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HomeMy WebLinkAbout#5219 Cenus Grant Program _4A 21 STRI-COUNTY REGIONAL PLANNING COMMISSION Grant Agreement FY20 Illinois 2020 Census Grant Program CSFA#444-00-2174 North Central Region January 1", 2020—June 301h, 2020 This Grant Agreement (the "Agreement") is made and entered into as of 01 January 2020 (the "Effective Date"), by and between the Tri-County Regional Planning Commission,with its principal office at 456 Fulton St., Suite 401, Peoria, IL 61602 (the "Grantor" or"TCRPC") and City of Canton, Illinois (the "Grantee"), with its principal office at 2 North Main Street, Canton, Illinois 61520. Grantor and Grantee are collectively referred to herein as "Parties" or individually as a "Party". Part One—The Uniform Terms Recitals WHEREAS,the Illinois Department of Human Services (the "Agency") is the State of Illinois agency designated to administer a statewide census outreach and education effort to reach the highest self-response rate possible; and WHEREAS, the TCRPC is a party to a Grant Agreement (the "Prime Contract")with the Agency dated 15 October 2019, under which the TCRPC has agreed to administer, as Regional Intermediary,the census 2020 program for selecting, supporting and managing subrecipients; providing technical assistance (TA) and capacity building; collaborating with the State and other entities to identify subsequent needs, and carrying out linguistically- and culturally-appropriate outreach and education efforts (the"Project"); and WHEREAS, it is the intent of the Parties to perform consistent with all Exhibits and attachments hereto and pursuant to the duties and responsibilities imposed by Grantor under the laws of the State of Illinois and in accordance with the terms, conditions and provisions hereof, and . WHEREAS, the TCRPC, submitted an application for Regional Intermediary Services to the Agency, forfservices to be provided to Hard to Count people in Hard to Count places, pursuant to which TCRPC is contracting for the Agency's services on the terms and conditions contained in this Agreement, including Exhibit B which consists of the work plan (the "Work Plan") and the Agency's budget, all of which have been mutually agreed upon by the Agency and TCRPC; and Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 1 of 46 WHEREAS, the terms and conditions stated in this Agreement and the attached Exhibits may be amended or modified or additional services may be added or the term of this Agreement extended pursuant to the further agreement of the parties, as reflected in documents to be attached hereto from time to time as additional exhibits to this Agreement; WHEREAS, the TCRPC desires to engage the Subcontractor to perform, and the Subcontractor desires to perform, certain services as more fully described in Exhibit A attached hereto (the "Services") in support of the Project; and NOW THEREFORE, for and in consideration of TCRPC's willingness to act as prime contractor under the social service programs on behalf of the Agency and of the mutual covenants and agreements herein contained, the parties hereto do hereby agree as follows: ARTICLE I AWARD AND GRANTEE-SPECIFIC INFORMATION AND CERTIFICATION 1.1 DUNS Number; SAM Registration; Nature of Entity. Under penalties of perjury, Grantee certifies that 031963879 is Grantee's correct DUNS number, that 37-6000876 is Grantee's correct FEIN or Social Security Number, and that Grantee has an active State registration and SAM registration. Grantee is doing business as a (check one): ❑Individual ❑ Pharmacy—Non Corporate ❑Sole Proprietorship Partnership ❑ Pharmacy/Funeral Home/Cemetery Corp ❑ Corporation (includes Not-for-Profit) ❑Tax Exempt ❑ Medical Corporation ❑ Limited Liability Company (select ® Government Unit applicable tax classification) [:] P = partnership ❑ Estate or Trust ❑ C = corporation Tri-County Regional Planning Commission 2020 Census Grant Program I Grant Agreement Page 2 of 46 If Grantee has not received a payment from the State of Illinois in the last two years,Grantee must submit a W-9 tax form with this Agreement. 1.2 AMOUNT OF AGREEMENT-Grant Funds are estimated to be$15,714.00.Grantee agrees to accept Grantor's payment as specified in the Exhibits and attachments incorporated herein as part of this Agreement. 1.3 TERM -This Agreement shall be effective on December 1st, 2019 and shall expire on June 30th,2020. Unless terminated pursuant to this Agreement 1.4 CERTIFICATION -Grantee certifies under oath that(1) all representations made in this Agreement are true and correct and (2)all Grant Funds awarded pursuant to this Agreement shall be used only for the purpose(s) described herein.Grantee acknowledges that the Award is made solely upon this certification and that any false statements,misrepresentations,or material omissions shall be the basis for immediate termination of this Agreement and repayment of all Grant Funds. 