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HomeMy WebLinkAbout35-R-25_Section_23-00297-00-Sw_ProjectXF0D(103)_Jobc-91-148-24Illinois Department of Transportation Office of Highways Project Implementation I Bureau of Local Roads & Streets 2300 South Dirksen Parkway I Room 205 / Springfield, Ilinois / 62764 August 15, 2025 Stephanie Mendoza City Clerk 2100 Ridge Ave. Evanston, IL 60201 RE: LPA: City of Evanston Section: 23-00297-00-S W Project: XFOD(103) Job: C-91-148-24 Joint Agreement Dear Stephanie Mendoza, Funding for the subject project was authorized by the Federal Highway Administration (FHWA) on March 6, 2025 and the joint agreement was executed by the Department on August 5, 2025. A copy is enclosed. Please contact Teresa Cline (Teresa.Cline@illinois.gov) if you have any questions. Sincerely, Greg S. Lupton, P.E. Acting Engineer of Local Roads and Streets Enclosure cc: Daniel Biss, Mayor Jose Rios - Region 1 Go Chad Riddle - District 1 Programming c/o DOT.CO.Proorammina(dillinois.00v Project Control c/o Sara. Revnoldsnillinois.00v Construction c/o Stefanie. Kent(&llinois.aov Docusign Envelope ID: 72CC1C4B-0383-45E5-8FE2-1FB5CFB7B042 Local Public Aoencv (City of Evanston Fund TVDe ITAP-SRTS Construction State Job Number IC-91-148-24 Local LetrDay Labor I t [11Z9_1 4 1r1-1 4 ITEP, SRTS. HSIP Number(s) ICRTS-021-1026 Joint Funding Agreement for Federally Funded Construction Countv Section Number (Cook II23-00297-00-SW MPO Name MPO TIP Number IICMAP II02-23-0015 I Protect Number IXFOD(103) ® Construction on State Letting ❑ Construction Engineering ❑ Utilities El Railroad Work LOCATION Local Street/Road Name Kev Route (Various IINA Location Termini (Various locations at 12 schools within the City of Evanston Current Jurisdiction CCiy of Evanston Stalioning Lenolh From To INA IINA IINA I Existing Structure Number(s) II11 Remove PROJECT DESCRIPTION Replacement of existing sidewalk slabs that are in poor condition or do not meet PROWAG standards at twelve school locations within the City of Evanston. Page 1 of 10 BLR 05310C (Rev 051DR24i Docusign Envelope ID: 72CC1 C4B-0383-45E5-8FE2-1 FB5CFB7B042 Local Public Aeencv Section Number Slate Job Number Project Number ICityofEvanston II23-00297-00-SW lIC9114824 IIXFOD(103) This Agreement is made and entered into between the above local public agency, hereinafter referred to as the 'LPA" and the State of Illinois, acting by and through its Department of Transportation. hereinafter referred to as the "STATE". The STATE and LPA jointly proposes to improve the designated location as described in the Location and Project Descript.on sections of this agreement. The improvement shall be constructed in accordance with plans prepared by. or on behalf of the LPA and approved by the STATE using the STATE's policies and procedures approved and/or required by the Federal Highway Administrationhereby referred to as "FHWA". I. GENERAL 1.1 Availability o�pr�riatron Buff jen y_of Fumds. This Agreement is contingent upon and subject to the availability of sufficient funds. The STATE may terminate or suspend this Agreement, in whole or in part, without penally or further payment being required. it (i) sufficient funds for this Agreement have not been appropriated or otherwise made available to the LPA by the STATE or the federal funding source, (is) the Governor or STATE reserves funds, or iiii) the Governor or STATE determines that funds will not or may not be available for payment. The STATE shall provide notice, in writing, to LPA of any such funding failure and its election to terminate or suspend this Agreement as soon as practicable Any suspension or termination pursuant to this Section will be effective upon the date of the written notice unless otherwise indicated. 1.2 Domestic Steel Requirement, Construction of the project will utilize domestic steel as required by Section 106.01 of the current edition of the Standard Specifications for Road and Bridge Construction and federal Built America -Buy America provisions 1.3 Federal Authorization. That this Agreement and the covenants contained herein shal become nut and void in the event that the FHWA does not approve the proposed improvement for Federal -aid participation within one ;1 : year of the date of execution of th's agreement- 1 .4 Severability. If any provision of this Agreement is declared invalid, its other provisions shall not be affected thereby. 