R-64-23 Authorizing a Sub-Recipient Agreement between Cook County Department of Transportation and Highways and the Village of Lemont for a grant through the ARPA Funded Invest in Cook Program ExpansionP_bq 7'-t�
VILLAGE OIL
'EMONT
418 Main Street ( Lemont, IL 60439
TO: Village Board Meeting
FROM: Darshana Prakash, Finance
THROUGH: George Schafer, Village Administrator
SUBJECT: A Resolution Authorizing a Sub -Recipient Agreement between Cook
County Department of Transportation and Highways and the Village of
Lemont for a grant through the ARPA Funded Invest in Cook Program
Expansion
DATE: October 23, 2023
SUMMARY/BACKGROUND
Under Section 9901 of Subtitle M of the American Rescue Plan Act (ARPA), Cook County is
authorized to grant ARPA funds to eligible local governments to protect the health, safety and
welfare of the County by delivering transportation infrastructure improvements through its
ARPA funded Invest in Cook Program Expansion. Cook County is administering this program
through the Cook County Department of Transportation and Highways (DOTH).
In July, the Village applied for a $150,000 grant to fund the construction of a pedestrian
crossing 150' west of the intersection of 127th St. and Rolling Meadows Drive. Upon DOTH's
completion of their risk assessment and financial management review, the Village has been
awarded the $150,000 grant. The grant money will be received on a reimbursement basis i.e.
upon providing invoices and proof of payments.
The total cost of the project is estimated to be within the grant award and estimated project
completion is in FY25. The project will be included in the FY25 CIP.
ANALYSIS
Consistency with Village Policy
Lemont 2030 Comprehensive Plan
STAFF RECOMMENDATION
Adopt the Resolution.
BOARD ACTION REQUESTED
Motion to adopt the Resolution.
ATTACHMENTS
Resolution for ARPA Invest in Cook.pdf
Subrecipient Agreement_ Lemont_NT025_20230908.pdf
Risk Determination Ltr_Lemont.pdf
RESOLUTION NO. R-b-23
A RESOLUTION AUTHORIZING A SUB -RECIPIENT AGREEMENT BETWEEN COOK
COUNTY DEPARTMENT OF TRANSPORTATION AND HIGHWAYS AND THE VILLAGE OF
LEMONT FOR A GRANT THROUGH THE ARPA FUNDED INVEST IN COOK EXPANSION
PROGAM.
WHEREAS, the Village of Lemont, Counties of Cook, Will and DuPage, Illinois (the
"Village"), acting by and through its Village President and Board of Trustees (the "Village
Board"), is a municipal corporation operating pursuant to the Illinois Municipal Code; and
WHEREAS, the Cook County ("County") through its Bureau of Administration
Department of Transportation and Highways ("DOTH") is accepting applications for the ARPA
funded Invest in Cook Expansion Program ("Invest in Cook") in order to fund projects aligned
with Section 9901 of Subtitle M of the American Rescue Plan Act; and
WHEREAS, ARPA will further the mission of the County and serve the broader objective
of protecting the health, safety and welfare of the County by delivering transportation
infrastructure improvements; and
WHEREAS, the County is providing support to eligible local governments in responding
to the economic and public health impacts of COVID-19 and in their efforts to contain impacts
on their communities, residents, and businesses; and
WHEREAS, the Village applied to DOTH for the Invest in Cook program for a grant to
construct a pedestrian crossing 150' west of the intersection of 127"' Street and Rolling Meadows
Drive ("Project");
WHEREAS, the construction of the Project, supported by funding from this grant, is
designed to meet the goals and objectives established by the Village's 2030 Comprehensive Plan;
and
WHEREAS, the construction of the Project, supported by funding from this grant, will
provide safe, ADA compliant pedestrian infrastructure and promote multimodal travel; and
WHEREAS, the County desires to award this grant to the Village for the administration and
management of this Project.
NOW, THEREFORE BE IT RESOLVED by the Village President and Board of Trustees
of the Village of Lemont, Cook, Will, and DuPage Counties, Illinois, as follows:
The foregoing recitals are hereby adopted and incorporated into and made a part of this
Resolution as if fully set forth herein.
SECTION 2:
The President and Board of Trustees hereby endorse the Project and authorize the Village
Administrator and Village staff to execute sub -recipient agreement documents and instruments and take
such further actions as they shall deem necessary or appropriate in order to carry out the intent and
effect the provisions and purposes of this Resolution.
SECTION 3.
This Resolution shall be in full force and effect after its passage and approval as required
by law.
PASSED AND APPROVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF LEMONT, COUNTIES OF COOK, WILL, AND DU PAGE,
ILLINOIS, ON THIS 23rd DAY OF OCTOBER, 2023.
AYES NAYS
Janelle Kittridge
Dave Maher
Ken McClafferty
Kevin Shaughnessy
Rick Sniegowski
Ron Stapleton
ABSENT ABSTAIN
Approved:
ohn Egofske, Village President
Atte,02i, OF
te
arle U.TATNnWillagc Clerk
RM
SUBRECIPIENT AGREEMENT
AMERICAN RESCUE PLAN ACT — STATE AND LOCAL FISCAL RECOVERY FUNDS
(ASSISTANCE LISTING NUMBER 21.027)
This Subrecipient Agreement ( "Agreement") is made and entered into as of the ac --), day of
t (j , 2023, by and between the County of Cook, a body politic and corporate of the
State of Illinois ("County"), acting by and through its Bureau of Administration ("Bureau")
Department of Transportation and Highways ("DOTH") ("or Department"), and the VILLAGE OF
LEMONT ("LEMONT"), a municipal corporation of the State of Illinois, (collectively referred to as "the
Parties" and individually as a "Party"), to establish an agreed upon protocol for the administration and
management of the American Rescue Plan Act (ARPA) (Assistance Listing Number 21.027) — Invest in
Cook Expansion program subaward project described below. The County and the Village of LEMONT
are organized and existing by virtue of the Constitution and/or laws of the State of Illinois.
RECITALS
WHEREAS, on March 13, 2020, the President of the United States (the "President") issued a
Proclamation, declaring a National Public Health Emergency, as a result of the Coronavirus ("COVID-
19") pandemic (the "Pandemic"); and
WHEREAS, on March 11, 2021, the President signed into law the American Rescue Plan Act,
2021, Section 9901, Coronavirus State and Local Fiscal Recovery Funds; and
WHEREAS, Section 9901 of Subtitle M of the Act established the Coronavirus State and Local
Fiscal Recovery Funds Program ("SLFRF" or "Program") aimed at providing support to State, territorial,
local, and Tribal governments in responding to the economic and public health impacts of COVID-19 and
in their efforts to contain impacts on their communities, residents, and businesses; and
WHEREAS, the Act authorizes the U.S. Department of Treasury ("Treasury") to grant ARPA
funds to eligible entities to address the negative health and economic impacts of the Pandemic on
communities nationwide; and
WHEREAS, the County qualifies as an eligible unit of local government under the Act, and
Treasury has granted $1,000,372,385 in funds to the County ("ARPA Funds"); and
WHEREAS, the County has allocated approximately $150,000 of the ARPA Funds for the purpose
of implementing construction of a pedestrian crossing 150' west of the intersection of 1271h Street and
Rolling Meadows Drive and
WHEREAS, these improvements will assist the Village of LEMONT to provide safe, ADA
compliant pedestrian infrastructure to promote multimodal travel; and
WHEREAS, the nearest pedestrian crossing to this intersection is over 1000 feet away in either
direction; and
WHEREAS, ARPA will further the mission of the County and serve the broader objective of
protecting the health, safety, and welfare of the County by delivering transportation infrastructure improvements
that are within historically under-resourced, underinvested communities that have been negatively impacted
the COVID-19 pandemic, ensuring a nexus to the negative health and economic impacts of Covid-19 and
Page 1
WHEREAS, Treasury limits the obligation of ARPA funds to December 31, 2024, and expenditure
of the Funds for eligible expenses to December 31, 2026, therefore the Parties recognize that time is of the
essence; and
WHEREAS, the County achieves its mission through strategic collaborations and partnerships
with states, local governments, community organizations, and others; and
WHEREAS, Subrecipient is an established municipal agency, which has extensive experience and
expertise in providing transportation infrastructure improvements; and
WHEREAS, the County desires to award this grant to Subrecipient for the administration and
management of the Program in Cook County as described herein; and
WHEREAS, the VILLAGE OF LEMONT is able and willing to assist the County in the
administration and management of the Program; and
WHEREAS, the VILLAGE OF LEMONT is authorized by its governing body to enter into this
Agreement with the County for the purposes described herein; and
WHEREAS, the Cook County Board of Commissioners has authorized the County, through the
DOTH, to enter into this Agreement with Subrecipient for the purposes described herein.
NOW THEREFORE, in consideration of the covenants and mutual agreements herein contained
and for other good and valuable consideration, the receipt and sufficiency of which are hereby
acknowledged, the Parties agree as follows:
1. INCORPORATION OF RECITALS
The recitals set forth above, together with the information contained in the Exhibits attached hereto,
constitute an integral part of this Agreement and are incorporated herein by this reference.
2. ELIGIBILITY FOR THE PROGRAM
Subrecipient hereby certifies that it has the authority and approval from its governing body or
officials to execute this Agreement and receive Program Funds for eligible uses specified under
this Agreement. The VILLAGE OF LEMONT shall act as a Subrecipient and, on behalf of the
County, make Program Funds available to designated program participants within Cook County.
Fund usage must fall into one of the following statutory categories:
• To respond to the COVID-19 public health emergency or its negative economic impacts;
• To respond to workers performing essential work during the COVID-19 public health
emergency by providing premium pay to eligible workers of the recipient that are performing
such essential work, or by providing grants to eligible employers that have eligible workers
who perform essential work;
• For the provision of government services, to the extent of the reduction in revenue of such
recipient due to the COVID-19 public health emergency, relative to revenues collected in the
most recent full fiscal year of the recipient prior to the emergency; or
• To make necessary investments in water, sewer, or broadband infrastructure.
3. GENERAL PROVISIONS
Page 2
3.1. TERM. This Agreement shall become effective as of the date on which it is fully executed by both
Parties and will continue in full force and effect, until December 31, 2026, subject to earlier
termination in accordance with its terms.
3.2. OBLIGATIONS OF THE PARTIES. The VILLAGE OF LEMONT agrees to administer the
project(s) on behalf of the County, as described herein and in the Scope of Services (the
"Services"), set forth on Exhibit A, attached hereto and incorporated herein. The County agrees
to provide up to One Hundred Fifty Thousand Dollars ($150,000.00) in Program Funds to be made
available to carry out the purposes of the Program. Payments will be made to the Subrecipient for
eligible uses of the Program Funds, hereunder, according to the criteria for the use of such funds
and the schedule specified in Exhibit A. Invoice submission for Program Funds shall be in
accordance with the provisions provided in Exhibit C under monitoring and fiscal reporting.
Subrecipient understands any award of funds pursuant to this agreement must adhere to official
federal guidance issued on what constitute a necessary expenditure and that the Subrecipient has
reviewed the guidance established by U.S. Department of the Treasury. Any funds expended by
the Subrecipient or its subcontractor(s) in any manner that does not adhere to official federal
guidance will be returned by Subrecipient to Cook County.
3.3. REPRESENTATIVES. Each Party to this agreement shall designate one staff representative, who
shall be the primary point of contact for that Party
The Village of Lemont:
George Schafer
Village Administrator
gschafer@lemont.il.us
Cook County:
Jennifer "Sis" Killen, P.E., PTOE
Superintendent
investincook.cc@cookcountyil.gov
3.4. FINANCIAL MANAGEMENT AND INTERNAL CONTROLS. Subrecipient agrees to adhere
to appropriate accounting principles and procedures, utilize adequate internal controls, and
maintain necessary source documentation for all eligible expenses. Subrecipient and any of the
subawards issued by the Subrecipient must comply with Uniform Guidance and establish and
maintain effective internal controls that provide reasonable assurance that Subrecipient is
administering Program Funds in compliance with Federal statutes and regulations, and the terms
and conditions of the Program. These internal controls should be in compliance with guidance in
"Standards for Internal Control in the Federal Government" issued by the Comptroller General of
the United States or the "Internal Control Integrated Framework", issued by the Committee of
Sponsoring Organizations of the Treadway Commission (COSO). Management should consider
the potential for fraud when identifying, analyzing, and responding to risks. Subrecipient's
accounting system for recording expenditures must be established and maintained in accordance
with generally accepted accounting principles.
