
(“CDBG Grant”); and
WHEREAS, the Grantee desires to utilize a portion of the CDBG Grant to engage the
Subrecipient to acquire, construct, reconstruct, or install, and the Subrecipient desires to receive a
portion of the CDBG Grant to acquire, construct, reconstruct, or install, certain public facilities
and improvements to help implement the objectives of the CDBG Program, the Consolidated Plan,
and the Action Plan, all in accordance with the HCD Act, the regulations promulgated thereunder,
and all other applicable federal, state, and local laws, ordinances, and regulations (collectively, the
“Requirements of Law”); and
WHEREAS, the Grantee and the Subrecipient desire to enter into this Agreement to set
forth their respective rights and obligations with respect to the use of the CDBG Grant and the
construction of the facilities;
NOW, THEREFORE, it is agreed between the parties hereto that;
Exhibit C Page 49 of 74
[Form for Public Facilities Projects]
I. SCOPE OF WORK
A. CDBG Grant
The CDBG Grant is part of the following federal award:
CFDA Title: Community Development Block Grants/Entitlement Grants
CFDA Number: 14.218
Award Name: Community Development Block Grants/Entitlement Grants, A
Formula Grants
Award Number: B-17-MC-17-0009
Award Year: 2017
R&D Award: No
Federal Agency: United States Department of Housing and Urban Development,
Office of Community Planning and Development
B. Project
The Subrecipient shall use CDBG Grant funds to acquire, construct, reconstruct,
rehabilitate, and/or install the public facilities and improvements described in the
“Statement of Work” set forth below during CDBG Program Year 2017 (“Public
Facility Project”) in a manner satisfactory to the Grantee, consistent with any standards
required by HUD as a condition of the CDBG Grant, and in accordance with the
Requirements of Law and this Agreement. The Subrecipient shall expend CDBG Grant
funds solely to perform and complete the work described in the Statement of Work
(“Work”) and solely in accordance with the budget set forth in Section III of this
Agreement.
Statement of Work:
[INSERT STATEMENT OF WORK PROVIDED BY SUBRECIPIENT OR INSERT
THE FOLLOWING LANGUAGE: “STATEMENT OF WORK IS ATTACHED TO,
AND HEREBY INCORPORATED INTO, THIS AGREEMENT AS EXHIBIT A.”]
C. National Objectives
The Work must, pursuant to and in accordance with 24 CFR 570.200(a) (2) and 24
CFR 570.208, meet one of the following of the CDBG Program’s National Objectives:
(1) benefit low- and moderate-income persons; (2) aid in the prevention or elimination
of slums or blight; or (3) meet community development needs having a particular
urgency, as defined in 24 CFR 570.208.
The Subrecipient hereby certifies that the Work carried out under this Agreement will
meet [INSERT NATIONAL OBJECTIVE OR OBJECTIVES THAT WILL BE
MET] as follows: [INSERT DESCRIPTION OF HOW NATIONAL OBJECTIVE(S)
WILL BE MET. IF DIFFERENT WORK WILL MEET DIFFERENT
Exhibit C Page 50 of 74
[Form for Public Facilities Projects]
OBJECTIVES, DESCRIBE HOW EACH ACTIVITY WILL MEET ONE OR
MORE OF THE OBJECTIVES.].
C. Performance Measures
The Subrecipient shall perform and complete the Work in accordance with, and the
Subrecipient’s performance shall be measured against, the Statement of Work, including,
without limitation, the schedule for completing the Work (“Schedule of Completion”) and
the plans and specifications (“Plans”) for the Work set forth therein.
D. Staffing
The Subrecipient shall perform the Work, or cause the Work to be performed, using the
following personnel and in accordance with the following allocation of time for each
person:
Personnel General
Responsibilities
Time Allocation
(Hours Per Week)
The Subrecipient shall not make any changes in the personnel assigned, their general
responsibilities, or their time allocation under this Agreement without the prior written
approval of the Grantee.
E. Performance Monitoring
On an annual basis, or on a more frequent basis if required by HUD, the Grantee will
evaluate the Subrecipient’s performance of the Work to determine: (1) the
Subrecipient’s compliance with this Agreement and the Requirements of Law; and (2)
the Subrecipient’s progress completing the Work in accordance with the Statement of
Work, including, without limitation, the Schedule of Completion and Plans
(“Performance Review”). In accordance with 2 CFR 200.328(c), the Subrecipient
shall, within a reasonable time after a request by Grantee, and in any event not less than
quarterly, provide to Grantee construction performance reports regarding the status of
the Work (“Performance Reports”). These reports shall include, without limitation,
certifications by the Subrecipient of the percentage of Work completed and any other
information Grantee deems necessary to determine whether the Work complies with the
Statement of Work, including, without limitation, the Schedule of Completion and the
Plans. The Subrecipient also shall permit Grantee to perform on-site technical
inspections of the Work conducted by Subrecipient and Grantee for the purpose of
determining the Subrecipient’s progress in completing the Work (“Technical
Inspections”). The Subrecipient’s key personnel and contractors shall be present at the
Technical Inspections if requested by the Grantee. The Grantee will consider the
Exhibit C Page 51 of 74
[Form for Public Facilities Projects]
Performance Reports and Technical Inspections during the Performance Review.
The Grantee shall notify the Subrecipient of the results of each Performance Review
within 45 days after the conclusion of the Performance Review. Failure to perform the
Work in accordance with the Requirements of Law and the Performance Measures will
constitute an act of default under this Agreement. If action to correct any default is not
taken by the Subrecipient within 30 days after receipt of notice from the Grantee, the
Grantee may immediately suspend the disbursement of all CDBG Grant funds and
terminate this Agreement.
II. TIME OF PERFORMANCE
The Subrecipient shall commence the Work on ________, 2017, and shall complete the
Work no later than ____________, 2018 (“Time of Performance”). The Time of
Performance shall be extended to cover any additional time period during which the
Subrecipient remains in control of CDBG funds or other CDBG assets, including program
income (as defined in 24 CFR 570.500), during which time all of the terms and provisions
of this Agreement shall be in full force and effect and binding on the Subrecipient.
III. BUDGET
The Subrecipient must perform the Work in accordance with the following budget.
Line Item Amount
Public Facility Project Budget
[INSERT CONSTRUCTION PROJECT
BUDGET]
Salaries
Fringe
Office Space (program only)
Utilities
Communications
Reproduction/Printing
Supplies and Materials
Mileage
Audit and Performance Review
[INSERT OTHER LINES AS NECESSARY]
TOTAL
Exhibit C Page 52 of 74
[Form for Public Facilities Projects]
At any time during the Time of Performance, the Grantee may, in its discretion, require
the Subrecipient to provide to the Grantee a supplementary budget or a more detailed
budget for the performance of the Work. The Subrecipient must provide a
supplementary or more detailed budget to the Grantee no later than 30 days after receipt
of a written request from the Grantee. The Subrecipient shall not amend the budget set
forth in this Section III, or any supplementary or more detailed budget submitted to the
Grantee pursuant to this Section III, without the prior written approval of the Grantee.
IV. PAYMENT
The total amount of CDBG Grant funds paid by the Grantee to the Subrecipient for the
performance of the Work under this Agreement shall not exceed $__________.
Payment of CDBG Grant funds shall be made only for eligible expenses and general
administration and shall be made in accordance with 2 CFR 200.305, against the line
items within the budget set forth in Section III of this Agreement, and based upon the
Subrecipient’s progress toward attaining the Performance Measures described in
Section I.C of this Agreement. The Subrecipient shall maintain a financial management
system and internal controls in accordance with 2 CFR 200.302 and 2 CFR 200.303.
The Grantee may suspend or withhold the payment of CDBG Grant funds to, and may
recover any unspent CDBG Grant funds from, the Subrecipient if the Grantee
determines, in its sole discretion, that the Subrecipient has failed to perform any of its
obligations in accordance with, or has violated, this Agreement or the Requirements of
Law.
V. NOTICES
Notices required by this Agreement shall be in writing and delivered via U.S. mail
(postage prepaid), commercial courier, or personal delivery. Any notice delivered or
sent as aforesaid shall be effective on the date of delivery. All notices and other written
communications under this Agreement shall be addressed to the people set forth below,
unless modified by subsequent written notice.
Notices concerning this Agreement shall be directed to the following contract
representatives:
If to Grantee: City of Des Plaines
1420 Miner Street
Des Plaines, IL 60016
Attention: Davorka Kirincic, CDBG Administrator
If to Subrecipient: _________________________
_________________________
_________________________
Attention: ________________
Exhibit C Page 53 of 74
[Form for Public Facilities Projects]
VI. SPECIAL CONDITIONS
[INSERT ANY SPECIAL CONDITIONS APPLICABLE TO THE
PARTICULAR WORK OR SUBRECIPIENT. IF NONE, INSERT: “THIS
SECTION INTENTIONALLY LEFT BLANK.”]
VII. GENERAL CONDITIONS
A. General Compliance
The Subrecipient shall perform the Work and all of its other obligations under this
Agreement in accordance with the Requirements of Law, including, without limitation,
all applicable requirements of 24 CFR Part 570, including, without limitation, subpart
K of Part 570, and of 2 CFR Part 200. The Subrecipient shall utilize CDBG Grant
funds received pursuant to this Agreement to supplement rather than supplant funds
otherwise available.
B. Independent Contractor
Nothing contained in this Agreement is intended or shall be construed to create or
establish the relationship of employer/employee, principal/agent, or joint ventures
between the parties. The Subrecipient shall at all times remain an "independent
contractor" with respect to the services to be performed under this Agreement. The
Grantee shall be exempt from payment of all Unemployment Compensation, PICA,
retirement, life and/or medical insurance and Workers' Compensation Insurance, as the
Subrecipient is an independent contractor.
C. Hold Harmless
The Subrecipient shall hold harmless, defend and indemnify the Grantee, and its
officials, officers, employees, agents, and representatives, from and against any and all
claims, actions, suits, charges and judgments whatsoever that arise out of the
Subrecipient's performance of or failure to perform the Work and the Subrecipient’s
other obligations under this Agreement.
D. Workers' Compensation
The Subrecipient shall provide Workers' Compensation Insurance coverage for all of
its employees involved in the performance of this Agreement in accordance with the
Requirements of Law.
E. Insurance & Bonding
The Subrecipient shall carry sufficient insurance coverage to protect the CDBG Grant
funds disbursed to the Subrecipient pursuant to this Agreement, and all property and
Exhibit C Page 54 of 74
[Form for Public Facilities Projects]
other assets purchased in whole or in part with CDBG Grant funds, from loss due to
theft, fraud and/or undue physical damage, and at a minimum shall purchase a blanket
fidelity bond covering all of its employees in an amount equal to the CDBG Grant fund
cash advances from the Grantee. The Subrecipient shall name the Grantee as additional
insured on all insurance policies required by this Subsection.
The Subrecipient shall: (1) provide insurance coverage for real property and equipment
acquired or improved with federal funds in accordance with 2 CFR 200.310; and (2)
comply with the bonding requirements for construction or facility improvement
contracts or subcontracts set forth in 2 CFR 200.325, which requirements may include
obtaining (a) a bid guarantee in the amount of five percent of the bid price from each
bidder who participates in a procurement for the Work, and (b) a performance bond and
a payment bond, respectively, each in the amount of 100 percent of the contract price,
from each contractor who enters into a contract with the Subrecipient for the
performance of some or all of the Work.
F. Grantee Recognition
The Subrecipient shall recognize the role of HUD and the Grantee in performing the
Work under this Agreement. All activities, facilities, and items performed and utilized
pursuant to this Agreement shall be prominently labeled as to funding source. In
addition, the Subrecipient will include a reference to the support provided herein in all
publications made possible with funds made available under this Agreement.
G. Amendments
The Grantee and Subrecipient may amend this Agreement at any time provided that
such amendments make specific reference to this Agreement, are executed in writing,
signed by a duly authorized representative of each organization, and approved by the
Subrecipient’s and the Grantee's respective governing body. Such amendments shall
not invalidate this Agreement, nor relieve or release the Grantee or Subrecipient from
their obligations under this Agreement.
The Grantee may, in its sole discretion, amend this Agreement as necessary to conform
with Federal, state, or local governmental laws, regulations, guidelines, policies, and
changes to available funding amounts by providing written notice to Subrecipient of
such amendments.
H. Suspension or Termination
In accordance with 2 CFR 200.338 and 2 CFR 200.339, the Grantee may, without
limitation of other available remedies at law or in equity, withhold payments of the
CDBG Grant funds, disallow the use of CDBG Grant funds for all or part of the cost of
an Activity, or suspend or terminate all or any part of payment of the CDBG Grant
funds or this Agreement if the Subrecipient materially fails to comply with any terms
of this Agreement. Material failures to comply with this Agreement include (but are
Exhibit C Page 55 of 74
[Form for Public Facilities Projects]
not limited to) the following:
1. Failure by the Subrecipient to comply with any of the provisions of this
Agreement and the Requirements of Law;
2. Failure by the Subrecipient to perform its obligations in accordance with
this Agreement;
Improper use of CDBG Grant funds provided to the Subrecipient under this
Agreement; and
4. Submission by the Subrecipient to the Grantee of reports, documents,
statements, or any other information that is late, incorrect, inaccurate,
incomplete, or misleading or fraudulent in any material respect.
In accordance with 2 CFR 200.339, this Agreement may also be terminated for
convenience by either the Grantee or the Subrecipient, in whole or in part, by written
notification to HUD setting forth the reasons for such termination, the effective date,
and, in the case of partial termination, the portion of the CDBG Grant to be terminated.
In the case of partial termination, if HUD determines that the remaining portion of the
CDBG Grant will not accomplish the purpose for which the award was made, HUD
may terminate the award in its entirety.
VIII. ADMINISTRATIVE REQUIREMENTS
A. Financial Management
1. Accounting Standards
The Subrecipient shall comply with the standards and requirements of 24 CFR
570.502 and of 2 CFR Part 200, Subpart D, including, without limitation, the
accounting principles and procedures required therein, utilize adequate internal
controls, and maintain necessary source documentation for all costs incurred.
2. Cost Principles
The Subrecipient shall administer its program in accordance with the cost
principles set forth in 2 CFR Part 200, Subpart E. These principles shall be
applied for all costs incurred whether charged on a direct or indirect basis.
B. Documentation and Record Keeping
1. Records to be Maintained
The Subrecipient shall maintain all records required by 2 CFR 200.333 and 24
Exhibit C Page 56 of 74
[Form for Public Facilities Projects]
CFR 570.506 that are pertinent to the Work to be funded under this Agreement
(collectively, “Records”). These Records shall include, without limitation:
a. Records providing a full description of the Work performed;
b. Records demonstrating that the Work meets one of the National
Objectives of the CDBG Program;
c. Records required to determine the eligibility of the Work for funding
under this Agreement;
d. Records required to document the acquisition, improvement, use or
disposition of real property acquired or improved with CDBG
assistance;
e. Records documenting compliance with the equal opportunity
requirements of the CDBG Program;
f. Financial Records, as required by 24 CFR 570.502; 2 CFR Part 200,
Subpart D; and 24 CFR 84.21 through 84.28, in accordance with the
standards set forth in 24 CFR 85.20, including, without limitation,
accounting records with source documentation, including, without
limitation, cancelled checks, paid bills, payroll records, detailed time
and attendance records showing the amount of time spent by
Subrecipient personnel in the performance of the Work, and contract
and subcontract award documents; and
g. All Records necessary to document compliance with Subpart K of 24
CFR Part 570.
2. Retention
The Subrecipient shall retain all financial Records, supporting documents, statistical
Records, and all other Records related to this Agreement and the performance of the
Work pursuant to this Agreement for a period of three years after the date that the
Grantee submits, as part of Grantee’s annual performance and evaluation report to
HUD, its final report to HUD regarding the Work supported pursuant to this
Agreement (“Retention Period”). Notwithstanding the preceding sentence, if any
litigation, claims, audits, negotiations or other actions involving the Records
(collectively, “Actions”) accrue before the expiration of the Retention Period, then
the Records must be retained by the Subrecipient until the Actions are fully resolved
or the expiration of the Retention Period, whichever occurs later.
3. Close-outs
The Subrecipient's obligations to the Grantee shall not end until all close-out
requirements are completed in accordance with 2 CFR 200.343, as determined by
the Grantee in its sole discretion. Activities during this close-out period shall
include, but are not limited to: making final payments, disposing of all funds, and
property and other assets purchased with funds, disbursed under this Agreement
(including the return of all unused materials, equipment, unspent cash advances,
program income balances, and accounts receivable to the Grantee), and determining
Exhibit C Page 57 of 74
[Form for Public Facilities Projects]
the custodianship of records. Notwithstanding the foregoing, the terms of this
Agreement shall remain in effect and binding upon the Subrecipient during any
period that the Subrecipient has control over CDBG funds or property, including
program income.
4. Audits & Inspections
The Subrecipient shall provide all Records to the Grantee, HUD, and the
Comptroller General of the United States, or any of their authorized representatives,
at any time during normal business hours, as often they deem necessary, to audit,
examine, and make copies, excerpts, or transcripts of such Records. Minimally, the
Subrecipient shall provide all Records to the Grantee during each Performance
Review conducted by Grantee in accordance with Section I.E of this Agreement.
Any violations of this Agreement or the Requirements of Law, or any other
deficiency discovered during a Performance Review or audit of the Subrecipient,
must be fully cured by the Subrecipient, to the satisfaction of the Grantee, HUD, or
the Comptroller General of the United States, in their sole discretion, within 30 days
after receipt by the Subrecipient of notice of the violations or deficiencies. Failure
of the Subrecipient to comply with the requirements of this Section is an event of
default under this Agreement and may, without limitation of other available
remedies, result in the withholding and recovery of CDBG Grant fund payments to
the Subrecipient under this Agreement. The Subrecipient hereby agrees to have an
annual agency audit conducted in accordance with applicable OMB Circulars.
C. Reporting and Payment Procedures
1. Program Income
The Subrecipient shall submit monthly written reports in a form acceptable to the
Grantee of all program income (as defined at 24 CFR 570.500(a)) generated by
activities carried out with CDBG Grant funds provided to the Subrecipient under
this Agreement. The use of program income by the Subrecipient shall comply with
the requirements set forth in 24 CFR 570.504. Additionally, the Subrecipient shall
use program income during the Time of Performance of this Agreement to fund the
Work under this Agreement and shall reduce requests for CDBG funds by the
amount of program income expended on the Work. All unexpended program
income shall be returned to the Grantee at the end of the Time of Performance. Any
interest earned on cash advances from the U.S. Treasury and from funds held in a
revolving fund account is not program income and shall be remitted promptly to the
Grantee.
2. Indirect Costs
The Subrecipient shall keep a record of all indirect costs in the manner required by
HUD. Indirect costs are costs incurred for a common or joint purpose benefiting
Exhibit C Page 58 of 74
[Form for Public Facilities Projects]
more than one cost objective but not readily assignable to those cost objectives
without effort disproportionate to the results achieved. However, the Subrecipient
acknowledges and agrees that it may not charge or seek payment of CDBG Grant
funds for, and the Grantee shall not pay, any indirect costs.
3. Payment Procedures
The Subrecipient shall submit payment requests to the Grantee for completed Work
on a form acceptable to the Grantee in its sole discretion. The Grantee will pay to
the Subrecipient CDBG Grant funds available under this Agreement in accordance
with the Subrecipient’s progress in attaining the Performance Measures set forth in
Section I.C of this Agreement, the budget set forth in Section III of this Agreement,
and Grantee policy concerning payments. With the exception of certain advances,
payments will be made for, and shall not exceed, eligible expenses actually incurred
by the Subrecipient. Payments will be adjusted by the Grantee in accordance with
advance fund and program income balances available in Subrecipient accounts. The
Grantee reserves the right to use funds available under this Agreement for costs
incurred by the Grantee on behalf of the Subrecipient.
4. Progress Reports
Together with the Performance Reports, the Subrecipient shall submit to the
Grantee quarterly progress reports using information collection standards approved
by the United States Office of Management and Budget regarding the performance
of the Work and the expenditure of CDBG Grant funds in a form acceptable to the
Grantee in its sole discretion. The Subrecipient shall also meet with the Grantee
upon request to discuss the Grantee’s performance under this Agreement.
D. Procurement
1. Compliance
The Subrecipient shall comply with the applicable requirements of 2 CFR 200.317
through 2 CFR 200.326 and the Grantee’s purchasing policy for the procurement of
all Work and related property and equipment pursuant to this Agreement and shall
maintain inventory records of all non-expendable personal property procured with
funds provided pursuant to this Agreement. The Subrecipient shall convey to the
Grantee all program assets (including, without limitation, unexpended program
income and personal property purchased with CDBG funds or program income)
upon the termination or expiration of this Agreement.
2. OMB Standards
Unless specified otherwise within this agreement, the Subrecipient shall procure all
materials, property, or services in accordance with the applicable requirements of
24 CFR 84.40 through 24 CFR 84.48 and 2 CFR 200.317 through 2 CFR 200.326.
Exhibit C Page 59 of 74
[Form for Public Facilities Projects]
3. Travel
The Subrecipient shall obtain written approval from the Grantee for any travel
outside the Chicago metropolitan area to be paid for with funds provided under this
Agreement.
E. Use and Reversion of Assets
The use and disposition of real property and equipment under this Agreement shall
be in compliance with the requirements of 2 CFR 200.310 through 200.316, 24 CFR
Part 84, and 24 CFR 570.502, 570.503, and 570.504, as applicable, including,
without limitation, the following requirements:
1. The Subrecipient shall transfer to the Grantee any CDBG Grant funds on
hand, and any program income, and any accounts receivable attributable to
the use of CDBG Grant funds under this Agreement at the time of expiration,
cancellation, or termination of this Agreement.
2. Real property under the Subrecipient's control that was acquired or
improved, in whole or in part, with funds provided to the Subrecipient under
this Agreement in an amount that exceeds $25,000 (“CDBG-Assisted Real
Property”) shall be used, in accordance with 24 CFR 570.208, to meet one
of the CDBG National Objectives for a period of at least five (5) years after
the expiration of the Time of Performance, or such longer period of time as
the Grantee deems appropriate, in its sole discretion (“National Objective
Period”). If the Subrecipient fails to use CDBG-Assisted Real Property in a
manner that meets a CDBG National Objective during the entire National
Objective Period, the Subrecipient shall pay the Grantee an amount equal to
the current fair market value of the CDBG-Assisted Property less any portion
of the value attributable to expenditures of non-CDBG funds for the
acquisition of, or improvements to, the CDBG-Assisted Property. Such
payment shall constitute program income to the Grantee.
3. If the Subrecipient sells equipment acquired, in whole or in part, with CDBG
Grant funds under this Agreement, the pro rata portion of the sale proceeds
that correspond to the amount of CDBG Grant funds used to acquire the
equipment shall be program income. Equipment not needed by the
Subrecipient to perform Work under this Agreement shall be either: (a)
transferred to the Grantee for use by the CDBG Program, or (b) retained by
the Subrecipient after paying the Grantee an amount equal to the amount of
the fair market value of the equipment attributable to the amount of CDBG
Grant funds used to acquire the equipment.
IX. RELOCATION, REAL PROPERTY ACQUISITION, AND ONE-FOR-ONE
HOUSING REPLACEMENT
Exhibit C Page 60 of 74
[Form for Public Facilities Projects]
The Subrecipient agrees to comply with (a) the Uniform Relocation Assistance and
Real Property Acquisition Policies Act of 1970 as amended, and implementing
regulations at 49 CFR Part 24 and 24 CFR 570.606(b); (b) the requirements of 24 CFR
570.606(c) governing the Residential Anti-displacement and Relocation Assistance
Plan under section 104(d) of the HCD Act; and (c) the requirements in 24 CFR
570.606(d) governing optional relocation policies. The Subrecipient shall provide
relocation assistance to displaced persons as defined by 24 CFR 570.606(b) (2) that are
displaced as a direct result of acquisition, rehabilitation, demolition or conversion for a
CDBG-assisted project. The Subrecipient also agrees to comply with applicable
Grantee ordinances, resolutions and policies concerning the displacement of persons
from their residences.
X. PERSONNEL & PARTICIPANT CONDITIONS
A. Civil Rights
1. Compliance
The Subrecipient agrees to comply with Title VI of the Civil Rights Act of 1964
as amended, Title VIII of the Civil Rights Act of 1968 as amended, Section
104(b) and Section 109 of Title I of the Housing and Community Development
Act of 1974 as amended, Section 504 of the Rehabilitation Act of the
Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975,
Executive Order and Executive Order 11246 as amended by Executive
Orders 11375, 11478, 12107 and 12086.
2. Nondiscrimination
The Subrecipient agrees to comply with the non-discrimination in employment
and contracting opportunities laws, regulations, and executive orders referenced
in 24 CFR 570.607, as revised by Executive Order 13279, and applicable non-
discrimination provisions set forth in Section 109 of the Housing and
Community Development Act.
3. Land Covenants
This Agreement is subject to the requirements of Title VI of the Civil Rights
Act of 1964 (P. L. 88-352) and 24 CFR 570.601 and 570.602. In regard to the
sale, lease, or other transfer of land acquired, cleared or improved with
assistance provided under this Agreement, the Subrecipient shall cause or
require a covenant running with the land approved by the Grantee to be inserted
in the deed or lease for such transfer, prohibiting discrimination as herein
defined, in the sale, lease or rental, or in the use or occupancy of such land, or
in any improvements erected or to be erected thereon, providing that the Grantee
and the United States are beneficiaries of and entitled to enforce such covenants.
Exhibit C Page 61 of 74
[Form for Public Facilities Projects]
The Subrecipient, in undertaking its obligation to carry out the program assisted
hereunder, agrees to take such measures as are necessary to enforce such
covenant, and will not itself so discriminate.
4. Section 504
The Subrecipient agrees to comply with all Federal regulations promulgated
pursuant to Section 504 of the Rehabilitation Act of 1973, 29 U S C 794, which
prohibits discrimination against individuals with disabilities or handicaps in any
Federally-assisted program.
B. Affirmative Action
1. Approved Plan
Before the payment of any CDBG Grant funds pursuant to this Agreement, the
Subrecipient shall submit a plan for an Affirmative Action Program to Grantee for
approval. This plan shall incorporate the language of the equal opportunity clause
for federally-assisted construction contracts set forth in 41 CFR 60-1.4(b), which
shall be binding on the Subrecipient and its contractors in accordance with its terms
as if full set forth herein. The Subrecipient agrees that it shall carry out the
Affirmative Action Program in accordance with the approved plan and with the
principles provided in the President's Executive Order 11246 of September 24,
1966.