1.5 Termination. This Agreement may be terminated, in whole or in part, by either Party for any or no reason upon thirty (30) calendar days' pnor written notice to the other Party- If terminated by the STATE. the STATE must include the reasons for such termination. the effective date, and, in the rase of a partial termination, the portion to be terminated. If the STATE determines in the case of a partial termination that the reduced or modified portion of the funding award will riot accomplish the purposes for which the funding award was made. the STATE may terminate the Agreement in its entirety. This Agreement may be terminated, in whole or in part. by the STATE without advance notice: a. Pursuant to a funding failure as provided under Article 1.1. b. If LPA fails to comply with the terms and conditions of this funding award, application or proposal. including any applicable rules or regulations, or has made a false representation in connection with the receipt of this or any award II. REQUIRED CERTIFICATIONS By execution of this Agreement and the LPA's obligations and services hereunder are hereby made and must be performed in compliance with all applicable federal and Stale laws, including, without limitation, federal regulations, State administrative rules and any and at license requirements or professional certification provisions. 2.1 Uniform Administrative Requirements. Cost Princinles. and Audit Requu m entilgr_&deral Aw"a_(2 CFR Part 200) The LPA certifies that it shall adhere to the applicable Uniform Administrative Requirements, Cost Principles. and Audit Requirements, which are published in Title 2, Part 200 of the Code of Federal Regulations, and are incorporated herein by reference 2.2 CQw,ILaLice wtthJ3eyistm1-on Rs9Uir anent;. LPA certifies that it: (i) is registered with the federal SAM system: (ni) is in good standing with the Illinois Secretary of State, if applicable; (III) have a valid DUNS Number; (iv) have a valid UEI, if appicable It Is LPA's responsibility to remain current with these registrations and requirements. 23 Bribery. The LPA certifies to the best of it's knowledge that it's officials have not been convicted of bribery or attempting to bribe an officer or employee of the state of Illinois, nor made an admission of guilt of such conduct which is a matter of record f30 ILCS 500/50-5). 2.4 Bid Rieging. LPA certifies that it has not been barred from contracting with a unit of state or local government as a resul of a violation of Paragraph 33E-3 or 33E-4 of the Criminal Code of 1951 (720 ILCS 5133E-3 or 7201LCS 5133E-4, respectively) 25 Debt to State. LPA certifies that neither it, nor its affiliate(s), is/are barred from receiving an Award because the LPA, or its affiliate(s). islare delinquent in the payment of any debt to the STATE, unless the LPA. or its affiliate(s), has/have entered Into a deferred payment plan to pay off the debt, and STATE acknowledges the LPA may declare the Agreement void if the certification is false (30 ILCS 500/50-11). 2.6 Debarment. The LPA certifies to the best of its knowledge and belief that it's officials: a. are not presently debarred, suspended. proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency: C. have not within a three-year period preceding this agreement been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal: State or local) transaction or contract under a public transaction: violation of Federal or State anti-trust statutes or Page 2 of 10 BLR 0531 CC (Rev 0&09.241 Docusign Envelope ID: 72CC1C4B-038345E5-8FE2-1FB5CFB7B042 Local Pub] c Aoencv Section Number State Job Number Project Number (City of Evanston 1I23-00297-00-SW IIC9114824 IIXFOD(103) commission of embezzlement, theft, forgery, bribery, falsification or destruction of recordsmaking false statements receiving stolen property. c. are not presently indicated for or otherwise criminally or civilly charged by a governments entity (Federw. State Local; with commission of any of the offenses enumerated in item (b) of this certification; and d have not within a three-year per od preceding the agreement had one or more public transactions (Federal, State. Local: terminated for cause or default 27 Constructor of Fixed Works. The LPA certifies that ali Programs for the construction of fixed works which are financed in who e or in part with funds provided by this Agreement shall be subject to the Prevailing Wage Act (820 ILCS 130/0 01 et seq.) unless the provisions of that Act exempt its application. In the construction of the Program. the LPA shal comply with the requirements of the Prevailing Wage Act including. but not limited to, inserting into all contracts for such construction a stipulation to the effect that not less than the prevailing rate of wages as applicable to the Program shal be paid to a laborers, workers and mechanics performing work under the Award and requiring all bonds of contractors 10 include a provision as will guarantee the faithful performance of such preva-ling wage cause as provided by contract 2.8 Criminal Convictions. The LPA certifies that neither it nor any managerial agent of LPA has been convicted of a felony under the Sarbanes-Oxley Act of 2002. nor a Class 3 or Class 2 fe:ony under Illinois Securities Law of 1953 or that at least five (5) years have passed since the date of the conviction The LPA further certifies that t is not barred from receiving an funding award under 30 ILCS 5OD150-10 5 and acknowledges that STATE shall dee are the Agreement void if this certification is false (30 ILCS 500;50-10.5). 