3.5. DUPLICATION OF BENEFITS. Subrecipient shall not carry out any of the activities under this
Agreement in a manner that results in a prohibited duplication of benefits as defined by Section
312 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (42 U.S.C. 5155) (the
"Stafford Act"), as amended by Section 1210 of the Disaster Recovery Reform Act of 2018
(division D of Public Law 115-254; 132 Stat. 3442), which amended section 312 of the Stafford
Page 3
Act. If Subrecipient receives duplicate benefits from another source, Subrecipient must reflmd the
benefits provided by Cook County to Cook County. In order to mitigate against a duplication of
benefits, the subrecipient will only apply costs that meet the following general criteria in order to
be allowable under Federal awards:
• Not be included as a cost or used to meet cost sharing or matching requirements of
any other federally -financed program in either the current or a prior period
• Are not paid by the Federal Government under another Federal award, except where
the Federal statute authorizing a program specifically provides that Federal funds
made available for such program can be applied to matching or cost sharing
requirements of other Federal programs
• Are not included as contributions for any other Federal award
3.6. DOCUMENTATION AND RECORDKEEPING. As required by 2 C.F.R. 200.3 3 1 (a)(5), Cook
County, or any duly authorized representative of Cook County, shall have the right of access to
any records, documents, financial statements, papers, or other records of Subrecipient that are
pertinent to this Agreement, in order to comply with any audits pertaining to funds allocated to
Subrecipient under this Agreement. The right of access also includes timely and reasonable access
to Subrecipient's personnel for the purpose of interview and discussion related to such documents.
The right of access is not limited to the required retention period but lasts as long as the records
are retained by Subrecipient. The Subrecipient shall ensure the same access to documents from its
subawards in accordance with 2 C.F.R. 200.331(a)(5).
3.7. MAINTENANCE AND INSPECTION OF RECORDS. Subrecipient and their sub awardees shall
retain sufficient records including, without limitation, financial records, documents, statistical
records, and all other records (collectively, "Records") pertinent to this Agreement to show
compliance with the terms of this Agreement. Records shall be subject to the right of access, upon
prior reasonable notice, by any duly authorized representative of the County or Treasury for the
purposes of inspection, copying and auditing. The right of access also includes the County's
timely and reasonable access to Subrecipient's personnel for the purpose of interview and
discussion related to Records. The right of access is not limited to the required retention period
but lasts as long as Records are retained by Subrecipient.
3.8. RECORD RETENTION. The Records shall be maintained by Subrecipient and any sub awardees
for a period of five (5) years after the later of the following: (a) final payment is made using
Program Funds; (b) completion of all close-out procedures respecting the Program, as determined
by the County in its sole discretion; or (c) resolution of all litigation, claims, negotiations, audits,
or other actions in relation to the Program. Record Retention under the Program is subject to the
terms of the Treasury Memorandum.
3.9. CLOSE-OUT. Subrecipient's and the County's obligations under this Agreement shall not end
until all Program close-out requirements are completed, as determined by the County in its sole
discretion. Activities during the close-out period shall include but are not limited to making final
payments, disposing of Program Funds, and determining the custodianship of records.
Notwithstanding the foregoing, the terms of this Agreement shall remain in effect during any
period that Subrecipient has control over any Program Funding.
4. MONITORING AND REPORTING
Page 4
4.1. Subrecipient agrees to provide the County access to all necessary data and documentation gathered
for purposes of monitoring Program compliance. Subrecipient shall provide the County with
information and dates, in sufficient detail, that indicate the use of the funds for the Program and
the impact and outcome of the services provided as specified in this Agreement. Failure to submit
proper documentation including, but not limited to, documentation verifying eligible expenses
may result in termination of this Agreement and recoupment of fiends provided to Subrecipient.
4.2. Subrecipient shall provide to the County reports, on a periodic basis as defined by the County.
Such reports shall summarize Subrecipient 's receipts and expenditures of the funds provided to
Subrecipient under this Agreement as detailed in Exhibit C and specify the Program Metrics and
Performance Goals outlined in Exhibit B, attached hereto and incorporated herein. In addition,
Subrecipient will furnish to the County, with reasonable promptness, such interim reports or such
additional information in connection with the Services, as the County may periodically request.
Reporting under the Program is subject to the reporting requirements of subsection (d) of section
603 the Act and Treasury's Compliance and Reporting Guidance, set forth in Exhibit B ,
attached hereto and incorporated herein. Subrecipient shall ensure that any sub award agreement
includes metric reporting and monitoring of the sub awardee by the Subrecipient.
Page 5
5. TERMINATION
5.1. TERMINATION WITHOUT CAUSE. This Agreement may be terminated by either Party without
cause or for convenience at any time by providing at least thirty (30) days written notice to the
other Party. Subrecipient shall include a termination without cause provision in any sub award
agreements.
5.2. COUNTY'S TERMINATION FOR CAUSE. The failure of Subrecipient to observe and perform
the terms, covenants, promises, and agreements on its part to be observed and performed under
this Agreement constitutes an "Event of Default" after the passage of any applicable notice and
cure period. Subrecipient will have thirty (30) days from the date written notice of default is
delivered or mailed to Subrecipient in which to cure the default provided, however, that if an Event
of Default is not reasonably capable of being cured within thirty (30) days, Subrecipient shall have
such additional time as is reasonably necessary, as determined by the County, so long as
Subrecipient has commenced to cure within thirty (30) days and is proceeding diligently to effect
a cure. If Subrecipient fails to cure such Event of Default within the applicable cure period, the
County may terminate this Agreement for cause, in whole or in part, by giving written notice to
Subrecipient of such termination and specifying the effective date thereof. In the event of such
termination for cause, Subrecipient shall be compensated for that portion of the Services
perfonmed which have been fully and adequately completed and accepted by the County through
the effective date of termination. In such case, the County shall have the right to take whatever
steps it deems necessary to complete the Program and correct Subrecipient's deficiencies and
charge the cost thereof to Subrecipient, which shall be liable for the full cost of the County's
corrective action, including reasonable overhead and attorneys' fees. Subrecipient shall include a
tem-iination for cause provision in any sub award agreements.
5.3. FORCE MAJEURE. In the event that either Party is unable to perform any of its obligations under
this Agreement because of natural disaster, actions or decrees of governmental bodies or
communications failure not the fault of the affected party (referred to as a "Force Majeure Event"),
the Party which has been so affected agrees to give immediate notice to the other Party and agrees to
do everything possible to resume performance. Upon receipt of such notice, this Agreement shall be
suspended immediately. If the period of nonperformance exceeds ten (10) days from the receipt of
notice of the Force Majeure Event, the Party whose ability to perform has not been so affected may
terminate this Agreement immediately by giving written notice to the other Party.
5.4. FUNDING AVAILABILITY//NON-APPROPRIATION. Funding for this Agreement is subject to
availability of funds from the United States Government and appropriation by the County. In the
event that no Program Funds or insufficient Program Funds are appropriated and budgeted for
payments to be made under this Agreement, then the County shall promptly notify Subrecipient
of such occurrence, and this Agreement shall terminate on the earlier of the last day of the month
for which sufficient appropriation was made or when the funds appropriated for payment under
this Agreement are exhausted.
5.5. DELIVERY OF .INFORMATION. Subrecipient shall deliver to the County copies of all completed
or partially completed information, programs, software (including source code), documentation or
data (collectively, the "Documents") developed, created or invented in connection with the
Services under this Agreement within fifteen (15) days after this Agreement is terminated or
completed. The Subrecipient shall be entitled to receive just and equitable compensation for any
authorized work which has been satisfactorily completed as of the termination date. Any advanced
funds not yet spent for authorized work by Subrecipient shall be promptly returned to the County
within fifteen (15) days of termination.
Page 6
6. NOTICES
All notices shall be delivered in writing and shall be communicated by electronic mail, U.S First Class
Mail, fax or overnight courier to the Parties hereto at the addresses set forth below or at such other
address as either Party may designate by written notice to the other:
To Subrecipient:
John Egofske
Mayor
The Village of Lemont
418 Main Street
Lemont, IL, 60439
To Cook Countv:
Jennifer "Sis" Killen, P.E., PTOE
Superintendent
County of Cook, Illinois
69 W. Washington Street, 24th Floor
Chicago, IL 60602
Either Party may designate a different address by giving the other Party ten (10) days written notice.
7. INDEMNIFICATION
7.1. Subrecipient shall indemnify, defend, and hold harmless the county its officers, directors, agents,
employees, successors and assigns ("indemnified county parties") from and against all claims and
liability due to the activities of Subrecipient or another entity over which subrecipient exercises
control, performed under this agreement and which result from any negligent act, error, or
omission; intentional tort; intellectual property infringement; or failure to pay a subcontractor;
committed by subrecipient or another entity over which subrecipient exercises control.
7.2. Subrecipient shall also indemnify, defend, and hold harmless the county and indemnified county
parties from and against any and all expenses, including reasonable attorneys' fees which might
be incurred by the county, in litigation or otherwise resisting said claims or liabilities which might
be imposed on the county as the result of such activities by subrecipient or another entity over
which subrecipient exercises control.
8. GOVERNING LAW AND VENUES
This Agreement shall be governed by and construed under the laws of the State of Illinois. Whenever
possible, each provision of this Agreement shall be interpreted in such a manner as to be effective and valid
under applicable law. Any claim, suit, action, or proceeding brought in connection with this Agreement
shall be in the Circuit Court of Cook County and each party hereby irrevocably consents to the personal
and subject matter jurisdiction of such court and waives any claim that such court does not constitute a
convenient and appropriate venue for such claims, suits, actions or proceedings.
Page 7
9. SEVERABILITY
In the event that any provision or clause of this Agreement conflicts with applicable law, such conflict shall
not affect other provisions which can be given effect without the conflicting provision. To this end the
provisions of this Agreement are declared to be severable.
10. COMPLIANCE WITH LAWS (Subrecipient shall ensure that the following provisions are
applied to any sub awardee of the Subrecipient in any applicable sub award or contract)
10.1. COMPLIANCE WITH STATE AND LOCAL REQUREMENTS. Subrecipient acknowledges
that this Agreement is governed under Illinois law and that the Subrecipient shall comply with all
applicable state and local orders, laws, regulations, rules, policies and certifications governing any
activities undertaken during the performance of this Agreement, including but not limited to any
compliance with prevailing wage laws. Any Subrecipient that is a not -for -profit organization must
be registered with the Illinois Secretary of State to transact business in Illinois.
10.2. COMPLIANCE WITH FEDERAL REQUIREMENTS. Subrecipient understands that the funds
disbursed under this award may only be used in compliance with section 603(c) of the Social
security Act. The -Agreement further requires compliance with certain provisions of Title 2 CFR
Part 200 — Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards. Subrecipient agrees to comply with all applicable provisions of Title 2 CFR Part
200 and all other applicable Federal laws, regulations, executive orders, Treasury policies,
procedures, and directives, as well as state and local laws, regulations, and policies governing the
funds provided under this Agreement. Note that subrecipients should refer to the Uniform
Guidance for the most current information on applicable federal regulations referenced in this
agreement. Subrecipient further agrees to utilize funds available under this Agreement to
supplement rather than supplant finds otherwise available. With respect to any conflict between
such federal requirements and the tenns of this Agreement and/or the provisions of state law and
except as otherwise required under Federal law or regulation, the more stringent requirement shall
control.
Subcontracts, if any, shall contain a provision making them subject to all of the provisions
stipulated in this Agreement, including but not limited to 2 CFR 200.303, 2 CFR 200.331-333, 2
CFR Part 200, Subpart E, and 2 CFR Part 200 Subpart F.