2 Women- and Minority-Owned Businesses
The Subrecipient will use its best efforts to afford small businesses, minority
business enterprises, and women's business enterprises the maximum practicable
opportunity to participate in the performance of the Work under this Agreement. As
used in this Agreement, the term "small business" means a business that meets the
criteria set forth section 3(a) of the Small Business Act, 15 U S C. 632, as amended,
and the term "minority and women's business enterprise" means a business at least
fifty-one percent owned and controlled by minority group members or women. For
the purpose of the definition of “minority and women’s business enterprise,”
"minority group members" are African-Americans, Spanish-speaking, Spanish
surnamed, or Spanish-heritage Americans, Asian-Americans, and American
Indians. The Subrecipient may rely on written representations by businesses
regarding their status as minority and female business enterprises in lieu of an
independent investigation.
3 Access to Records
The Subrecipient shall maintain and, upon request by the Grantee, HUD, their
agents, or other authorized federal officials, furnish, and cause each of its
subrecipents and subcontractors to furnish, all plans, records, documents, and other
Exhibit C Page 62 of 74
[Form for Public Facilities Projects]
information required to be maintained pursuant to, or necessary to demonstrate
compliance with, this Section X.B for the purpose of determining compliance.
4. Notifications
The Subrecipient will send to each labor union or representative of workers with
which it has a collective bargaining agreement or other contract or understanding, a
notice advising the labor union or worker's representative of the Subrecipient's
commitments hereunder, and shall post copies of the notice at conspicuous places
accessible and visible to employees and applicants for employment.
5. Equal Employment Opportunity and Affirmative Action (EEO/AA) Statement
The Subrecipient shall, in all solicitations or advertisements for employees placed
by or on behalf of the Subrecipient, state that it is an Equal Opportunity or
Affirmative Action employer.
6. Subcontract Provisions
The Subrecipient will cause the provisions of Sections X.A and X.B of this
Agreement, and the language required therein, to be included in every contract,
subcontract, or purchase order with the Subrecipient’s subrecipients, contractors, or
subcontractors so that such provisions will be binding upon those subrecipients,
contractors, or subcontractors.
C. Employment Restrictions
1. Prohibited Activity
The Subrecipient is prohibited from using funds received pursuant to this
Agreement or personnel employed in the administration of the Public Facility
Project or Work for: political activities; inherently religious activities; lobbying;
political patronage; and nepotism activities.
2. Labor Standards
The Subrecipient shall comply with the provisions of the Davis-Bacon Act, 40
U.S.C. 2141 et seq., as amended, the Contract Work Hours and Safety Standards
Act, 40 U.S.C. 37 et seq., as amended, the Copeland Anti- Kick Back Act, 18 U.S.C.
874 et seq., as amended, the regulations of the U.S. Department of Labor at 29 CFR
Part 5, and all other applicable Requirements of Law pertaining to wages and labor
standards insofar as those acts apply to the performance of this Agreement. The
Subrecipient shall maintain documentation that demonstrates compliance with the
hour and wage requirements of these laws and regulations and shall make this
documentation available to the Grantee for review upon request.
Exhibit C Page 63 of 74
[Form for Public Facilities Projects]
The Subrecipient agrees that, except with respect to the rehabilitation or
construction of residential property containing less than eight (8) units, all
contractors engaged under contracts in excess of $2,000,000.00 for construction,
renovation, or repair work financed in whole or in part with assistance provided
under this Agreement, shall comply with all applicable Federal laws and regulations,
including, without limitation, the regulations of the Department of Labor, under 29
CFR Parts 1, 3, 5 and 7 governing the payment of wages and ratio of apprentices
and trainees to journey workers; provided that, if wage rates higher than those
required under the regulations are imposed by state or local law, nothing hereunder
is intended to relieve the Subrecipient of its obligation, if any, to require payment
of the higher wage. The Subrecipient shall cause to be inserted in all such contracts
provisions requiring compliance with the requirements of this paragraph by the
Subrecipient’s contractors and subcontractors.
3. "Section 3" Clause
a. Compliance
Compliance with the provisions of Section 3 of the HUD Act of 1968, as amended,
and as implemented by the regulations set forth in 24 CFR 135 and all applicable
rules and orders issued prior to the execution of this Agreement, shall be a condition
of the Federal financial assistance provided under this Agreement. These provisions
are binding upon the Subrecipient and the Subrecipient's subrecipients, contractors,
and subcontractors. Failure to comply with these provisions shall subject the
Subrecipient, the Subrecipient's subrecipients, contractors, and subcontractors, and
their successors and assigns, to the sanctions set forth in the Grantee’s agreement
with HUD through which the CDBG Grant is provided. The Subrecipient certifies
and agrees that no contractual or other disability exists that would prevent
compliance with these requirements.
The Subrecipient shall include the following language in all subrecipient contracts
and subcontracts executed under this Agreement:
"The work to be performed under this Agreement is a project assisted
under a program providing direct Federal financial assistance from
HUD and is subject to the requirements of Section 3 of the Housing
and Urban Development Act of 1968, 12 U.S.C. 1701 et seq., as
amended. Section 3 requires that to the greatest extent feasible
opportunities for training and employment be given to low- and very
low-income residents of the project area, and that contracts for work
in connection with the project be awarded to business concerns that
provide economic opportunities for low- and very low-income
persons residing in the metropolitan area in which the project is
located."
The Subrecipient further agrees to ensure that opportunities for training and
Exhibit C Page 64 of 74
[Form for Public Facilities Projects]
employment arising in connection with a housing rehabilitation (including reduction
and abatement of lead-based paint hazards), housing construction, or other public
construction projects are given to low- and very low-income persons residing within
the metropolitan area in which the CDBG-funded project is located. When feasible,
priority should be given to low- and very low-income persons within the service
area of the project or the neighborhood in which the project is located, and to low-
and very low-income participants in other HUD programs. When feasible, the
Subrecipient shall award contracts for work undertaken in connection with a
housing rehabilitation (including reduction and abatement of lead-based paint
hazards), housing construction, or other public construction projects to contractors
that provide economic opportunities to low- and very low-income persons residing
within the metropolitan area in which the CDBG-funded project is located. When
feasible, priority should be given to contractors that provide economic opportunities
to low- and very low-income residents within the service area or the neighborhood
in which the project is located, and to low- and very low-income participants in
other HUD programs.
The Subrecipient certifies and agrees that no contractual or other legal incapacity
exists that would prevent the Subrecipient from complying with the requirements
set forth in this Subsection.
b. Notifications
The Subrecipient agrees to send to each labor organization or representative of
workers with which it has a collective bargaining agreement or other contract or
understanding, if any, a notice advising said labor organizations or workers'
representatives of the Subrecipient’s commitments under this Section X.C.3 and
shall post copies of the notice in conspicuous places accessible and visible to the
Subrecipient’s employees and applicants for employment or training.
c. Subcontracts
The Subrecipient will include the language set forth in Section X.C.3.a of this
Agreement in every subcontract between the Subrecipient and its subrecipients,
contractors, and subcontractors and will take all necessary and appropriate action
pursuant to the subcontract upon a finding that the subcontractor is in violation of
regulations issued by HUD. The Subrecipient will not subcontract with any entity
that the Subrecipient knows has been found in violation of regulations under 24 CFR
Part 135 and will not enter into a subcontract with any subcontractor unless the
subcontractor has first certified to the Subrecipient that it has the capacity to, and
will, comply with the requirements of those regulations.
D. Conduct
1. Assignability
Exhibit C Page 65 of 74
[Form for Public Facilities Projects]
The Subrecipient shall not assign or transfer any interest in this Agreement without
the prior written consent of the Grantee, which consent may be denied in the
Grantee’s sole discretion; provided, however, that claims for money due to the
Subrecipient from the Grantee under this Agreement may be assigned to a bank,
trust company, or other financial institution without such approval. Notice of any
such assignment or transfer shall be furnished promptly to the Grantee.
2. Subcontracts
a. Approvals
The Subrecipient shall not enter into any subcontracts for the purpose of performing
the Work or any of the Subrecipient’s other obligations under this Agreement
without first obtaining the written consent of the Grantee, which consent may be
denied in the Grantee’s sole discretion. Executed copies of all subcontracts shall be
forwarded to the Grantee along with documentation concerning the selection
process.
b. Monitoring
The Subrecipient must regularly review all subcontracted services to assure
compliance with the Requirements of Law, the provisions of this Agreement, and
the provisions of the subcontract. The Subrecipient shall regularly inspect the Work
site and the Work to assure that the work is completed in accordance with the
subcontract, this Agreement, and the Requirements of Law. The Subrecipient shall
prepare written reports documenting its review of the subcontracted Work, which
reports must include, without limitation, the dates of the review, any compliance
failures by subcontractors found by the Subrecipient, and the actions taken by the
Subrecipient to cause the subcontractors to come into compliance. The Subrecipient
shall provide these written reports to the Grantee upon request and whenever a report
includes findings that a subcontractor failed to comply with the Requirements of
Law, the provisions of this Agreement, or the provisions of the subcontract.
c. Content
The Subrecipient shall cause all of the provisions of this Agreement in its entirety
to be included in and made a part of any subcontract executed by the Subrecipient
and a subrecipient, contractor, or subcontractor in connection with the performance
of this Agreement.
d. Selection Process
All subcontracts let by the Subrecipient in the performance of this Agreement shall
be awarded in a fair and open competitive basis in accordance with the stricter of:
(i) the applicable procurement standards set forth in 2 CFR 200.317 through 2 CFR
200.326, or (ii) Chapter 10 of Title 1 of the City Code of the City of Des Plaines, as
Exhibit C Page 66 of 74
[Form for Public Facilities Projects]
amended, and the City’s purchasing policy. Before letting any contracts for the
construction or rehabilitation of improvements on real property, the Subrecipient
shall, prior to seeking proposals for the construction or rehabilitation work, prepare
estimates of the cost to perform the work.
Executed copies of all subcontracts shall be forwarded to the Grantee along with
documentation concerning the selection process.
3. Hatch Act
The Subrecipient agrees that no funds provided, nor personnel employed under this
Agreement, shall be in any way or to any extent expended on or used to support the
conduct of political activities in violation of Chapter 15 of Title V of the U.S.C.
4. Conflict of Interest
The Subrecipient agrees to abide by the provisions of 2 CFR 200.318, 24 CFR 84.42,
and 24 CFR 570.611, as applicable, which include (but are not limited to) the
following:
a. The Subrecipient shall maintain a written code or standards of
conduct that shall govern the performance of its officers, employees
or agents engaged in the award and administration of contracts
supported by Federal funds.
b. No employee, officer or agent of the Subrecipient shall participate in
the selection, or in the award, or administration of, a contract
supported by Federal funds if a conflict of interest, real or apparent,
would be involved.
c. No covered persons who exercise or have exercised any functions or
responsibilities with respect to CDBG-assisted activities, or who are
in a position to participate in a decision-making process or gain inside
information with regard to such activities, may obtain a financial
interest in any contract, or have a financial interest in any contract,
subcontract, or agreement with respect to the CDBG-assisted activity,
or with respect to the proceeds from the CDBG-assisted activity,
either for themselves or those with whom they have business or
immediate family ties, during their tenure or for a period of one year
thereafter. For purposes of this paragraph, a "covered person"
includes any person who is an employee, agent, consultant, officer, or
elected or appointed official of the Grantee, the Subrecipient, or any
designated public agency.
Exhibit C Page 67 of 74
[Form for Public Facilities Projects]
5. Lobbying
The Subrecipient hereby certifies that:
a. No Federal appropriated funds have been paid or will be paid, by or
on behalf of the Subrecipient, to any person for influencing or
attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with the awarding
of any Federal contract, the making of any Federal grant, the making
of any Federal loan, the entering into of any cooperative agreement,
and the extension, continuation, renewal, amendment, or
modification of any Federal contract, grant, loan, or cooperative
agreement;
b. If any funds other than Federal appropriated funds have been paid or
will be paid to any person for influencing or attempting to influence
an officer or employee of any agency, a Member of Congress, an
officer or employee of Congress, or an employee of a Member of
Congress in connection with this Federal contract, grant, loan, or
cooperative agreement, the Subrecipient will complete and submit
Standard Form-LLL, "Disclosure Form to Report Lobbying," in
accordance with its instructions; and
c. The Subrecipient will require that the language of this Section X.D.5
be included in the award documents for all subawards at all tiers
(including subcontracts, subgrants, and contracts under grants, loans,
and cooperative agreements) and that all Subrecipients shall certify
and disclose accordingly:
d. This certification is a material representation of fact upon which
reliance was placed when this transaction was made or entered into.
Submission of this certification is a prerequisite for making or
entering into this transaction imposed by 31 U.S.C. 1352. Any person
who fails to file the required certification shall be subject to a civil
penalty of not less than $10,000 and not more than $100,000 for each
such failure.
6. Copyright
If this Agreement results in any copyrightable work, material, or inventions, the
Subrecipient shall, and does hereby, grant to Grantee and the grantor agency the
right to a royalty-free, non-exclusive, and irrevocable license to reproduce,
publish, or otherwise use, and to authorize others to use, the work, material, or
inventions for governmental purposes.
Exhibit C Page 68 of 74
[Form for Public Facilities Projects]
7. Religious Activities
The Subrecipient agrees that funds provided under this Agreement will not be
utilized for inherently religious activities prohibited by 24 CFR 570.200(j), such
as worship, religious instruction, or proselytization.
XI. ENVIRONMENTAL CONDITIONS
A. Air and Water
The Subrecipient agrees to comply with the following requirements insofar as they
apply to the performance of this Agreement:
1. The Clean Air Act, 42 U.S.C. 7401 et seq., as amended, and all
regulations promulgated thereunder;
2. The Federal Water Pollution Control Act, 33 U.S.C, 1251, et seq., as
amended, and all regulations promulgated thereunder; and
3. Regulations promulgated by the United States Environmental Protection
Agency set forth in 40 CFR Part 50, as amended.
B. Flood Disaster Protection
In accordance with the requirements of the Flood Disaster Protection Act of 1973, 42
U.S.C. 4001, the Subrecipient shall require, as a condition of providing financial
assistance for the acquisition of real property, or the construction of improvements on
real property (including rehabilitation), located in an area identified by the Federal
Emergency Management Agency (FEMA) as having special flood hazards, that flood
insurance under the National Flood Insurance Program covering the applicable real
property is obtained and maintained.
C. Historic Preservation
The Subrecipient agrees to comply with the Historic Preservation requirements set forth
in the National Historic Preservation Act of 1966, 16 U.S.C. 470, as amended, and the
procedures set forth in 36 CFR Part 800, Advisory Council on Historic Preservation
Procedures for Protection of Historic Properties, insofar as they apply to the
performance of Work pursuant to this Agreement.
In general, and without limitation, compliance with the National Historic Preservation
Act and the regulations set forth in in 36 CFR Part 800 requires the concurrence of the
State Historic Preservation Officer for all rehabilitation and demolition of historic
properties that are fifty years old or older or that are included on a Federal, state, or
local historic property list.
Exhibit C Page 69 of 74
[Form for Public Facilities Projects]
XII. SEVERABILITY
If any provision of this Agreement is held invalid, the remainder of the Agreement shall
not be affected thereby and all other parts of this Agreement shall nevertheless be in
full force and effect.
XIII. SECTION HEADINGS AND SUBHEADINGS
The section headings and subheadings contained in this Agreement are included for
convenience only and shall not limit or otherwise affect the terms of this Agreement.
XIV. WAIVER
The Grantee's failure to act with respect to a breach by the Subrecipient does not waive
its right to act with respect to subsequent or similar breaches. The failure of the Grantee
to exercise or enforce any right or provision shall not constitute a waiver of such right
or provision.
XV. ENTIRE AGREEMENT
This agreement constitutes the entire agreement between the Grantee and the
Subrecipient for the use of funds received under this Agreement and it supersedes all
prior or contemporaneous communications and proposals, whether electronic, oral, or
written between the Grantee and the Subrecipient with respect to this Agreement.
[SIGNATURE PAGE FOLLOWS]
Exhibit C Page 70 of 74
[Form for Public Facilities Projects]
IN WITNESS WHEREOF, the Parties have executed this contract as of the date first
written above.
City of Des Plaines [Insert Name of Organization]
By: By:
Mayor
Attest: Title:
City Clerk
DUNS I.D. #
Countersigned:
Director of
Finance
Fed. I.D. #
Approved as to form and legal
sufficiency: Affirmative action approval:
City General Counsel Contract Compliance Supervisor
Exhibit C Page 71 of 74
[Form for Public Facilities Projects]
CERTIFICATION REGARDING DRUG-FREE WORKPLACE
REQUIREMENTS
The certification set out below is a material representation upon which reliance is placed
by the U.S. Department of Housing and Urban Development in awarding the grant. If it is
later determined that the grantee knowingly rendered a false certification, or otherwise
violates the requirements of the Drug-Free Workplace Act, the U.S. Department of
Housing and Urban Development, in addition to any other remedies available to the Federal
Government, may take action authorized under the Drug-Free Workplace Act.
CERTIFICATION
A. The Sub-recipient certifies that it will provide a drug-free workplace by:
(a) Publishing a statement notifying employees that the unlawful manufacture,
distribution, dispensing, possession or use of a controlled substance is
prohibited in the grantee's workplace and specifying the actions that will be
undertaken against employees for violations of such prohibitions;
(b) Establishing a drug-free awareness program to inform employees about:
(1) The dangers of drug abuse in the workplace;
(2) The grantee's policy of maintaining a drug-free workplace;
(3) Any available drug counseling, rehabilitation, and employee
assistance programs; and
(4) The penalties that may be imposed upon employees for drug abuse
violations occurring in the workplace;
(c) Making it a requirement that each employee to be engaged in the
performance of the grant be given a copy of the statement required by
paragraph (a);
(d) Notifying the employee in the statement required by paragraph (a) that, as
a condition of employment under the grant, the employee will:
(1) Abide by the terms of the statement; and
(2) Notify the employer of any criminal drug statute conviction for a
violation occurring in the workplace no later than five days after
such conviction;
(e) Notifying the U.S. Department of Housing and Urban Development within
ten days after receiving notice under subparagraph (d)(2) from an employee
or otherwise receiving actual notice of such conviction;
(f) Taking one of the following actions, within 30 days of receiving notice
under subparagraph (d) (2), with respect to any employee who is so
convicted:
(1) Taking appropriate personnel action against such an employee, up
to and including termination; or
(2) Requiring such employee to participate satisfactorily in a drug abuse
assistance or rehabilitation program approved for such purposes by
Exhibit C Page 72 of 74
[Form for Public Facilities Projects]
a Federal, State, or local health, law enforcement, or other
appropriate agency;
(g) Making a good faith effort to continue to maintain a drug-free workplace
through implementation of paragraphs (a), (b), (c), (d), (e) and (f).
B. The Sub-recipient shall insert in the space provided on the attached "Place of
Performance" form the site(s) for the performance of work to be carried out with
the grant funds (including street address, city, county, state, and zip code). The
grantee further certifies that, if it is subsequently determined that additional sites
will be used for the performance of work under the grant, it shall notify the U.S.
Department of Housing and Urban Development immediately upon the decision to
use such additional sites by submitting a revised "Place of Performance" form.
Exhibit C Page 73 of 74
[Form for Public Facilities Projects]
PLACE OF PERFORMANCE
FOR CERTIFICATION REGARDING DRUG-FREE WORKPLACE
REQUIREMENTS
Name of Grantee: [Click here and type name]
Grant Program Name: [Click here and type name]
Grant Number: [Click here and type number]
Date: [Click here and insert date]
The grantee shall insert in the space provided below the site(s) expected to be used
for the performance of work under the grant covered by the certification if different
than above.
Place of Performance (include street address, city, county, state, zip code for each
site):
Exhibit C Page 74 of 74
COMMUNITY AND ECONOMIC
DEVELOPMENT DEPARTMENT
1420 Miner Street
Des Plaines, IL 60016
P: 847.391.5380
desplaines.org
Date: January 4, 2018
To: Michael G. Bartholomew, MCP, LEED-AP, City Manager
From: Alexander Franco, Community and Economic Development Building Official
Subject: B&F Construction Code Services, Inc. Service Contract
Issue: The Community and Economic Development Department would like to continue utilizing the
services of B&F Construction Code Services for building plan reviews.
Analysis: To maintain the high level of service of timely building plan reviews, the department currently
utilizes the services of B&F Construction Code Services for all large building plan reviews. B&F is one of
the leading plan review firms in the metropolitan area. The City has been utilizing their services for over
twenty years.
The Community and Economic Development Department anticipates the trend of development to match, if
not exceed those of 2017. On December 11, 2017, the City hired a new Plan Reviewer Coordinator to,
among other duties, conduct in-house building plan reviews for most construction projects. However, in
order to keep pace with the amount of anticipated large plan reviews and provide residents with
quality\expeditious level of service, we feel it is in the best interest of department to continue to send large
building plan reviews to B&F on an as needed basis.
B&F’s plan review fees have not changed from previous year’s fees. A portion of all plan review fees
collected from the building permits will cover the cost of the B&F services. The new contract will expire on
December 31, 2019.
Recommendation: I recommend the City Council waive bidding requirements and approve a Service
Contract with B&F Construction Code Services in an amount not to exceed $40,000.
Attachments:
Attachment 1: Resolution R-16-18
Exhibits:
Exhibit A: B&F Construction Code Services, Inc. Service Contract
MEMORANDUM
Page 1 of 17
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CITY OF DES PLAINES
RESOLUTION R - 16 - 18
A RESOLUTION APPROVING AN AGREEMENT WITH
B&F CONSTRUCTION CODE SERVICES, INC. FOR
PROFESSIONAL PLAN REVIEW SERVICES.
WHEREAS, Article VII, Section 10 of the 1970 Illinois Constitution authorizes the City
to contract with individuals, associations, and corporations in any manner not prohibited by law
or ordinance; and
WHEREAS, on March 6, 2017, the City Council adopted Resolution No. R-39-17,
approving an agreement with B&F Construction Code Services, Inc. (“Consultant”) to conduct
plan reviews for large construction projects in the City, which agreement expired on December
31, 2017; and
WHEREAS, City staff expects several large construction projects in the coming year and
anticipates that the number of plan reviews in 2018 and 2019 will match, if not exceed, those done
in 2017; and
WHEREAS, the City desires to retain B&F Construction Code Services, Inc.
(“Consultant”) to conduct plan reviews for large construction projects as such services are needed
over time (“Services”); and
WHEREAS, in accordance with Chapter 10 of Title 1 of the City Code of the City of Des
Plaines and the City purchasing policy, City staff has determined that the procurement of the
Consultant’s Services does not require competitive bidding because professional building plans
review requires a high degree of professional skill and judgment where the ability or fitness of the
individual plays an important part; and
WHEREAS, the City has an existing relationship with Consultant, which has satisfactorily
performed the Services for the City in the past; and
WHEREAS, Consultant submitted a proposal to perform the Services in the total not-to-
exceed amount of $40,000 per year; and
WHEREAS, the City desires to enter into a two-year agreement for the procurement of
the Services from Consultant in the total not-to-exceed amount of $40,000 per year
("Agreement"), subject to the appropriation of sufficient funds for the Services by the City
Council in future fiscal years; and
WHEREAS, the City Council has determined that it is in the best interest of the City to
enter into the Agreement with Consultant;
Attachment 1 Page 2 of 17
2
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Des
Plaines, Cook County, Illinois, in the exercise of its home rule powers, as follows:
SECTION 1: RECITALS. The foregoing recitals are incorporated into, and made a part
of, this Resolution as findings of the City Council.
SECTION 2: WAIVER OF COMPETITIVE BIDDING. The requirement that
competitive bids be solicited for the procurement of the Services is hereby waived.
SECTION 3: APPROVAL OF AGREEMENT. The City Council hereby approves the
Agreement in the total not-to-exceed amount of $40,000 per year, in substantially the form
attached to this Resolution as Exhibit A, and in a final form to be approved by the General
Counsel.
SECTION 4: AUTHORIZATION TO EXECUTE AGREEMENT. The City Council
authorizes and directs the City Manager and the City Clerk to execute and seal, on behalf of the
City, the final Agreement.
SECTION 5: EFFECTIVE DATE. This Resolution shall be in full force and effect from
and after its passage and approval according to law.
PASSED this _____ day of ____________, 2018.
APPROVED this _____ day of _____________, 2018.
VOTE: AYES _____ NAYS _____ ABSENT _____
MAYOR
ATTEST: Approved as to form:
CITY CLERK Peter M. Friedman, General Counsel
DP-Resolution Approving Contract with B&F Technical for Professional Consulting Services 2018
Attachment 1 Page 3 of 17
CITY OF DES PLAINES
PROFESSIONAL SERVICES AGREEMENT
This PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is dated as of
the ____ day of ___________, 2018, and is by and between the CITY OF DES
PLAINES, an Illinois home rule municipal corporation (“City”), and the Consultant
identified in Section 1.A of this Agreement.
IN CONSIDERATION OF the recitals and the mutual covenants and agreements
set forth in this Agreement, and pursuant to the City’s statutory and home rule powers,
the parties agree as follows:
SECTION 1. CONSULTANT.
A. Engagement of Consultant. The City desires to engage the Consultant
identified below to perform and to provide all necessary professional consulting services
to perform the work in connection with the project identified below:
Consultant Name ("Consultant"): B & F Construction Code Services, Inc.
Address: 2420 Vantage Drive, Elgin, IL 60124
Telephone No.: (847) 428-7010
Email: rpiccolo@bfccs.org
Project Name/Description: Commercial and Industrial Plan Review
Agreement Amount: not-to-exceed $40,000.00 per year
B. Project Description. The review of any and all commercial and industrial
building plans submitted to the City of Des Plaines as part of a permit or plan review
process, as more fully described in the proposal attached to this Agreement as Exhibit
A ("Proposal").
C. Representations of Consultant. The Consultant represents that it is
financially solvent, has the necessary financial resources, and is sufficiently
experienced and competent to perform and complete the consulting services that are
set forth in the Proposal ("Services") in a manner consistent with the standards of
professional practice by recognized consulting firms providing services of a similar
nature.
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SECTION 2. SCOPE OF SERVICES.