2.9 Improper Influence The LPA certifies that no funds have been paid or will be pa d by or on behalf of the LPA to any person for influencing or attempt ng to Influence an officer or employee of any government agency. a member of Congress or Illinois General Assembly an officer or employee of Congress or Illino s General Assembly, or an employee of a member of Congress or III nots Genera Assembly in connection with the awarding of any agreement. the making of any grant the making of any loan. the entering into of any cooperalive agreement. or the extension, continuation, renewal, amendment or modification of any agreement grant, loan or cooperative agreement. 31 USC 1352 Addd onally, the LPA certifies that it has filed the required certification under the Byrd Anti Lobbying Amendment (31 USC 1352). if applicable. 2,10 Ieespm prphibition The LPA certifies that it will comply with Section 889 of the FY 2019 National Defense Authorization Act (NDAA) that prohibits the use of telecommunications or video surveillance equipment or services produced or provided by the fol.owing companies Dahua Technology Company. Hangzhou HAvision Digital Technology Company, Huawei Technologies Company. Hytera Communications Corporation. and ZTE Corporation Covered equipment and services cannot be used as substantial or essential component or any system. or as critical technology as part of any system. 2.11 Personal Conflict of Interest - (50 ILCS 10513. 65 ILCS 5t3.1.55-10. 65 ILCS 5148-6) The LPA certifies that it shall maintain a written code or standard of conduct which shall govern the performance of its employees, officers, board members, or agents engaged in the award and administration of contracts supported by state or federal funds. Such code shall provide that no employee, officer, board member or agent of the LPA may participate in the se action. award, or administration of a contract supported by state or federa funds if a conflict of interest. rea; or apparent would be involved. Such a conflict would arise when any of the parties set forth below has a financial or other interest in the firm selected for award: a. the employee. officer board member. or agent b. any member of his or her immediate family. c. his or her partner: or d. an organization which employs, or is about to employ. any of the above The conflict of interest restriction for former employees. officers. board members and agents shall apply for one year. The code shall also prov-de that LPA's employees, officers, board members, or agents shall neither solicit nor accept gratutdies, favors or anything of monetary val. a from contractors. potent at contractors or parties to subcontracts. The STATE may waive the prohibition contained in th•s subsection. provided that any such present employee. officer. board member, or agent shall not participate in any action by the LPA relating to such contract, subcontract, or arrangement. The code shall also prohibit the officers. employees, board members or agents of the LPA from using their positions for a purpose that constitutes or presents the appearance of personal or organ zational conflict of interest or persona gain 2 12 Organizational Conflict of Interest - The LPA certifies that it will also prevent any real or apparent organizational conflict of interest. An organizations: conflict of interest exists when the nature of the work to be performed under a proposed third party contract or subcontract may without some restriction on future activities, result in an unfair competitive advantage to the third party contractor or LPA or impair the objectivity in performing the contract work 2.13 Accounting System. The LPA certifies that it has an accounting system that provides accurate, current, and complete disclosure of all financial transactions related to each state and federally funded program Accounting records must contain information Page 3 or 10 BLR 05310C (Rev 05109:24 1 Docusign Envelope ID: 72CCiC4B-0383.45E5-BFE2-iFB5CFB7B042 Local Public Aoencv Section Number State Job Number Project Number (City of Evanston II23-00297-00-SW lIC9114824 IIXFOD(103) pertaining to state and federal pass -through awards. authorizations obligations unobligated balances, assets, outlays, and income. To comply with 2 CFR 200.305(b)(7)(i), the LPA shall use reasonable efforts to ensure that funding streams are delineated within LPA's accounting system See 2 CFR 200 302 Ill AUDIT AND RECORD RETENTION 3.' Single Audits: The LPA shall be subject to the audit requirements contained in the Single Audit Act Amendments of 1996 (31 USC 7501-7507) and Subpart F of 2 CFR Part 200. If, during its fiscal year. LPA expends $750 000 or more in Federa Awards (direct federal and federal pass -through awards combined). LPA must have a single audit or program -specific audit conducted for that year as required by 2 CFR 200.501 and other applicable sections of Subpart F of 2 CFR Part 200 A copy of the audit report must be submitted to the STATE (IDOT's Financial Review & Investigations Section. Room 126 2300 South Dirksen Parkway. Springfield, Illinois. 