During the performance of this Agreement, Subrecipient shall comply with all applicable federal
laws and regulations including, but not limited to the following:
10.2.1. COST PRINCIPLES
Subrecipients should follow allowable cost guidance detailed in the federal regulations in 2 CFR
Part 200, Subpart E. Subrecipients are responsible for effective management and administration of
finds. Subrecipients should have strong internal controls and effective financial monitoring in place
in order to ensure compliance with the allowable costs. Allowable cost federal regulations which
apply to ARPA include, but are not limited to:
Page 8
• Program funds may be used for a "reasonably proportionate" share of the costs required
for federal single audits performed in accordance with the Uniform Guidance, 2 CFR
Part 200, Subpart F.
• Administrative costs - both direct and indirect - associated with program
implementation are permitted. Pursuant to the SLFRF Award Terms and Conditions,
recipients are permitted to charge both direct and indirect costs to their SLFRF award
as administrative costs as long as they are accorded consistent treatment per 2 CFR
200.403 See Uniform Guidance, 2 CFR 200.412-200.414 for additional details.
• Per 2 CFR 200.303(a), the subrecipient must establish and maintain effective internal
control over the award that provides reasonable assurance that the subrecipient is
managing the Federal award in compliance with Federal statutes, regulations, and the
terms and conditions of the Federal award. These internal controls should be in
compliance with guidance in "Standards for Internal Control in the Federal
Government" issued by the Comptroller General of the United States or the "Internal
Control Integrated Framework", issued by the Committee of Sponsoring Organizations
of the Treadway Commission (COSO).
• The subrecipient management policies must consider the types of fraud that can occur
within the entity to provide a basis for identifying fraud risks. Types of fraud, as
defined by COSO, are as follows:
■ Fraudulent financial reporting - Intentional misstatements or omissions of
amounts or disclosures in financial statements to deceive financial statement
users. This could include intentional alteration of accounting records,
misrepresentation of transactions, or intentional misapplication of accounting
principles.
■ Misappropriation of assets - Theft of an entity's assets. This could include theft
of property, embezzlement of receipts, or fraudulent payments.
■ Corruption - Bribery and other illegal act
In addition to fraud, the subrecipient must consider other forms of misconduct that can occur, such
as waste and abuse. Waste is the act of using or expending resources carelessly, extravagantly, or
to no purpose. Abuse involves behavior that is deficient or improper when compared with behavior
that a prudent person would consider reasonable and necessary operational practice given the facts
and circumstances. This includes the misuse of authority or position for personal gain or for the
benefit of another. Waste and abuse do not necessarily involve fraud or illegal acts.
10.2.2. CASH MANAGEMENT
SLFRF payments made to Subrecipient are not subject to the requirements of the Cash Management
Improvement Act and Treasury's implementing regulations at 31 CFR part 205 or 2 CFR
200.305(b)(8)-(9). Recipients can place funds in interest -bearing accounts, do not need to remit
interest to Treasury, and are not limited to using that interest for eligible uses under the Program
award.
10.2.3. AUDIT REQUIREMENTS
Subrecipient will be subject to a single audit pursuant to 2 CFR 200.501(a) if Subrecipient expends
$750,000 or more in Federal awards during their fiscal year.
Page 9
If subject to the single audit, the Subrecipient must:
• Procure or otherwise arrange for the audit required by this part in accordance with 2 CFR
200.509, and ensure it is properly performed and submitted when due in accordance with
2 CFR 200.512.
• Prepare appropriate financial statements, including the schedule of expenditures of Federal
awards in accordance with 2 CFR 200.510.
• Promptly follow up and take corrective action on audit findings, including preparation of
a summary schedule of prior audit findings and a corrective action plan in accordance with
2 CFR 200.511(b) and (c), respectively.
• Provide the auditor with access to personnel, accounts, books, records, supporting
documentation, and other information as needed for the auditor to perform the audit
required by this part.
10.2.4. EQUIPMENT AND REAL PROPERTY MANAGEMENT
Any purchase of equipment or real property with SLFRF funds must be consistent with the Uniform
Guidance at 2 CFR Part 200, Subpart D. Equipment and real property acquired under this program
must be used for the originally authorized purpose. Consistent with 2 CFR 200.311 and 2 CFR
200.313, any equipment or real property acquired using SLFRF funds shall vest in the non -Federal
entity. Any acquisition and maintenance of equipment or real property must also be in compliance
with relevant laws and regulations.
10.2.5. MANDATORY DISCLOSURES
In accordance with 2 CFR 200.113, the non -Federal entity or applicant for a Federal award must
disclose, in a timely manner, in writing to the County all violations of Federal criminal law
involving fraud, bribery, or gratuity violations potentially affecting the Federal award. Non -Federal
entities that have received a Federal award including the term and condition outlined in appendix
XII to this part are required to report certain civil, criminal, or administrative proceedings to SAM
(currently FAPIIS). Failure to make required disclosures can result in any of the remedies described
in 2 CFR 200.339.
10.2.6. NON-DiSCRMINATION
Statutes and regulations prohibiting discrimination applicable to this award include, without
limitation, the following: (a) Title VI of the Civil Rights Act of 1964 (42 U.S.C. §§ 2000d et seq.)
and Treasury's implementing regulations at 31 C.F.R. Part 22, which prohibit discrimination on
the basis of race, color, or national origin under programs or activities receiving federal financial
assistance; (b) The Fair Housing Act, Title VIII of the Civil Rights Act of 1968 (42 U.S.C. §§ 3601
et seq.), which prohibits discrimination in housing on the basis of race, color, religion, national
origin, sex, familial status, or disability; (c) Section 504 of the Rehabilitation Act of 1973, as
amended (29`U.S.C. § 794), which prohibits discrimination on the basis of disability under any
program or activity receiving federal financial assistance; (d) The Age Discrimination Act of 1975,
as amended (42 U.S.C. §§ 6101 et seq.), and Treasury's implementing regulations at 31 C.F.R. Part
23, which prohibit discrimination on the basis of age in programs or activities receiving federal
financial assistance; and (e) Title II of the Americans with Disabilities Act of 1990, as amended
(42 U.S.C. §§ 12101 et seq.), which prohibits discrimination on the basis of disability under
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programs, activities, and services provided or made available by state and local governments or
instrumentalities or agencies thereto.
Projects funded with SLRFR should advance shared interests and promote equitable delivery of
government benefits and opportunities to underserved communities, as outlined in Executive Order
13985, On Advancing Racial Equity and Support for Underserved Communities Through the
Federal Government.
10.2.7. EQUAL EMPLOYMENT OPPORTUNITY
During the performance of the Development Agreement, Subrecipient will be required to comply
with Executive Order 11246, "Equal Employment Opportunity," as amended by EO 11375,
"Amending Executive Order 11246 Relating to Equal Employment Opportunity," and as
supplemented by regulations at 41 CFR part 60, "Office of Federal Contract Compliance Programs,
Equal Employment Opportunity, Department of Labor.".
10.2.8. COPELAND ANTI -KICKBACK ACT
Subrecipient shall comply with 18 U.S.C. §874, 40 U.S.C. §3145, and the requirements of 29 CFR
Part 3 as may be applicable, which are incorporated by reference into this contract.
10.2.9. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT.
(a) Overtime requirements: No contractor or subcontractor contracting for any part of the contract
work which may require or involve the employment of laborers or mechanics shall require or permit
any such laborer or mechanic in any workweek in which he or she is employed on such work to
work in excess of forty hours in such workweek unless such laborer or mechanic receives
compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked
in excess of forty hours in such workweek.
(b) Violation; liability for unpaid wages; liquidated damages: In the event of any violation of the
clause set forth in paragraph 10.2.9(z) of this section, the Subrecipient, its contractor(s) or any
subcontractor(s) responsible therefore shall be liable for the unpaid wages. In addition, any
Subrecipient, and its subcontractor(s) shall be liable to the United States, for liquidated damages.
Such liquidated damages shall be computed with respect to each individual laborer or mechanic,
including watchmen and guards, employed in violation of the clause set forth herein.
(c) Withholding for unpaid wages and liquidated damages: The County shall upon its own action
or upon written request of an authorized representative of the Department of Labor withhold or
cause to be withheld, from any moneys payable on account of work performed by the Subrecipient
or its subcontractor(s) under any such contract or any other federal contract with the same prime
contractor, or any other federally -assisted contract subject to the Contract Work Hours and Safety
Standards Act, which is held by the same prime contractor, such sums as may be determined to be
necessary to satisfy any liabilities of such Selected Respondent(s), contractor(s) or subcontractor(s)
for unpaid wages and liquidated damages as provided herein.
(d) Subcontracts: The Subrecipients or its subcontractor(s) shall insert in any subcontracts the
clauses set forth in paragraph (b)(1) through (4) of 29 CFR 5.5, and also a clause requiring the
subcontractors to include these clauses in any lower tier subcontracts. The Subrecipient shall be
responsible for compliance by any contractor or subcontractor or lower tier subcontractor with the
clauses set forth in paragraphs (b)(1) through (4) of 29 CFR §5.5. 6) Clean Air Act and Federal
Water Pollution Control Act. The Subrecipient agrees to comply with all applicable standards,
orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. §7401 et seq.
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10.2.10.DEBARMENT & SUSPENSION
This award is a covered transaction for purposes of 2 CFR Part 180 and 2 CFR Part 3000. As such,
the Subrecipient is required to verify that none of its subrecipients or subcontractors (defined at 2
CFR § 180.995) or its affiliates (defined at 2 CFR § 180.905 are excluded (defined at 2 CFR
§ 180.940) or disqualified (defined at 2 CFR § 180.935). Subrecipient must comply with 2 CFR Part
180, subpart C and 2 CFR Part 3000, subpart C, and must include a requirement to comply with
these regulations in any lower tier covered transaction it enters into. This certification is a material
representation of fact relied upon by the County. If it is later determined that the Subrecipient did
not comply with 2 CFR Part 180, subpart C and 2 CFR Part 3000, subpart C, in addition to remedies
available to the County, the federal government may pursue available remedies, including but not
limited to, suspension and/or debarment. The Subrecipient agrees to comply with the requirements
of 2 CFR Part 180, subpart C and 2 CFR Part 3000, subpart C, throughout the period of any contract
that may arise from this Agreement.
10.2.1 LBYRD ANTI -LOBBYING AMENDMENT.
Subrecipient certifies that it will not and has not used federal appropriated funds to pay any person
or organization for influencing or attempting to influence an officer or employee of any agency, a
member of Congress, officer or employee of Congress, or an employee of a member of Congress
in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C.
§ 1352. Subrecipients shall also disclose any lobbying with non-federal funds that takes place in
connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to
the recipient who in turn will forward the certifications to the awarding agency. If the Agreement
exceeds $100,000, the Subrecipient must certify compliance with the Byrd Anti -Lobbying
Amendment. See, Exhibit F, Certification Regarding Lobbying.
10.2.12.PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR ACTS.
Subrecipient and any subcontractors must comply with 31.U.S.C. Chapter 38, Administrative
Remedies for False Claims and Statements, which shall apply to the activities and actions of
Subrecipient and subcontractors pertaining to any matter resulting from a contract.
10.2.13. CONFLICTS OF INTEREST.
Subrecipient must disclose in writing to Treasury or the pass through entity, as appropriate, any
potential conflict of interest affecting the awarded funds in accordance with 2 C.F.R. § 200.112.
10.2.14. TRANSPARENCY ACT.
Reporting Subaward and Executive Compensation Information in compliance with 2 CFR Part 170.
10.2.15. PUBLICATIONS.
Any publication produced with funds from this award must also display the following language:
"This project is being supported, in whole or in part, by federal award number Assistance Listing
Number (ALN — formerly known as the CFDA) 21,027 awarded to Cook County by the U.S.
Department of the Treasury
10.2.16. INCREASING SEAT BELT USE IN THE UNITED STATES.
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Pursuant to Executive Order 13043, 62 FR 19217 (Apr. 18, 1997), Subrecipient is encouraged to
adopt and enforce on-the-job seat belt policies and programs for your employees when operating
company -owned, rented or personally owned vehicles.
10.2.17. REDUCING TEXT MESSAGING WHILE DRIVING.
Pursuant to Executive Order 13513, 74 FR 51225 (Oct. 6, 2009), Subrecipient is encouraged to
adopt and enforce policies that ban text messaging while driving and establish workplace safety
policies to decrease accidents caused by distracted drivers.