A. Retention of the Consultant. The City retains the Consultant to perform,
and the Consultant agrees to perform, the Services.
B. Services. The Consultant shall provide the Services pursuant to the terms
and conditions of this Agreement.
C. Commencement; Term. The Consultant shall commence the Services
immediately upon receipt of written notice from the City that this Agreement has been
fully executed by the Parties (“Commencement Date”) and terminates on December
31, 2019 unless terminated earlier pursuant to Section 7.D of this Agreement (the
“Term”).
D. Reporting. The Consultant shall regularly report to the City Manager, or his
designee, regarding the progress of the Services during the term of this Agreement.
SECTION 3. COMPENSATION AND METHOD OF PAYMENT.
A. Agreement Amount. The total amount paid by the City for the Services
pursuant to this Agreement shall not exceed the amount identified as the Agreement
Amount in Section 1.A of this Agreement. No claim for additional compensation shall be
valid unless made in accordance with Sections 3.D or 3.E of this Agreement.
B. Invoices and Payment. The Consultant shall submit invoices in an approved
format to the City for costs incurred by the Consultant in performing the Services. The
amount billed in each invoice for the Services shall be based solely upon the rates set
forth in the Proposal. The City shall pay to the Consultant the amount billed within 60
days after receiving such an invoice.
C. Records. The Consultant shall maintain records showing actual time
devoted and costs incurred, and shall permit the City to inspect and audit all data and
records of the Consultant for work done pursuant to this Agreement. The records shall
be made available to the City at reasonable times during the term of this Agreement,
and for one year after the termination of this Agreement.
D. Claim In Addition To Agreement Amount.
1. The Consultant shall provide written notice to the City of any claim
for additional compensation as a result of action taken by the City, within 15 days after
the occurrence of such action.
2. The Consultant acknowledges and agrees that: (a) the provision of
written notice pursuant to Section 3.D.1 of this Agreement shall not be deemed or
interpreted as entitling the Consultant to any additional compensation; and (b) any
changes in the Agreement Amount shall be valid only upon written amendment
pursuant to Section 8.A of this Agreement.
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3. Regardless of the decision of the City relative to a claim submitted
by the Consultant, the Consultant shall proceed with all of the work required to complete
the Services under this Agreement, as determined by the City, without interruption.
E. Additional Services. The Consultant acknowledges and agrees that the City
shall not be liable for any costs incurred by the Consultant in connection with any
services provided by the Consultant that are outside the scope of this Agreement
(“Additional Services”), regardless of whether such Additional Services are requested
or directed by the City, except upon the prior written consent of the City.
F. Taxes, Benefits, and Royalties. Each payment by the City to the Consultant
includes all applicable federal, state, and City taxes of every kind and nature applicable
to the Services, as well as all taxes, contributions, and premiums for unemployment
insurance, old age or retirement benefits, pensions, annuities, or similar benefits, and all
costs, royalties, and fees arising from the use on, or the incorporation into, the Services,
of patented or copyrighted equipment, materials, supplies, tools, appliances, devices,
processes, or inventions. All claims or rights to claim additional compensation by
reason of the payment of any such tax, contribution, premium, cost, royalty, or fee are
hereby waived and released by the Consultant.
G. Final Acceptance. The Services, or, if the Services are to be performed in
separate phases, each phase of the Services, shall be considered complete on the date
of final written acceptance by the City of the Services or each phase of the Services, as
the case may be, which acceptance shall not be unreasonably withheld or delayed.
SECTION 4. PERSONNEL; SUBCONTRACTORS.
A. Key Project Personnel. The Key Project Personnel identified in the
Proposal shall be primarily responsible for carrying out the Services on behalf of the
Consultant. The Key Project Personnel shall not be changed without the City's prior
written approval.
B. Availability of Personnel. The Consultant shall provide all personnel
necessary to complete the Services including, without limitation, any Key Project
Personnel identified in this Agreement. The Consultant shall notify the City as soon as
practicable prior to terminating the employment of, reassigning, or receiving notice of
the resignation of, any Key Project Personnel. The Consultant shall have no claim for
damages and shall not bill the City for additional time and materials charges as the
result of any portion of the Services which must be duplicated or redone due to such
termination or for any delay or extension of the Time of Performance as a result of any
such termination, reassignment, or resignation.
C. Approval and Use of Subcontractors. The Consultant shall perform the
Services with its own personnel and under the management, supervision, and control of
its own organization unless otherwise approved in advance by the City in writing. All
subcontractors and subcontracts used by the Consultant shall be acceptable to, and
approved in advance by, the City. The City’s approval of any subcontractor or
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subcontract shall not relieve the Consultant of full responsibility and liability for the
provision, performance, and completion of the Services as required by this Agreement.
All Services performed under any subcontract shall be subject to all of the provisions of
this Agreement in the same manner as if performed by employees of the Consultant.
For purposes of this Agreement, the term “Consultant” shall be deemed also to refer to
all subcontractors of the Consultant, and every subcontract shall include a provision
binding the subcontractor to all provisions of this Agreement.
D. Removal of Personnel and Subcontractors. If any personnel or
subcontractor fails to perform the Services in a manner satisfactory to the City and
consistent with commonly accepted professional practices, the Consultant shall
immediately upon notice from the City remove and replace such personnel or
subcontractor. The Consultant shall have no claim for damages, for compensation in
excess of the amount contained in this Agreement, or for a delay or extension of the
Time of Performance as a result of any such removal or replacement.
SECTION 5. CONFIDENTIAL INFORMATION.
A. Confidential Information. The term “Confidential Information” shall mean
information in the possession or under the control of the City relating to the technical,
business, or corporate affairs of the City; City property; user information, including,
without limitation, any information pertaining to usage of the City's computer system,
including and without limitation, any information obtained from server logs or other
records of electronic or machine readable form; and the existence of, and terms and
conditions of, this Agreement. City Confidential Information shall not include information
that can be demonstrated: (1) to have been rightfully in the possession of the
Consultant from a source other than the City prior to the time of disclosure of such
information to the Consultant pursuant to this Agreement (“Time of Disclosure”); (2) to
have been in the public domain prior to the Time of Disclosure; (3) to have become part
of the public domain after the Time of Disclosure by a publication or by any other means
except an unauthorized act or omission or breach of this Agreement on the part of the
Consultant or the City; or (4) to have been supplied to the Consultant after the Time of
Disclosure without restriction by a third party who is under no obligation to the City to
maintain such information in confidence.
B. No Disclosure of Confidential Information by the Consultant. The
Consultant acknowledges that it shall, in performing the Services for the City under this
Agreement, have access, or be directly or indirectly exposed, to Confidential
Information. The Consultant shall hold confidential all Confidential Information and shall
not disclose or use such Confidential Information without the express prior written
consent of the City. The Consultant shall use reasonable measures at least as strict as
those the Consultant uses to protect its own confidential information. Such measures
shall include, without limitation, requiring employees and subcontractors of the
Consultant to execute a non-disclosure agreement before obtaining access to
Confidential Information.
SECTION 6. STANDARD OF SERVICES AND INDEMNIFICATION.
Exhibit A Page 7 of 17
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A. Representation and Certification of Services. The Consultant represents
and certifies that the Services shall be performed in accordance with the standards of
professional practice, care, and diligence practiced by recognized consulting firms in
performing services of a similar nature in existence at the Time of Performance. The
representations and certifications expressed shall be in addition to any other
representations and certifications expressed in this Agreement, or expressed or implied
by law, which are hereby reserved unto the City.
B. Indemnification. The Consultant shall, and does hereby agree to, indemnify,
save harmless, and defend the City against all damages, liability, claims, losses, and
expenses (including attorneys' fees) that may arise, or be alleged to have arisen, out of
or in connection with the Consultant’s performance of, or failure to perform, the Services
or any part thereof, or any failure to meet the representations and certifications set forth
in Section 6.A of this Agreement.
C. Insurance. The Consultant shall provide, at its sole cost and expense,
liability insurance in the aggregate amount of $1,000,000, which insurance shall include,
without limitation, protection for all activities associated with the Services. The
insurance shall be for a minimum of $1,000,000 per occurrence for bodily injury and
$1,000,000 per occurrence for property damage. The Consultant shall cause the City to
be named as an additional insured on the insurance policy described in this Section
6.C. Not later than 10 days after the Commencement Date, the Consultant shall
provide the City with either: (a) a copy of the entire insurance policy; or (b) a Certificate
of Insurance along with a letter from the broker issuing the insurance policy to the effect
that the Certificate accurately reflects the contents of the insurance policy. The
insurance coverages and limits set forth in this Section 6.C shall be deemed to be
minimum coverages and limits, and shall not be construed in any way as a limitation on
the Consultant’s duty to carry adequate insurance or on the Consultant’s liability for
losses or damages under this Agreement.
D. No Personal Liability. No elected or appointed official or employee of
the City shall be personally liable, in law or in contract, to the Consultant as the result of
the execution of this Agreement.
SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS.
A. Relationship of the Parties. The Consultant shall act as an independent
contractor in providing and performing the Services. Nothing in, nor done pursuant to,
this Agreement shall be construed: (1) to create the relationship of principal and agent,
employer and employee, partners, or joint venturers between the City and Consultant;
or (2) to create any relationship between the City and any subcontractor of the
Consultant.
B. Conflict of Interest. The Consultant represents and certifies that, to the best
of its knowledge: (1) no elected or appointed City official, employee or agent has a
personal financial interest in the business of the Consultant or in this Agreement, or has
personally received payment or other consideration for this Agreement; (2) as of the
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date of this Agreement, neither Consultant nor any person employed or associated with
Consultant has any interest that would conflict in any manner or degree with the
performance of the obligations under this Agreement; and (3) neither Consultant nor
any person employed by or associated with Consultant shall at any time during the term
of this Agreement obtain or acquire any interest that would conflict in any manner or
degree with the performance of the obligations under this Agreement.
C. No Collusion. The Consultant represents and certifies that the Consultant is
not barred from contracting with a unit of state or local government as a result of: (1) a
delinquency in the payment of any tax administered by the Illinois Department of
Revenue, unless the Consultant is contesting, in accordance with the procedures
established by the appropriate revenue act, its liability for the tax or the amount of the
tax, as set forth in Section 11-42.1-1 et seq. of the Illinois Municipal Code, 65 ILCS
5/11-42.1-1 et seq.; or (2) a violation of either Section 33E-3 or Section 33E-4 of Article
33E of the Criminal Code of 1961, 720 ILCS 5/33E-1 et seq. The Consultant represents
that the only persons, firms, or corporations interested in this Agreement as principals
are those disclosed to the City prior to the execution of this Agreement, and that this
Agreement is made without collusion with any other person, firm, or corporation. If at
any time it shall be found that the Consultant has, in procuring this Agreement, colluded
with any other person, firm, or corporation, then the Consultant shall be liable to the City
for all loss or damage that the City may suffer, and this Agreement shall, at the City’s
option, be null and void.
D. Termination. Notwithstanding any other provision hereof, the City may
terminate this Agreement at any time upon 15 days written notice to the Consultant. In
the event that this Agreement is so terminated, the Consultant shall be paid for Services
actually performed and reimbursable expenses actually incurred, if any, prior to
termination, not exceeding the value of the Services completed, which shall be
determined on the basis of the rates set forth in the Proposal.
E. Compliance With Laws and Grants.
1. Compliance with Laws. The Consultant shall give all notices, pay
all fees, and take all other action that may be necessary to ensure that the Services are
provided, performed, and completed in accordance with all required governmental
permits, licenses, or other approvals and authorizations that may be required in
connection with providing, performing, and completing the Services, and with all
applicable statutes, ordinances, rules, and regulations, including, without limitation: any
applicable prevailing wage laws; the Fair Labor Standards Act; any statutes regarding
qualification to do business; any statutes requiring preference to laborers of specified
classes; any statutes prohibiting discrimination because of, or requiring affirmative
action based on, race, creed, color, national origin, age, sex, or other prohibited
classification, including, without limitation, the Americans with Disabilities Act of 1990,
42 U.S.C. §§ 12101 et seq., and the Illinois Human Rights Act, 775 ILCS 5/1-101 et
seq. The Consultant shall also comply with all conditions of any federal, state, or local
grant received by the City or the Consultant with respect to this Agreement or the
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Services. Further, the Consultant shall have a written sexual harassment policy in
compliance with Section 2-105 of the Illinois Human Rights Act.
2. Liability for Noncompliance. The Consultant shall be solely liable
for any fines or civil penalties that are imposed by any governmental or quasi-
governmental agency or body that may arise, or be alleged to have arisen, out of or in
connection with the Consultant's, or any of its subcontractors, performance of, or failure
to perform, the Services or any part thereof.
3. Required Provisions. Every provision of law required by law to be
inserted into this Agreement shall be deemed to be inserted herein.
F. Default. If it should appear at any time that the Consultant has failed or
refused to prosecute, or has delayed in the prosecution of, the Services with diligence at
a rate that assures completion of the Services in full compliance with the requirements
of this Agreement, or has otherwise failed, refused, or delayed to perform or satisfy the
Services or any other requirement of this Agreement (“Event of Default”), and fails to
cure any such Event of Default within ten business days after the Consultant’s receipt
of written notice of such Event of Default from the City, then the City shall have the right,
without prejudice to any other remedies provided by law or equity, to pursue any one or
more of the following remedies:
1. Cure by Consultant. The City may require the Consultant, within a
reasonable time, to complete or correct all or any part of the Services that are the
subject of the Event of Default; and to take any or all other action necessary to bring the
Consultant and the Services into compliance with this Agreement.
2. Termination of Agreement by City. The City may terminate this
Agreement without liability for further payment of amounts due or to become due under
this Agreement after the effective date of termination.
3. Withholding of Payment by City. The City may withhold from any
payment, whether or not previously approved, or may recover from the Consultant, any
and all costs, including attorneys’ fees and administrative expenses, incurred by the City
as the result of any Event of Default by the Consultant or as a result of actions taken by
the City in response to any Event of Default by the Consultant.
G. No Additional Obligation. The Parties acknowledge and agree that the
City is under no obligation under this Agreement or otherwise to negotiate or enter into
any other or additional contracts or agreements with the Consultant or with any vendor
solicited or recommended by the Consultant.
H. City Council Authority. Notwithstanding any provision of this
Agreement, any negotiations or agreements with, or representations by the Consultant
to, vendors shall be subject to the approval of the City Council. For purposes of this
Section 7.H, "vendors" shall mean entities engaged in subcontracts for the provision of
additional services directly to the City. The City shall not be liable to any vendor or third
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party for any agreements made by the Consultant without the knowledge and approval
of the City Council.
I. Mutual Cooperation. The City agrees to cooperate with the Consultant in
the performance of the Services, including meeting with the Consultant and providing
the Consultant with such non-confidential information that the City may have that may
be relevant and helpful to the Consultant’s performance of the Services. The
Consultant agrees to cooperate with the City in the performance and completion of the
Services and with any other consultants engaged by the City.
J. News Releases. The Consultant shall not issue any news releases,
advertisements, or other public statements regarding the Services without the prior
written consent of the City Manager.
K. Ownership. Designs, drawings, plans, specifications, photos, reports,
information, observations, calculations, notes, and any other documents, data, or
information, in any form, prepared, collected, or received from the City by the
Consultant in connection with any or all of the Services to be performed under this
Agreement (“Documents”) shall be and remain the exclusive property of the City. At
the City’s request, or upon termination of this Agreement, the Consultant shall cause the
Documents to be promptly delivered to the City.
L. GIS Data. The City has developed digital map information through
Geographic Information Systems Technology (“GIS Data”) concerning the real property
located within the City. If requested to do so by the Consultant, the City agrees to
supply the Consultant with a digital copy of the GIS Data, subject to the following
conditions:
1. Limited Access to GIS Data. The GIS Data provided by the City shall
be limited to the scope of the Services that the Consultant is to provide for the City;
2. Purpose of GIS Data. The Consultant shall limit its use of the GIS
Data to its intended purpose of furtherance of the Services; and
3. Agreement with Respect to GIS Data. The Consultant does hereby
acknowledge and agree that:
a. Trade Secrets of the City. The GIS Data constitutes proprietary
materials and trade secrets of the City, and shall remain the property of
the City;
b. Consent of City Required. The Consultant will not provide or
make available the GIS Data in any form to anyone without the prior
written consent of the City Manager;
c. Supply to City. At the request of the City, the Consultant shall
supply the City with any and all information that may have been developed
by the Consultant based on the GIS Data;
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d. No Guarantee of Accuracy. The City makes no guarantee as to
the accuracy, completeness, or suitability of the GIS Data in regard to the
Consultant’s intended use thereof; and
e. Discontinuation of Use. At such time as the Services have been
completed to the satisfaction of the City, the Consultant shall cease its use
of the GIS Data for any purpose whatsoever, and remove the GIS Data
from all of the Consultant's databases, files, and records; and, upon
request, an authorized representative of the City shall be afforded
sufficient access to the Consultant’s premises and data processing
equipment to verify compliance by the Consultant with this Section 7.L.3.e.
SECTION 8. GENERAL PROVISIONS.
A. Amendment. No amendment or modification to this Agreement shall be
effective until it is reduced to writing and approved and executed by the City and the
Consultant in accordance with all applicable statutory procedures.
B. Assignment. This Agreement may not be assigned by the City or by the
Consultant without the prior written consent of the other party.
C. Binding Effect. The terms of this Agreement shall bind and inure to the
benefit of the City, the Consultant, and their agents, successors, and assigns.
D. Notice. All notices required or permitted to be given under this Agreement
shall be in writing and shall be delivered (1) personally, (2) by a reputable overnight
courier, or by (3) by certified mail, return receipt requested, and deposited in the U.S.
Mail, postage prepaid. Unless otherwise expressly provided in this Agreement, notices
shall be deemed received upon the earlier of: (a) actual receipt; (b) one business day
after deposit with an overnight courier, as evidenced by a receipt of deposit; or (c) four
business days following deposit in the U.S. mail, as evidenced by a return receipt. By
notice complying with the requirements of this Section 8.D, each party shall have the
right to change the address or the addressee, or both, for all future notices and
communications to the other party, but no notice of a change of addressee or address
shall be effective until actually received.
Notices and communications to the City shall be addressed to, and delivered at, the
following address:
City of Des Plaines
1420 Miner Street
Des Plaines, Illinois 60016
Attention: City Manager
With a copy to:
Holland & Knight LLP
131 S. Dearborn, 30th Floor
Chicago, Illinois 60603
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Attention: Peter M. Friedman
Notices and communications to the Consultant shall be addressed to, and delivered at,
the following address:
________________________
________________________
________________________
________________________
With a copy to:
________________________
________________________
________________________
________________________
E. Third Party Beneficiary. No claim as a third party beneficiary under this
Agreement by any person, firm, or corporation shall be made or be valid against the
City.
F. Provisions Severable. If any term, covenant, condition, or provision of this
Agreement is held by a court of competent jurisdiction to be invalid, void, or
unenforceable, the remainder of the provisions shall remain in full force and effect and
shall in no way be affected, impaired, or invalidated.
G. Time. Time is of the essence in the performance of all terms and provisions
of this Agreement.
H. Calendar Days and Time. Unless otherwise provided in this Agreement,
any reference in this Agreement to "day" or "days" shall mean calendar days and not
business days. If the date for giving of any notice required to be given, or the
performance of any obligation, under this Agreement falls on a Saturday, Sunday, or
federal holiday, then the notice or obligation may be given or performed on the next
business day after that Saturday, Sunday, or federal holiday.
I. Governing Laws. This Agreement shall be governed by, construed and
enforced in accordance with the internal laws, but not the conflicts of laws rules, of the
State of Illinois.
J. Authority to Execute.
1. The City. The City hereby warrants and represents to the
Consultant that the persons executing this Agreement on its behalf have been properly
authorized to do so by its corporate authorities.
2. The Consultant. The Consultant hereby warrants and represents to
the City that the persons executing this Agreement on its behalf have the full and
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complete right, power, and authority to enter into this Agreement and to agree to the
terms, provisions, and conditions set forth in this Agreement and that all legal actions
needed to authorize the execution, delivery, and performance of this Agreement have
been taken.
K. Entire Agreement. This Agreement constitutes the entire agreement
between the parties to this Agreement and supersedes all prior agreements and
negotiations between the parties, whether written or oral, relating to the subject matter
of this Agreement.
L. Waiver. Neither the City nor the Consultant shall be under any obligation
to exercise any of the rights granted to them in this Agreement except as it shall
determine to be in its best interest from time to time. The failure of the City or the
Consultant to exercise at any time any such rights shall not be deemed or construed as
a waiver of that right, nor shall the failure void or affect the City's or the Consultant's
right to enforce such rights or any other rights.
M. Consents. Unless otherwise provided in this Agreement, whenever the
consent, permission, authorization, approval, acknowledgement, or similar indication of
assent of any party to this Agreement, or of any duly authorized officer, employee,
agent, or representative of any party to this Agreement, is required in this Agreement,
the consent, permission, authorization, approval, acknowledgement, or similar indication
of assent shall be in writing.
N. Grammatical Usage and Construction. In construing this Agreement,
pronouns include all genders and the plural includes the singular and vice versa.
O. Interpretation. This Agreement shall be construed without regard to the
identity of the party who drafted the various provisions of this Agreement. Moreover,
each and every provision of this Agreement shall be construed as though all parties to
this Agreement participated equally in the drafting of this Agreement. As a result of the
foregoing, any rule or construction that a document is to be construed against the
drafting party shall not be applicable to this Agreement.
P. Headings. The headings, titles, and captions in this Agreement have
been inserted only for convenience and in no way define, limit, extend, or describe the
scope or intent of this Agreement.
Q. Exhibits. Exhibits A through ___ attached to this Agreement are, by this
reference, incorporated in and made a part of this Agreement. In the event of a conflict
between an Exhibit and the text of this Agreement, the text of this Agreement shall
control.
R. Rights Cumulative. Unless expressly provided to the contrary in this
Agreement, each and every one of the rights, remedies, and benefits provided by this
Agreement shall be cumulative and shall not be exclusive of any other rights, remedies,
and benefits allowed by law.
Exhibit A Page 14 of 17
12
#54831551_v1
S. Counterpart Execution. This Agreement may be executed in several
counterparts, each of which, when executed, shall be deemed to be an original, but all
of which together shall constitute one and the same instrument.
IN WITNESS WHEREOF, the Parties have executed this Agreement this ______
day of ________________, 20__.
ATTEST: CITY OF DES PLAINES
By: By:
City Clerk City Manager
ATTEST: CONSULTANT
By: By:
Title: Its:
Exhibit A Page 15 of 17
Exhibit A Page 16 of 17
Exhibit A Page 17 of 17
FIRE DEPARTMENT
405 S. River St
Des Plaines, IL 60016
P: 847.391.5333
desplaines.org
Date: December 27, 2017
To: Michael Bartholomew, City Manager
From: Alan Wax, Fire Chief
Subject: Purchase of Self-Contained Breathing Apparatus
Issue: The Self-Contained Breathing Apparatus (SCBA), or air packs, are one of the most important
components of firefighter personal protection. These are the air bottles, harnesses, regulators, and facepieces
that personnel wear into dangerous atmospheres and potentially-dangerous situations in order to be able to
breathe while working and rescuing victims located inside, and to avoid exposure to toxic fumes, chemicals,
and/or smoke. The current SCBA units were purchased in 2002, with a 15-year life expectancy. The current
units and their components are failing due to age and normal wear-and-tear from frequent use, as well as
containing certain parts that cannot be serviced and are no longer available for replacement – thus rendering
those failing units completely unusable. Additionally, the current units are three to four code-versions behind
the current national standards. The units are due for, and in need of, replacement.
Analysis: For continuity of use and training, for the ability to interchange equipment, and for consistency
during emergency situations, all of the Department’s SCBA must be replaced at the same time. Funds for the
purchase were included within the 2017 City Budget, and the Department submitted a grant request to the
Federal Emergency Management Agency (FEMA) for funding of the purchase under the Assistance to
Firefighters Grant Program. The Department learned in November of 2017 that it was not awarded the Grant
funding.
A committee was formed that included Fire Department personnel of all ranks, as well as the City’s Purchasing
Manager. The Committee identified features that were required of new units, as well as options that were
desirable or beneficial during emergency situations and in light of how units are used within the Department.
A Request for Information (RFI) was issued in order to identify current vendors in the industry, as well as
new technologies and features that might benefit the City. Three manufacturers of SCBA equipment
responded to the City’s RFI. The Committee received demonstrations from representatives of the three
manufacturers, and then completed lengthy evaluations of actual units from each of the manufacturers under
several genuine conditions of heavy use. The Committee also solicited input from all members of the Fire
Department, and a survey instrument was utilized to solicit feedback on the three options. After lengthy
evaluation, SCBA manufactured by MSA was overwhelmingly selected as the most appropriate SCBA for
MEMORANDUM
Page 1 of 10
use by the Des Plaines Fire Department based on functionality, safety, interoperability, features, maintenance,
serviceability, durability, and warranty.
In addition to the base SCBA model, a feature available in different configurations on all three manufacturers’
units is an integrated Thermal Imaging Camera (TIC), or heat-sensing camera. This is a miniature, basic, uni-
functional TIC incorporated into the SCBA unit that provides the individual wearer with an extra tool for self-
rescue by sensing and visually-displaying heat differentials in the environment. While not designed for victim
rescue like full-size multi-functional TICs, it is possible that this feature could result in the location of a lost
fire victim incidental to the SCBA’s use. The integrated TIC is considered a desirable and beneficial option,
and is included as part of this recommendation.
The City’s General Counsel has opined that the HGACBuy national purchasing cooperative, in which the City
is a member, meets the requirements of the Illinois open purchasing laws, as well as the City’s purchasing
ordinance and policies. The MSA SCBA are available through HGACBuy, and pricing was obtained under
that cooperative, as well as pricing of MSA units under a large recent purchase of over 1,800 units by a major
metropolitan fire department. These prices were in the $9,000 range for an individual firefighter’s required
equipment (a pack with integrated TIC, air bottle, and facepiece). Pursuant to a Request for Quotations, the
MSA vendor, Air One Equipment, Inc. of South Elgin, Illinois, provided a quote to the Des Plaines Fire
Department of $6,095 per pack with integrated TIC, air bottle, and facepiece (less than the HGAC contract
price). Additionally, at no additional cost, Air One will provide upgrades to all the SCBA units so that they
meet 2018 standards once those standards are approved and published. Also provided at no additional cost
will be a Department logo and inventory tracking number on each air bottle. MSA provides a 15-year warranty
on all components.