62764) within 30 days after the completion of the auditbut no later than one year after the end of the LPA's fiscal year. Assistance Listing number (formally known as the Catalog of Fedeae Domestic Assistance (CFDA) number) for all highway panning and construction activities is 20.205 Federal funds utilized for construction activities on projects let and awarded by the STATE (federal amounts shown as 'Participating Construction's on Schedule 2) are not included in a LPA's calculation of federal funds expended by the LPA for Single Audit purposes. 3.2 STATE Audits The STATE may. at its sole discretion and at its own expense, perform a final audit of the Project (30 ILCS 5, the fill State Auding Act) Such audit may be used for settlement of the Project expenses and for Project closeout purposes. The LPA agrees to implement any audit findings contained in the STATE s authorized inspection or review. final audit. the STATE's independent audit or as a result of any duly authorized inspection or review 3.3 Record Retention. The LPA shal maintain for three ;3) years from the date of final project closeout by the STATE, adequate books. records, and supporting documents to verify the amounts, recipient, and uses of all disbursements of funds passing in conjunction with this contract adequate to comply with 2 CFR 200.334 If any litigation, claim or audit is started before the expiration of the retention per od, the records must be retained until at litigation. claims or audit exceptions involving the records have been resolved and final action taken. 3.4 Accessibility of Records. The LPA shall permit and shall require its contractors and auditors to permit, the STATE, and any authorized agent of the STATE to inspect all work materials, payrolls. audit working papers. and other data and records pertaining to the Project and to audit the books. records, and accounts of the LPA with regard to the Project. The LPA in compliance with 2 CFR 200 337 shal make books, records related papers, supporting documentation and personnel relevant to this Agreement availabe to authorized STATE representatives, the Illinois Auditor General. Illinois Attorney General, any Executive Irspector Genera, the STATE's nspeclor General. federal authorities. any person identified in 2 CFR 200.337. and any other person as may be authorized by the STATE (including autldors). by the state of Illinois or by federal statute. The LPA shal cooperate fully in any such audit or inquiry. 3.5 Failure to maintain the books and records Failure to maintain the books, records and supporting documents required by this section shall establish presumption in favor of the STATE for recovery of any funds paid by the STATE under the terms of this contract. IV. LPA FISCAL RESPONSIBILITIES 4 1 To provide all initial funding and payment for construction engineering, utility, and railroad work 4.2 LPA Appropriation Requirement By execution of this Agreement the LPA attests that sufficient moneys have been appropriated or reserved by resolution or ordinance to fund the LPA share of project costs. A copy of the authorizing resolution or ordinance is attached as Schedule 5 43 Reimbursement Requests For reimbursement requests the LPA wil submit supporting documentation with each invoice. Supporting documentation is defined as verification of payment, certified time sheets or summaries. vendor invoices, vendor receipts. cost plus fix fee invoiceprogress report. personnel and direct cost summaries, and other documentation supporting the requested reimbursement amount (Form BLR 05621 should be used for consultant invoicing purposes). LPA invoice requests to the STATE will be submitted with sequential invoice numbers by project 44 Financial Integrity Review and Evaluation (FIRE) program. LPXs and the STATE must justify continued federal funding on inactive projects. 23 CFR 630 106(a)(5j defines an inactive project as a project which no expenditures have been charged against Federal funds for the past twelve (12) months. To keep projects active, invoicing must occur a minimum of one time w thin any given twelve (12) month period. However, to ensure adequate processing time, the first invoice shall be submitted to the STATE within six (6) months of the federal authorization date Subsequent invoices will be submitted in intervals not to exceed six (6) months 4.5 Final Invoice: The LPA will submit to the STATE a complete and detailed final invoice with applicable supporting documentation of all incurred costs, less previous payments, no later than twelve (12) months from the date of completion of work or from the date of the previous invoice. whichever occurs first. If a final invoice is not received within this time frame, the most recent invoice Page 4 of 10 BLR 05310C (Rev. 05/0924) Docusign Envelope 10: 72CC1C4B-0383-45E5-BFE2-1FB5CF87BO42 Local Public Aoenev _ _ Section Number State Job Number Project Number (City of Evanston II23-00297-00-SW lIC9114824 IIXFOD(103) may be considered the final invoice and the obligation of the funds closed. Form BLR 05613 (Engineering Payment Record) is required to be submitted with the final invoice for engineering projects. 