10.2.18. UNIFORM RELOCATION ASSISTANCE AND REAL PROPERTY ACQUISITIONS
ACT.
Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 (42 U.S.C. §§ 4601-
4655) and implementing regulations apply to this Agreement, where applicable.
10.2.19. DISCLAIMER
The United States expressly disclaims any and all responsibility or liability to Subrecipient or third
persons for the actions of Subrecipient or third persons resulting in death, bodily injury, property
damages, or any other losses resulting in any way from the performance of the federal award or
any other losses resulting in any way from the performance of the federal award
or any contract, or subcontract under this award. By accepting this Agreement from the County,
the Subrecipient does not in any way establish an agency relationship between the United States
and Subrecipient.
10.2.20. CODE OF CONDUCT 2 CFR 200.318(c)(1).
The non —Federal entity (Subrecipient) must maintain written standards of conduct covering
conflicts of interest and governing the actions of its employees engaged in the selection, award and
administration of contracts. No employee, officer, or agent may participate in the selection, award,
or administration of a contract supported by a Federal award if he or she has a real or apparent
conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent,
any member of his or her immediate family, his or her partner, or an organization which employs
or is about to employ any of the parties indicated herein, has a financial or other interest in or a
tangible personal benefit from a firm considered for a contract. The officers, employees, and agents
of the non —Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary
value from contractors or parties to subcontracts or subawards. However, non —Federal entities may
set standards for situations in which the financial interest is not substantial, or the gift is an
unsolicited item of nominal value. The standards of conduct must provide for disciplinary actions
to be applied for violations of such standards by officers, employees, or agents of the non —Federal
entity. If the non —Federal entity has a parent, affiliate, or subsidiary organization that is not a State,
local government, or Indian tribe, the non —Federal entity must also maintain written standards of
conduct covering organizational conflicts of interest. Organizational conflicts of interest means that
because of relationships with a parent company, affiliate, or subsidiary organization, the non —
Federal entity is unable or appears to be unable to be impartial in conducting a procurement action
involving a related organization.
11. PROCUREMENT STANDARDS (Subrecipients shall ensure that the following provisions are
applied to any sub awardee of the Subrecipient in any applicable sub award or contract)
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Subrecipients are responsible for ensuring any procurement of goods or services using Program Funds
is consistent with the procurement standards set forth in the Uniform Guidance at 2 CFR 200.317
through 2 CFR 200.327, as applicable. Subrecipient must have documented procurement procedures,
consistent with State, local, and tribal laws and regulations and the standards of the federal Uniform
Guidance, for the acquisition of property or services required under a Federal award or subaward.
METHODS OF PROCUREMENT
When the value of the procurement for property or services under a Federal award does not exceed the
simplified acquisition threshold (SAT), as defined in 2 CFR 200.1, or a lower threshold established by
Subrecipient, formal procurement methods are not required. The non -Federal entity may use informal
procurement methods to expedite the completion of its transactions and minimize the associated
administrative burden and cost. The informal methods used for procurement of property or services at
or below the SAT include:
Informal Procurement Methods
Micro -purchases - The acquisition of supplies or services, the aggregate dollar amount of
which does not exceed the micro -purchase threshold as defined in 2 CFR 200.1.
Small Purchases - The acquisition of property or services, the aggregate dollar amount of
which is higher than the micro -purchase threshold but does not exceed the simplified
acquisition threshold. If small purchase procedures are used, price or rate quotations must
be obtained from an adequate number of qualified sources as determined appropriate by
the non -Federal entity.
Formal Procurement Methods
When the value of the procurement for property or services under a Federal financial assistance
award exceeds the SAT, or a lower threshold established by Subrecipient, formal procurement
methods are required. Fonnal procurement methods require following documented procedures.
Formal procurement methods also require public advertising unless a non-competitive procurement
can be used in accordance with 2 CFR 200.319.
The following formal methods of procurement are used for procurement of property or services
above the simplified acquisition threshold or a value below the simplified acquisition threshold the
non -Federal entity determines to be appropriate:
• Sealed Bids - A procurement method in which bids are publicly solicited and a firm fixed -
price contract (lump sum or unit price) is awarded to the responsible bidder whose bid,
conforming with all the material teens and conditions of the invitation for bids, is the
lowest in price. The sealed bids method is the preferred method for procuring construction,
if the appropriate conditions are present (see 2 CFR 200,320(b)(1)(i)).
• Proposals - A procurement method in which either a fixed price or cost -reimbursement
type contract is awarded. Proposals are generally used when conditions are not appropriate
for the use of sealed bids.
Competition
The Uniform Guidance requires all procurement transactions for property or services to be
conducted in a manner providing frill and open competition, consistent with standards outlined in
2 CFR 200.320. Non-competitive procurements are allowed only in circumstances where at least
one of the following conditions is true:
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• The acquisition of property or services, the aggregate dollar amount of which does not
exceed the micro -purchase threshold (see 2 CFR 200.320(a)(1) for more detail);
• The item is available only from a single source;
• The public exigency or emergency for the requirement will not permit a delay resulting
from publicizing a competitive solicitation;
• The Federal awarding agency or pass -through entity expressly authorizes a noncompetitive
procurement in response to a written request from the Subrecipient; or
• After solicitation of a number of sources, competition is determined inadequate.
Subrecipient is required to have an infrastructure for competitive bidding and contractor oversight,
including maintaining written standards of conduct and prohibitions on dealing with suspended or
debarred parties.
12. PERSONALLY IDENTIFIABLE INFORMATION
Subrecipient and any of the Subrecipient's sub awardees must comply with 2 CFR 200.303(e) and take
reasonable measures to safeguard protected personally identifiable information, as defined in 2 CFR
200.82, and other information the County designates as sensitive or consistent with applicable Federal,
state, and local laws regarding privacy and obligations of confidentiality including but not limited to
compliance with the Illinois Personal Infonnation Protection Act and other data privacy laws. See
Exhibit E for additional guidelines and requirements regarding data privacy.
12. WORKERS' COMPENSATION
Subrecipient shall provide Workers' Compensation Insurance coverage for all of its employees
involved in the performance of this Agreement
13. AMENDMENTS
This Agreement may be amended at any time only by a written instrument signed by both Parties. Such
amendments shall not invalidate this Agreement, nor relieve or release either Party from its obligations
under this Agreement. Cools County may, in its discretion, amend this Agreement to conform with
Federal, state or local governmental guidelines, policies and available funding amounts. If such
amendments result in a change in the funding, the scope of services, or schedule of the activities to be
undertaken as part of this Agreement, such modifications will be incorporated only by written
amendment signed by both Parties.
14. INSURANCE
Subrecipient shall provide and maintain, at Subrecipient's own expense, during the term of this
Agreement and any time period following expiration if Subrecipient is required to return and perform
any of the Services or Additional Services under this Agreement, sufficient insurance coverage to
protect any funds provided to Subrecipient under this Agreement from loss due to theft, fraud and/or
undue physical damage. Subrecipients that are self -insured shall maintain excess coverage over and
above its self -insured retention limits.
15. CONFLICT OF INTEREST
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Subrecipient warrants and represents to the County that it does not have nor shall it knowingly acquire
any interest that would conflict in any manner with the performance of its obligations under this
Agreement. Furthermore, Subrecipient warrants that no company or person, other than a bona fide
employee, has been employed to solicit or secure this Agreement with the County, and that Subrecipient
has not paid or agreed to pay any company or person, other than a bona fide employee, any fee,
commission, percentage, brokerage fee, gift, or any other consideration, contingent upon or resulting
from the award or making of this Agreement. For breach or violation of this provision, the County
shall have the right to terminate this Agreement without liability.
16. COUNTERPARTS
This Agreement may be executed in counterparts, each of which shall be deemed an original.
17. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement between the Parties and cannot be modified or
amended except by mutual written agreement of both Parties.
18. SEPARATE ENTITIES
It is understood and agreed that nothing contained herein is intended or should be construed as in any
way affecting the status of the Parties as separate, independent and distinct entities under Illinois or any
other law. It is further understood and agreed that nothing herein is intended or should be construed as
in any way creating or establishing the relationship of co-partners or joint ventures between the Parties
hereto, or as constituting the Parties as representatives of each other for any purpose.
19. NON -LIABILITY OF PUBLIC OFFICIALS
No official, employee or agent of the County shall be charged personally by the Subrecipient or by an
assignee or subcontractor with any liability or expenses of defense or be held personally liable under
any term or provision of this Amendment, because of such County's execution of this Amendment or
enforcement of the provisions herein.
20. INTERPRETATION
Any headings of this Agreement are for convenience of reference only and do not define or limit the
provisions thereof. Words of any gender shall be deemed and construed to include correlative words of
the other genders. Words importing the singular number shall include the plural number and vice versa,
unless the context shall otherwise indicate. All references to any person or entity shall be deemed to
include any person or entity succeeding to the rights, duties, and obligations of such persons or entities
in accordance with the terms and conditions of this Agreement.
21. WAIVER
Whenever, under this Agreement, a Party, by a proper authority, waives another Party's performance
in any respect or waives a requirement or condition of another Party's performance, the waiver so
granted, whether express or implied, shall only apply to the particular instance and shall not be deemed
a waiver forever or for subsequent instances of the performance, requirement or condition. No such
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waiver shall be construed as a modification of this Agreement regardless of the number of times a party
may have waived the performance, requirement or condition.
22. EXHIBITS
All Exhibits to this Agreement are incorporated as if set out fully. In the event of any inconsistencies
or conflict between the language of this Agreement and the Exhibits, the language of the Exhibits shall
control, but only to the extent of the conflict or inconsistency.
This Agreement contains the following attachments:
Exhibit A — Scope of Work/Technical Specifications
Exhibit B — Program Reporting Requirements
Exhibit C — Monitoring and Fiscal Reporting
Exhibit D — Request for Advance of Grant Funds
Exhibit E — Data Privacy Guidelines and Requirements
Exhibit F — Certification Regarding Lobbying
23. SIGNATURE AUTHORITY
A duly authorized agent for the Subrecipient is required to sign this Agreement on behalf of the
Subrecipient. If this Agreement is signed by a designee, a duly authenticated delegation of authority
evidencing the signer's authority to execute the agreement for and on behalf of the Subrecipient must
be attached to the Agreement for review by Cook County.
(Remainder of Page Intentionally Left Blank)
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IN WITNESS WHEREOF, the Parties hereto have caused their duly authorized representatives to execute
this Agreement on the dates hereafter set forth.
The Village of LEMONT
By:
Joh gofske
Mayor
COUNTY OF COOK, ILLINOIS
Jennifer `Sis' Killen
Superintendent
Date:
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Date: joi 2 -J
EXHIBIT A
SCOPE OF WORK
A. PROGRAM DESCRIPTION AND OBJECTIVES
Background
Cook County has administered the Invest in Cook (IIC) grant program since 2017, providing funds to
local non-profit organizations and government agencies to advance transportation improvements
throughout the region. The annual $8.5 million program has provided local and regional governments
transportation funds to cover the cost of planning and feasibility studies, engineering and construction
associated with infrastructure improvements consistent with the County's transportation and economic
development policy priorities. Over six years, IIC has facilitated investment of an additional $125 million
in federal, state, and local funds for transportation projects across the County. The proposed IIC American
Rescue Plan Act (ARPA) expansion program presents a unique opportunity to extend the impact of IIC
by advancing unfunded, previously identified local -priority projects. These funds will also address
historic disinvestment in disadvantaged communities by helping to correct infrastructure inequities
throughout the County. The expansion will work to mitigate local -level effects of the ongoing COVID-19
pandemic, which emphasized and exacerbated these historic inequities.
The IIC grant program is one avenue DOTH uses to implement Connecting Cook County, the County's
Long -Range Transportation Plan (LRTP). Published in 2016, the plan takes stock of the County's
transportation assets, deficiencies, and future needs and measures them against the community and
economic opportunities that transportation can facilitate. The LRTP outlines a new direction and a more
expansive role for the County in funding and collaborating on projects across jurisdictional boundaries
and in achieving greater integration of the system across all transportation modes.