In addition to sixty packs and regulators, the Department requires facepieces for each firefighter and spares
of each size facepiece, spare air bottles (many fires require multiple bottle-changes), spare batteries, pack
battery chargers, compatible air-fill adaptors, mask-testing hardware and software, air mask hookups for the
ladder truck baskets, and compatible tank brackets for the apparatus.
The amount included in the budget for the purchase is $466,915. The total price for all required equipment as
quoted is $440,811 without the TICs and $488,511 with the TICs, a difference of $47,700. It is noted that the
price with TICs is over the budgeted amount. Following a Foreign Fire Insurance Tax Board discussion and
vote, a membership vote approved a Foreign Fire Insurance Tax Fund expenditure of $47,700 to have the TIC
feature added to the units.
Recommendation: I recommend approval of the Resolution authorizing a waiver of competitive bidding and
the purchase of MSA G1 SCBA with TICs and associated equipment and software from Air One Equipment,
Inc. of South Elgin, Illinois in the amount of $488,511. This purchase will be funded through budgeted funds
in the Fire Department Equipment Replacement Fund of $440,811, with $47,700 being paid by the Des Plaines
Foreign Fire Insurance Tax Board.
Attachments: 1 - Resolution R-17-18
2 - Vendor Quote
Page 2 of 10
CITY OF DES PLAINES
RESOLUTION R - 17 - 18
A RESOLUTION APPROVING THE PURCHASE OF SELF-
CONTAINED BREATHING APPARATUS FROM AIR ONE
EQUIPMENT, INC.____________________________________
WHEREAS, Article VII, Section 10 of the 1970 Illinois Constitution authorizes the City
to contract with individuals, associations, and corporations in any manner not prohibited by law
or ordinance; and
WHEREAS, the City has appropriated funds for use by the Fire Department in the
Equipment Replacement Fund for the purchase of sixty self-contained breathing apparatus and
associated accessories including, but not limited to, spare bottles, spare batteries, and mask testing
hardware and software (collectively, the “Apparatus”); and
WHEREAS, the Des Plaines Foreign Fire Insurance Tax Board has approved funding to
the City of $47,400 to be used toward the purchase of the Apparatus; and
WHEREAS, after significant research of prices, including prices offered through
HGACBuy, a national purchasing cooperative, the Fire Department obtained a quote from Air One
Equipment Inc. of South Elgin, Illinois (“Vendor”) for the Apparatus that beats the lowest price
available from HGACBuy; and
WHEREAS, Vendor has offered the City a not-to-exceed price of $488,511 for the
Apparatus; and
WHEREAS, the City Council has determined that it is in the best interest of the City to
waive the competitive bidding requirements and procure the Apparatus from Vendor;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Des
Plaines, Cook County, Illinois, in the exercise of its home rule powers, as follows:
SECTION 1: RECITALS. The foregoing recitals are incorporated into, and made a part
of, this Resolution as findings of the City Council.
SECTION 2: WAIVER OF COMPETITIVE BIDDING. The requirement that
competitive bids be solicited for the purchase of the Apparatus is hereby waived.
SECTION 3: APPROVAL OF PURCHASE. The City Council hereby approves the
purchase by the City of the Apparatus from the Vendor in a total not-to-exceed amount of
$488,511.
SECTION 4: AUTHORIZATION OF PURCHASE. The City Council authorizes and
directs the City Manager and the City Clerk to execute and seal documents approved by the
Attachment 1
Page 3 of 10
General Counsel, and the City Manager to make payments, on behalf of the City, that are necessary
to complete the purchase of the Apparatus from the Vendor in a total not-to-exceed amount of
$488.511.
SECTION 5: EFFECTIVE DATE. This Resolution shall be in full force and effect from
and after its passage and approval according to law.
PASSED this _____ day of ____________, 2018.
APPROVED this _____ day of _____________, 2018.
VOTE: AYES _____ NAYS _____ ABSENT _____
MAYOR
ATTEST: Approved as to form:
CITY CLERK Peter M. Friedman, General Counsel
DP-Res Approving Purchase Contract for FD Self-Contained Breathing Apparatus 2018
Attachment 1
Page 4 of 10
FINANCE DEPARTMENT
1420 Miner Street
Des Plaines, IL 60016
P: 847.391.5300
desplaines.org
REQUEST FOR QUOTE
Please return this form with your quote
CUSTOMER: The City of Des Plaines
ADDRESS: 1420 Miner Street
CITY: Des Plaines
CONTACT: Brian Quinn
DEPARTMENT: FINANCE
PHONE: (847) 391-5326
EMAIL: BQUINN@DESPLAINES.ORG
TAX EXEMPT: YES; E9998-1793-07
QUOTE REQUIREMENTS
ITEM # SPECIFICATIONS AND REQUIREMENTS PART
NUMBER
QTY.
1
MSA G1 SCBA Units
ATO#A-G1FS
441MA2CLER
60
2
45-minute bottles
10175708 88
3
60-minute bottles
10175710 28
4 Masks 10156459 126
5 Lithium Ion Battery Chargers 10158385 6
6 Spare Lithium Ion Batteries 10148741-SP 30
7 Quick-fill Adapters 10158408 8
8 APR Filter Adapters 10144231-SP 93
9 RIT Packs 10161142 6
10 Second Stage Regulators for Tower Baskets 10165336 4
11 Supplied-Air Respirators with 10-minute bottles ATO# A-PCG-
213A3E1
4
12 Software for FIT-Testing Machine - 1
Attachment 2 Page 5 of 10
FINANCE DEPARTMENT
1420 Miner Street
Des Plaines, IL 60016
P: 847.391.5300
desplaines.org
13 OHD Fit Tester 3000 9519-4000
(INCLUDES
SOFTWARE)
1
14 OHD Adapter for G1 MSA
10144231 &
OHD 9513-
0130
4
15 Zimatic 45-minute Cylinder-Brackets with Collision-Restraint Straps #ULLH 20
16 Integrated Thermal Imaging Camera* 10175021-SP 60
Attachment 2 Page 6 of 10
FINANCE DEPARTMENT
1420 Miner Street
Des Plaines, IL 60016
P: 847.391.5300
desplaines.org
VENDOR QUOTE RESPONSE
Vendor may utilize their own form if it reflects the information below
ITEM
#
Manufacturer
Name and
Model #
Technical
Specifications
Vendor Part
Number
Qty. Unit Price Extended Price
1 MSA / G1 MSA G1 4500 PSI
SCBA
G1FS -
441MA2CLA
R
60 $4150 $249,000
2 MSA / H-45
CARBON
BREATHING AIR
CYLINDER
4500 PSI 45-
MINUTE 66 CF AIR
CYLINDER WITH
QC ADAPTER
10175708 88 $875 $77,000
3 MSA / H-60
CARBON
BREATHING AIR
CYLINDER
4500 PSI 60-
MINUTE 88 CF AIR
CYLINDER
10175710 28 $1095 $30,660
4 MSA / G1
FACEPIECE
G1 SCBA
FACEPIECE
10156459 126 $225 $28,350
5 MSA / G1
BATTERY
CHARGER
G1 SCBA BATTERY
CHARGER
10158385 6 $425 $2,550
6 MSA / G1
BATTERY
G1 SCBA
RECHARGEABLE
BATTERY
10148741-
SP
30 $199
$5,970
7 MSA / G1 QC
ADAPTER
G1 QC FILL
STATION ADAPTER
X CGA 347 MALE
10162403 8 $395 $3,160
Attachment 2 Page 7 of 10
FINANCE DEPARTMENT
1420 Miner Street
Des Plaines, IL 60016
P: 847.391.5300
desplaines.org
8 MSA / G1 APR G1 FACEPIECE APR
ADAPTER
10144231-
SP
93 $75 $6,975
9 MSA / G1 RIT G1 RESCUE AIR II
WITH REGULATOR
EXCLUDES 60-
MINUTE CYLINDER
10161142 6 $2995 $17,970
10 MSA / G1
REGULATOR
G1 REGULATOR
FOR SUPPLIED AIR
WITH SPECIFIED
FITTING
10165336 4 $625 $2,500
11 MSA / G1
PREMAIRE
G1 PREMAIRE
SUPPLIED AIR
RESPIRATOR
A-PCG-
213A3E1
4 $1495 $5,980
12 OHD OHD QUANTIFIT
SOFTWARE
N/A 1 $0 $0
13 OHD QUANTIFIT OHD QUANTIFIT
CNP FIT TEST
DEVICE (REPLACES
OHD 3000)
FTK-9519-
4000
1 $7400 $7,400
14 OHD / ADAPTER OHD FIT TEST
ADAPTER KIT W/
G1 APR
9513-013 /
10144231-
SP
4 $379 $1,516
15 ZIAMATIC /
SCBA BRACKET
ZIAMATIC SCBA
BRACKET NFPA
VERSION WITH
CRS STRAP
ULLH 20 $89 $1,780
Attachment 2 Page 8 of 10
FINANCE DEPARTMENT
1420 Miner Street
Des Plaines, IL 60016
P: 847.391.5300
desplaines.org
16 MSA / G1 iTIC MSA G1
INTEGRATED
THERMAL
IMAGING CAMERA
10175021-
SP
60 $795 Click here to
enter text.
ADDITIONAL ITEMS: *Thermal Imaging Cameras are indicated as a configuration option in
item 1, MSA GS1 SCBA Units (G1FS 441MA2CLER). They are also listed
separately as item 16. The City only requires one set of these; item 16
is listed in order to reflect the price of this as an added option to the
GS1. Do not add item 16 total price to the quote total if the TIC price is
already reflected in item 1.
The City requests a price be provided to bring the above-referenced
items up to the latest NFPA standard (2018) if parts are made available
within one year of this purchase. If this price cannot be determined at
this time, or if you are including this at no charge, please indicate in
the space below.
2018 NFPA Compliance Upgrade Flat Fee for above items and
quantities: UPGRADE TO BE COMPLETED AT NO ADDITIONAL CHARGE
The City requests a custom label on all air cylinders displaying the
DPFD logo and a unique number for internal tracking purposes. Please
indicate a price reflecting this for all bottles (45 and 60-minute).:
CUSTOM LOGO AND NUMBERING ARE NO ADDITIONAL CHARGE
COMPANY NAME: AIR ONE EQUIPMENT, INC.
VENDOR QUOTE TOTAL: $440,811
DATE: 11/16/2017
WARRANTY: Attach Warranty Info to your Quote
MISCELLANEOUS: Attached Sole Source/Sole Authorized Distributor Letter
Signed by an authorized representative of your company if
applicable.
ESTIMATED DELIVERY TIME: 90 DAYS ARO
HAVE YOU DONE BUSINESS WITH THE CITY BEFORE? ☒ YES ☐NO
If NO, please provide a copy of your W9 and evidence of authority to transact business in Illinois.
NOTES TO VENDOR: All prices must include shipping and handling charges. No price increases from the quoted
amount will be accepted. Quoted prices must be effective for 90 days from the date the quote is submitted to
Attachment 2 Page 9 of 10
FINANCE DEPARTMENT
1420 Miner Street
Des Plaines, IL 60016
P: 847.391.5300
desplaines.org
the City. We reserve the right to reject all offers; to reject individual offers for failure to meet any requirement;
to award by item, part or portion of an item, group of items, or total, to waive minor defects, to consider and
accept substitutes; and to consider past performance in providing goods and services to the City. Vendor must
agree to partial ship of order in case of a delay on total order. Vendor may attach separate page describing
quoted items.
PAYMENT TERMS: The City of Des Plaines has 30 days from the date of receipt to approve an invoice, and 30
days from the date of approval to pay. Late payment penalties are governed by the Illinois Local Government
Prompt Payment Act 50 ILCS 505.
Attachment 2 Page 10 of 10
1420 Miner Street
Des Plaines, IL 60016
P: 847.391.5301
desplaines.org
Date: November 29, 2017
To: Honorable Aldermen
From: Matthew J. Bogusz, Local Liquor Commissioner
Cc: Vickie Baumann, Secretary/Licensing Division
Subject: Liquor License Request for a New License Increase
Attached please find a Liquor License request for the following applicant:
Butera Finer Foods Inc dba Butera Fruit Market
1565 Lee St
Class B 1 – Bulk Sales / alcohol not primary retail
Increase from 18 to 19
The complete application packet is on file in the Community and Economic Development Department. The
required posting will be completed on December 28, 2017 and all necessary fees have been secured.
This request will come before you on the Consent Agenda of the City Council meeting of Monday
January 2, 2018.
Matthew J. Bogusz
Mayor
Local Liquor Commissioner
Attachments: Ordinance M-1-18
Application Packet
Page 1 of 10
1
CITY OF DES PLAINES
ORDINANCE M - 1 - 18
AN ORDINANCE AMENDING THE CITY CODE TO ADD
ONE CLASS B1 LIQUOR LICENSE.
WHEREAS, Butera Finer Foods, Inc. d/b/a Butera Fruit Market ("Applicant") submitted
an application to the Department of Community and Economic Development for a Class B1 liquor
license for the premises located at 1565 Lee Street, Des Plaines, Illinois ("Premises"), pursuant
to Chapter 4 of Title 4 of the Des Plaines City Code ("City Code"); and
WHEREAS, the City desires to issue one Class B1 liquor license to the Applicant for the
Premises; and
WHEREAS, the City Council has determined that it is in the best interest of the City to
grant the Applicant a Class B1 liquor license for the Premises;
NOW, THEREFORE, BE IT ORDAINED, by the City Council of the City of Des
Plaines, Cook County, Illinois, in the exercise of its home rule powers, as follows:
SECTION 1: RECITALS. The foregoing recitals are incorporated into, and made a part
of, this Ordinance as the findings of the City Council.
SECTION 2: APPROVAL OF LIQUOR LICENSE. The City Council hereby grants
the Applicant a Class B1 Liquor License for the Premises.
SECTION 3: FEE SCHEDULE. Section 1, titled “Fee Schedule,” of Chapter 18, titled
"Schedule of Fees," of Title 4, titled “Business Regulations,” of the City Code is hereby amended
further to read as follows:
4-18-1: FEE SCHEDULE:
Section Fee Description Number Term Fee
New
4-4-5A License Fees and Number
Class Number Term
Initial
Fee
Annual
Fee
Class B1 1819 Annual $3,630.00 $1,815.00
[The remainder of the Fee Schedule is unchanged.]
Page 2 of 10
2
SECTION 4: SEVERABILITY. If any paragraph, section, clause or provision of this
Ordinance is held invalid, the remainder shall continue in full force and effect without affecting
the validity of the remaining portions of the Ordinance.
SECTION 5: EFFECTIVE DATE. This Ordinance shall be in full force and effect
from and after its passage, approval, and publication in pamphlet form according to law.
PASSED this _____day of ____________, 2018.
APPROVED this _____ day of ____________, 2018.
VOTE: AYES _____ NAYS _____ ABSENT ______
MAYOR
ATTEST:
CITY CLERK
Published in pamphlet form this Approved as to form:
______ day of ________________, 2018.
CITY CLERK Peter M. Friedman, General Counsel
[Deleted text is struck through; inserted text is bold and double underlined.]
DP-Ordinance Add One Class B Liquor License for Butera 1565 Lee St
Page 3 of 10
Page 4 of 10Attachment 1
Page 5 of 10Attachment 1
Page 6 of 10Attachment 1
Page 7 of 10Attachment 1
Page 8 of 10Attachment 1
Page 9 of 10Attachment 1
Page 10 of 10Attachment 1
MINUTES OF THE REGULAR MEETING OF THE CITY
COUNCIL OF THE CITY OF DES PLAINES, ILLINOIS HELD
IN THE ELEANOR ROHRBACH MEMORIAL COUNCIL
CHAMBERS, DES PLAINES CIVIC CENTER, MONDAY,
JANUARY 2, 2018
CALL TO
ORDER:
The regular meeting of the City Council of the City of Des Plaines, Illinois, was
called to order by Mayor Bogusz at 6:30 p.m. in the Eleanor Rohrbach Memorial
Council Chambers, Des Plaines Civic Center on Monday, January 2, 2018.
ROLL CALL: Roll call indicated the following Aldermen present: Robinson, Rodd, Sayad,
Brookman, Chester, Smith and Charewicz. Absent: Lysakowski
CLOSED
SESSION:
Moved by Brookman, seconded by Sayad, to enter into Closed Session to discuss
Collective Bargaining, Probable Litigation, Acquisition of Property and Sale of
Property. Upon roll call, the vote was:
AYES: 7-Robinson, Rodd, Sayad,
Brookman, Chester, Smith, Charewicz
NAYS: 0-None
ABSENT: 1-Lysakowski
Motion declared carried.
The City Council recessed at 6:30 p.m.
The City Council reconvened at 7:07 p.m.
Roll call indicated the following Aldermen present: Robinson, Rodd, Sayad,
Brookman, Chester, Smith, Charewicz. Absent: Lysakowski. A quorum was
present.
Also present were: City Manager Bartholomew, Assistant City Manager/Director of Finance Wisniewski,
Director of Public Works and Engineering Oakley, Director of Community and Economic Development
McMahon, Fire Chief Wax, Deputy Police Chief Zaprzalka, and General Counsel Weiss.
PRAYER AND
PLEDGE:
The prayer was given by Acting City Clerk Fast, followed by the Pledge of
Allegiance to the Flag of the United States of America.
SWEARING-N
CEREMONY:
Fire Chief Wax introduced new Firefighter/Paramedic Christopher Dawson.
Mayor Bogusz administered the Official Oath and welcome Mr. Dawson to the
Department.
CITIZEN
PARTICIPATION:
Resident Wayne Serbin inquired about Warming Centers in Des Plaines and
reminded everyone to help those in need of food and shelter.
CONSENT
AGENDA:
Moved by Brookman, seconded by Sayad, to establish the Consent Agenda.
Motion declared carried.
Page 2 of 11 1/02/18
(Cont.)
Moved by Brookman, seconded by Chester, to approve the Consent Agenda. Upon
roll call, the vote was:
AYES: 7-Robinson, Rodd, Sayad
Brookman, Chester, Smith, Charewicz
NAYS: 0-None
ABSENT: 1-Lysakowski
Motion declared carried.
Minutes were approved; Resolution R-1-18, R-2-18, R-3-18, R-4-18, R-5-18,
R-6-18, R-7-18, R-8-18, R-9-18, R-11-18; Ordinances M-1-18, Z-34-17 were
adopted.
APPROVE NEW
B1 LIQUOR
LICENSE/
BUTERA/
1565 LEE ST.:
Consent Agenda
Ordinance
M-1-18
Moved by Brookman, seconded by Chester, to Approve New B1 – Bulk Sales
Liquor License for Butera Finer Foods, Inc. d/b/a Butera Fruit Market, 1565 Lee
Street; and further recommend to adopt Ordinance M-1-18, AN ORDINANCE
AMENDING THE CITY CODE TO ADD ONE CLASS B1 LIQUOR LICENSE.
Motion declared carried as approved under Consent Agenda.
AUTHORIZE
TRANSFER OF
OWNERSHIP/
CLASS B LIQUOR
LICENSE/
B&E LIQUORS/
1572 RAND ROAD:
Consent Agenda
Moved by Brookman, seconded by Chester, to Authorize a Transfer of Ownership
for a Class B – Retail Bulk/Alcohol as Primary Sales Liquor License for B&E
Liquors, Inc., 1572 Rand Road. Motion declared carried as approved under
Consent Agenda.
AUTHORIZE
PURCHASE OF
REPLACEMENT
PARKWAY
TREES/WCMC
SUBURBAN TREE
CONSORTIUM:
Consent Agenda
Resolution
R-1-18
Moved by Brookman, seconded by Chester, to Authorize Purchase of Replacement
Parkway Trees from Participating STC Nurseries and Planting Labor through the
West Central Municipal Conference – Suburban Tree Consortium, 2000 Fifth
Avenue, River Grove, IL in the Not-to-Exceed Amount of $240,000 for Spring
and Fall Plantings. Budgeted Funds – General Fund/Street Maintenance/Tree
Plantings; and further recommend to adopt Resolution R-1-18, A RESOLUTION
AUTHORIZING THE PURCHASE AND PLANTING OF TREES THROUGH
THE WEST CENTRAL MUN ICIPAL CONFERENCE SUBURBAN TREE
CONSORTIUM. Motion declared carried as approved under Consent Agenda.
APPROVE NEW
MASTER
CONTRACTS:
Consent Agenda
Moved by Brookman, seconded by Chester, to Approve New Master Contracts
with Architectural Consulting Group, Ltd., 303 N. Northwest Highway,
Barrington, IL; H.R. Green, Inc., 420 N. Front Street, McHenry, IL; The Lakota
Group, Inc., 116 West Illinois, Chicago, IL; Walker Consultants/Engineering, Inc.,
505 Davis Road, Elgin, IL; and Civiltech Engineering, Inc., 450 E. Devon Avenue,
Itasca,; and further recommend to adopt:
Page 3 of 11 1/02/18
Resolution
R-2-18
R-3-18
R-4-18
R-5-18
R-11-18
Resolution R-2-18, A RESOLUTION APPROVING A MASTER CONTRACT
WITH ARCHITECTURAL CONSULTING GROUP, LTD., FOR
PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES.
Motion declared carried as approved under Consent Agenda.
Resolution R-3-18, A RESOLUTION APPROVING A MASTER CONTRACT
WITH H.R. GREEN, INC., FOR PROFESSIONAL ENGINEERING SERVICES.
Motion declared carried as approved under Consent Agenda.
Resolution R-4-18, A RESOLUTION APPROVING A MASTER CONTRACT
WITH THE LAKOTA GROUP, INC., FOR PROFESSIONAL ENGINEERING
SERVICES. Motion declared carried as approved under Consent Agenda.
Resolution R-5-18, A RESOLUTION APPROVING A MASTER CONTRACT
WITH WALKER CONSULTANTS/ENGINEERING, INC., FOR
PROFESSIONAL ENGINEERING SERVICES. Motion declared carried as
approved under Consent Agenda.
Resolution R-11-18, A RESOLUTION APPROVING A MASTER CONTRACT
WITH CIVILTECH ENGINEERING, INC., FOR PROFESSIONAL
ENGINEERING SERVICES. Motion declared carried as approved under Consent
Agenda.
APPROVE 2018
MUNICIPAL
ESTIMATE OF
MAINT. COSTS
AND ADOPT
IDOT
RESOLUTION:
Consent
Agenda
Resolution
R-6-18
Moved by Brookman, seconded by Chester, to Approve the 2018 Municipal
Estimate of Maintenance Costs and Adoption of the Illinois Department of
Transportation (IDOT) Resolution for Maintenance of Streets and Highways; and
further recommend to adopt Resolution R-6-18, A RESOLUTION FOR
MAINTENANCE UNDER THE ILLINOIS HIGHWAY CODE. Motion declared
carried as approved under Consent Agenda.
APPROVE
THREE-YEAR
CONTRACT/
MUNICIPAL GIS
PARTNERS/GIS
SERVICES:
Consent
Agenda
Resolution
R-7-18
Moved by Brookman, seconded by Chester, to Approve 3-Year Contract with
Municipal GIS Partners, Inc., 701 Lee Street, Des Plaines, IL in an Amount Not-
to-Exceed $198,892.90 for 2018. Budgeted Funds – General Fund; and further
recommend to adopt R-7-18, A RESOLUTION APPROVING AN AGREEMENT
WITH MUNICIPAL GIS PARTNERS, INC., FOR GEOGRAPHIC
INFORMATION SYSTEM SUPPORT SERVICES. Motion declared carried as
approved under Consent Agenda.
Page 4 of 11 1/02/18
APPROVE
PURCHASE/
SENSUS WATER
METERS AND
INSTALLATION
/CORE&MAIN:
Consent
Agenda
Resolution
R-8-18
Alderman Charewicz requested that this item be removed for discussion.
Director of Public Works and Engineering Oakley provided an update on the Water
Meter Replacement Program.
Moved by Charewicz, seconded by Brookman, to Approve Purchase of Sensus
Water Meters and Installation Services on an As-Needed Basis from Core & Main,
LP, 220 South Westgate Drive, Carol Stream, IL. Budgeted Funds – Water System
Fund/Miscellaneous Contractual Services in the Amount of $100,000; R&M
Software in the Amount of $20,500; and Water Meters in the Amount of $550,000;
and further recommend to adopt Resolution R-8-18, A RESOLUTION
AUTHORIZING AN AGREEMENT WITH CORE MAIN, LP, FOR THE
PURCHASE AND INSTALLATION OF SENSUS WATER METERS. Motion
declared carried.
APPROVE
UPDATE TO
POLICY
PROHIBITING
SEXUAL
HARASSMENT:
Consent
Agenda
Resolution
R-9-18
Alderman Chester requested that this item be removed for discussion.
Alderman Chester reviewed the policy with Counsel and considers this an
extremely important subject.
Moved by Chester, seconded by Sayad, to Approve Update to Policy Prohibiting
Sexual Harassment in Accordance with Illinois Public Act 100-0554; and further
recommend to adopt Resolution R-9-18, A RESOLUTION APPROVING AND
ESTABLISHING AN AMENDED SEXUAL HARASSMENT POLICY. Motion
declared carried.
AUTHORIZE
CITY CLERK TO
ADVERTISE FOR
BID/CISCO
CHASSIS AND
BLADE SERVERS:
Consent
Agenda
Moved by Brookman, seconded by Chester, to Authorize the City Clerk to
Advertise for Bid Cisco Chassis and Blade Servers. Motion declared carried as
approved under Consent Agenda.
SECOND
READING/ORD.
Z-34-17/TEXT
AMENDMENT/
LOT AREA PER
DWELLING
UNIT/C-5
CENRAL
BUSINESS
DISTRICT:
Consent
Agenda
Moved by Brookman, seconded by Chester, to Approve and Adopt Second
Reading – Ordinance Z-34-17, AN ORDINANCE AMENDING THE TEXT OF
THE DES PLAINES ZONING ORDINANCE REGARDING LOT AREA PER
DWELLING UNIT IN THE C-5 CENTRAL BUSINESS DISTRICT. Motion
declared carried as approved under Consent Agenda
Page 5 of 11 1/02/18
APPROVE
MINUTES:
Consent
Agenda
Moved by Brookman, seconded by Chester to approve Minutes of the City Council
of December 18, 2017, as published. Motion declared carried as approved under
Consent Agenda.