4.6 Project Closeout: The LPA shall provide the final report to the appropriate STATE district office within twelve (12) months of the physical completion date of the project so that the report may be audited and approved for payment If the deadline cannot be met, a written explanation must be provided to the district prior to the end of the twelve (12) months documenting the reason and the new anticipated date of completion. It the extended deadline is not met. this process must be repeated until the project is closed. Failure to follow this process may result In the immediate close-out of the project and loss of further funding 4.7 Ploje.clEOA-Rate: The period of performance (end date) for state and federal obligation purposes is five (5) years for projects under $1.000.DOD or seven (7) years for projects over $1.000,000 from the execution date of the agreement. Requests for time extensions and joint agreement amendments must be received and approved prior to expiration of the project end date. Failure to extend the end date may result in the immediate closeout of the project and loss of further funding. V. THE LPA AGREES 5.1 'o acquire in its name. or in the name of the STATE if on the STATE highway system, all right-of-way necessary for this project in accordance with the requirements of Titles II and III of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, and established State policies and procedures. Prior to advertising for bids. the LPA shall certify to the STATE that all requirements of Titles II and III of said Uniform Act have been satisfied. The disposition of encroachments, if any wilt be cooperatively determined by representatives of the LPA, the STATE, and the FHWA if required. 5.2 To provide for all utility adjustments and to regulate the use of the right-of-way of this improvement by utilities, public and private, in accordance with the current Utility Accommodation Policy for Local Public Agency Highway and Street Systems. 5.3 To provide on-sile engineering supervision and inspection during construction of the proposed improvement. 5A To retain jurisdiction of the completed improvement unless specified otherwise by schedule (schedule should be accompanied by a location map). If the improvement location is currently under road district jurisdiction, a jurisdictional schedule is required 5.5 To maintain or cause to be maintained the completed improvement (or that portion within its jurisdiction as established by schedule) in a manner satisfactory to the STATE and the FHWA. 5.6 To provide if required. for the improvement of any railroad -highway grade crossing and rail crossing protection within the limits of the proposed improvement. 5.7 To regulate parking and traffic in accordance with the approved project report 5.8 To regulate encroachments on public rights -of -way in accordance with current III nois Compiled Statutes. 5.9 To regulate the discharge of sanitary sewage into any storm water drainage system constructed with this improvement in accordance with the current Illinois Compiled Statutes. 5.10 For contracts awarded by the LPA, the LPA sha I not discriminate on the basis of race, color. national origin or sex in the award and performance of any USDOT - assisted contract or in the administration of its DBE program or the requirements of 49 CFR part 26. The LPA shal take all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of USDOT - assisted contracts The LPA's DBE program, as required by 49 CFR part 26 and as approved by USDOT. is incorporated by reference in this agreement Upon notification to the recipient of its failure to carry out its approved program. the STATE may impose sanctions as provided for under Part 26 and may, in appropriate cases, refer the matter for enforcement under 1S U.S. C 1OD1 and'or the Program Fraud Civil Remedies Act of 1986 (31 U.S.0 3801 at seq.). In the absence of a USDOT - approved LPA DBE Program or on STATE awarded contracts, this agreement shall be administered under the provisions of the STATES USDOT approved Disadvantaged Business Enterprise Program. 