Illinois Motor Fuel Tax (MFT) is the sole funding mechanism for the IIC program, limiting projects to
those compliant with acceptable uses of MFT as defined by state statute. The additional fiends provided
by ARPA will allow the program to support critical infrastructure projects that fall outside of MFT
eligibility but nevertheless affect the transportation system and public health.
Approach
The IIC grant program balances equity, local prioritization, and community need in project selection,
alongside advancing projects that have multi jurisdictional impacts throughout the County. The program
will provide funding for projects at any phase and strives to leverage follow on funding as a result of this
initial investment.
Types of Assistance
ARPA funds will be used for a one-time expansion of the Invest in Cook grant program, providing grant
recipients with funds for the purpose of implementing transportation infrastructure improvements.
DOTH understands that quality project delivery requires good planning over a project's life. To foster the
development of quality projects and help projects meet qualifications required to receive federal funding,
IIC ARPA funding can be distributed to projects at any stage of development, from planning and
feasibility studies, to engineering design, and all the way through construction and/or implementation.
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Subrecipients in the IIC ARPA Expansion program will also be encouraged to leverage Cook County
staff's subject matter expertise throughout project implementation. Additional assistance that may be
provided by DOTH to the grantee includes, but is not limited to: writing letters of support for the project,
generating cost estimates for grant applications to support future project phases, community engagement,
among other forms of assistance not named here.
Major Entities Involved
Cook County Staff will work together with the Subrecipient to administer funding for IIC-ARPA projects.
Implementation of selected projects will be led by the Subrecipient.
B. ROLES AND RESPONSIBILITIES
Eligible Subrecipients include local governments, regional transportation authorities, transit agencies,
natural resource or public land agencies, and any other local or regional governmental entity with
responsibility for transportation or recreational trails within Cook County. For projects that involve
multiple jurisdictions, the project should identify a lead Subrecipient and provide letters of support from
all partner entities. Private for -profit or non-profit organizations can submit project proposals on behalf of
a lead Subrecipient, but the public sponsor that meets the above criteria will be the Subrecipient under this
agreement. Proposals for multimodal projects in any phase of development will be considered. Grant
beneficiaries are limited to a single project. Staff salaries are not an eligible expense under this program.
Also, the purchase and/or maintenance of diesel based rolling stock (rail cars, buses, vans, etc.) and stand-
alone lighting projects are not eligible under the IIC program.
The Bureau of Administration by the direction of the DOTH will provide the program guidelines and
funding to the Subrecipient to administer the implementation of projects.
Subrecipient Staff
Award Subrecipient staff will:
• Identify in writing the authorizing signatories and Subrecipient staff who will be responsible
for project implementation, invoicing, and reporting;
• Engage in agreements with professional services or construction contract(s); where applicable;
• Collect and provide data/metrics needed for upward reporting in a timely manner;
• Provide updated reporting metrics on required timeline;
• Meet with Cook County staff to ensure progress and compliance with ARPA guidelines
o Including submission of required reports
o This includes monthly billing meetings, quarterly status meetings, and quarterly
performance reports.
• Review and process invoices, and submitting reimbursement requests in a timely manner;
• Transmit all communication, documentation, and/or reporting required under this Agreement
to InvestinCook.CC@cookeountyil.gov unless otherwise and explicitly requested to be
submitted by snail.
Cook County Staff
As the award recipient, the DOTH staff including the Program Lead, Superintendent or designee, and
other Cook County Staff will:
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• Conduct data reporting for certain denoted metrics;
• Monitor and oversee the program and Subrecipient's adherence to the Agreement
• Monitor InvestinCook.CC@cookcountyil.gov for submittals and correspondence from the
Subrecipient;
• Process reimbursement requests;
• Budget funds for program;
• Regular check ins with the Subrecipient to ensure progress and compliance.
C. ADMINISTRATOR
The Subrecipient is responsible for leading project implementation, invoicing, data collection, monitoring,
and reporting in accordance to ARPA and Cook County guidelines. The Party will utilize funds to engage
in agreements with professional services or construction contract(s) where applicable.
D. PROGRAM ADMINISTRATION AND PROCESS OVERVIEW
Cook County will reimburse the Subrecipient using ARPA funds for services rendered for the subject
improvement through Fiscal Year [2026]. Reimbursements for work already performed within the period
of performance of this contract will be processed upon execution of this agreement. Further details on
annual payments, including regarding the process to receive advance funds, can be found in Exhibit D of
this Agreement.
The Subrecipient will provide the County with all information needed to initiate reimbursements, in a
manner further described in Exhibit C of this Agreement. Additionally, the Subrecipient will confirm to
the County in writing that they have all signed contracts, invoices, and W-9s.
Program monitoring and compliance expectations will take place in a manner described in Exhibit C of
this Agreement and will be adhered to by all parties of this this Agreement.
Projects included in the IIC ARPA Expansion program were carefully selected after a screening process
which accounted for need, local priority, network impact, and equity alongside project alignment with the
priorities set forth in Connecting Cook County. Qualifying projects for the IIC ARPA expansion were
selected from:
• Previously evaluated IIC application/s or CDBG applications not previously funded due to
project readiness or grant program constraints at the time
• Existing inventory of local priority projects that had not advanced due to funding constraints
• Existing inventory of ongoing and/or previously proposed regionally significant, multi -
jurisdictional projects that fill a critical network need and/or advance multiple priorities of
Connecting Cook County.
Eligible Applicants and Projects:
IIC-ARPA projects must directly support at least one of the five (5) priorities set forth in Connecting
Cook County. Those priorities are:
Prioritize Transit and Other 'Transportation Alternatives — A sustainable mobility
network requires complementary modes of transportation that satisfy transit, cycling, and
pedestrian needs. An efficient transit system is a signifier of a world class metropolitan
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region, providing a complete and fully accessible cycling/pedestrian mobility system is also
integral to a high quality of life. Projects supported with IIC/IIC-ARPA funds will improve
our transit networks and allow communities to place greater emphasis on walking, biking,
and other alternatives to driving.
Support the Region's Role as North America's Freight Capital — Freight plays a critical
role in Cook County's economy and its continued prosperity. While being North America's
largest port has provided our region with tremendous wealth, it has also made the Chicago
region the largest chokepoint for both trucks and trains in the national freight system. Projects
supported by IIC/IIC-ARPA focus on improving rail and truck movements through the region
and on coordinating land uses in proximity to freight transportation facilities, among other
freight supportive activities.
Promote Equal Access to Opportunities — A transportation network should facilitate easy
connections to jobs, schools, healthcare centers, recreation, and much more. A high -quality
transportation network provides the means by which people have access to opportunity.
Historical economic development practices and land use regulation meant that the
opportunities afforded by access to a robust transportation system are not guaranteed by Cook
County's current built environment. Projects supported by IIC/IIC-ARPA funds address these
inequities by targeting transportation investments in in disadvantaged communities, and
through partnerships with other agencies that make equity a priority in their work.
Maintain and Modernize What Already Exists — Though large capacity -increasing projects
can be seductive, maintaining and modernizing existing transportation facilities is a top
priority for Cook County. Postponing regular maintenance adds to long-term costs, reduces
the appeal of public transit services, causes delay and congestion, creates safety hazards, and
makes transportation more expensive for users. Projects selected for IIC/IIC-ARPA program
will help communities modernize their local transportation networks and/or provide
regionally significant improvements for the changing needs of 2 1 " century.
Increase Investments in Transportation — Growing and maintaining the County's
transportation systems will require more money. Increased investment will help our economy
grow and make communities more livable. Projects selected for IIC/IIC-ARPA leverage local
resources to support infrastructure and using state and federal funds to implement
transportation improvements.
The following is a representative but not exhaustive list of the types of projects eligible for Invest in
Cook-ARPA funding:
Transit Improvement Projects
o Transit Studies and Needs Assessments
o Transit Facility Improvements or Equipment Improvements
o Fleet retrofits and electrification
o Paratransit opportunities
Transit Service Enhancements or Improving Transit Accessibility
Bicycle and Pedestrian Facility Projects
o Bicycle or Pedestrian Master Planning
o Adding Bike Lanes
o Traffic Calming/Road Diets
o Multi -Use Trails
o Filling Sidewalk Gaps
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o Intersection Safety Improvements
o ADA-Related Improvements
Freight Projects
o Truck Route Planning
o Increased Viaduct Clearance
o Safety improvements to Highway -Rail Grade Crossings
o Roadway -Rail Grade Separations
o Roadway Improvements on Truck Routes and High Truck Traffic Road Segments
o Railroad Improvements
o Environmental needs assessments
• Traffic Flow Improvement Projects
o Eliminating Bottlenecks
o Intersection Improvements and Modernization
o Interconnected Signal Technologies
• Bridge Improvements
• Demonstration Projects for New Technology
o First mile/last mile gap studies
o Electric Charging Stations
o ITS
o Service Improvements to Existing Routes
• Corridor Studies
• Economic Development Projects
o Transit Oriented Development Plans
o Transportation Improvements to Support Local Business Districts
o Local Comprehensive Transportation Plans
• Rain Readiness and Stormwater Management Plans
• Stormwater and Drainage Improvements
• Other Projects — Please consult with County Staff to determine eligibility
As the projects develop, feasibility and needed funding levels can change and some revisions to the
programmed projects can be expected. DOTH staff will work with Subrecipient staff to review any
potential revision to the list of selected projects and award amounts and proceed upon mutual agreement.
E. WORKPLAN
Phase 1 Engineering
a. Unless otherwise agreed to by the Parties in writing, any phase I engineering services to
be performed by a qualified consultant(s) under an existing contract with the Subrecipient
and/or selected through a competitive, qualification -based procurement process.
b. Upon request by the County, the Subrecipient will provide the County with copies of any
and all deliverables produced by the Subrecipient's consultant(s) and submitted to the
Subrecipient, including, but not limited to:
i. Any and all surveys, studies, reports, charts, maps, drawings, agreements, data,
plans, specifications, estimates, plats, permits, and special provisions.
c. The Subrecipient will provide not less than fourteen calendar days in advance written
notice to the County of any public meetings or hearings held as part of the project.
d. The Subrecipient will provide the County with one paper copy and an electronic copy of
any Project Development Reports completed as apart of the project.
Page 23
2. Phase II Engineering
a. Unless otherwise agreed to by the Parties in writing, any phase II engineering services to
be performed by a qualified consultant(s) under an existing contract with the Subrecipient
and/or selected through a competitive, qualification -based procurement process. Services
to be performed as part of the project, including, but not limited to:
i. Preparing preliminary, pre -final, and final construction plans;
ii. Specifications;
iii. Special provisions and cost estimates.
b. The Subrecipient or its consultant(s) will submit construction plans, specifications,
special provisions and cost estimates for a project improvement to the County at the
following stages of preparation:
i. 60% Complete — Preliminary;
ii. 100% Complete —Final.
c. The County may review the construction plans, specifications, special provisions and cost
estimates and offer comments and/or objections, which the Parties will work
cooperatively to address and resolve. If the Subrecipient does not receive comments from
the County within forty-five calendar days of receipt thereof, the lack of response will
constitute approval.
3. Construction/hnplementation Work
a. Project construction/implementation work will be performed by a qualified contractor(s)
under contract with the Subrecipient and/or selected through a competitive, qualification -
based procurement process. In awarding and administering any construction contract(s),
the Subrecipient shall comply with all applicable local, state and federal laws and
regulations. Any construction work to be completed by the Subrecipient forces shall be
agreed to be the Parties in writing.
b. The Subrecipient will provide not less than fourteen calendar days' in advance written
notice to the County prior to any pre -construction meetings and not less than seven
calendar days' advance written notice the County prior to the commencement of any
construction work on the project.
c. The County acknowledges that the Subrecipient is self -insured. The Subrecipient will
require its contractor(s), subcontractor(s), and/or vendor(s) to procure and maintain
insurance against claims for injuries to persons or damage to property that may arise from
or in connection with the performance of work by its contractor(s), vendor(s), agent(s),
representative(s), employees or subcontractor(s). Work must not commence until an
insurance required by this section has been obtained. All insurers must possess an A.M.
rating of A- VII or better and be authorized to do business in the State of Illinois.
d. The County and its authorized agents will have reasonable rights of inspection (including
pre -final and final inspection) during construction of any project improvements. The
County may assign personnel to perform inspections on behalf of the County and will
deliver written notice to the Subrecipient advising the Subrecipient as to the identity of
the individual(s) assigned to perform said inspections.
e. The Subrecipient will provide not less than fourteen calendar days' advance written
notice to the County prior to final inspection of any project improvements.