APPROVE
MINUTES:
Consent
Agenda
Moved by Brookman, seconded by Chester to approve Minutes of the Closed
Session City Council of December 18, 2017, as published. Motion declared carried
as approved under Consent Agenda.
MAYOR BOGUSZ DECLARED THAT THE CITY COUNCIL WAS NOW
RESOLVED INTO A COMMITTEE OF THE WHOLE
FINANCE & ADMINISTRATION – Alderman Charewicz, Chair
WARRANT
REGISTER:
Alderman Charewicz presented the Warrant Register for consideration.
Moved by Rodd, seconded by Sayad, to recommend to the City Council approval
of the January 2, 2018 – Warrant Register in the Amount of $4,101,840.57; and
further recommend that Resolution R-10-18 be adopted at appropriate time this
evening. Upon voice vote, motion declared carried.
COMMUNITY DEVELOPMENT – Alderman Sayad, Chair
CONSIDERATION
OF A MAJOR
VARIATION FOR
SIDE-YARD
SETBACK/943
WALTER
AVENUE:
Community and Economic Development Director McMahon reviewed a
memorandum dated December 21, 2017.
The homeowner of 943 Walter Avenue, Erik Kim, had requested a variation to
Section 12-7-2(J) of the 1998 Des Plaines Zoning Ordinance, as amended, to allow
a principal structure with a side-yard setback of 3’, when 5’ is required, in order to
construct an addition to the existing single-family home. The petitioner planned to
construct a two-story addition on the west side of the home, which was to be an
attached garage on the ground story and a new master suite on the second story.
The petitioner proposed to tear down the existing detached garage at the rear of
the property so as to avoid an additional variation in order to have two garages.
At the December 4, 2017, City Council meeting, the application was deferred to
the January 2, 2018, meeting so that the petitioner could meet with planning staff
to review alternative plans for the addition. Staff met with the homeowner on
Friday, December 8, 2017 to discuss different options and how the petitioner could
move forward without needing a variation.
In an email to staff dated December 20, 2017, Mr. Kim officially withdrew his
variation application. It is staff’s understanding that he will keep the existing
detached garage and construct an addition (with no new garage) on the east side of
the home.
Page 6 of 11 1/02/18
(Cont.)
The petitioner has requested that the request for a variation for side-yard setback
be withdrawn and removed from the City Council agenda. Staff will work with the
petitioner to confirm that the new plans for a home addition meet all zoning and
building code requirements.
CONSIDERATION
OF A TENTATIVE
AND FINAL PLAT
OF SUBDIVISION/
481 EDWARD
COURT:
Community and Economic Development Director McMahon explained this item
was deferred from the December 4, 2017 City Council meeting.
Community and Economic Development Director McMahon reviewed a
memorandum dated December 21, 2017.
The petitioner and contract purchaser of 481 Edward Court, Mohammed Makda,
proposed to subdivide a single lot in the R-1 Single-Family Residential District
into two lots. The 25,999.93 square foot property has frontage on both Edward
Court and Good Avenue and is currently unimproved.
If subdivided, the petitioner proposes to construct two single-family homes, one
on each lot. Each lot is proposed to be 90’ wide. Lot 1 (which faces Edward Court)
will have an area of 12,998.00 square feet and Lot 2 (which faces Good Avenue)
will have an area of 13,001.93 square feet. The proposed lots meet the minimum
required lot width and area for lots in the R-1 Single-Family Residential District.
Originally, the petitioner proposed to divide the existing single lot into four lots,
with two facing Edward Court and two facing Good Avenue. These proposed lots
required variations for lot width and area. At the December 4, 2017 City Council
meeting, the direction from the Council was to only allow two lots instead of the
four proposed. The item was continued so that the petitioner could revise the plat
of subdivision to reflect only two lots. Because of the change to the proposed lots,
the original variations for lot width and area requested are no longer needed, only
a resolution permitting the subdivision.
Staff recommended approval of Resolution R-12-18 approving a Tentative and
Final Plat of Subdivision for the creation of two lots at 481 Edward Court.
Moved by Sayad, seconded by Rodd, to recommend to the City Council Approval
of a Tentative and Final Plat of Subdivision for 481 Edward Court, Des Plaines,
Illinois; and further recommend that Resolution R-12-18 be adopted at the
appropriate time this evening. Upon voice vote, motion declared carried.
CONSIDERATION
OF
CONDITIONAL
USE PERMIT TO
EXPAND
EXISTING
CHILDCARE
CENTER/
1345 E GOLF RD:
Community and Economic Development Director McMahon reviewed a
memorandum dated December 13, 2017.
See Me Grow and Learn Infant Child Development Center has requested to amend
their 2014 Conditional Use Permit to expand their existing daycare operations at
1345 E. Golf Road. Currently, the daycare occupies approximately 4,000 square
feet within a multi-use building in the C-3 General Commercial District. The
petitioner proposes to expand into an additional 4,500 square feet to the south of
the existing operations. In addition to the daycare, the building is currently
occupied with a printing company, trade contactor storage (landscaping), and an
office/warehouse space.
Page 7 of 11 1/02/18
(Cont.) At present, See Me Grow and Learn has three main classrooms and is open 6:30am
to 6:00pm, Monday through Friday. Each classroom serves a different age group:
infants (6 weeks to 14 months), toddlers (15 months to 3 years), and preschoolers
(3 to 6 years). The daycare follows all DCFS standards for child ratios per
classroom and caregivers and currently serves up to 48 children with 8 teachers.
The petitioner is requesting an expansion of the current facility in order to serve
up to 77 children with 13 teachers and proposes to add two full bathrooms,
additional closet storage, a staff break/classroom, indoor gym, and 3 additional
classrooms. Four classrooms would be assigned to children under the age of 24
months, as this is the age group the petitioner sees the highest demand for in the
community. The hours and days of operation would remain the same.
The petitioner proposes to alter the outdoor play area by changing the fence so that
it encloses a new walkway from the expansion. The petitioner also proposes to add
a concrete slab in the play area for additional space to ride bikes and enjoy wagon
rides. To create a safe infant and toddler playground, the petitioner will enclose
about 1,000 square feet of the current play area with an additional fence so that
children under the age of 2 will have a separate space to play. Additionally, a
proposed new indoor play area will allow children to play and use their muscles
when they cannot get outside due to poor weather.
Currently, See Me Grow and Learn has access to 11 parking spaces, which the
petitioner has stated they do not have any challenges with. With the proposed
expansion, the petitioner will gain 7 parking spaces, for a total of 18 (the exact
amount required by code for the use; 1 parking space per every 15 children and 1
parking space per employee is required). The traffic study, completed by Kenig,
Lindgren, O’Hara, Aboona, Inc. (KLOA, Inc.), found that the additional traffic
created by the expansion will not have a negative impact on traffic conditions in
the area. The report does suggest that employees of the daycare park in the spaces
to the south along Mary Street in order to keep the spaces closest to the facility
free for pick-up and drop-off of children. The petitioner has stated that they will
comply with these recommendations.
The Planning and Zoning Board met on December 12, 2017, to consider the
Conditional Use Permit. The Planning and Zoning Board recommended (7-0) that
the City Council approve the Conditional Use Permit at 1345 E. Golf Road.
Staff recommended approval of Ordinance Z-1-18 amending a Conditional Use
Permit for a Childcare Center at 1345 E. Golf Road in order to allow for the
expansion of the existing daycare.
Moved by Brookman, seconded by Chester to recommend to the City Council
Approval of a Conditional Use Permit to Expand an Existing Childcare Center at
1345 E. Golf Road (Case #17-102-CU); and further recommend that Ordinance
Z-1-18 be adopted at the appropriate time this evening. Upon voice vote, motion
declared carried.
Page 8 of 11 1/02/18
CONSIDERATION
OF
ACONDITIONAL
USE PERMIT FOR
DOMESTIC PET
SERVICE/
676 N WOLF RD:
Community and Economic Development Director McMahon reviewed a
memorandum dated December 7, 2017.
The petitioners, Michelle Janczak and Cathy Schilling, have requested a
Conditional Use Permit in order to operate a Domestic Pet Service at 676 Wolf
Road. The petitioners propose to operate a dog daycare, Playtime Pup Ranch, from
the roughly 4,300 square foot tenant space in Wolf Shopping Center. In the future,
additional services, including overnight boarding, grooming, and food and pet
supplies retail, may be offered.
Playtime Pup Ranch would operate Monday through Saturday, 6:30am to 6:30pm.
The petitioners anticipate that most drop-offs would take place between 7:00am
and 9:00am and that most pick-ups would take place between 4:30pm and 6:30pm.
At full capacity, 30 dogs could be accommodated daily. The petitioners propose
to construct an outdoor dog run adjacent to the northern end of the building for the
dogs to use for bathroom breaks. Eight to ten dogs would be let into this area at a
time, and dogs would be let out three to four times per day. Dogs who are in the
outdoor space would always be monitored by staff and would not be left
unattended. To start, there would be two employees daily, with additional staff
added as the business grows.
The Planning and Zoning Board met on December 12, 2017, to consider the
Conditional Use Permit. The Planning and Zoning Board questioned why the dog
run was proposed in the front of the building (to the north) as opposed to the rear
of the building (to the west). Staff stated that when they originally met with the
petitioner to discuss the dog daycare proposal, the rear of the building was the
proposed location of the dog run. However, staff had concerns about locating the
dog run there as it is directly adjacent to residences. The Planning and Zoning
Board also inquired as to what would happen if there were complaints regarding
noise. Staff confirmed that the City’s code compliance inspectors would be called
out to the site to check the noise levels and that if they exceed what is permitted,
the business owners would need modify their operations or the building (e.g., add
soundproofing materials inside the building) so that the nuisance would not
continue.
The Planning and Zoning Board recommended (5-2) that the City Council approve
the Conditional Use Permit at 676 N. Wolf Road, subject to the following
condition:
A solid-wood fence of 6’, painted to match the exterior of the building, be
installed surrounding the dog run area.
Staff recommended approval of Ordinance Z-2-18 granting approval of a
Conditional Use Permit under Section 12-7-3(K) of the 1998 Des Plaines Zoning
Page 9 of 11 1/02/18
(Cont.) Ordinance, as amended, to allow a Domestic Pet Service (dog daycare) in the C-3
General Commercial District, subject to the condition listed above.
Several residents of the area expressed their concerns, citing noise and odor, for
the operation of Domestic Pet Service at 676 N. Wolf.
The Petitioners answered questioned from the Aldermen regarding the outdoor
fenced area which would allow animals to relieve themselves and the disposal of
the animal waste.
The Petitioners will work with staff to find an alternative to the outdoor fenced
area. The Petitioners will also provide information regarding the PowerLoo, waste
disposal system, and the Acoustical Engineer’s report.
This item is deferred until the February 5, 2018 Council Meeting.
Moved by Smith, seconded by Rodd to defer this item until the February 5, 2018
City Council meeting. Upon voice vote, motion declared carried.
MAYOR BOGUSZ DECLARED THAT THE CITY COUNCIL WAS NOW
BACK IN REGULAR SESSION
NEW BUSINESS:
WARRANT
REGISTER:
Resolution
R-10-18
Moved by Charewicz, seconded by Rodd, to concur with recommendation of
Committee of the Whole to adopt Resolution R-10-18, BE IT RESOLVED BY
THE CITY COUNCIL OF THE CITY OF DES PLAINES THAT THE
FOLLOWING BILLS ARE DUE AND PAYABLE AND THAT THE MAYOR
AND CITY CLERK BE AND ARE HEREBY AUTHORIZED TO MAKE
PAYMENT FOR SAME. Total: $4,101,840.57. Upon roll call, the vote was:
AYES: 7-Robinson, Rodd, Sayad,
Brookman, Chester, Smith, Charewicz
NAYS: 0-None
ABSENT: 1-Lysakowski
Motion declared carried.
APPROVE
MAJOR
VARIATION FOR
SIDE-YARD
SETBACK/943
WALTER
AVENUE:
Ordinance
Z-30-17
This item was withdrawn.
Page 10 of 11 1/02/18
APPROVE
TENTATIVE AND
FINAL PLAT OF
SUBDIVISION/
481 EDWARD CT:
Resolution
R-12-18
Moved by Sayad, seconded by Rodd, to concur with recommendation of
Committee of the Whole to adopt Resolution R-12-18, A RESOLUTION
APPROVING A TENTATIVE AND FINAL PLAT OF SUBDIVISION FOR 481
EDWARD COURT, DES PLAINES, ILLINOIS. Upon voice vote, the vote was:
AYES: 7-Robinson, Rodd, Sayad,
Brookman, Chester, Smith, Charewicz
NAYS: 0-None
ABSENT: 1-Lysakowski
Motion declared carried.
AMEND
CONDITIONAL
USE PERMIT/
CHILDCARE
CENTER IN C-3
ZONING/
1345 E GOLF RD:
Ordinance
Z-1-18
Moved by Sayad, seconded by Chester, to concur with recommendation of
Committee of the Whole to adopt Ordinance Z-1-18, AN ORDINANCE
AMENDING A CONDITIONAL USE PERMIT FOR A CHILDCARE CENTER
IN THE C-3 ZONING DISTRICT AT 1345 E. GOLF ROAD, DES PLAINES,
ILLINOIS. Upon roll call, the vote was:
AYES: 7-Robinson, Rodd, Sayad,
Brookman, Chester, Smith, Charewicz
NAYS: 0-None
ABSENT: 1-Lysakowski
Motion declared carried.
Moved by Sayad, seconded by Rodd, to Advance to Second Reading and to adopt
Ordinance Z-1-18, AN ORDINANCE AMENDING A CONDITIONAL USE
PERMIT FOR A CHILDCARE CENTER IN THE C-3 ZONING DISTRICT AT
1345 E. GOLF ROAD, DES PLAINES, ILLINOIS. Upon roll call, the vote was:
AYES: 7-Robinson, Rodd, Sayad,
Brookman, Chester, Smith, Charewicz
NAYS: 0-None
ABSENT: 1-Lysakowski
Motion declared carried.
APPROVE
CONDITIONAL
USE PERMIT FOR
OPERATION OF A
DOMESTIC PET
SERVICE/
676 N WOLF RD:
Ordinance
Z-2-18
This item was deferred until the February 5, 2018 City Council Meeting.
ADJOURNMENT: Moved by Sayad, seconded by Brookman, to adjourn the meeting. Motion
declared carried. The meeting adjourned at 8:24 p.m.
Page 11 of 11 1/02/18
Laura Fast – DEPUTY CLERK, ACTING CITY CLERK
APPROVED BY ME THIS
DAY OF , 2018
______________________________
Matthew J. Bogusz, MAYOR
FINANCE DEPARTMENT
1420 Miner Street
Des Plaines, IL 60016
P: 847.391.5300
desplaines.org
Date: January 4, 2018
To: Michael G. Bartholomew, City Manager
From: Dorothy Wisniewski, Assistant City Manager/Director of Finance
Subject: Resolution R-18-18, January 16, 2018 Warrant Register
Recommendation: I recommend that the City Council approve the January 16, 2018 Warrant Register
Resolution R-18-18.
Warrant Register……………………………$3,367,792.61
MEMORANDUM
Estimated General Fund Balance
Balance as of 10/31/2017: $24,999,580
Please use caution when evaluating this number as
revenues fluctuate dramatically from month to month
due to delays in receiving sales tax revenue from the
State and 1st & 2nd installments of property tax revenue.
Page 1 of 28
CITY OF DES PLAINES
RESOLUTION
R-18-18
Be it resolved by the City Council of the
City of Des Plaines that the following bills are
due and payable and that the Mayor and
City Clerk be and are hereby authorized
to make payment for same.
January 16, 2018
Page 2 of 28
Line #
1 4160 1351 MB Financial Bank NA Refund 12/28/17 Real Estate Transfer Tax
Refund 12/28/2017
4,600.00
2 4300 7137 Najera, Rosa Refund 11/30/17 Vehicle Sticker Refund
11/30/2017
120.00
3 4300 7138 Olivar, Saturnino Refund 11/30/17 Vehicle Sticker Refund
11/30/2017
15.00
4 4300 7136 Virgo, Renee Reimb 12/13/17 Vehicle Sticker Refund
12/13/2017
60.00
5 4400 3993 J&S Plumbing Inc 2017-01100072 Sewer Permit Refund
Originally Issued 11/13/2017
300.00
6 4400 4951 Village Sewer &
Plumbing
2017-01300081 Sewer Permit Refund
Originally Issued 10/10/2017
300.00
7 4400 4803 Roto Rooter Services
Company
2017-01300173 Sewer Permit Refund
Originally Issued 10/16/2017
300.00
8 4400 4394 Boun, Song 2017-01300238 Sewer Permit Refund
Originally Issued 10/20/2017
300.00
9 4400 3993 J&S Plumbing Inc 2017-01300247 Sewer Permit Refund
Originally Issued 10/23/2017
300.00
10 4400 5378 I&D Plumbing Inc 2017-05000305 Sewer Permit Refund
Originally Issued 05/22/2017
300.00
11 4400 4951 Village Sewer &
Plumbing
2017-06000212 Sewer Permit Refund
Originally Issued 05/20/2017
300.00
12 4400 2516 Capps Plumbing &
Sewer
2017-09000012 Sewer Permit Refund
Originally Issued 09/01/2017
300.00
13 4400 4803 Roto Rooter Services
Company
2017-09000316 Sewer Permit Refund
Originally Issued 09/28/2017
300.00
14 4500 7129 Maloney, William P0241123 Overpayment for Parking
Ticket 12/12/2017
25.00
15 4500 7130 Mavric Trucking P0246329 Overpayment for Parking
Ticket 12/15/2017
31.00
16 4630 2018 Lee Manor Nursing &
Rehabilitation Center
17-0005417 Medical Reimbursements for
DOS 02/07/2017
854.00
17 4630 2018 Lee Manor Nursing &
Rehabilitation Center
17-0008106 Medical Reimbursements for
DOS 02/27/2017
849.50
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
Fund: 100 - General Fund
Department: 00 - Non Departmental
Real Estate
Transfer Tax
Vehicle Licenses
Vehicle Licenses
Vehicle Licenses
Building Permits
Building Permits
Building Permits
Building Permits
Building Permits
Building Permits
Building Permits
Building Permits
Building Permits
Court Costs, Fees
& Charges
Court Costs, Fees
& Charges
Resident
Ambulance Fees
Resident
Ambulance Fees
Page 3 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
18 4630 2018 Lee Manor Nursing &
Rehabilitation Center
176641 Medical Reimbursements for
DOS 02/16/2017
698.00
19 4631 7135 Teamcare Central
States Health Plan
1736932 Medical Reimbursements for
DOS 09/14/2017
1,079.15
11,031.65
20 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
604.66
21 7320 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
287.48
892.14
22 5325 1649 Municipal Clerks of IL Winter Conf 2018 MCI Winter Seminar January
19, 2018 - Clerk & Deputy
Clerk
170.00
23 6000 1210 Sterling Codifiers 20039 2018 Annual Hosting fee for
City Code on the Internet
500.00
24 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
55.26
725.26
1,617.40
25 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
62.78
62.78
26 6009 1073 Bartel, Raymond 17-22 Legal Services 12/14-
12/22/2017
1,597.50
1,597.50
27 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
443.16
28 6305 6963 Curvature Inc 90087949 Server Maintenance Contract
12/01/2017 - 12/31/2017
186.00
Resident
Ambulance Fees
Nonresident
Ambulance Fees
Total 00 - Non Departmental
Elected Office
Division: 110 - Legislative
Communication
Services
Equipment <
$5,000
Total 110 - Legislative
Division: 120 - City Clerk
Training
Professional
Services
Communication
Services
Total 120 - City Clerk
Total 10 - Elected Office
City Administration
Division: 210 - City Manager
Communication
Services
Total 210 - City Manager
Division: 220 - Legal
Legal Fees -
Admin
Hearings/Prosecu
tions
Total 220 - Legal
Division: 230 - Information Technology
Communication
Services
R&M Equipment
Page 4 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
29 7005 1505 Clifford-Wald & Co IN00106490 Ink For Engineering Plotter 644.28
30 7320 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
774.96
2,048.40
31 6000 5079 RV Enterprises Ltd 12170127 100 - 512MG Customized Flash
Drives for Giveaways
635.00
32 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
118.04
33 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
(100.00)
34 7200 1220 Runco Office Supply 701400-0 Two Acrylic Sign Holders for
City Hall
22.80
35 7200 1220 Runco Office Supply 701991-0 Seven Acrylic Sign Holders for
City Hall
75.59
36 7200 1220 Runco Office Supply C 701400-0 Returned 8.5 x 11 Acrylic Sign
Holder for City Hall
(15.03)
37 7500 7121 Radiant
Communications Corp
00019465 Fiber Optic Transmitter and
Receiver
33.42
38 8015 7121 Radiant
Communications Corp
00019465 Fiber Optic Transmitter and
Receiver
5,600.00
6,369.82
39 6000 4711 Stivers Staffing
Services
5403195 Staffing Services 12/04-
12/08/2017
738.00
40 6000 4711 Stivers Staffing
Services
5403224 Staffing Services 12/11-
12/15/2017
738.00
41 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
76.27
42 7000 1220 Runco Office Supply 702473-0 Pens, Paper Pads, Calendar,
Labels
171.02
43 7000 1220 Runco Office Supply 702682-0 1-Doz Binder Clips 3.48
44 7320 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
287.48
2,014.25
45 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
90.65
46 6530 6464 Park Ridge Dispatch
Inc
01 (1) Round Trip to DHS Office in
Rolling Meadows- ER
Assistance
55.80
47 6535 2336 Maine West High
School
11-11-2017 Reimb Maine West for YC's
Seminar Binders & Pens
11/11/2017
217.44
Printer Supplies
Equipment <
$5,000
Total 230 - Information Technology
Division: 240 - Media Services
Professional
Services
Communication
Services
Communication
Services
Other Supplies
Other Supplies
Other Supplies
Postage & Parcel
Equipment
Total 240 - Media Services
Division: 250 - Human Resources
Professional
Services
Professional
Services
Communication
Services
Office Supplies
Office Supplies
Equipment <
$5,000
Total 250 - Human Resources
Division: 260 - Health & Human Services
Communication
Services
Subsidy -
Community
Outreach
Subsidy - Youth
Commission
Page 5 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
48 6535 1514 Chicago Mercantile
Exchange Inc
1681 YC's 112 T-shirts for Youth
Seminar 11/09/2017
458.68
49 6535 1514 Chicago Mercantile
Exchange Inc
1682 (11) Commissioner Polo Shirts
(30) Youth Advisory Board T-
Shirts
400.00
50 7000 4239 Anderson Safford 10099 HHS Self Inking Dater and (1)
Ink Replacement Pad
68.90
51 7000 1220 Runco Office Supply 702247-0 (1) Box of Pens and (1) 2018
Planner
28.30
52 7000 1220 Runco Office Supply 702254-0 (2) Notebooks and (2)
Message Books
8.18
53 7000 1220 Runco Office Supply 702353-0 Rubber Bands, Batteries, (2)
Air Dusters and (2) Cases of
Paper
101.94
54 7000 1220 Runco Office Supply 702760-0 2 Reams of Larger Sizes of
Copy Paper
12.98
55 7320 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
574.96
2,017.83
14,110.58
56 5310 1737 GFOA Government
Finance Officers Association
0145002-2018 GFOA Dues 03/01/2018-
02/28/2019-Finance Dir, Asst
Dir & Finance Analysts
595.00
57 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
190.95
58 7000 1644 Warehouse Direct Inc 3738901-0 Desk Pads, Calendar Refills,
Etc.