5.12 That execution of this agreement constitutes the LPA's concurrence in the award of the construction contract to the responsible low bidder as determined by the STATE VI. THE STATE AGREES 6.1 To provide such guidance, assistance, and supervision to monitor and perform audits to the extent necessary to assure validity of the LPA's certification of compliance with Title It and III Requirements. 6.2 To receive bids for construction of the proposed improvement when the plans have been approved by the STATE (and FHWA, if required) and to award a contract for construction of the proposed improvement after receipt of a satisfactory bid. 6.3 To provide all mitra funding and payments to the contractor for construction work let by the STATE. The LPA will be invoiced for their share of contract costs per the method of payment selected under Method of Financing based on the Division of Costs shown on Schedule 2. Page 5of 10 BLR 05310C iRev 0510924! Docusign Envelope ID: 72CC 1 C4B-0383-45E5-8FE2-1 FB5CFB7B042 Local Public Aoencv (City of Evanston Section Number State Job Number Project Number 123-00297-00-SW lIC9114824 IIXFOD(103) 64 For agreements with federal an6or state funds in local letiday labor construction construction engineering. uli try work and: or railroad work. To reimburse the LPA for federal and,or state share on the basis of parodic billings, provided said billings contain sufficient cost Information and show evidence of payments by the LPA. To provide independent assurance sampling and furnish off -site materra inspection and testing at sources normally visited by STATE inspectors for steel, cement aggregate. structura steel, and other materials customarry tested by the STATE SCHEDULES Additional information and: or stipulations are hereby attached and identified below as being a part of this agreement ® 1. Division of Cost ® 2. Location Map ® 3. Risk Assessment ® 4. Attestations ® 5. Resolution' to to to to 'Appropriation and signature authority resolution must be In effect on. or prior to. the execution date of the agreement Page 6 of 10 SLR 05310C (Rev 05)09241 Docusign Envelope ID: 72CC1 C4B-038345E5-8FE2-1 FB5CFB7B042 Lora Public Aqencv Section Number State Job Number Project Number (City of Evanston II23-00297.00-SW lIC9114824 IIXFOD(103) AGREEMENT SIGNATURES EXECUTION The LPA agrees to accept and comply with the applicable provision set forth in this agreement including attached schedules APPROVED Local Public Agency Name of Officia (Print or TVDe Name) (Daniel Biss Title of Official (Mayor Siqnature Dale �-' The above signature certifies the agency s TIN number is 366005870 conducting business as a Governmental Entity. DUNS Number 074390907 UEI XKVUMPNBPBNI APPROVED State of Illinois Department of Transportation Gia Biagi, Secretary of Transportation Date sq m by: 0 0 ' 0 0 •l. 8/5/2025 1 4:0 PM CDT �ascoa,o'rzess� Greg Lupton, Acting Engineer of Local Roads & Streets Date N/A Lora Rensing, Director of Highways PI Date N/A Michael Prater. Chief Counsel Date N/A Vicki Wilson. Chief Fiscal Officer Date N/A NOTE; A resolution authorizing the local official (or their delegate) to execute this agreement and appropriation of local funds is required and attached as Schedule S. The resolution must be approved prior to, or concurrently with, the eaeCut(on of this agreement. if BLR 09110 or BLR 09120 are used to appropriate local matching funds, attach these forms to the signature authorization resolution. Please check this box to open a fillable Resolution form within this form Page 7 of 10 8LR D5310C iRev 0509. 24 Local Public Aaencv County (City of Evanston IlCook Federal Funds Type of Work Fund Type Amount Participating Construction SRTS $249,951.00 Total $249.951.00 SCHEDULE NUMBER 1 Section Number State Job Number Project Number I23-00297-00-SW IIC-91-148-24 IIXFOD(103) DIVISION OF COST Slate Funds % Fund Type Amount Total Local Public Agency % Fund Type Local It funding is not a percentage of the total place an asterisk (') in the space provided for the percentage and explain below: I -Maximum FHWA (SRTS) participation 80%. NTE $249,951 Total Amount % $240.049.00 BAL $240.049.00 Totals $490.000.00 1 $490,000.001 NOTE: The costs shown in the Division of Cost table are approximate and subject to change The final LPA share is dependent on the final Federal and Stale participation The actual costs will be used in the final division of cost for billing and reimbursement. METHOD OF FINANCING - (State -Let Contract Work Only) Check One ❑ METHOD A - Lump Sum (80% of LPA Obligation Lump Sum Payment - Upon award of the contract for this improvement, the LPA will pay the STATE within thirty (30) calendar days of billing, in lump sum, an amount equal to 60% of the LPA's estimated obligation incurred under this agreement. The LPA will pay to the STATE the remainder of the LPA's obligation (including any nonparticipating costs) in a lump sum within thirty (30) calendar days of billing in a lump sum. upon completion of the project based on final costs. ❑ METHOD B - Monthly Payments of due by the of each successive