4. Phase III Engineering
a. Unless otherwise agreed to by the Parties in writing, any phase III engineering services to
be performed as part of the project will be performed by a qualified consultant(s) under
an existing contract with the Subrecipient and/or selected through a competitive,
qualification -based procurement process.
Page 24
b. Upon written concurrence from the County, the Subrecipient may elect to perform phase
3 engineering services for the project using its own resources and staff. Notwithstanding
the foregoing, the County will not reimburse the Subrecipient for any administrative costs
expended by the CoC, including staff salaries and wages, pertaining to phase III
engineering services.
c. The County will periodically visit the construction sites to confirm that phase III
engineering services for the project are being performed in a satisfactory manner. The
Parties will work collaboratively to address and resolve any issues raised by the County
regarding the performance of phase III engineering services.
Finances
a. The Subrecipient agrees to pay all actual project related costs, including, but not limited
to:
i. Costs for engineering services;
ii. Right-of-way and/or permit acquisition;
iii. Construction/implementation;
iv. Subject to reimbursement by the County as hereinafter stipulated.
b. Further information regarding reimbursement and fiscal reporting requirements will be
found in Exhibit C of this document.
6. Maintenance
a. As used herein, the terms "maintenance" or "maintain" mean keeping the facility being
maintained in good and sufficient repair and appearance. Such maintenance includes the
full responsibility for the construction, removal, and replacement of the maintained
facility when needed.
b. Before, during and after completion of construction for any of the project improvements,
the Subrecipient will maintain or cause to be maintained those portions of the
improvements under its established jurisdictional authority, in a manner satisfactory to
the County and Federal Highway Administration (the "FHWA"). The County will
maintain or cause to be maintained those portions of the improvements under its
established jurisdictional authority, in a manner satisfactory to the FHWA.
c. The Subrecipient will maintain, or cause to be maintained, any infrastructure constructed
or improved as part of the IIC-ARPA program, in compliance with the Americans with
Disabilities Act (ADA), Public Right of Accessibility (PROWAG), and any other federal
and/or state laws and regulations. Maintenance responsibilities include grinding, removal
and replacement of sidewalks, and removal of weeds and/or debris. The Parties agree that
the County shall not own, operate or maintained, or cause to be maintained, any
infrastructure constructed or improved as part of the program.
d. It is agreed to by the Parties that the maintenance obligations described in this section
will survive the termination of this agreement.
F. BUDGET
Cook County will provide reimbursement to the Subrecipient for eligible expenditures up to a max
participation of $150,000 of ARPA funds for services rendered through December 31,
2026.Reimbursements for work already performed within the period of performance of this contract will
be processed upon execution of this agreement. Further details on annual payments, including regarding
the process to receive advance funds, can be found in Exhibit D of this Agreement.
Page 25
The approved budget for Insert Project Name can be found below. This budget is liable to change based
on project(s) schedules.
Budget go
Personnel
I22
$
2023
$
20241
$
$
I.
$
Total
$
Administrative Costs
$
$
$
$
$
$
Supplies and Materials
$
$
$
$
$
$
Direct Programming Costs
$
$
$
$
$
$
Maintenance
$
$
$
$
$
$
Rental and Leasing
$
$
$
$
$
$
Contractual Services
$
$
$
$
$
$
Capital Improvements and
Construction
$
$
$150,000
$
$
$
Other Costs
$
$
$
$
$
$
Indirect Costs
$
$
$
$
$
$
G. MARKETING AND COMMUNICATION
Subrecipient must acknowledge Cook County and the Invest in Cook program when describing
projects or programs funded in whole or in part with Cook County IIC-ARPA funds. Subrecipient and
any additional recipients shall promote the Program to participants within Cook County. Flyer,
advertisement, press release, and other templates will be approved by the County before publication;
the Subrecipient may draw from that approved language for additional communications as needed.
The rights and obligations of Subrecipient to design and market the Program are not exclusive, and
Cook County may advertise and promote the Program, at its sole cost, as it deems necessary or
desirable. Cook County achieves its mission through partnerships with states, local governments,
community organizations, and others. Communicating the role of Cook County support increases
public understanding of how we work with community partners to achieve our mission to lead and
promote equitable economic growth and community development. As such, we require Subrecipients
Page 26
to track and report on marketing and outreach activities. Reporting should include types of
engagement and tactics used to share information about the programs.
Any publication produced with funds from this award must also display the following language:
"This project is being supported, in whole or in part, by federal award number ALN 21.027 awarded
to Cook County by the U.S. Department of the Treasury."
Page 27
EXHIBIT B
PROGRAM REPORTING REQUIREMENTS
Subrecipients shall include applicable program reporting requirements in any sub award
agreement
A. U.S. TREASURY REPORTING REQUIREMENTS
ARPA fund recipients are required to track specific performance indicators and programmatic data in
order to comply with Program award reporting requirements, including a quarterly "Project and
Expenditure" report, and an annual "Recovery Plan Performance Report." The Subrecipient permits
the County and auditors to have access to its records and financial statements as necessary for
meeting federal requirements. Funding expenditure records must also be kept for five years after all
funds have been expended or returned to Treasury.
Each SLFRF project must be aligned to a single Treasury Expenditure Category, as identified by
Cook County, and will require specific reporting data based on that category.
To determine whether the Party is meeting performance expectations, the County has set and will monitor
performance goals, indicators, targets, and baseline data. The Subrecipient will be responsible for tracking
project progress and providing regular updates to the County for inclusion in County reporting.
Type
Metric
Collection Timeframe
Data Owner
Data Type
Program
Geographic disbursement of
Monthly
Project Lead
Text
Specific
infrastructure funds
Program
# of projects submitted in low to
Monthly
Project Lead
Numeric
Specific
moderate (Cohort 3 and 4) income
communities
Program
# of projects awarded in low to
Monthly
Project Lead
Numeric
Specific
moderate (Cohort 3 and 4) income
communities
Program
# of projects completed in low to
Monthly
Project Lead
Numeric
Specific
moderate (Cohort 3 and 4) income
communities
Program
# of pedestrian and bike infrastructure
Monthly
Project Lead
Numeric
Specific
projects submitted
Page 28
Program
# of pedestrian and bike infrastructure
Monthly
Project Lead
Numeric
Specific
projects awarded
Program
# of pedestrian and bike infrastructure
Monthly
Project Lead
Numeric
Specific
projects completed
Page 29
EXHIBIT C
MONITORING AND FISCAL REPORTING
Subrecipients shall include applicable monitoring and fiscal reporting requirements in any sub
award agreement
Given the nature of the ARPA Program and the imperative to get assistance to County residents who
are in need, significant monitoring and compliance controls have been built into the front-end
management of the program to ensure financial integrity and accuracy. Embedded monitoring and
compliance measures include but are not limited to:
• Establishing performance metrics and standardizing administrative reporting
• Establishing a clear program governance
• Managing and overseeing program cash flow
• Regular review and monitoring of expenditures to ensure compliance with Treasury
parameters
In order to help ensure that Treasury Guidance and DOTH policy are being followed, DOTH will
receive regular reporting from the VILLAGE OF LEMONT (See Exhibit B for details). In addition,
reviews of the Program will be performed, and regular contact with the VILLAGE OF LEMONT will
be maintained to both maximize the Program's coordination and adhere to federal guidelines.
The federal Uniform Guidance, 2 CFR 200.332(d), requires that pass -through entities "monitor the
activities of the subrecipient as necessary to ensure that the subaward is used for authorized purposes,
in compliance with federal statutes, regulations, and the terms and conditions of the subaward; and that
subaward performance goals are achieved." As a direct recipient of federal funds for State and Local
Fiscal Recovery, and as a pass -through entity providing federal finding to Subrecipients delivering the
program, DOTH, as authorized by Cook County, is responsible for monitoring its subrecipients and
their use of federal funds in a manner that conforms to ARPA spending rules.
• RESPONSIBILITY
DOTH or their designee will be responsible for arranging monitoring and compliance activities for the
Invest in Cook Expansion. The Bureau of Administration will also conduct a formal review to satisfy
County requirements and ensure compliance is being maintained.
• FREQUENCY
Monitoring the VILLAGE OF LEMONT and their activities shall be conducted at the discretion of
DOTH. At a minimum, DOTH will perform periodic compliance monitoring reviews of the VILLAGE
OF LEMONT's activities. DOTH's designated representative can choose to perform sporadic
monitoring if they deem it necessary, and can use the meetings for financial, programmatic or
compliance review purposes. Irrespective of DOTH's official monitoring review, DOTH will
supplement the basic monitoring activities with the weekly reporting requirements from the VILLAGE
OF LEMONT.
• OBJECTIVE AND SCOPE
DOTH will monitor the activities of the VILLAGE OF LEMONT as necessary to ensure that the
subaward is used for authorized purposes, in compliance with Federal statutes, regulations, and the
terms and conditions of the subaward; and that subaward performance goals are achieved. Pursuant to
2 CFR 200.332(d), the scope of monitoring of a subrecipient must include, but is not limited to:
Page 30
I . Reviewing financial and performance reports
2. Following -up and ensuring that the subrecipient takes timely and appropriate action on all
deficiencies pertaining to the Federal award provided to the VILLAGE OF LEMONT from
DOTH detected through audits, on -site reviews, and written confirmation from the VILLAGE
OF LEMONT highlighting the status of actions planned or taken to address Single Audit
findings related to the particular subaward.
3. Issuing a management decision for applicable audit findings pertaining only to the Federal
award provided to the VILLAGE OF LEMONT from DOTH as required by 2 CFR 200.521.
4. Resolving audit findings specifically related to the subaward. DOTH is not responsible for
resolving crosscutting findings. If the VILLAGE OF LEMONT has a current Single Audit
report posted in the Federal Audit Clearinghouse and has not otherwise been excluded from
receipt of Federal funding (e.g., has been debarred or suspended), the pass -through entity may
rely on the subrecipient's cognizant audit agency or cognizant oversight agency to perform
audit follow-up and make management decisions related to cross -cutting findings in
accordance with section § 200.513(a)(3)(vii). Such reliance does not eliminate the
responsibility of the pass -through entity to issue subawards that conform to agency and award -
specific requirements, to manage risk through ongoing subaward monitoring, and to monitor
the status of the findings that are specifically related to the subaward.
• METHODS
Cook County may employ, but is not limited to, the following monitoring tools:
Examples:
• Evaluate the continued viability ofproject components and offer assistance and/or workoutplans
when necessary and feasible
• Provide the VILLAGE OF LEMONT with training and technical assistance on program -related
matters
• Perform on -site reviews of the VILLAGE OF LEMONT's program operations;
• Review administrative and financial management procedures, internal controls, and make
recommendations where needed, -
Evaluate the accounting applications including, general ledgers, cash receipts/revenue, cash
disbursements/expenses, payroll, financial reporting and property and equipment
• REMEDIES FOR NONCOMPLIANCE
In the course of monitoring, if Cook County determines that the VILLAGE OF LEMONT is
noncompliant with the federal statutes, regulations, or the terms and conditions of the federal award,
or with DOTH policies, DOTH may attempt to resolve issues of non-compliance by taking one or
more of the following actions:
1. Recommending corrective actions,
2. Asking the VILLAGE OF LEMONT to provide a "Corrective Action Plan" (CAP),
3. Providing technical assistance, or
4. Modifying the agreement to include requiring prior approval for certain activities, more
frequent communication, or requiring new or additional reporting from the VILLAGE OF
LEMONT.
Page 31
If Cook County determines that noncompliance cannot be remedied through these means, the County
may take one or more of the following actions, subject to the applicable notice and cure periods
stipulated in the Agreement:
• Temporarily withholding reimbursements pending correction of the deficiency, or
• Requiring Subrecipient to reimburse costs deemed ineligible by DOTH.