123.42
59 7000 1066 Office Depot 991820384001 Tape, Staples, Etc 47.80
957.17
60 6000 6315 B&F Construction
Code Services Inc
48290 Plan Review 1313 Rand
12/18/2017
1,069.37
61 6000 3309 Elevator Inspection
Services Inc
73316 Elevator Plan Review
12/21/2017
40.00
62 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
90.65
63 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
652.91
64 6110 1233 Press Tech Inc 41669 3 Boxes of Business Cards
12/20/2017
40.00
65 7000 1066 Office Depot 989055844001 1 Mechanical Pencil 7.99
66 7000 1066 Office Depot 989062676001 Foam Wrist Pad and Copy
Paper
39.26
Subsidy - Youth
Commission
Subsidy - Youth
Commission
Office Supplies
Office Supplies
Office Supplies
Office Supplies
Office Supplies
Equipment <
$5,000
Total 260 - Health & Human Services
Total 20 - City Administration
Department: 30 - Finance
Membership
Dues
Communication
Services
Office Supplies
Office Supplies
Total 30 - Finance
Community Development
Division: 410 - Building & Code Enforcement
Professional
Services
Professional
Services
Communication
Services
Communication
Services
Printing Services
Office Supplies
Office Supplies
Page 6 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
67 7000 1066 Office Depot 990381687001 Copy Paper, Pens, Note Pads
and Highlighters
89.52
2,029.70
68 6195 4070 Cerabona, Gale M 85 Planning and Zoning Board
Meeting and Minutes
12/18/2017
127.50
127.50
69 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
68.04
70 6110 1233 Press Tech Inc 41669 3 Boxes of Business Cards
12/20/2017
20.00
71 6110 1233 Press Tech Inc 41678 1 Box of Business Cards
12/20/2017
20.00
72 6601 4464 Stawierej, Vitold BAP 12/21/2017 Business Assistance Multi-
Tenant Improvement
12/21/2017
20,000.00
73 6601 4731 Wrex Inc BAP 12/21/2017 Business Assistance Awning
Grant 12/21/2017
1,185.00
74 7000 1066 Office Depot 989055655001 Wireless Mouse, Cork Board,
Mouse Pad, Pen Refills
72.34
75 7000 1066 Office Depot 989062676001 Foam Wrist Pad and Copy
Paper
13.19
76 7320 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
287.48
21,666.05
23,823.25
77 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
121.98
78 6025 1172 Third Millennium
Associates Inc
21507 Utility Billings Mailed
12/18/2017
617.20
79 7500 1172 Third Millennium
Associates Inc
21507 Utility Billings Mailed
12/18/2017
21.29
760.47
80 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
397.85
Office Supplies
Total 410 - Building & Code Enforcement
Division: 420 - Planning & Zoning
Miscellaneous
Contractual
Services
Total 420 - Planning & Zoning
Division: 430 - Economic Development
Communication
Services
Printing Services
Printing Services
Incentive -
Business
Assistance
Incentive -
Business
Assistance
Office Supplies
Office Supplies
Equipment <
$5,000
Total 430 - Economic Development
Total 40 - Community Development
Public Works & Engineering
Division: 100 - Administration
Communication
Services
Administrative
Services
Postage & Parcel
Total 100 - Administration
Division: 510 - Engineering
Communication
Services
Page 7 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
81 6110 1233 Press Tech Inc 41676 5,000 City Envelopes Letter
Size
100.00
497.85
82 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
475.98
83 6110 1233 Press Tech Inc 41650 1000 Envelopes & 1000 Return
Envelopes - Tree Replacement
340.00
84 6115 7139 Giambeluca, John P Reimb 12/4/2017 CDL Renewal - Expires
02/06/2018
30.00
85 6170 6555 Landscape Concepts
Management Inc
135546 14 Parkway Trees Removed -
12/6/2017, R-168-16
9,226.24
86 6170 6555 Landscape Concepts
Management Inc
135547 320 Parkway Trees Trimmed -
12/01-12/17/2017, R-168-16
14,405.99
87 6170 6555 Landscape Concepts
Management Inc
135563 Parkway Tree Removals -
12/05-12/20/2017, R-168-16
10,983.32
88 6170 6555 Landscape Concepts
Management Inc
135607 531 Trees Trimmed 12/17-
12/27/2017, R-168-16
23,621.43
89 6195 7050 DGO Premium
Services Company
171224 Sidewalk Snow Removal -
12/24/2017, R-161-17
970.00
90 6195 2016 Signarama 38904 30 "No Parking" Leaf Season
Signs
309.60
91 7000 1644 Warehouse Direct Inc 3731702-0 Ink Stamp & Notepads - PW 8.17
92 7000 1066 Office Depot 990174243001 Copy Paper & Labels - PW 63.41
93 7020 1520 Russo Power
Equipment
4614234 Arborist Helmet 110.00
94 7030 1520 Russo Power
Equipment
4627526 Ground Saw, Pole Saw Blades
& Scabbards
656.95
95 7030 1057 Menard Incorporated 8001 LED Shop Light, Batteries,
Sortmaster & Wall Clock
69.87
96 7030 1057 Menard Incorporated 8291 Cross Peen Hammer - PW 252 7.99
97 7035 1018 Anderson Lock
Company LTD
0962192 6 Keys Cut - 12/19/2017 29.70
98 7035 1520 Russo Power
Equipment
4614232 Chainsaw Chain Loop 46.82
99 7035 1057 Menard Incorporated 7916 3 Pkgs Zip Ties - Hydraulic
Lines
8.91
Printing Services
Total 510 - Engineering
Division: 530 - Street Maintenance
Communication
Services
Printing Services
Licensing/Titles
Tree
Maintenance
Tree
Maintenance
Tree
Maintenance
Tree
Maintenance
Miscellaneous
Contractual
Services
Miscellaneous
Contractual
Services
Office Supplies
Office Supplies
Supplies - Safety
Supplies - Tools
& Hardware
Supplies - Tools
& Hardware
Supplies - Tools
& Hardware
Supplies -
Equipment R&M
Supplies -
Equipment R&M
Supplies -
Equipment R&M
Page 8 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
100 7055 1067 Orange Crush 47898 5.15 Tons Asphalt - 12/8/2017,
R-56-17
143.60
101 7055 1057 Menard Incorporated 7064 10 Cases Water - City Hall
Conference Room
27.90
102 7055 1057 Menard Incorporated 8268 4 Top Soil & Instant Post
Cement
12.55
103 7055 1732 Traffic Control &
Protection Inc
91310 Bands, Buckles, Flared Leg
Brackets, & Tufbolt
364.25
104 7055 1043 WW Grainger Inc 9636916216 10 Street Light Lamps 371.50
105 7055 1174 3M Company TP09576 White & Green Sheeting,
Red/White Conspicuity
Marking Rolls
1,018.75
106 7320 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
287.48
63,590.41
107 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
238.87
108 6195 5387 Core Mechanical Inc 14995 Remove & Replace Pump for
De-Icing Chemical-
12/14/2017, R-33-15
495.00
109 6195 5387 Core Mechanical Inc 15033 Repaired RPZ Leak - Metro
Parking - 12/01/2017
995.00
110 6195 6026 TNT Landscape
Construction Inc
5160 Parkway Repairs - Main Breaks
- 12/15/2017, R-42-17
1,101.60
111 6195 1029 Cintas Corporation 769338841 Soap, Mats, Air Freshener -
PW
177.00
112 6315 1025 Bedco Inc 094543 A/C Unit Repair - Media
Services - 12/05/2017, R-170-
16
381.75
113 6315 1025 Bedco Inc 094545 HVAC Maintenance and Repair
- December 2017, R-170-16
572.50
114 6315 1025 Bedco Inc 094545 HVAC Maintenance and Repair
- December 2017, R-170-16
572.50
115 6315 1025 Bedco Inc 094555 Vent Motor Replacement -
Water Plant - 12/11/2017, R-
170-16
938.95
116 6315 1025 Bedco Inc 094556 Preventative Maintenance -
Water Plant - 12/11/2017, R-
170-16
102.65
Supplies - Street
R&M
Supplies - Street
R&M
Supplies - Street
R&M
Supplies - Street
R&M
Supplies - Street
R&M
Supplies - Street
R&M
Equipment <
$5,000
Total 530 - Street Maintenance
Division: 535 - Facilities & Grounds Maintenance
Communication
Services
Miscellaneous
Contractual
Services
Miscellaneous
Contractual
Services
Miscellaneous
Contractual
Services
Miscellaneous
Contractual
Services
R&M Buildings &
Structures
R&M Buildings &
Structures
R&M Buildings &
Structures
R&M Buildings &
Structures
R&M Buildings &
Structures
Page 9 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
117 6315 1025 Bedco Inc 094560 Baseboard Heat Repair - City
Hall - 12/13/2017, R-170-16
220.00
118 6315 1025 Bedco Inc 094562 Repair Gun Range Duct Leak -
12/19/2017, R-170-16
493.10
119 6315 1025 Bedco Inc 094563 Heat Repair - PW Tire Shop -
12/04/2017, R-170-16
220.00
120 6315 1025 Bedco Inc 094567 Baseboard Heat Repair - City
Hall - 12/13/2017, R-170-16
275.00
121 6315 1187 Scharm Floor Covering 13728 Carpet Removal/Replacement
PD Admin Offices-12/15-
12/21/2017
13,386.00
122 6315 1311 Hill/Ahern Fire
Protection LLC
232411 Replaced Outdated Sprinkler
Gauges - Police - 12/04/2017
185.00
123 6315 1311 Hill/Ahern Fire
Protection LLC
233195 Fire Alarm Trouble Shooting -
City Hall - 12/07/2017
345.00
124 6315 1311 Hill/Ahern Fire
Protection LLC
233454 Semi Annual Inspection - IT
Server Room - 12/11/2017
595.00
125 6315 1525 Hastings Air-Energy
Control Inc
I69137 Exhaust Grabber Hose Repair -
Fire Station #61 - 11/17/2017
1,081.25
126 6315 1525 Hastings Air-Energy
Control Inc
I69449 Exhaust Grabber Repair
12/06/2017- Fire #62
Ambulance
1,144.20
127 7025 1029 Cintas Corporation 769338841 Soap, Mats, Air Freshener -
PW
32.04
128 7030 1047 Home Depot Credit
Svcs
62834 Glow Rod for Pulling Wires,
1/2" Screws & 1/2" Ratchet
60.91
129 7035 1057 Menard Incorporated 7554 Wipes, Padlock, Tool
Organizer & Floor Runner
61.41
130 7045 1018 Anderson Lock
Company LTD
0962011 2 Strike Fillers & 6 Hinge Fillers
- Police Station
21.60
131 7045 5699 March Industries Inc 190377 Ceiling Tiles - Police Admin
Offices
2,180.00
132 7045 1047 Home Depot Credit
Svcs
2563883 Gorilla Tape, Coupling &
Reducer Magnets - Police
Remodel
67.23
133 7045 1057 Menard Incorporated 7559 PVC Pipes and Adapters 12.03
134 7045 1057 Menard Incorporated 7813 Electric Box Cover, Tape &
Connectors - PW
41.54
135 7045 1057 Menard Incorporated 7895 2 Barrel Bolts - PW 3.90
R&M Buildings &
Structures
R&M Buildings &
Structures
R&M Buildings &
Structures
R&M Buildings &
Structures
R&M Buildings &
Structures
R&M Buildings &
Structures
R&M Buildings &
Structures
R&M Buildings &
Structures
R&M Buildings &
Structures
R&M Buildings &
Structures
Supplies -
Custodial
Supplies - Tools
& Hardware
Supplies -
Equipment R&M
Supplies -
Building R&M
Supplies -
Building R&M
Supplies -
Building R&M
Supplies -
Building R&M
Supplies -
Building R&M
Supplies -
Building R&M Page 10 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
136 7045 1057 Menard Incorporated 7948 2 Toggle Bolts - Police 11.96
137 7045 2313 City Electric Supply
Company (CES)
DEP/037379 2 Exit Signs for City Hall 142.04
138 7045 1208 Steiner Electric
Company
S005911540.001 2 Fuses - City Hall 162.34
139 7045 1208 Steiner Electric
Company
S005914960.001 Starter and Thermal Unit - City
Hall
130.04
140 7055 1076 Sam's Club Direct 4469 Bottled Water, Plates,
Napkins, Plastic Cutlery, Cake
& Cookies
165.84
141 7140 1033 ComEd 0459113083-
12/17
Electricity Services 11/09-
12/12/2017
11,269.37
142 7140 1033 ComEd 2607132134-
12/17
Electricity Services 10/31-
12/01/2017
274.07
143 7140 1033 ComEd 4974507003-
12/17
Electricity Services 11/01-
12/04/2017
247.29
144 7140 1033 ComEd 5222730006-
11/17
Electricity Services 10/30-
11/30/2017
241.55
145 8010 1057 Menard Incorporated 7960 Shelving & Brackets - City Hall
Third Floor
54.37
38,699.90
146 5325 2025 Dahlgren, John Reimb
10/13/2017
Reimb - IL Fire Apparatus
Seminar-10/09-10/13/2017
346.00
147 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
120.16
148 6040 2214 Liberty Tire Recycling 1271578 113 Tires Recycled 12/07/2017 260.51
149 6135 1029 Cintas Corporation 022561904 Mechanic's Uniform Rental -
12/18/2017
124.43
150 6310 1526 Global Emergency
Products Inc
AGJ12522 Repaired Ignition Relay
12/08/2017- Fire 7603
437.69
151 7030 6224 Bumper to Bumper 408-1113168 Inflator Gauge - Police Shop
Tool
58.19
152 7030 6224 Bumper to Bumper 408-1113170 Inflator Gauge 58.19
153 7030 1043 WW Grainger Inc 9621849653 Cord Reel Hand Lamp 109.76
154 7030 2288 Wilson, Lester Reimb
12/14/2017
2017 Tool Reimbursement -
Mechanic - 12/14/2017
450.00
155 7030 4868 Hunt, Woody R Reimb 2017 Tool 2017 Tool Reimbursement 450.00
156 7040 1677 Wholesale Direct Inc 000230930 Control Head - PW 5100 124.63
Supplies -
Building R&M
Supplies -
Building R&M
Supplies -
Building R&M
Supplies -
Building R&M
Supplies - Street
R&M
Electricity
Electricity
Electricity
Electricity
Furniture &
Fixtures
Total 535 - Facilities & Grounds Maintenance
Division: 540 - Vehicle Maintenance
Training
Communication
Services
Waste Hauling &
Debris Removal
Rentals
R&M Vehicles
Supplies - Tools
& Hardware
Supplies - Tools
& Hardware
Supplies - Tools
& Hardware
Supplies - Tools
& Hardware
Supplies - Tools
& Hardware
Supplies - Vehicle
R&M
Page 11 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
157 7040 1677 Wholesale Direct Inc 000230999 6 Light Bulbs - Stock 16.96
158 7040 1677 Wholesale Direct Inc 000231062 6 Lights & 4 Spreader Light
Bulbs
237.01
159 7040 5035 Northwest Trucks Inc 01P456852 2 Starter Motors - Fire 7702 382.63
160 7040 1078 Acme Truck Brake &
Supply Co
1273450101 Idler Pulley, 3 Belts, Belt
Tensioner - Fire 7802
291.95
161 7040 1078 Acme Truck Brake &
Supply Co
1273460092 4 Battery Harnesses & Battery
Stud - Fire 7802
127.12
162 7040 1078 Acme Truck Brake &
Supply Co
1273490110 Idler Pulley - Fire 7802 109.22
163 7040 1078 Acme Truck Brake &
Supply Co
1273530136 4 Fan Belts - Fire 7802 97.90
164 7040 3518 O'Reilly Auto Parts 2479-333151 12V Battery - EMA Generator 86.39
165 7040 3518 O'Reilly Auto Parts 2479-333402 2 Brake Rotors & Brake Caliper
- CED 2014
143.29
166 7040 1071 Pomp's Tire Service
Inc
280078520 2 Tires - Fire 7801 1,389.00
167 7040 6679 Olson's Ace Hardware 3624/3 14 Fasteners - Fire 7607 21.41
168 7040 6224 Bumper to Bumper 408-1112376 Mini Fuse Circuit - Police 6049 12.40
169 7040 6224 Bumper to Bumper 408-1112431 XL V-Belt - Fire 7802 15.29
170 7040 6224 Bumper to Bumper 408-1112560 Relay - Fire 7603 38.32
171 7040 6224 Bumper to Bumper 408-1112906 Starter - Fire 7410 115.99
172 7040 1643 Golf Mill Ford 429718P Seat Pad & Seat Cover - Police
6039
527.12
173 7040 1643 Golf Mill Ford 430085P Front Motor Mount Bracket -
Police 6049
55.34
174 7040 1643 Golf Mill Ford 430119P Passenger Side Mirror - PW
5077
154.29
175 7040 1643 Golf Mill Ford 430333P 2 Wiper Arms - Police 6031 43.48
176 7040 1643 Golf Mill Ford 430334P Seat Track - Police 6064 838.58
177 7040 4328 Batteries Plus Bulbs 490-104665-01 (3) 12V Batteries - CED 2023,
Police 6034 & Stock
88.80
178 7040 4328 Batteries Plus Bulbs 490-104665-01 (3) 12V Batteries - CED 2023,
Police 6034 & Stock
171.80
179 7040 4328 Batteries Plus Bulbs 490-104692-01 2 12V Batteries - CED 2023 &
PW 5040
88.80
180 7040 4328 Batteries Plus Bulbs 490-104692-01 2 12V Batteries - CED 2023 &
PW 5040
175.95
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M Page 12 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
181 7040 1739 Morton Grove
Automotive Inc
57730 2 Starters - PW 5027 & Stock 560.95
182 7040 1053 Kimball Midwest 6037102 200 Cable Ties, 75 Looms, 2
Fuseholders, 2 Electric Tape -
Stock
142.83
183 7040 1053 Kimball Midwest 6044027 Hydraulic Coupler Body - PW
5025
88.25
184 7040 1062 NAPA of Des Plaines 669533 Stoplight Switch - 9024 & Fuel
Filter - 5087
14.09
185 7040 1526 Global Emergency
Products Inc
AG59407 2 Handle Paddle & 4 Gasket
Paddle Door Handles - Fire
7801
279.65
186 7040 1526 Global Emergency
Products Inc
AG59699 Grab Rail, 4 Stanchions, 4
Gaskets, 6 Paddles - Fire 7801
316.20
187 7040 1539 Rex Radiator Sales &
Distribution
E027017 Radiator Repair - PW 5085 -
12/15/2017
595.00
188 7040 1202 Standard Equipment
Co
P03164 Radiator/Oil Cooler Assembly -
PW 5085
1,952.84
189 7040 1575 Pirtek O'Hare S2621082.001 Hydraulic Hose - PW 5025 109.40
190 7120 5415 Gas Depot Inc 51032-1 5,501 Gals Unleaded Gasoline -
Delivered 12/13/2017, R-57-17
8,772.69
191 7130 5415 Gas Depot Inc 51033-1 2,501 Gals Diesel - Delivered
12/13/2017, R-57-17
5,259.78
25,860.28
129,408.91
192 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
243.34
243.34
193 5325 1261 Northeast
Multiregional Training
229164 Basic Cyber Crimes (Ofc) Dec 4-
5, 2017
125.00
194 5325 7096 ALICE Training
Institute LLC
24744 Rescue Task Force Instructor
Course Jan. 10-11, 2018
(Cmndr)
595.00
195 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
2,059.07
2,779.07
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Gasoline
Diesel
Total 540 - Vehicle Maintenance
Total 50 - Public Works & Engineering
Police Department
Division: 100 - Administration
Communication
Services
Total 100 - Administration
Division: 610 - Uniformed Patrol
Training
Training
Communication
Services
Total 610 - Uniformed Patrol
Page 13 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
196 5325 7132 DuPage County
Sheriff's Office
01005 Aquatic Death & Homicide
Drowning Jan. 23-24, 2018 (2
Det.)
460.00
197 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
1,741.36
198 6195 1553 Critical Reach 18-139 2018 Investigations Crime
Bulletin Access
685.00
199 7000 1389 Garvey's Office
Products Inc
PINV1452736 CDR's (3), DVD+R (3), USB
Drive (24), Card Readers (8)
615.55
3,501.91
200 6015 1315 IL Public Safety Agency
Network
00041561 LEADS Application for 3
Phones Jan 1-June 30, 2018
180.00
201 6015 1680 Pacific
Telemanagement Services
958742 3 Public Pay Phones Monthly
Fee, Jan. 2018
228.00
202 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
554.13
203 6195 1818 Northwest VoltWagon 103230 Battery Booster Rental 4th
Quarter 2017
75.00
204 6310 1045 Havey
Communications
7987 Rebuild Emergency Lite
Controller for Squads (2
Spares) 12/15/17
436.75
205 6345 3882 Best Technology
Systems Inc
BTL-16026-11 Range Cleaning, Fill Hopper,
Credit, 11/30/2017
164.00
206 7000 1389 Garvey's Office
Products Inc
PINV1455278 File Folders, CDR (1), CD/DVD
Sleeves, Batteries (1 Bx)
105.81
207 7000 1389 Garvey's Office
Products Inc
PINV1458434 Rolling File Case, Binder (3)6.45
208 7010 1076 Sam's Club Direct 0801 Milky Ways for Volunteer
Banquet 12/14/2017 (4 Boxes)
107.52
209 7015 1722 Brownells Inc 14982754.00 Cleaning Brushes, Foam Plugs,
Cleaning Patches
195.79
210 7200 1389 Garvey's Office
Products Inc
PINV1455914 Paper Products, Cups, Plates,
Bowls
120.42
211 7320 1389 Garvey's Office
Products Inc
PINV1456346 Roller File Cart 57.99
Division: 620 - Criminal Investigation
Training
Communication
Services
Miscellaneous
Contractual
Services
Office Supplies
Total 620 - Criminal Investigation
Division: 630 - Support Services
Communication
Services
Communication
Services
Communication
Services
Miscellaneous
Contractual
Services
R&M Vehicles
R&M Police
Range
Office Supplies
Office Supplies
Supplies -
Community
Relations
Supplies - Police
Range
Other Supplies
Equipment <
$5,000
Page 14 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
212 7320 1389 Garvey's Office
Products Inc
PINV1458434 Rolling File Case, Binder (3)125.00
2,356.86
8,881.18
213 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
322.98
322.98
214 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
242.57
215 6195 1077 Shred-It USA LLC 8123732224 On-Site Shredding-Station 61
11/27/2017
60.97
303.54
216 5325 1252 NIPSTA 17345 FO II: Leadership IV Class-2
Lieutenants -12/11-12/15/17
700.00
217 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
690.89
218 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
685.17
219 6305 1660 Safety-Kleen Systems
Inc
74865597 Maintenance on Parts Cleaner
Station 61-10/30/2017
159.00
220 7035 6224 Bumper to Bumper 408-1114338 Parts for Tw61 Ajax Tool-
Thread Sealant, Coupler Kit,
Hose End
20.07
221 7200 1571 Welding Industrial
Supply
R 2164173 15 Oxygen Cylinders 177.93
222 7300 2843 Vision Marketing
Passport System Ltd
1643 55 Nametags 104.20
223 7300 1043 WW Grainger Inc 9650924062 36 Safety Glasses & 24
Eyewear Cases
239.76
224 7300 3212 On Time Embroidery
Inc
ES 46663 2 T-Shirts, 1 4-Pocket Pants, 1
Turtleneck w/Embroidery-1
PM
92.00
225 7300 3212 On Time Embroidery
Inc
ES 47191 3 T-Shirts, 1 Zip Job Shirt w/
Embroidery-1 Paramedic
102.00
226 7300 3212 On Time Embroidery
Inc
OES 46664 3 T-Shirts, 2 Cargo Pkt Pants,
Twill Cap, Sweats
w/Alterations
243.00
Equipment <
$5,000
Total 630 - Support Services
Total 60 - Police Department
Department: 65 - Emergency Management Agency
Communication
Services
Total 65 - Emergency Management Agency
Fire Department
Division: 100 - Administration
Communication
Services
Miscellaneous
Contractual
Services
Total 100 - Administration
Division: 710 - Emergency Services
Training
Communication
Services
Communication
Services
R&M Equipment
Supplies -
Equipment R&M
Other Supplies
Uniforms
Uniforms
Uniforms
Uniforms
Uniforms
Page 15 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
227 7300 3212 On Time Embroidery
Inc
OS 46765 5 T-Shirts, 2 Cargo Pkt Pants
w/Alterations-1 Paramedic
157.00
228 7320 1080 Air One Equipment Inc 128396 12 Mic Gearkeeper Snapclips 264.00
229 7320 1148 WS Darley & Co 17307975 4' Pike Pole for New Engine 85.09
230 7320 3212 On Time Embroidery
Inc
45945 TRT- 4 Rechargeable LED Area
Lights
356.00
231 7320 7112 Arrow International
Inc
95339659 6 EZ-IO Power Driver Drills to
Replace Broken
1,780.56
232 7320 3212 On Time Embroidery
Inc
ES 46818 TRT Jackets, Topps Squad
Suits, Overalls, L/S T-Shirts
755.00
6,611.67
233 5325 3792 Illinois, University of UFINZ260 Fire Inspector II-1 P/T
Inspector 11/13/2017
250.00
234 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
155.79
235 7000 1644 Warehouse Direct Inc 3739610-0 Key Tags, Paperclips, Wipes,
Forks, Plates, Cups, Labels
68.19
236 7200 1644 Warehouse Direct Inc 3739610-0 Key Tags, Paperclips, Wipes,
Forks, Plates, Cups, Labels
40.73
237 7200 4095 Promos 911 Inc 7316 1000 Mood Pens, 1200 Fire
Helmets, 500 Magnets, 1000
Litterbags
2,240.92
2,755.63
9,670.84
238 5340 5372 COPS & FIRE
Personnel Testing Service
104520 Pre-Employment Psych Tests
for 2 PD &1 FD Candidate
12/15/2017
1,350.00
239 5340 5213 Shaughnessy, Kevin W 12/26/2017 FD Pre- Employment
Polygraph Test for 4 Candidate
Nov 2017
800.00
240 5340 1483 Personnel Evaluation
Inc
25750 FD Pre-Employment PEP
Testing 6 Candidate Nov 2017
120.00
241 5340 1483 Personnel Evaluation
Inc
25751 PD Pre-Employment PEP
Testing 10 Candidates Nov
2017
200.00
2,470.00
Uniforms
Equipment <
$5,000
Equipment <
$5,000
Equipment <
$5,000
Equipment <
$5,000
Equipment <
$5,000
Total 710 - Emergency Services
Division: 720 - Fire Prevention
Training
Communication
Services
Office Supplies
Other Supplies
Other Supplies
Total 720 - Fire Prevention
Total 70 - Fire Department
Department: 75 - Fire & Police Commission
Pre-Employment
Testing
Pre-Employment
Testing
Pre-Employment
Testing
Pre-Employment
Testing
Total 75 - Fire & Police Commission
Page 16 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
242 6025 1005 A/R Concepts Inc CDP101 Oct 2017 Collection Services Oct 2017
Parking Tickets
11.20
243 6195 5675 Azavar Audit Solutions 13928 Utility Tax Audit - Dec 2017
(Nicor 60/60)
495.35
506.55
202,800.51
244 6195 1025 Bedco Inc 094561 Thermostat Cover
Replacement - Metra Station -
12/13/2017
301.80
245 6195 7050 DGO Premium
Services Company
171224 Sidewalk Snow Removal -
12/24/2017, R-161-17
5,829.00
246 6195 6026 TNT Landscape
Construction Inc
5160 Parkway Repairs - Main Breaks
- 12/15/2017, R-42-17
550.80
247 6195 1029 Cintas Corporation 769338840 Mat Service - Metra Station -
12/20/2017
50.21
248 7050 1057 Menard Incorporated 7151 7 Extension Cords - Metro
Square Trees
107.93
249 7140 1033 ComEd 0237106099-
12/17
Electricity Services 11/01-
12/04/2017
426.25
250 7140 1033 ComEd 0392121005-