month. Monthly Payments - Upon award of the contract for this improvement. the LPA will pay to the STATE a specified amount each month for an estimated period of months. or until 80% of the LPA's estimated obligation under the provisions of the agreement has been paid. The LPA will pay to the STATE the remainder of the LPA's obligation (including any nonparticipating costs) in a lump sum, upon completion of the project based upon final costs. ® METHOD C - LPA's Share Balance divided by estimated total cost multiplied by actual progress payment. Progress Payments - Upon receipt of the contractor's first and subsequent progressive bills for this improvement. the LPA will pay to the STATE within thirty (30) calendar days of receipt. an amount equal to the Lill share of the construction cost divided by the estimated total cost multiplied by the actual payment (appropriately adjust for nonparticipating costs) made to the contractor until the entire obligation incurred under this agreement has been paid. Page 8 of 10 BLR 0531OC (Rev 05109/24) Docusign Envelope to: 72CC1C4B-0383-45E5-8FE2-iF85CF878042 6iI .ME(EVERi41y- A f ��• � - rsne7[wsi- Y.AIWUCLEAENIWIY1 pVg9LEYFLEVENTMY-�\ - LNw:M'Rpo ELE4EY:Na1� c GRMT m, p . e r TUiiYEtEWMM1 �fl. � �NMINImNER pN3 �jt + r kwAyNlxm� I NNSI - SCHEDULE2 LOCATION MAP T V }-aa L SCHEDULE NUMBER 3 Local Public Aaencv Section Number County Stale Job Number Project Number City of Evanston 1123.00297-00-SW IlCook II LRS Federal Funds RISK ASSESSMENT Risk Factor Description Definition of Scale (lime frames are based on LPA fiscal year) Points Have there been any changes in key organizational staff or 0 points - no significant changes in the last 4 or more years; 1 point - minor changes, leadership, such as Fiscal and Administrative Management. but majority of key staff and officials have not changed in the last 4 years; 2 points - 0 Transportation Related Program/Project Management, and/ significant key staff or elected leadership changes within the last 3 years; 3 points - or Elected Officials? significant key staff and elected leadership changes within the last 3 years General History of What is the LPA's history with federal -aid funded 0 points - One or more federal -aid funded transportation projects initiated per year; 1 Performance transportation projects. point - At least one project initiated within the past three years; 2 points - AT least one 0 project initialed within the past 5 years: 3 points - None or more than 5 years Does LPA have qualified technical staff with experience 0 points - Full-time employee with experience designated as being in "responsible managing federal -aid funded transportations through IDOT? charge": 1 point - LPA has qualified technical staff, but will be utilizing an engineering consultant to manage day -today with LPA technical staff oversight: 2 points - LPA has 0 no technical staff and all technical work will be completed by consultant, but LPA staff has prior experience with federal -aid projects: 3 points - LPA staff have no prior experience or technical expertise and relying solely on consultant Has the LPA been untimely in submitting invoicing, reporting 0 points - No; 1 point - Delays of 6 or more months: 2 points - Delays of up to 1 year; on federal -aid projects as required in 2 CFR 200. and or 3 points - 1 year or more years of delay 0 audits as required? Are the annual financial statements prepared in accordance 0 pants - yes; 3 points - no with Generally Accepted Accounting Principles or on a basis 0 acceptable by the regulatory agency? Financial Controls What is the LPA's accounting system? 0 points - Automated accounting software, 1 point - Spreadsheets, 2 points - paper 0 only; 3 points - none Does the organization have written policies and procedures 0 points - yes; 3 points - no regarding proper segregation of duties for fiscal activities that include but are not limited to, a) authorization of 0 transactions; b) recordkeeping for receipts and payments; and c)cash management? When was the last time a financial statement audit was 0 points - in the past year; 1 point - in the past two years: 2 points - in the past three 0 conducted? years; 3 points - 4 years or more. or never What type of financial statement audit has the organization 0 points - Single Audit/Program Specific Audit in accordance with 2 CFR 200 501 or had conducted? Financial audit conducted in accordance with Generally Accepted Auditing Standards or 0 Audits Generally Accepted Government Auditing Standards: 1 point - Financial review?: 2 points Other type? or no audit required: 3 points - none Did the most recent audit disclose findings considered to be 0 points - no: 3 points - yes: or no audits required 0 significant deficiencies or material weaknesses? Have the findings been resolved? 