If DOTH suspects instances of fraud or misconduct, or determines that the Subrecipient is unable or
unwilling to undertake the corrective actions recommended (subject to Defaults, Remedies,
Termination and other legal and equitable rights of the County stipulated in the Intergovernmental
Agreements) DOTH may take one or more of the following actions, in consultation with Treasury,
which may be dependent on the type of deficiency and the seriousness of the deficiency:
1. Disallow all or part of the cost of the activity or action not in compliance,
2. Wholly or partly suspend or terminate the federal finding,
3. Terminate administrative arrangement with Subrecipient, or
4. Take other remedies that may be legally available.
If DOTH deems the non-compliance event to be severe, they reserve the right to escalate a response to
the County's Inspector General or the Office of Human Rights. Allegations of monetary or non -
monetary offenses must receive a response within 30 days of the finding(s). Material damages resulting
from a breach of contract are immediately recoverable by DOTH.
• EXPENSE TRACKING
As a Subrecipient, the VILLAGE OF LEMONT will adhere to Cook County's grant policies with
respect to the tracking of program expenditures and the transfer of funds. Cook County reserves the
right to update and modify the process by which funds are delivered based on the subrecipient's risk
profile and demonstrated ability to meet the program's goals, objectives, reporting, and compliance
requirements.
Program finds are anticipated to be distributed to subrecipients on a reimbursement basis. The County,
at its discretion, may elect to provide a Subrecipient with a portion of their funding as an advance in
some cases.
A Subrecipient seeking reimbursement for non -payroll expenses incurred within the administration of
the Invest in Cook Expansion should share the following items at the end of each month with DOTH
for each expense item. if a subrecipient has received funding in advance, the Subrecipient shall share
this information within one month of the expenditure.
Table L - Expense Documentation Requirements
Documentation
Purpose
Page 32
Example (s)
Original Invoice Proof of purchase Expense receipt, invoice
Date of Invoice
Expense Description
Vendor
Incurred
period
during eligible I Invoice, proof of payment
Eligibility review Invoice, written description
Source of purchase Invoice, proof of payment
Expense Amount i Total request reimbursement Total listed on invoice
Proof of Payment Proof of payment by entity Bank statement, check statement,
j general ledger, copy of check
Budget Category Administrative 1 Administrative
In addition to an Excel summary of the expenses, all physical copies of monthly invoices should be
incorporated into a single PDF document and all corresponding copies of their proof of payment should
be incorporated in a separate PDF document. Subrecipients should highlight each expense they are
seeking reimbursement for in an easily identifiable manner on the invoice and the proof of payment,
respectively (i.e., highlights).
DOTH has the discretion to evaluate expenses and reject those that were incurred outside the eligible
period, are not an eligible administrative expense, or that are not clearly connected to the execution of
the Invest in Cook Expansion. Additionally, failure to provide the requisite expense documentation
listed in the table above each month (or reasonable alternatives) may inhibit the Subrecipient from
receiving reimbursement or may delay reimbursement.
Expenses that prompt a Subrecipient unexpectedly to exceed its projected budget will require an
additional written explanation for why the expenses were necessary, how they were related to
administering the Invest in Cook Expansion, and why they were not included in the original budget.
DOTH will decide whether to reimburse such an expense.
• PAYROLL TIMEKEEPING
For Payroll reimbursement, the Subrecipient is responsible for tracking employees' working hours
dedicated to the Invest in Cook Expansion. The VILLAGE OF LEMONT will track the hours applied
directly to the program and share their payroll reimbursement requests on a monthly basis. The required
documentation for each employee is specified below:
a. Employee name
b. Employee title
c. Hourly rate
d. Number of hours worked, and
e. Overview/Description of program activities
In addition to a document noting the items listed above, a formal payroll report from a Subrecipient's
payroll system must be produced that covers the month duration for which the Subrecipient is seeking
reimbursement.
Page 33
Hours not directed to the Invest in Cook Expansion should not be included in the reimbursement
request. DOTH shall seek repayment for any erroneous reimbursements.
• INVOICE SUBMISSION
The VILLAGE OF LEMONT must provide the following information to seek reimbursement for
program costs (See the Appendix, Attachment A for Templates):
• Expense Summary Form,
• Payroll Report Form,
• Itemized Invoice Report Form
• Invoices, receipts, proof of payment, and/or payroll registers.
These expenses (payroll and non -payroll) will be measured against each projected budget and evaluated
for eligibility. Any errors will be annotated and returned to the VILLAGE OF LEMONT for correction
prior to reimbursement.
Page 34
Attachment A
Required documents from subrecipients for expense reimbursement
Sample Reimbursement Summary Form:
tC:'. ESRA1.3ki23
Expense Summary= Report
snot rn.sg-(u'nt cgt+at�ar ekes +uxipiiw'tyriwyrr�d'acy.anra imca:-very afeexa/raoence vnnw3 ea Sub.+c�yromt'r Rirk.Jnaer.+wn.t. Fh+:.ciam
iv at b1a—:niurs'_v.nAi. air yew }Qiw—nni lxis rgiw.Le rill. iinirerr eti+aruiye rtmiaiunre:ati. Tin n^�-uts en 8ugts CmfG�wn rAn yas�r+uu§
fna a.svw '%, c tismn:ut Canw any tkt 5r. `ucsy�nt 71sr se�zst:inm rsr atrrs•.4c+nr Sutvs+Fimit 14am ids .ryu+smirnt m
•F•:nnin Fvrkiy a'acu.easa.en iu.cx:y a+uEp.•auf •frvYm nsj d "aifrabcr ikatyreS sc.l ,xa �rc2,i. �aoMernu must ,.te nas3grnmre eka
tv�iu.^ axusirnmfiea !e. a y L*d at A+a r+! Yaws r i;'.cvny at cke rcnciwiaa utfinr uraru'a eiannu; re+faiaicnf -,.itk Ca-1 ;x - rcpui a
rra5'rr aiu ,ka F.eutu.s .�ie.�ievaa+aum'x —..I Can Cnu t .dV.W tnt a w. anmc see bYv-A p
.•,+.nfmin�.,•ar.:ny,;:y,a� anaeka,3•.e,uerey.en:,ra•a
Subrecipient Information
I P'r 3�CC1 •Ttril:
Suhrecipiemt NAme u brocipi r,t A jdre.r:
Itaique Eatin IQ (r , ,-Ik M!' ): i..rla+nent TAM:
hewrouce Ported Covered -Dale SYLtnuted:
Budgetary Catkeory Approved Budgat' ?ectidn' Balance" E.rpeelded Amjumr- Rtstdual Balaece
Capital improvements & Cori, �
Select
Select
Select
Select_., -------_--_--
Select
Select
i
Select
• 1•~•"fYs trir Atjpa FtvtiO:+rrtsM:f6+aaei C.s al+rmtgV,f AtWr.'ev 9+ wx.-Lu.;.rsr� twm o A+ly+�r>:inBbt tr,�twta./W
yiYtr.v iL'we ;:.V k / Ei't tiY t y: +0}Y ae iw JCR f4l lax +tY ai h�•�N' tl [ya
Adraucament Dra"wu Details PL.cablle)
Subrecipient Certifacafion
d re+.ckr+' wm tn,: n1i••.aaun! en.*.ai,u:.� num.c a art.vma a tm,+:t::, +- w.�a u. a .r.= ✓ i -fns, an.- t �,..s ana .cnrrLacs:
wmk ayy.rnaif dusyC, a.d rAw.19 omits npxiSimanxr+:i t ma A— +. dnp—illy to A. i.cwh, dnfin, ..Ah Owl ni ad.li€ ,accun+eeiss:.u+c
ur.! en tee:-kd m ehe e:av ij a CLrally nagsaar .. _. _ . _.. ....
Citaf Frnr+uciii Officer (er aquivAkat) Name
data: _
I-CLietFicaucialQKttr Sieuaturo:
County Program Lead Approval,
r ... I'.: .��� �, �. entar S•�ir:ct;:ai :riix t.ecl: _eIECt ..
tiuhe.¢ip+cm iutr �i4f.+d nil �d,iurtrd 3a.--,. 'select
t.nuy eirpawient Ntlarv'. Cl
Prvpram @.evui Nainc: ! t7eruru Lr'stit ltpr s,wt�� u t Sigriwl:
13,t•r,,.,tt L. J- --- .._-� L}!{it V:ir.al l aJ�thlic SfiNk—
*the falfoa. inp. ti+suu .nYia he sukxugxi r a ttack.+gc aluug u n6 ct,e V,r�r,�l9 ttct�e,+€ s+xi nc� tllciuucrl htYut..c Ilg+nrt.
Page 35
Sample Personnel Costs Form:
Payroit Report
0
CC.M.03.21023
T1,z (u?�°*'"4i f u ,nre. Ord as � eid S..n ::yx�e .e r ia,rgg?..c! ;rcumaa as a i: (u, awpfinees ,.[.�iee� r:e ekc};rurseY S?u'r .ra�.e
�.a adaufsc akm e,c.s.t�u-N 1 mr ;eyr.iremmt m wainxain eayn �zuMa;:mneu +in�r(ras aeily � v}��'gsnrustt,fu• aJ zxxn4vm (yuysnrr
yvwe;2j Suiues�n+mra maa^. resin a�pra¢rt ±ke X'wawrmlaLxn f� a paeiud cy;iiu (X,i u¢nra L�+itiney at r.k scrrcrlaina nj`eke tr.anl i rrt�ea,;,
nrirten: n�k Csattrt p.Atq, j n;g—,44 ..Ails any eke Frev.in.y-'�aerwmalu+a s recv...� .tlrut:<.¢e .yam :�nwear., t gee Cnu�x.mje:rs. lnr
Suerecs-<.srs ag.•eu sthn*a ±ka iaekryr ds+su�.eaarinn 3.rir� :kd gran: s+3 riar 3 a+.csgtuenr :rare. Pne rnra fvr ee'raraa C' sncot! e.�uaf ±kc;u„rd:
one-aa.o amev,n,ku the sams..g: 'rri.�yv.sx•A en eha Ersr•roe.a Sumnrs:.,<Fwy •r.
SubrecipiefitInfOrmtAGD
Project Title:
Subrecipieni Name:
ipient Address:
Uri re Entire• ID*:
#ArLee,
FrcrrreMe Period Covered:
ubmitted:
Srbrecipient Certification
,_�r; ,:,:n:�,�.�...•,...,�.��.r..:.,a._ra:�.__� .��:.��:_.�....: :_... i. .a,._.t.•.r .,rand.
cnm}r ia... .Z.: .:9 �:igar, an3 char mi a:ke. .appreme� ,arn er.z aeee�., , ,; - ., ia: ��.-. •. Pat a r_ Ynuc nr�
„air n:_. - u�::n t2&ey+.{nuddi sn bit .urea reps Ceycr, ctueae. _ '
Chief Finarcihi Officer (or et}nivalerij Name:
1 I Date:
Chief FkaLciei Officer Siptaturc
s I I , 1,11'.•_ -.. „uc,i he ,ttl mu ] n• It.(—%ami the ll.11t - d lrnwru 44 VI
Page 36
Sample Other Costs Form:
C�'.IIR.033e�23
Itemized Invoice Report
inr faYnxirtg knn xaFaarax 3oitrrr*v-n: ao.urra¢er dnaiix fodercr rnus:d in.°a.druzr�-.<ea i .Fuk.4rrrrmrnt,' tfi a 'w: e�''ine•ca t>iat con
rx rci'�m+xxi is tnr twt>sa: #+'FY+tkr-nui.�x rr.:eua ase nrmiad fke inrxoemrrx ritcaJs or trxres rc,Su:•+a.tn ekd &+�xtivy t.otegn ra obrrad
ayrcrt aafuaxe tdr[mw;y andtAr Sxa��g tx�k tudarrr-mania x�m:.u'i;eg the tunnlwr rdhscrc.�in t6o- Ey-.maar 5uwewru R.z�aur:�.hw
.gta,a dtas .st oFmt 4r cAr SuE.arg'eu cem r¢lszawr.+r �• navuain embk dcv.srK.uasF+n r'inwirax auni w,e[.. �paartd.vi_%ar a!t g•.mcaaa
rja++,-mii oni nxw,�vo.5'zl. 5rt+�i�.vsnea ma+s+ retain any y�neam aFa 6�w`yo bruweu.. zrrt iiv a �xvind ty' �r (:y urva finy ni;y x ¢�
.c xyr tnr Ca-av'a c'avac�t.. c irrtc n,tn is av gu'...4 lnr rty.u,:n —diu —d A. F—r , .Li:mcra�.r4 a rr<u.d Kfraiu.r
_i...r_....nr. C� ca u. a .. , >�.. .:.,f.... � >�. c. w r >,_.n. a>_...� _c...w,.�.a.u.a> as trir. �•.a.n a.v [kr s au'vn�..ras,w�r.