12/17
Electricity Services 11/01-
12/04/2017
212.26
251 7140 1033 ComEd 0445091056-
12/17
Electricity Services 11/01-
12/04/2017
343.46
252 7140 1033 ComEd 2901166089-
12/17
Electricity Services 11/01-
12/04/2017
763.51
253 7140 1033 ComEd 5310657021-
12/17
Electricity Services 11/01-
12/04/2017
75.91
254 7140 1033 ComEd 5310658082-
12/17
Electricity Services 11/01-
12/04/2017
72.20
255 7140 1033 ComEd 6045062008-
12/17
Electricity Services 11/01-
12/04/2017
134.76
8,868.09
256 7140 1033 ComEd 0193753007-
12/17
Electricity Services 11/09-
12/12/2017
76.42
257 7140 1033 ComEd 0725000037-
12/17
Electricity Services 11/02-
12/05/2017
7.23
258 7140 1033 ComEd 1273119011-
12/17
Electricity Services 11/02-
12/05/2017
2,721.25
Department: 90 - Overhead
Administrative
Services
Miscellaneous
Contractual
Services
Total 90 - Overhead
Total 100 - General Fund
Fund: 201 - TIF #1 Downtown Fund
Miscellaneous
Contractual
Services
Miscellaneous
Contractual
Services
Miscellaneous
Contractual
Services
Miscellaneous
Contractual
Services
Supplies -
Streetscape
Electricity
Electricity
Electricity
Electricity
Electricity
Electricity
Electricity
Total 201 - TIF #1 Downtown Fund
Fund: 230 - Motor Fuel Tax Fund
Electricity
Electricity
Electricity
Page 17 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
259 7140 1033 ComEd 1521117181-
12/17
Electricity Services 11/01-
12/04/2017
442.27
260 7140 1033 ComEd 2644104014-
12/17
Electricity Services 10/31-
12/01/2017
263.19
261 7140 1033 ComEd 3471079047-
12/17
Electricity Services 11/01-
12/04/2017
44.34
3,554.70
262 6570 1264 North West Housing
Partnership
HR July-Dec 2017 Home Repair Grant 12/8/2017 1,357.25
1,357.25
263 6000 3338 Gabriel Environmental
Services
0917A0042 1866 Big Bend Asbestos &
Testing Svcs 09/01-
12/12/2017
1,100.00
264 6000 3338 Gabriel Environmental
Services
0917A0044 1923 Big Bend Asbestos Insp &
Testing 09/01-12/13/2017
1,235.00
265 6000 3338 Gabriel Environmental
Services
1217A0104 1977 Big Bend Asbestos Insp &
Testing 08/01-12/12/2017
405.00
266 6000 1394 Gewalt Hamilton
Associates Inc
4816.200-21 Engr Svcs-Lee @ Forest Traffic
Signal Ph 2 10/23-11/19/2017
20,817.21
267 6195 1064 Nicor 66480600007-
Dec
1967 Big Bend Gas Service
11/14-12/12/2017
110.00
23,667.21
23,667.21
268 6195 3279 Isaac Ray Forensic
Group LLC
1894 Psychological Screening
Evaluation 12/16/2017 for
NIPAS K-9
350.00
350.00
269 6195 6150 Partners & Paws
Veterinary Services LLC
49824 K9 Bane Re-Check Exam &
Medication Dec 19, 2017
168.55
168.55
518.55
Electricity
Electricity
Electricity
Total 230 - Motor Fuel Tax Fund
Fund: 240 - CDBG Fund
Subsidy -
Residential
Rehab
Total 240 - CDBG Fund
Fund: 250 - Grant Projects Fund
Program: 2520 - Capital Grants
Professional
Services
Professional
Services
Professional
Services
Professional
Services
Miscellaneous
Contractual
Services
Total 2520 - Capital Grants
Total 250 - Grant Projects Fund
Fund: 260 - Asset Seizure Fund
Program: 2610 - Customs
Miscellaneous
Contractual
Services
Total 2610 - Customs
Program: 2640 - Forfeit
Miscellaneous
Contractual
Services
Total 2640 - Forfeit
Total 260 - Asset Seizure Fund
Page 18 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
270 6305 6963 Curvature Inc 90087951 Computer Hardware
Maintenance-911 Backup
Center for Dec. 2017
200.00
200.00
200.00
271 5320 4240 Duddles, Jon Reimb 11/17/17 Travel Reimb for Airfare to
Autodesk Conf 11/13-
11/17/2017
274.40
272 6000 5659 V3 Companies of
Illinois Ltd
17050-6 Engr Svcs-S-Curve Bike/Ped
Underpass Ph 1 10/01-
10/28/2017
11,091.41
273 6000 5659 V3 Companies of
Illinois Ltd
17050-7 Engr Svcs-S-Curve Bike/Ped
Underpass Ph 1 10/29-
11/25/2017
9,834.27
274 6000 1394 Gewalt Hamilton
Associates Inc
4816.200-21 Engr Svcs-Lee @ Forest Traffic
Signal Ph 2 10/23-11/19/2017
20,817.21
275 6000 3807 Chastain & Associates
LLC
6635.00-5 Const Engr-2017 CIP Street &
Utility Cont B 10/29-
11/30/2017
14,698.50
276 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
247.34
277 6025 1172 Third Millennium
Associates Inc
21507 Utility Billings Mailed
12/18/2017
308.60
278 6110 1233 Press Tech Inc 41676 5,000 City Envelopes Letter
Size
400.00
279 7065 1067 Orange Crush 47898 5.15 Tons Asphalt - 12/8/2017,
R-56-17
80.43
280 7320 2314 Kara Co Inc 332990 25 Ft Telescoping Rod
12/12/2017
233.68
281 7500 1172 Third Millennium
Associates Inc
21507 Utility Billings Mailed
12/18/2017
10.64
282 8100 1732 Traffic Control &
Protection Inc
2017-Sign-P3 2017 Sign Replacement
Program Project 11/26-
12/16/2017
8,830.50
66,826.98
283 8015 1018 Anderson Lock
Company LTD
0962187 2 Key Boxes for New
Amb/New Eng
108.00
Fund: 280 - Emergency Telephone System Fund
Department: 60 - Police Department
R&M Equipment
Total 60 - Police Department
Total 280 - Emergency Telephone System Fund
Fund: 400 - Capital Projects Fund
Conferences
Professional
Services
Professional
Services
Professional
Services
Professional
Services
Communication
Services
Administrative
Services
Printing Services
Supplies - Capital
Maintenance
Equipment <
$5,000
Postage & Parcel
Improvements
Total 400 - Capital Projects Fund
Fund: 410 - Equipment Replacement Fund
Department: 70 - Fire Department
Equipment
Page 19 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
284 8015 1501 Foster Coach Sales Inc 13421 Back Up Camera Screen for
New A61
731.02
839.02
839.02
285 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
93.27
286 6110 1233 Press Tech Inc 41676 5,000 City Envelopes Letter
Size
25.00
287 7000 1066 Office Depot 989310168001 Mechanical Pencils, U-Ball
Pens, Writing Tablets
12/13/2017
128.77
247.04
288 5310 1563 American Water
Works Assoc (AWWA)
7001452193 Membership Renewal
03/01/2018-02/28/2019-
Water Maint Foreman
83.00
289 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
835.44
290 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
(9.95)
291 6195 1467 HBK Water Meter
Service Inc
170780 (55) 5/8" Meter Bench Tests &
(7) 3/4" Meter Bench Tests
1,302.00
292 6195 1467 HBK Water Meter
Service Inc
170781 (11) 1" & (2) 2" Meter Bench
Tests
402.00
293 6195 6992 Core & Main LP I278386 36 iPerl & 6 Ground Clamp
Installs 12/11-12/17/2017, R-
128-17
4,326.00
294 6195 6992 Core & Main LP I278571 33 iPerl & 9 Ground Clamp
Installs - 12/4-12/10/2017, R-
128-17
4,074.00
295 6310 1071 Pomp's Tire Service
Inc
330109703 Dismount & Dispose Tires -
PW 9014 - 12/12/2017
200.00
296 6335 6026 TNT Landscape
Construction Inc
5160 Parkway Repairs - Main Breaks
- 12/15/2017, R-42-17
1,101.60
297 7020 2513 Lee Jensen Sales Co 265255 1 Gal Shoring Fluid & PSI
Gauge
405.00
298 7030 6679 Olson's Ace Hardware 003744/3 Misc Tools, Sawzal Blades,
Hand Tools, & Extension Cord
150.13
Equipment
Total 70 - Fire Department
Total 410 - Equipment Replacement Fund
Fund: 500 - Water/Sewer Fund
Non Departmental
Division: 510 - Engineering
Communication
Services
Printing Services
Office Supplies
Total 510 - Engineering
Division: 550 - Water Systems
Membership
Dues
Communication
Services
Communication
Services
Miscellaneous
Contractual
Services
Miscellaneous
Contractual
Services
Miscellaneous
Contractual
Services
Miscellaneous
Contractual
Services
R&M Vehicles
R&M Water
Distribution
System
Supplies - Safety
Supplies - Tools
& Hardware
Page 20 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
299 7030 1536 Snap On Industrial ARV / 34634755 (2) 1/2" Long Handle Ratchet -
PW
305.92
300 7040 1677 Wholesale Direct Inc 000231062 6 Lights & 4 Spreader Light
Bulbs
94.80
301 7040 4280 Rush Truck Centers of
Illinois Inc
3008566984 Motor Control Mode Actuator -
PW 9031
38.58
302 7040 6224 Bumper to Bumper 408-1107549 2 Tirefoam & Hot Shine - PW
267
19.07
303 7040 1062 NAPA of Des Plaines 669533 Stoplight Switch - 9024 & Fuel
Filter - 5087
12.06
304 7040 1154 West Side Tractor
Sales
M60137 Washer & Bumper - Water
9009
17.25
305 7040 1154 West Side Tractor
Sales
N60572 2 Washers - PW 9009 23.48
306 7040 1154 West Side Tractor
Sales
W60145 Bushing - Water 9009 29.90
307 7070 4093 HDS White Cap
Construction Supply
10008071499 20 Wood Stakes 30.31
308 7070 1072 Prairie Material 888375204 6.5 Cu Yds Concrete - Main
Break Repairs - 12/14/2017
1,120.75
309 7070 6992 Core & Main LP H145954 3 Smart Point Touch Couplers,
R-128-17
330.00
310 7070 6992 Core & Main LP I189743 18 Various Size Clamps 1,780.00
311 7070 6992 Core & Main LP I210045 4 Full Face Gaskets - Water
Meters
12.10
312 7070 6992 Core & Main LP I246138 10 Water Repair Clamps 1,378.00
313 7120 5415 Gas Depot Inc 51032-1 5,501 Gals Unleaded Gasoline -
Delivered 12/13/2017, R-57-17
1,341.96
314 7130 5415 Gas Depot Inc 51033-1 2,501 Gals Diesel - Delivered
12/13/2017, R-57-17
455.77
315 7140 1033 ComEd 0718079040-
12/17
Electricity Services 11/01-
12/04/2017
82.26
316 7140 1033 ComEd 1602149012-
12/17
Electricity Services 10/31-
12/01/2017
202.00
317 7140 1033 ComEd 2382141015-
12/17
Electricity Services 11/01-
12/04/2017
103.76
Supplies - Tools
& Hardware
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Vehicle
R&M
Supplies - Water
System
Maintenance
Supplies - Water
System
Maintenance
Supplies - Water
System
Maintenance
Supplies - Water
System
Maintenance
Supplies - Water
System
Maintenance
Supplies - Water
System
Maintenance
Gasoline
Diesel
Electricity
Electricity
Electricity
Page 21 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
318 7140 1033 ComEd 2902009038-
11/17
Electricity Services 10/30-
11/30/2017
571.45
319 7140 1033 ComEd 3526170000-
11/17
Electricity Services 10/30-
11/30/2017
53.87
320 7140 1033 ComEd 4436122006-
12/17
Electricity Services 11/09-
12/12/2017
4,743.74
321 7140 1033 ComEd 5646761001-
12/17
Electricity Services 10/30-
11/30/2017
31.73
322 7140 1033 ComEd 6152054027-
12/17
Electricity Services 10/31-
12/01/2017
3,897.91
323 7200 6679 Olson's Ace Hardware 003607/3 8 D Batteries 14.99
324 7200 1057 Menard Incorporated 8344 20 AA Batteries 13.99
29,574.87
325 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
329.14
326 6340 2177 Xylem Inc 3556987958 Adaptor, Mini Cas Supv Relay
& Mounting Socket Install
12/14/17
699.92
327 6340 2177 Xylem Inc 3556987959 Big Bend Lift Station
Replacement Pump Install
12/14/17
4,877.88
328 6505 7104 Padowski, Jan SLP17-030 Sewer Rebate 11/28/2017 100.00
329 7040 1677 Wholesale Direct Inc 000231062 6 Lights & 4 Spreader Light
Bulbs
142.21
330 7075 6992 Core & Main LP I244932 14 Repair Sleeves & 5 PVC
Pipes
217.20
331 7120 5415 Gas Depot Inc 51032-1 5,501 Gals Unleaded Gasoline -
Delivered 12/13/2017, R-57-17
394.08
332 7130 5415 Gas Depot Inc 51033-1 2,501 Gals Diesel - Delivered
12/13/2017, R-57-17
234.43
333 7140 1033 ComEd 0096017042-
12/17
Electricity Services 11/01-
12/04/2017
1,141.62
334 7140 1033 ComEd 0575134020-
11/17
Electricity Services 10/30-
11/30/2017
101.99
335 7140 1033 ComEd 0640144010-
12/17
Electricity Services 11/01-
12/04/2017
86.47
336 7140 1033 ComEd 0762050019-
12/17
Electricity Services 11/02-
12/05/2017
41.63
Electricity
Electricity
Electricity
Electricity
Electricity
Other Supplies
Other Supplies
Total 550 - Water Systems
Division: 560 - Sewer Systems
Communication
Services
R&M Sewer
System
R&M Sewer
System
Subsidy - Sewer
Lateral Program
Supplies - Vehicle
R&M
Supplies - Sewer
System
Maintenance
Gasoline
Diesel
Electricity
Electricity
Electricity
Electricity
Page 22 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
337 7140 1033 ComEd 2038128006-
11/17
Electricity Services 10/31-
11/30/2017
61.17
338 7140 1033 ComEd 2148094073-
12/17
Electricity Services 11/02-
12/05/2017
88.99
339 7140 1033 ComEd 3461136053-
12/17
Electricity Services 10/31-
12/01/2017
28.52
340 7140 1033 ComEd 3526009006-
12/17
Electricity Services 11/01-
12/04/2017
63.93
341 7140 1033 ComEd 4995025051-
12/17
Electricity Services 10/31-
12/01/2017
33.62
342 7140 1033 ComEd 5060090016-
12/17
Electricity Services 11/02-
12/05/2017
166.91
343 7140 1033 ComEd 5814097012-
12/17
Electricity Services 11/01-
12/04/2017
33.16
344 7140 1033 ComEd 6331089024-
11/17
Electricity Services 10/30-
11/30/2017
99.26
8,942.13
345 6000 6941 Stantec Consulting
Services Inc
1235752 TO #2 SCADA - 04/01-
06/30/2017, R-102-16
1,239.09
346 6000 6941 Stantec Consulting
Services Inc
1299179 TO #2 SCADA - 10/21-
12/22/2017, R-102-16
3,608.50
347 6000 6941 Stantec Consulting
Services Inc
1299182 TO #4 SCADA - 11/04-
12/01/2017, R-141-17
8,300.00
348 6000 4022 M E Simpson Co Inc 30904 TO#4 - 2017 Leak Survey -
12/14/2017, R-99-16
4,125.00
17,272.59
56,036.63
349 6015 1552 Verizon Wireless 9798048499 Communication Service 11/14-
12/13/2017
55.26
350 6025 1172 Third Millennium
Associates Inc
21507 Utility Billings Mailed
12/18/2017
1,448.03
351 7000 1644 Warehouse Direct Inc 3738901-0 Desk Pads, Calendar Refills,
Etc.
4.82
352 7000 1066 Office Depot 991820384001 Tape, Staples, Etc 2.40
353 7500 1172 Third Millennium
Associates Inc
21507 Utility Billings Mailed
12/18/2017
49.95
1,560.46
57,597.09
Electricity
Electricity
Electricity
Electricity
Electricity
Electricity
Electricity
Electricity
Total 560 - Sewer Systems
Division: 580 - CIP - Water/Sewer
Professional
Services
Professional
Services
Professional
Services
Professional
Services
Total 580 - CIP - Water/Sewer
Total 00 - Non Departmental
Department: 30 - Finance
Communication
Services
Administrative
Services
Office Supplies
Office Supplies
Postage & Parcel
Total 30 - Finance
Total 500 - Water/Sewer Fund
Page 23 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
354 6320 6105 Emcor Services Team
Mechanical Inc
1723122-01 Repair Dry System Air
Compressor - Library Deck -
12/11/2017
1,235.00
355 6320 1311 Hill/Ahern Fire
Protection LLC
232412 Fire System Inspection/Repair -
MetroSq - 11/27/2017
1,415.00
356 6320 1311 Hill/Ahern Fire
Protection LLC
232413 5 Yr Inspection, Repaired
Sprinklers-Library Deck -
12/04/2017
1,895.00
357 7140 1033 ComEd 0354464001-
12/17
Electricity Services 11/01-
12/04/2017
2,396.16
358 7140 1033 ComEd 2239082030-
12/17
Electricity Services 11/01-
12/04/2017
911.28
359 7140 1033 ComEd 4722388001-
12/17
Electricity Services 11/01-
12/04/2017
23.97
360 7140 1033 ComEd 4791127023-
12/17
Electricity Services 11/01-
12/04/2017
3,509.57
361 7140 1033 ComEd 4974385007-
12/17
Electricity Services 11/06-
12/07/2017
25.32
362 7140 1033 ComEd 5310303000-
12/17
Electricity Services 11/01-
12/04/2017
297.74
11,709.04
363 7140 1033 ComEd 5310666002-
12/17
Electricity Services 11/01-
12/04/2017
1,088.09
1,088.09
364 5565 2243 Sedgwick CMS B1101558 Unemployment Comp Admin
Srvcs 01/19-04/18/2018
550.00
550.00
365 2460 7134 Club Vaqueros Unidos Refund 12/15/17 Horse Pilgrimage Refund
12/15/2017
500.00
500.00
380,076.52
Fund: 510 - City Owned Parking Fund
R&M Parking
Lots
R&M Parking
Lots
R&M Parking
Lots
Electricity
Electricity
Electricity
Electricity
Electricity
Electricity
Total 510 - City Owned Parking Fund
Fund: 520 - Metra Leased Parking Fund
Electricity
Total 520 - Metra Leased Parking Fund
Total 700 - Escrow Fund
Grand Total
Fund: 600 - Risk Management Fund
Claims
Administration
Fee
Total 600 - Risk Management Fund
Fund: 700 - Escrow Fund
Refundable
Bonds
Page 24 of 28
Line #
366 2471 4297 Des Plaines Photo
Enforcement Program
17056004658758
07
Red Light Cash Payment
12/18/2017
100.00
100.00
367 6015 1533 Wide Open West LLC 11526044Dec201
7A
Internet/Cable Service x6044
12/21/2017-01/20/2018
146.96
368 6015 1032 Comcast Cable 12/11/2017
x1141
Internet/Cable Service
12/18/2017-01/17/2018
209.85
369 6015 1010 AT&T Mobility 28702533395912
17
Communication Service 11/04-
12/03/2017
179.01
370 6015 1201 Sprint 655730511-190 Communications Service
11/02-12/01/2017
197.95
733.77
733.77
371 6015 1201 Sprint 655730511-190 Communications Service
11/02-12/01/2017
40.24
40.24
372 6115 1744 IL Secretary of State VIN 1003288 Permanent Municipal
Plates/Title VIN 1003288
103.00
373 6115 1744 IL Secretary of State VIN A018378 Municipal Title VIN A018378 95.00
198.00
238.24
374 6015 1201 Sprint 655730511-190 Communications Service
11/02-12/01/2017
37.99
37.99
37.99
Total 00 - Non-Departmental
Police Department
Division: 620 - Criminal Investigation
Communication
Services
Total 620 - Criminal Investigation
Total 60 - Police Department
Licensing/Titles
Licensing/Titles
Total 540 - Vehicle Maintenance
Total 50 - Public Works & Engineering
Public Works & Engineering
Division: 530 - Street Maintenance
Communication
Services
Total 530 - Street Maintenance
Division: 540 - Vehicle Maintenance
Communication
Services
Communication
Services
Total 230 - Information Technology
Total 20 - City Administration
Fund: 100 - General Fund
Red Light Payable
City Administration
Division: 230 - Information Technology
Communication
Services
Communication
Services
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
Manual Checks
Page 25 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
Manual Checks
375 6015 1533 Wide Open West LLC 11526044Dec201
7B
Internet/Cable Service x1245
12/21/2017-01/20/2018
1,935.97
376 6015 1533 Wide Open West LLC 11526044Dec201
7C
Internet/Cable Service x1246
12/21/2017-01/20/2018
976.78
377 6015 1201 Sprint CR 655730511-
190
Credit for Communications
Service 11/02-12/01/2017
(314.17)
2,598.58
3,708.58
378 7110 1064 Nicor 12/12/17
x550488
Natural Gas Service 11/10-
12/12/2017
64.93
379 7110 1064 Nicor 12/12/17
x603131
Natural Gas Service 11/10-
12/12/2017
78.93
143.86
380 6195 7140 Finkelman, Jane Refund 12/21/17 FEMA Flood Ins
Reimbursement-FEMA 1935
Grant
6,098.05
6,098.05
6,098.05
381 6015 1009 AT&T 708R06860012-
17
Communication Service 11/16-
12/15/2017
472.29
472.29
472.29
382 6015 1533 Wide Open West LLC 11526044Dec201
7D
Internet/Cable Service x0573
12/21/2017-01/20/2018
420.00Communication
Services
Total 60 - Police Department
Total 280 - Emergency Telephone System Fund
Fund: 500 - Water/Sewer Fund
Division: 550 - Water Systems
Total 250 - Grant Projects Fund
Fund: 280 - Emergency Telephone System Fund
Department: 60 - Police Department
Communication
Services
Total 201 - TIF #1 Downtown Fund
Fund: 250 - Grant Projects Fund
Program: 2520 - Capital Grants
Miscellaneous
Contractual
Services
Total 2520 - Capital Grants
Total 100 - General Fund
Fund: 201 - TIF #1 Downtown Fund
Natural Gas
Natural Gas
Department: 90 - Overhead
Communication
Services
Communication
Services
Communication
Services
Total 90 - Overhead
Page 26 of 28
Line #
City of Des Plaines
Warrant Register 01/16/2018
Account Vendor Invoice Invoice Description Amount
Manual Checks
383 6015 1201 Sprint 655730511-190 Communications Service
11/02-12/01/2017
37.99
384 7110 1064 Nicor 12/14/17
x054542
Natural Gas Service 11/13-
12/13/2017
148.38
385 7110 1064 Nicor 12/14/17
x400005
Natural Gas Service 11/15-
12/14/2017
83.29
386 7110 1064 Nicor 12/15/17
x500005
Natural Gas Service 11/15-
12/15/2017
534.71
387 7110 1064 Nicor 12/15/17
x500009
Natural Gas Service 11/15-
12/15/2017
116.36
1,340.73
1,340.73
11,763.51Grand Total
Total 500 - Water/Sewer Fund
Natural Gas
Natural Gas
Natural Gas
Natural Gas
Total 550 - Water Systems
Communication
Services
Page 27 of 28
Amount Transfer Date
Automated Accounts Payable 380,076.52$ **1/16/2018
Manual Checks 11,763.51$ **12/29/2017
Payroll 1,279,047.04$ 1/5/2018
-$
Electronic Transfer Activity:
Bank of America Credit Card -$
Chicago Water Bill ACH -$
Postage Meter Direct Debits -$
Utility Billing Refunds -$
First Merit Bank Fees -$
IMRF Payments 151,104.16$ 1/7/2018
FEMA Buyouts 887,500.00$ *1/4/2018
Employee Medical Trust 658,301.38$ 1/2/2018
Total Cash Disbursements:3,367,792.61$
* Multiple transfers processed on and/or before date shown
** See attached report
Adopted by the City Council of Des Plaines
This Sixteenth Day of January 2018
Ayes ______ Nays _______ Absent _______
Jennifer L. Tsalapatanis, City Clerk
Matthew J. Bogusz, Mayor
City of Des Plaines
Warrant Register 01/16/2018
Summary
RHS Payout
Page 28 of 28
FINANCE DEPARTMENT
1420 Miner Street
Des Plaines, IL 60016
P: 847.391.5300
desplaines.org
Date: January 3, 2018
To: Michael G. Bartholomew, City Manager
From: Dorothy Wisniewski, Asst. City Manager/Director of Finance
Subject: Interlocal Agreement - Des Plaines History Center
Issue: For the City Council to approve the Interlocal Agreement between the City of Des Plaines and the Des
Plaines History Center, as well as authorize subsidy funding in the budgeted amount of $50,000 for the 2018
fiscal year.
Analysis: During the 2018 Budget deliberations the Des Plaines History Center requested a $40,000 subsidy
from the City for the administration of the History Center programs as well as an additional $10,000 for
special events. The additional funding will be used for expanded programs, events, and outreach to help make
historical and educational resources more accessible to the public.
The Des Plaines History Center is a 501(c)(3), nonprofit organization that operates through the work of paid
staff and volunteers, under the guidance and supervision of a Board of Trustees. The History Center serves
in many ways as a community center, is open to the public, and provides programs, exhibits, and access to
research in historical archival collections.
As historical background, the funding approved in the prior years is as follows:
Year Amount Approved
2014 $40,000
2015 $40,000
2016 $40,000
2017 $50,000
2018 Budget $50,000
Recommendation: I recommend that the City Council approve the Interlocal Agreement between the Des
Plaines History Center and the City as well as authorize subsidy funding in the budgeted amount of $50,000
for the 2018 fiscal year.
Attachments:
Attachment 1: Resolution R - 19 - 18
Exhibit A: Interlocal Agreement
MEMORANDUM
Page 1 of 5
1
CITY OF DES PLAINES
RESOLUTION R - 19 - 18
A RESOLUTION AUTHORIZING THE EXECUTION OF AN
AGREEMENT WITH THE DES PLAINES HISTORY
CENTER FOR THE PROVISION OF FUNDING FOR
SERVICES.
WHEREAS, Article VII, Section 10 of the 1970 Illinois Constitution authorizes the City
of Des Plaines ("City") to contract with individuals, associations and corporations, in any manner
not prohibited by law or ordinance; and
WHEREAS, the City desires to provide certain funding to the Des Plaines History Center
("History Center") to provide program services, exhibits, and access to historical archival
collections to residents of the City (collectively, the "Services"); and
WHEREAS, the City appropriated $50,000 for use by the History Center to provide the
Services during the 2018 fiscal year; and
WHEREAS, it is in the best interest of the City to authorize the City Manager to execute,
and City Clerk to attest, an Interlocal Agreement between the City and the History Center
("Agreement"), under which Agreement the City will provide $50,000 to the History Center for
the Services;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Des
Plaines, Cook County, Illinois, in the exercise of its home rule powers, as follows:
SECTION 1: RECITALS. The recitals set forth above are incorporated here by
reference.
SECTION 2: APPROVAL OF AGREEMENT. The City Council hereby approves the
Agreement in substantially the form attached to this Resolution as Exhibit A, and in a final form
to be approved by the General Counsel.