0 points - yes or no findings: 1 point - in progress; 3 points - no 0 Summary of Risk District Review Sgnature & Date Central Office Review Signature & Date General History of Performance Financial Controls 0 I o IFely Oiii"lty sgneo by Foy Deguio Gregono�e?025.010708.5957 D'gilally sgixYl by Teresa Cline I (Teresa ClineDDate kJi''20250,0bYTe'e 2 i Audits 0 Total 0 I Additional Requirements? ❑ Yes ®No paw 9 of 10 BLR 05310C (Rev 05109/24) Docusign Envelope ID: 72CC1C4B-0383-45E5-8FE2-iFB5CF67B042 Local Public Aoencv Section Number State Job Number ICiy of Evanston II23-00297-00-SW lIC9114824 SCHEDULE NUMBER 4 Attestation on Single Audit Compliance 1. In the prior fiscal year. did City of Evanston LPA federal sources? ® Yes ❑ No 2. Does the City of Evanston _PA federal sources in the current City of Evanston E Yes No 'A Project Number IXFOD(103) expend more than $750,000 in federal funds in aggregate from al anticipate expending more than $750,000 In federa' funds in aggregate from a I fiscal year? If answers to question 1 and 2 are no, please proceed to the signature section If answer to question 1 is yes, please answer question 3a If answer to question 2 is yes, please answer question 3b 3. A single audit must be conducted in accordance with Subpart F of 2 CFR 200 if $750,000 or more in federal funds are expended in a single fiscal year. a. Has the City of Evanston performed a single audit for their previous fiscal year LPA ® Yes ❑ No I. If yes. has the audit be filed with the Illinois Office of the Compirol er In accordance with 50 ILCS 310 i see also 55 ILCS 5 & 65 ILCS 5 & 60 ILCS 1/80)? ® Yes No b For the current fiscal year. does the City of Evanston E Yes No L>A intend to comply with Subpart F of 2 CFR 200? By completing this attestation. I certify that have authority to sign this attestation on behalf of the LPA: and that the foregoing information IS correct and complete to the best of my knowledge and belief Name Title LPA IRajeev Dahal IlSenior Project Manager IlCity of Evanston Signature & Date Digaail- signed by Doha: Dahal, RajeeV Datee20250706'17934 0600 I Page 10 of 10 BLR 05310C (Rev. 05,0924) Docusign Envelope ID: 72CC1C4B-0383-45E5-SFE2-iFB5CFB7B042 35-R-25 35-R-25 04/14/2025 Authorizing the Mayor to Sign a Joint Funding Agreement for State -Let Construction Work for Federal Participation with the Illinois Department of Transportation to Commit City's Share of Funds for the Safe Routes to School Sidewalk Improvement Project WHEREAS, the City of Evanston seeks to utilize federal Transportation Alternatives Program — Safe Routes to School (TAP-SRTS) grant funds to make sidewalk improvements adjacent to twelve (12) School District 65 Schools, said improvement to be Identified as Illinois Department of Transportation (IDOT) State Section Number: 23- 00297-00-SW and Project Number: XFOD(103) and State Job Number: C91-148-24 hereinafter referred to as the 'Project"; and WHEREAS, said sidewalk improvements consist of Americans With Disabilities Act (ADA)-compliant sidewalk and curb ramp improvements, and WHEREAS, the State of Illinois and the City of Evanston intend to use TAP- SRTS funds committed to fund the Project; and WHEREAS, the use of these funds requires the City to enter into the Joint Funding Agreement for State -Let Construction Work; and WHEREAS, the TAP-SRTS fund source requires a match of the local funds by the City of Evanston; and WHEREAS, the City Council of the City of Evanston hereby determines it is in the best interests of the City to enter into the Joint Funding Agreement for State -Let Construction Work for Federal Participation with the Illinois Department of Transportation, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS: Docusign Envelope ID: 72CC1C4B-0383-45E5-8FE2-1FB5CFB7B042 35-R-25 SECTION 1: That the foregoing recitals are hereby found as fact and incorporated herein by reference. SECTION 2: The City Manager is authorized to allocate Two Hundred Forty Thousand Forty Nine Dollars ($240,049.00) or as much needed to match the required funding to complete the proposed improvements and furthermore agree to pass a supplemental resolution if necessary to appropriate additional funds for completing of the project. SECTION 3: The Mayor is hereby authorized to sign the Joint Funding Agreement for State -Let Construction Work with the Illinois Department of Transportation for funding participation for the Project between the City of Evanston and the Illinois Department of Transportation, attached hereto as Exhibit A. SECTION 4: That this Resolution 34-R-25 shall be in full force and effect from and after its passage and approval in the manner provided by law. Docusign Envelope ID: 72CC1C4B-0383-45E5-8FE2-lFB5CFB7B042 35-R-25 Introduced: April 14 2025 Approved: Adopted: April18 2025 April14 2025 Z)w71W Bias Daniel Biss, Mayor Attest: Approved as to form: ",r,'i_^"�. Alcrciadr� B Ruyyie boxvc mx nuL-ixjw6ss �varnr vwvawn.rrwncv Stephanie Mendoza, City Clerk Alexandra Ruggie, Corporation Counsel