Subrecipaent Informatfiea
Project Tmi k:
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Page 37
EXHIBIT D
Request for Advance of Grant Funds
The following form affords organizations in need of an advance of funds to request them from the County
to perform program activities. The information should be provided by the subrecipient and shared with
the County Program Lead. The information below is required before an advance of funds can be initiated.
Sample Advance Form:
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Advancement Request Fillim
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Amoent Requested
Basis of \*rd £xplalration
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For Use by Department of Budget eud 3.f nageneet Only
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Page 38
EXHIBIT E
Data Privacy Guidelines and Requirements
Subrecipients shall include data privacy guidelines and requirements in any sub award agreement.
Unauthorized access, use, or disclosure of personally identifiable information ("PII") can seriously harm
both individuals, by contributing to identity theft, blackmail, or embarrassment, and the organization, by
reducing public trust in the organization or creating legal liability. PII includes any information that
reveals or may reveal an individual's identity such as: name, social security number, date and place of
birth, mother's maiden name, biornetric records, or any other information linked or linkable to an
individual, such as medical, educational, financial, and employment information or as otherwise defined
in the Illinois Personal Information Privacy Act. The business practices of Cook County and its County
Agencies as well as Subrecipients must conform to with the necessary data privacy requirements,
standards, and operational controls to ensure conformity with legal and regulatory requirements, county
ordinances, and business requirements, including:
• Illinois Personal Information Protection Act (815 ILCS 5300
• Illinois Biometric Information Privacy Act (740 ILCS 14/)
• CJIS—Criminal Justice Information Services Security Policy v5.9.1 (released June 2022)
• HIPAA—Health Insurance Portability and Accountability Act (164.308 Administrative
Safeguards, 164.312 Technical Safeguards)
• NIST Special Publication 800-53r4 Security and Privacy Controls for Federal Information
Systems and Organizations
• NIST Special Publication 800-122 Guide to Protecting the Confidentiality of Personally
Identifiable Information
• NIST Special Publication 800-88, Revision 1: Guidelines for Media Sanitization
• 2 CFR § 200.303 - Internal controls.
Subrecipient shall develop and maintain standard operating procedures that meet the following criteria:
Identify all PII residing within their organization or under the control of their organization
through a third party to ensure all PII is protected.
Document, review, and ensure that there are security measures implemented and maintained to
protect data from unauthorized access, acquisition, destruction, use, modification, or disclosure.
Implement measures to comply with breach notification requirements outlined in the Illinois
Personal Information Protection Act.
A. Fair Information Practices
Privacy is much broader than just protecting the confidentiality of PII. The protection of PII and the
overall privacy of information are concerns both for individuals whose personal information is at
stake and for organizations that may be liable or have its reputation damaged should such PII be
inappropriately accessed, used, or disclosed. To establish a comprehensive privacy program that
addresses the range of privacy issues that Cook County may face, Subrecipient should take steps to
establish policies and procedures that address all fair information practices.
Collection Limitation —There shall be limits to the collection of personal data by the Subrecipient and any
such data shall be obtained by lawful and fair means and, where appropriate, with the knowledge or
consent of the data subject. Data collection shall be limited to only the data required to effectuate the
stated purpose for which it is collected.
Page 39
Data Quality —Personal data collected shall be relevant to the purposes for which they are to be used,
and, to the extent necessary for those purposes, shall be accurate, complete, and kept up to date.
Purpose Spec fication—The purposes for which personal data are collected by the Subrecipient shall be
specified not later than at the time of data collection and the subsequent use limited to the fulfillment of
those purposes or such others as are not incompatible with those purposes and as are specified on each
occasion of change of purpose.
Use Limitation —Personal data shall not be disclosed, made available, or otherwise used for purposes
other than those specified, except with the consent of the data subject or by the authority of law.
Security Safeguards —Personal data shall be protected by the Subrecipient through use of reasonable
security safeguards against such risks as loss or unauthorized access, destruction, use, modification, or
disclosure of data.
Openness —The Subrecipient shall have a general policy of openness about developments, practices, and
policies with respect to personal data. Means shall be readily available for establishing the existence and
nature of personal data, and the main purposes of their use, as well as the identity and usual residence of
the data controller.
Individual Participation —An individual shall have the right: (a) to obtain from a data controller, or
otherwise, confirmation of whether or not the data controller has data relating to him or her; (b) to have
communicated to him or her, data relating to him or her within a reasonable time; at a charge, if any, that
is not excessive; in a reasonable manner; and in a form that is readily intelligible to him or her; (c) to be
given reasons if a request made under subparagraphs (a) and (b) is denied, and to be able to challenge
such denial; and (d) to challenge data relating to him or her and, if the challenge is successful, to have the
data erased, rectified, completed, or amended.
Accountability —The Subrecipient shall utilize or name a data controller who shall be accountable for
complying with measures which give effect to the principles stated above.
For the purposes of this agreement, "Data Collector" or "Data Controller" may include, but is not
limited to, government agencies, public and private universities, privately and publicly held
corporations, financial institutions, retail operators, and any other entity that, for any purpose,
handles, collects, disseminates, or otherwise deals with nonpublic personal information.
B. Accounting of Disclosures
1. The Subrecipient shall keep an accurate accounting of disclosures of information held in each
system of records under its control, including:
a. Date, nature, and purpose of each disclosure of a record; and
b. Name and address of the person or agency to which the disclosure was made.
2. Subrecipient shall retain the accounting of disclosures for the life of the record and thereafter
according to the Agreement record retention requirements; and
3. Subrecipient shall make the accounting of disclosures available to the person named in the record
upon request.
Page 40
C. Consent
1. Subrecipient shall provide means, where feasible and appropriate, for individuals to authorize the
collection, use, maintaining, and sharing of PIT prior to its collection; and
2. Subrecipient shall appropriate means for individuals to understand the consequences of decisions
to approve or decline the authorization of the collection, use, dissemination, and retention of PII; and
3. Subrecipient shall obtain consent, where feasible and appropriate, from individuals prior to any
new uses or disclosure of previously collected PII; and
4. Subrecipient shall ensure that individuals are aware of and, where feasible, consent to all uses of
PIT not initially described in the organization's public notice posted on its website or in its policies
that was in effect at the time the organization collected the PII.
D. Privacy Notice
1. Subrecipient shall provide effective notice to the public and to individuals regarding:
a. Its activities that impact privacy, including its collection, use, sharing, safeguarding,
maintenance, and disposal of personally identifiable information (PII); and
b. Authority for collecting PII; and
c. The choices, if any, individuals may have regarding how the organization uses PII and
the consequences of exercising or not exercising those choices; and
d. The ability to access and have PIT amended or corrected if necessary.
2. The Subrecipient shall describe:
a. The PII collected and the purpose(s) for which it collects that information; and
b. How the Subrecipient uses PII internally; and
c. Whether the County Agency shares PII with external entities, the categories of those entities, and
the purposes for such sharing; and
d. Whether individuals have the ability to consent to specific uses or sharing of PIT and how to
exercise any such consent; and
e. How individuals may obtain access to their PIT; and how PIT will be protected.
3. The Subrecipient shall publicly post a Privacy Notice that clearly states the purpose for which it
uses PII. Subrecipient shall revise the Privacy Notice as needed to reflect changes in practice or
policy in how PII is used or handled, before or as soon as practicable after the change.
E. Internal Use
The Subrecipient shall only use PII internally and only for a legitimate purpose as stated in the Illinois
Personal Information Protection Act and the organization's public -facing Privacy Notice.
F. Information Sharing with Third Parties
Page 41
1. The Subrecipient may share PII with third parties only upon consent of the individual and only for
a legitimate purpose as stated in the Illinois Personal lnfonnation Protection Act; and
2. The Subrecipient shall monitor, audit, and train its staff on whether PH is authorized to be shared
with third parties, how that data is to be transferred, and on the consequences of unauthorized use or
sharing of PII; and
3. The Subrecipient shall evaluate any proposed new instances of PII to be shared with third parties
to assess whether sharing is authorized and whether additional public notice concerning data privacy
on its website or in its policies is required.
Page 42
EXHIBIT F
CERTIFICATION REGARDING LOBBYING
(This form is required for Subrecipient/Sub award funding of more than $100,000)
The undersigned certifies, to the best of their knowledge and belief, that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned,
to any person for influencing or attempting to influence an officer or employee of an 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.
2. If any fiends 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 undersigned shall complete and submit Standard Form-
LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.
3. The undersigned shall require that the language of this certification 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.
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 section 1352, title 31, U.S. Code. 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.
The Subrecipient certifies or affirms the truthfulness and accuracy of each statement of its certification and
disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. Ch.
38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if
any. ''
00 � Date:
--
Si nature of Subrecipient's authorized official
(
(Print name of person signing above)
(Print title of person signing above)
Page 43
TONI PRECKWINKLE
PRESIDENT
Cook County Board
of Commissioners
TARA STAMPS
1st District
DENNIS DEER
2nd District
BILL LOWRY
31d District
STANLEY MOORE
4th District
MONICA GORDON
5th District
DONNA MILLER
6th District
ALMA E. ANAYA
7th District
ANTHONY QUEZADA
8th District
MAGGIE TREVOR
9th District
BRIDGET GAINER
loth District
JOHN P. DALEY
11th District
BRIDGET DEGNEN
12th District
JOSINA MORITA
13th District
SCOTT R. BRITTON
14th District
KEVIN B. MORRISON
15th District
FRANK AGUILAR
16th District
SEAN M. MORRISON
17th District
DEPARTMENT OF TRANSPORTATION AND HIGHWAYS
JENNIFER "SIS" KILLEN, P.E., PTOE
SUPERINTENDENT
69 West Washington Street, 24th Floor • Chicago, Illinois 60602 • (312) 603-1601
October 3, 2023
George J. Schafer
Village Administrator
Village of Lemont
418 Main Street
Lemont, IL 60439
RE: Invest in Cook Program Expansion Implementation
Risk Assessment and Financial Management
Program Number: NT025
Organization Name: Village of Lemont
Dear Mr. Schafer,
Thank you again for joining the County in the administration of the ARPA Funded Invest in Cook Program
Expansion.
We have recently completed the Risk Assessment Process and would like to share with you the results of
our review. This assessment is a critical element of the County's subaward financial management as we
work to ensure compliance with our grantor's terms. The risk determination dictates the level of financial
monitoring required of your agency. Please note that a risk reassessment will be conducted on an annual
basis and requirements may change after reassessment.
Based on the results of the County's risk assessment for your organization, the following is required:
Monitoring Activities:
Check -in Cadence: Minimum of monthly to quarterly check -ins with County to share program
progress, updates and share programmatic questions/concerns.
Financial Reporting Activities:
Expense Sharing Cadence: Monthly, within 30 days of month being reported.
Expense Sharing Documentation: Expense Summary Report and the Itemized Invoice Report
(Invoices and proof of payment for all expenses must be submitted to County with each Itemized
Invoice Report).
Please ensure you set your calendar to adhere to the financial reporting deadlines set forth above. If you
have any questions, please do not hesitate to reach out to Laura McFadden at
laura.mcfadden(a�cookcountyil.gov.
We look forward to working with you on this important effort.
Very truly yours,
r
Je)r"Sis" Killen, P.E., PTOE
Superintendent
Department of Transportation and Highways
Cook County, Illinois
Fiscal Responsibility t Innovative Leadership 0 Transparency & Accountability L' Improved Services