SECTION 3: AUTHORIZATION TO EXECUTE AGREEMENT. The City Council
hereby authorizes and directs the City Manager and the City Clerk to execute and seal, on behalf
of the City, the final Agreement.
SECTION 4: PAYMENT AUTHORIZATION. The City Council hereby authorizes
the Director of Finance to issue payment, after execution of the final Agreement by the History
Center and the City, to the History Center in the amount of $50,000.
SECTION 5: EFFECTIVE DATE. This Resolution shall be in full force and effect from
and after its passage and approval according to law.
Attachment 1 Page 2 of 5
2
PASSED this ____ day of __________________, 2018.
APPROVED this _____ day of ______________, 2018.
VOTE: AYES _____ NAYS _____ ABSENT _____
MAYOR
ATTEST: Approved as to form:
CITY CLERK Peter M. Friedman, General Counsel
DP-Resolution Historical Society Agreement Funding 2018
Attachment 1 Page 3 of 5
1
INTERLOCAL AGREEMENT BETWEEN THE CITY OF DES PLAINES AND THE
DES PLAINES HISTORY CENTER FOR THE FUNDING OF PROGRAMS
THIS AGREEMENT, entered into between the City of Des Plaines (hereinafter “City”)
and the Des Plaines History Center (hereinafter “History Center”), provides as follows:
WHEREAS, this Agreement is entered into pursuant to the Intergovernmental Cooperation
provisions of Article VII, Section 10 of the 1970 Illinois Constitution and the Intergovernmental
Cooperation Act, 5 ILCS 220/1, et seq.; and
WHEREAS, the City desires to provide funding to the History Center for the provision of
programs ("Programs"), and the History Center desires to receive such funding from the City to
provide the Programs;
WHEREAS, the City and the History Center, in an effort to more effectively and efficiently
administer the Programs, desire to enter into this agreement;
NOW THEREFORE, the City and the History Center hereby agree as follows:
1. The recitals as set forth above are incorporated into the body of this Agreement as if
fully set forth herein.
2. During fiscal year 2018, the City shall provide $50,000 to the History Center for the
provision of the Programs. At the conclusion of the fiscal year, the History Center shall
provide an accounting of the funds expended on the Programs.
3. The History Center shall provide the City with periodic reports regarding the Programs
at the City’s request, but in no case shall the reports be made on less than an annual
basis. Such reports shall include the number of Des Plaines residents served by the
Programs. The History Center shall, at a time and date mutually agreed, make an
annual presentation to the City regarding the Programs.
4. The History Center will acknowledge the City’s funding support in publicity efforts,
and promotional materials, both paper and electronic, as reasonably identified by the
City and the History Center.
5. This Agreement shall be controlled by the law of the State of Illinois, and the venue for
any disputes that arise hereunder shall be in the Circuit Court of Cook County Illinois,
Second Municipal District.
6. This Agreement shall be binding upon the parties, their successors, and/or assigns, and
may not be terminated or restricted except in accordance with the provisions of this
Agreement and by a writing executed by both parties.
7. Nothing in this Agreement shall purport to terminate, restrict, extend, or otherwise
modify commitments previously agreed to by separate agreement between the parties.
Exhibit A Page 4 of 5
2
8. This Agreement may be terminated by either party by written notice to the other party
dated at least 90 days prior to the effective date of termination.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed and by
executing this Agreement, the parties do hereby affirmatively state that they have been given full
authority by their respective governing bodies to execute this Agreement.
CITY OF DES PLAINES DES PLAINES HISTORY CENTER
By: By:
Its: City Manager Its:
Date: Date:
ATTEST: ATTEST:
Its: City Clerk Its:
DP-History Center Agreement 2018
Exhibit A Page 5 of 5
FINANCE DEPARTMENT
1420 Miner Street
Des Plaines, IL 60016
P: 847.391.5300
desplaines.org
Date: January 3, 2018
To: Michael G. Bartholomew, City Manager
From: Dorothy Wisniewski, Asst. City Manager/Director of Finance
Subject: Interlocal Agreement - Meals on Wheels Program
Issue: For the City Council to approve the Interlocal Agreement between the City of Des Plaines and the Des
Plaines Community Senior Center (a.k.a. the Frisbie Senior Center) to provide the Meals on Wheels program,
as well as authorize subsidy funding in the budgeted amount of $37,500 for the 2018 fiscal year.
Analysis: During the 2018 Budget deliberations the Des Plaines Community Senior Center requested a
$37,500 subsidy from the City for the Meals on Wheels program which was approved by the City Council.
The Meals on Wheels program continues to sustain aging-at-home practices, provide critical nourishment for
program participants, and maintain necessary outreach and monitoring for the City’s most vulnerable
residents. Attached is a 2017 year-end grant report that provides an overview of this program’s outcomes as
well as information about persons served from January 2017 through December 2017. As historical
background, the funding approved in prior years is as follows:
Year City of Des Plaines
2013 $35,000
2014 $35,000
2015 $37,500
2016 $37,500
2017 $37,500
2018 Budget $37,500
Recommendation: I recommend that the City Council approve the Interlocal Agreement between the City
of Des Plaines and the Des Plaines Community Senior Center to provide the Meals on Wheels program, as
well as authorize subsidy funding in the budgeted amount of $37,500 for the 2018 fiscal year.
Attachments:
Attachment 1: Meals on Wheels Program 2017 Year-End Grant Report
Attachment 2: Resolution R- 20 -18
Exhibit A: Interlocal Agreement
MEMORANDUM
Page 1 of 8
Attachment 1 Page 2 of 8
Attachment 1 Page 3 of 8
Attachment 1 Page 4 of 8
CITY OF DES PLAINES
RESOLUTION R - 20 - 18
A RESOLUTION AUTHORIZING THE EXECUTION OF AN
AGREEMENT WITH THE DES PLAINES COMMUNITY
SENIOR CENTER FOR THE PROVISION OF FUNDING
FOR THE MEALS ON WHEELS PROGRAM.
WHEREAS, Article VII, Section 10 of the 1970 Illinois Constitution authorizes the City
of Des Plaines ("City") to contract with individuals, associations and corporations, in any manner
not prohibited by law or ordinance; and
WHEREAS, the City desires to provide funding to the Des Plaines Community Senior
Center ("Senior Center") to administer the Meals on Wheels program ("Program") for residents
of the City; and
WHEREAS, the City has appropriated $37,500 during the 2018 fiscal year for use by the
Senior Center for the Program; and
WHEREAS, the City Council has determined that it is in the best interest of the City to
authorize the City Manager to execute, and City Clerk to attest, an Interlocal Agreement between
the City and the Senior Center ("Agreement"), under which Agreement the City will provide
$37,500 to the Senior Center for the Program;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Des
Plaines, Cook County, Illinois, in the exercise of its home rule powers, as follows:
SECTION 1: RECITALS. The recitals set forth above are incorporated here by
reference.
SECTION 2: APPROVAL OF AGREEMENT. The City Council hereby approves the
Agreement in substantially the form attached to this Resolution as Exhibit A, and in a final form
to be approved by the General Counsel.
SECTION 3: AUTHORIZATION TO EXECUTE AGREEMENT. The City Council
hereby authorizes and directs the City Manager and the City Clerk to execute and seal, on behalf
of the City, the final Agreement.
SECTION 4: PAYMENT AUTHORIZATION. The City Council hereby authorizes
the Director of Finance to issue payment, after execution of the final Agreement by the Senior
Center and the City, to the Des Plaines Community Senior Center, 52 East Northwest Highway,
Des Plaines, Illinois 60016, in the amount of $37,500.
SECTION 5: EFFECTIVE DATE. This Resolution shall be in full force and effect from
and after its passage and approval according to law.
Attachment 2 Page 5 of 8
2
PASSED this ____ day of __________________, 2018.
APPROVED this _____ day of ______________, 2018.
VOTE: AYES _____ NAYS _____ ABSENT _____
MAYOR
ATTEST: Approved as to form:
CITY CLERK Peter M. Friedman, General Counsel
DP-Resolution Senior Center Agreement Meals on Wheels Funding 2018
Attachment 2 Page 6 of 8
1
INTERLOCAL AGREEMENT BETWEEN THE CITY OF DES PLAINES AND THE
DES PLAINES COMMUNITY SENIOR CENTER FOR THE PROVISION AND
FUNDING OF THE MEALS ON WHEELS PROGRAM
THIS AGREEMENT, entered into between the City of Des Plaines (hereinafter “City”)
and the Des Plaines Community Senior Center (hereinafter “Senior Center”) also known as the
Frisbie Senior Center, provide as follows:
WHEREAS, this Agreement is entered into pursuant to the Intergovernmental Cooperation
provisions of Article VII, Section 10 of the 1970 Illinois Constitution and the Intergovernmental
Cooperation Act, 5 ILCS 220/1, et seq. and Public Act 91-0424; and
WHEREAS, the City and the Senior Center are the Parties to this Agreement and have
agreed for the provision and funding of services, by the City to the Senior Center for providing
Meals on Wheels programming; and
WHEREAS, the City and the Senior Center, in an effort to more effectively and efficiently
administer the Meals on Wheels program, enter into this agreement;
NOW THEREFORE, the City and the Senior Center agree as follows:
1. The recitals as set forth above are incorporated into the body of this Agreement as if
fully set forth herein.
2. The City shall pay $37,500 in 2018 to the Senior Center for the Meals on Wheels
programming provided by the Senior Center to the Des Plaines community. At the
conclusion of each program year, the Senior Center shall provide an accounting of the
funds expended for the Meals on Wheels program.
3. The Senior Center shall provide the City with periodic reports at the City’s request, but
in no case shall the reports be made on less than an annual basis. Such reports shall
include the number of Des Plaines residents served by the Meals on Wheels program.
The Senior Center shall, at a time and date mutually agreed, make an annual
presentation to the City regarding the Meals on Wheels program resulting from the
funding provided.
4. In the event that the number of prospective participants exceeds the amount of funding
provided for the Meals on Wheels program, the Senior Center shall have the ability to
limit the number of participants in the program. The Senior Center shall provide
written notice of the decision to cap program participation to the City.
5. The Senior Center will acknowledge the City’s funding support in program materials,
publicity efforts, and other promotional materials, both paper and electronic, as
reasonably identified by the respective Staffs of the Parties.
Exhibit A Page 7 of 8
2
6. The City shall utilize its Geographic Information System (GIS) to produce and provide
delivery route maps to the Senior Center upon request, provided reasonable notice for
such request is made.
7. This Agreement shall be controlled by the governing law of the State of Illinois and the
venue for any disputes that arise hereunder shall be in the Circuit Court of Cook County
Illinois, Second Municipal District.
8. This Agreement shall be binding upon the parties, their successors, and/or assigns, and
may not be terminated or restricted except in accordance with the provisions of this
Agreement and by a writing executed by both parties.
9. Nothing in this Agreement shall purport to terminate, restrict, extend, or otherwise
modify commitments previously agreed to by separate Agreement between the Parties.
10. This Agreement may be terminated by a written notice dated at least 90 days prior to
the effective date of termination. In the event that this provision is invoked by either
Party, a joint letter advising of the termination signed by both Parties shall be developed
to inform participants in the program.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed and by
executing this Agreement, the parties do hereby affirmatively state that they have been given full
authority by their respective governing bodies to execute this Agreement.
CITY OF DES PLAINES DES PLAINES COMMUNITY
SENIOR CENTER
By: By:
Its: City Manager Its:
Date: Date:
ATTEST: ATTEST:
Its: City Clerk Its:
Legal\Agreements\Senior Center Meals On Wheels Agreement 2018
Exhibit A Page 8 of 8
FINANCE DEPARTMENT
1420 Miner Street
Des Plaines, IL 60016
P: 847.391.5300
desplaines.org
Date: January 3, 2018
To: Michael G. Bartholomew, City Manager
From: Dorothy Wisniewski, Asst. City Manager/Director of Finance
Subject: Interlocal Agreement - Des Plaines Senior Center
Issue: For the City Council to approve the Interlocal Agreement between the City of Des Plaines and the Des
Plaines Community Senior Center (a.k.a. the Frisbie Senior Center), as well as authorize subsidy funding in
the budgeted amount of $50,000 for the 2018 fiscal year.
Analysis: During the 2018 Budget deliberations the Des Plaines Senior Center requested a $50,000 subsidy
from the City for the Senior Center programs, of which $50,000 was authorized in the budget. The Des
Plaines Community Senior Center serves Des Plaines seniors through intellectually enriching, socially
engaging, and physically energizing programs and volunteer opportunities. Attached is a 2017 year-end grant
report that provides an overview of the outcomes as well as information about persons served from January
2017 through December 2017.
As historical background, the funding approved in prior years as well as budgeted amount for 2017 is as
follows:
Year City of Des Plaines Des Plaines Park District
2013 $40,000 $30,000
2014 $40,000 $30,000
2015 $50,000 $36,000
2016 $50,000 $36,000
2017 $50,000 $36,000
2018 $50,000 $36,000
Recommendation: I recommend that the City Council approve the Interlocal Agreement between the Des
Plaines Community Senior Center and the City, as well as authorize subsidy funding in the budgeted amount
of $50,000 for the 2018 fiscal year.
Attachments:
Attachment 1: 2017 Community Senior Center Year-End Grant Report
Attachment 2: Resolution R- 21 -18
Exhibit A: Interlocal Agreement
MEMORANDUM
Page 1 of 8
DES PLAINES COMMUNITY SENIOR CENTER
City of Des Plaines
2017 Year-End Grant Report
Introduction
In February of 2017 the City of Des Plaines awarded a $50,000 grant (R-28-17) to the Des
Plaines Community Senior Center in support of programming services offered at the Frisbie
Senior Center. The following report provides an overview of the outcomes as well as
information about persons served in the 2017 calendar year.
Use of Funds
The Des Plaines Community Senior Center (DPCSC) continues to carry out its mission of
serving active people through intellectually enriching, socially engaging, and physically
energizing programs and volunteer opportunities. The organization’s membership of
approximately 800 individuals and various daily users benefit from well over 65 monthly
offerings, many of which occur on a weekly or bi-weekly basis. Programs and services
offered at the Frisbie Senior Center (FSC) include, but are not limited to: daily social and
recreational activities; on-going educational programming; planned day trips and extended
trips; one-to-one counseling options, focusing on health, legal, employment, and a host of
other topics; assistance with determining eligibility for and enrolling in federal, state, county,
and municipal benefits programs; medical equipment, offered through our Medical Closet
program, that can be purchased or rented at below market pricing; and access to a
Veterans’ Affairs representative twice a month, through an on-site VA office.
The funding provided by the City of Des Plaines is divided to address two very important
program offerings at the FSC – social activity and nutrition. The amount of $35,000,
representing 70% of the total grant, is dedicated to support the aforementioned
programming and services. The remaining $15,000 (30%) was used as matching funds for
federal grant support received through AgeOptions, suburban Cook County’s local Area
Agency on Aging, to address aging-related issues outlined in the Older Americans Act.
Specifically, AgeOptions requires a “local cash” match to support congregate meal
programs provided through senior centers. Through the FSC’s Cumberland Café, which is
a casual dining room open to the general public, assistance is offered to persons 60 and
over from suburban Cook County who fall into the low-income bracket as set by federal
guidelines. The grant and matching funds were used to offset the actual costs for
preparation and service of these meals. Please note that there were changes to the
foodservice program as addressed in the next section.
Organizational and Program Changes
In January of 2017, the DPCSC’s Board of Directors made the difficult decision to
discontinue the congregate dining program offered through the Cumberland Café as
well as to suspend operation of its food service department, effective at the end of
February. Since the announcement of this decision, there had been much feedback and
several requests for bringing back the café operation. With some concerted effort, the
Attachment 1 Page 2 of 8
Des Plaines Community Senior Center – 2017 Year-End Grant Report – Page 2 of 3
food service department was redesigned, including a new menu as well as adjusted
hours and new personnel, and toward the end of July, the café operations re-opened in
an effort to meet the requests of those who voiced concerns. The city’s funding – the
portion previously directed to support the AgeOptions grant match – was used to
jumpstart operations in the summer.
Initially, there was positive response and an uptick in utilization, but as time passed, the
same challenges presented themselves – low consumer volume and lack of interest in
daily specials – and again made the operation cost-prohibitive. In the three (3) months
of operation, since reopening in July, the café had averaged 27 meals sold per day and
has amassed a deficit of over $10,000. Effective 4 November 2017, the Center’s food
service operation was once again shuttered.
Due to the continued prevalence of senior hunger within the senior demographic, the
Center continued to offer coffee service throughout the day as well as intermittent snack
offerings depending on days, times, and programs. As for a long-term solution, options
are currently being explored with regard to the acquisition of vending machines to
address the void in food-related options. The city’s on-going support of the foodservice
offering was much appreciated as the Center sorted through different ways to sustain
this operation to meet the hunger needs of the city’s older residents.
Accomplishments
The Des Plaines Community Senior Center provides a vibrant and action-filled environment
for residents aging at home, but in need of somewhere to socialize and interact with
persons of the same demographic. 160 individuals have joined the organization since
January 1st – a 13% increase compared to the same timeframe last year. The Center’s
program portfolio remained consistent, however concerted efforts have been made to
expand offerings to attract the “baby boomer” generation. Some examples of new
programming includes a speaker’s bureau, caregiver’s support network, book club, the “any
hat” dining club, and a host of health related programming. With specific regard to program
areas supported by the city’s funding (R-28-17), the Center has seen over 26,600 unique
“visits” accounting for more than 71,500 hours of activities. The top 3 categories accounting
for these visits remain: 1.) social events/recreation, 2.) meals (i.e. unique celebrations), and
3.) fitness/exercise.
Through 2017, here are some other highlighted activities that have occurred:
• worked to link individuals in need with appropriate resources – benefits enrollment,
social workers, financial planners, and attorneys;
• hosted legislative forums, whereby older constituents could meet with their local
representatives;
• provided on-going AARP programming (Driver’s Safety and Tax-Aide);
• facilitated educational sessions around “patient” advocacy;
• continued coordination of social events and luncheons with the intent of reaching
those who choose to “age at home” and need outlets for socialization and/or
support;
• installed and opened a self-managed, age-appropriate exercise and fitness suite
within the Center;
Attachment 1 Page 3 of 8
Des Plaines Community Senior Center – 2017 Year-End Grant Report – Page 3 of 3
• increased the social as well as human service offerings and outreach provided at the
Frisbie Senior Center;
• and continued work with other community-based organizations (e.g. Caregiving
Networking Group, NAMI, Northwest Compass, North Shore Senior Center, etc.),
local clubs (e.g. Des Plaines Garden Club, etc.) and civic organizations (e.g. Rotary
Club of Des Plaines).
The Des Plaines Community Senior Center continues to serve its members/users through a
variety of on-going programs and activities. As we continue to explore opportunities for
organizational advancement, here are a few goals for the remainder of the year:
• explore and incorporate intergenerational programming into the Center’s activities;
• recruit additional volunteers to support general operations as well as social
enterprise;
• and evaluate the need and prospective utilization for hosting programs and services
on weekends.
Working toward these goals will continue to support the organization’s mission, while
providing an opportunity for the Des Plaines Community Senior Center to enhance its
support of older adults living in Des Plaines.
Conclusion
The City of Des Plaines’ continued investment in the Des Plaines Community Senior
Center reinforces a variety of senior programming and services as well as outreach
activities to older adults living in the immediate community. Through this continued
partnership, the Des Plaines Community Senior Center looks forward to providing on-going
social engagement, recreational opportunities, meal assistance, resource coordination, and
other outreach activities for seniors living in Des Plaines.
Attachment 1 Page 4 of 8
1
CITY OF DES PLAINES
RESOLUTION R - 21 - 18
A RESOLUTION AUTHORIZING THE EXECUTION OF AN
AGREEMENT WITH THE DES PLAINES PARK DISTRICT
AND THE DES PLAINES COMMUNITY SENIOR CENTER
FOR THE PROVISION OF FUNDING FOR SERVICES.
WHEREAS, Article VII, Section 10 of the 1970 Illinois Constitution authorizes the City
of Des Plaines ("City") to contract with individuals, associations and corporations, in any manner
not prohibited by law or ordinance; and
WHEREAS, the Intergovernmental Cooperation Act, 5 ILCS 220/1 et seq., encourages
cooperation between governmental entities and agencies; and
WHEREAS, the City and the Des Plaines Park District ("Park District") desire to provide
funding to the Des Plaines Community Senior Center ("Senior Center") to provide services to
senior citizens in the City ("Services"); and
WHEREAS, the City appropriated $50,000 for use by the Senior Center to provide the
Services during the 2018 fiscal year; and
WHEREAS, the City Council has determined that it is in the best interest of the City to
authorize the City Manager to execute, and City Clerk to attest, an Interlocal Agreement between
the City, the Park District and the Senior Center ("Agreement"), under which Agreement the City
will provide $50,000 and the Park District will provide $36,000 to the Senior Center for the
Services;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Des
Plaines, County of Cook, Illinois, in the exercise of its home rule powers, as follows:
SECTION 1: RECITALS. The recitals set forth above are incorporated here by
reference.
SECTION 2: APPROVAL OF AGREEMENT. The City Council hereby approves the
Agreement in substantially the form attached to this Resolution as Exhibit A, and in a final form
to be approved by the General Counsel.
SECTION 3: AUTHORIZATION TO EXECUTE AGREEMENT. The City Council
hereby authorizes and directs the City Manager and the City Clerk to execute and seal, on behalf
of the City, the final Agreement.
SECTION 4: PAYMENT AUTHORIZATION. The City Council hereby authorizes
the Director of Finance to issue payment, after execution of the final Agreement by the Park
Attachment 2 Page 5 of 8
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District, the Senior Center, and the City, to the Des Plaines Community Senior Center, 52 East
Northwest Highway, Des Plaines, Illinois 60016, in the amount of $50,000.
SECTION 5: EFFECTIVE DATE. This Resolution shall be in full force and effect from
and after its passage and approval according to law.
PASSED this ____ day of __________________, 2018.
APPROVED this _____ day of ______________, 2018.
VOTE: AYES _____ NAYS _____ ABSENT _____
MAYOR
ATTEST: Approved as to form:
CITY CLERK Peter M. Friedman, General Counsel
DP-Resolution Senior Center Agreement Funding 2018
Attachment 2 Page 6 of 8
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INTERLOCAL AGREEMENT BETWEEN THE CITY OF DES PLAINES,
THE DES PLAINES PARK DISTRICT AND THE DES PLAINES COMMUNITY
SENIOR CENTER FOR THE PROVISION AND FUNDING OF SERVICES
THIS AGREEMENT, entered into between the City of Des Plaines (hereinafter “City”),
the Des Plaines Park District (hereinafter “Park District”), and the Des Plaines Community Senior
Center, also known as the Frisbie Senior Center (hereinafter “Senior Center”) (collectively, the
City, the Park District, and the Senior Center are the "Parties"), provides as follows:
WHEREAS, this Agreement is entered into pursuant to the Intergovernmental Cooperation
provisions of Article VII, Section 10 of the 1970 Illinois Constitution and the Intergovernmental
Cooperation Act, 5 ILCS 220/1, et seq.; and
WHEREAS, the City and the Park District desire to provide funding to the Senior Center
for the provision by the Senior Center of certain programming and services to senior citizens
("Programs and Services"), and the Senior Center desires to receive such funding from the City
and the Park District to provide the Programming and Services;
NOW THEREFORE, the City, the Park District and the Senior Center hereby agree as
follows:
1. The recitals as set forth above are incorporated into the body of this Agreement as if fully
set forth herein.
2. During fiscal year 2018, the City shall provide $50,000 and the Park District shall provide
$36,000 to the Senior Center for the provision of the Programs and Services. At the
conclusion of the fiscal year, the Senior Center shall provide the City and the Park District
with an accounting of the funds expended on the Programs and the Services.
3. Prior Interlocal Agreements between the Parties for the provision and funding of services,
including without limitation those Interlocal Agreements approved by the City Council by
the adoption of Resolutions R-18-05 and R-37-05, shall remain in full force and effect to
the extent not inconsistent herewith.
4. On an annual basis, the Parties will: (a) review the Programs and Services that were funded
by the City and the Park District during the prior year, and (b) will agree to the Programs
and Services to be funded by the City and the Park District during the upcoming year. The
City may restrict use of City funding to Programs and Services that are the same as, or
comparable to, Programs and Services funded by the City during prior years, all as
determined by the City Manager or his designee. The Parties hereto agree that the Park
District funding is restricted to recreational Programs and Services as determined by the
Park District Director or his designee. Notice of any change(s) to the Programs and
Services shall be made in writing 60 days prior to effective date of the change(s).
5. The Senior Center Staff shall provide the City and Park District periodic reports on not less
than a semiannual basis, which reports shall include the number of Des Plaines residents
served by the Senior Center. The Senior Center shall, at a time and date mutually agreed
upon by the Parties, make an annual presentation to both the City and the Park District
regarding the Programs and Services delivered by the Senior Center using City and Park
District funds.
Exhibit A Page 7 of 8
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6. The Senior Center will acknowledge the City and Park District’s funding support as
Diamond Level Sponsors in its monthly newsletter, materials both paper and electronic,
and any publicity efforts or promotional vehicles as reasonably identified by the respective
Parties. The City will continue to provide refuse pickup and landscaping services to the
Senior Center as previously agreed under separate agreements.
7. This Agreement shall be controlled by the law of the State of Illinois and the venue for any
disputes that arise hereunder shall be in the Circuit Court of Cook County Illinois, Second
Municipal District.
8. This Agreement shall be binding upon the parties, their successors, and/or assigns, and may
not be terminated or restricted except in accordance with the provisions of this Agreement
and by a writing executed by both parties.
9. This Agreement may be terminated by any of the Parties by written notice to the other
Parties dated at least 90 days prior to the effective date of termination.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed and by
executing this Agreement, the parties do hereby affirmatively state that they have been given full
authority by their respective governing bodies to execute this Agreement.
CITY OF DES PLAINES DES PLAINES PARK DISTRICT
By: By:
Its: City Manager Its:
Date: Date:
ATTEST: ATTEST:
Its: City Clerk Its:
DES PLAINES COMMUNITY
SENIOR CENTER
By:
Its:
Date:
ATTEST:
Its:
DP-Agreements\Senior Center Agreement 2018
Exhibit A Page 8 of 8