1.5 SIGNATURE-IN WITNESS WHEREOF,the parties hereto have executed this Agreement the day and year first above written,by their duly authorized officers(for example, Executive Director and Board President). Tri-County Regional Planning Commission City of Canton,Illinois- Signature: llinoisSignature: Signature: D� V Name and signature of Authorized Representative Name and signature of Authorized Representative Name:Eric Miller Name: V��-t' R &J-� Title:Executive Director Title: pdcz l)k , Date Signed:J �3 �2� Date Signed: 2-02.0 Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 3 of 46 ARTICLE II REQUIRED REPRESENTATIONS 2.1 STANDING AND AUTHORITY. Grantee warrants that: (a) Grantee is duly organized, validly existing and in good standing, if applicable, under the laws of the State in which it was incorporated or organized. (b) Grantee has the requisite power and authority to execute and deliver this Agreement and all documents to be executed by it in connection with this Agreement, to perform its obligations hereunder and to consummate the transactions contemplated hereby. (c) If Grantee is organized under the laws of another jurisdiction, Grantee warrants that it is also duly qualified to do business in Illinois and, if applicable, is in good standing with the Illinois Secretary of State. (d) The execution and delivery of this Agreement, and the other documents to be executed by Grantee in connection with this Agreement,and the performance by Grantee of its obligations hereunder have been duly authorized by all necessary entity action. (e) This Agreement and all other documents related to this Agreement, including the Exhibits and attachments to which Grantee is a party constitute the legal, valid and binding obligations of Grantee enforceable against Grantee in accordance with their respective terms. 2.2 COMPLIANCE WITH INTERNAL REVENUE CODE. Grantee certifies that it does and will comply with all provisions of the Federal Internal Revenue Code (26 USC 1),the Illinois Income Tax Act (35 ILCS 5), and all rules promulgated thereunder, including withholding provisions and timely deposits of employee taxes and unemployment insurance taxes. 2.3 COMPLIANCE WITH FEDERAL FUNDING ACCOUNTABILITY AND TRANSPARENCY ACT OF 2006. Grantee certifies that it does and will comply with the reporting requirements of the Federal Funding Accountability and Transparency Act of 2006 (P.L. 109-282) (FFATA) with respect to Federal Awards greater than or equal to $25,000. A FFATA sub-award report must be filed by the end of the month following the month in which the award was made. 2.4 COMPLIANCE WITH UNIFORM GRANT RULES (2 CFR PART 200). Grantee 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. See 44 III. Admin. Code 7000.30(b)(1)(A). 2.5 COMPLIANCE WITH REGISTRATION REQUIREMENTS. Grantee and its sub-grantees shall: (i) be registered with the Federal SAM; (ii) be in good standing with the Illinois Secretary of State, if applicable;(iii) have a valid DUNS number;and (iv) have successfully completed the annual registration and prequalification through the Grantee Portal. It is Grantee's responsibility to remain current with these registrations and requirements. If Grantee's status with regard to any of these requirements change, or the certifications made in and information provided in the Uniform Grant Application changes, Grantee must notify the Grantor in accordance with ARTICLE XVIII. Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 4 of 46 ARTICLE III DEFINITIONS 3.1 DEFINITIONS. Capitalized words and phrases used in this Agreement have the following meanings: "2 CFR Part 200" means the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards published in Title 2, Part 200 of the Code of Federal Regulations. "Agreement" or "Grant Agreement" has the same meaning as in 44 III. Admin. Code Part 7000. "Allocable Costs" means costs allocable to a particular cost objective if the goods or services involved are chargeable or assignable to such cost objective in accordance with relative benefits received or other equitable relationship. Costs allocable to a specific Program may not be shifted to other Programs in order to meet deficiencies caused by overruns or other fund considerations,to avoid restrictions imposed by law or by the terms of this Agreement, or for other reasons of convenience. "Allowable Costs" has the same meaning as in 44 III. Admin. Code Part 7000. "Award" has the same meaning as in 44 III.Admin. Code Part 7000. "Budget" has the same meaning as in 44 III. Admin. Code Part 7000. "CFDA" or "Catalog of Federal Domestic Assistance' has the same meaning as in 44 III. Admin. Code Part 7000 "Close-out Report" means a report from the Grantee allowing the Grantor to determine whether all applicable administrative actions and required work have been completed,and therefore closeout actions can commence. "Conflict of Interest" has the same meaning as in 44 III. Admin. Code Part 7000. "Consolidated Year-End Financial Report" means a financial information presentation in which the assets, equity, liabilities, and operating accounts of an entity and its subsidiaries are combined (after eliminating all inter- entity transactions) and shown as belonging to a single reporting entity. "Cost Allocation Plan" has the same meaning as in 44 III.Admin. Code Part 7000. "CSFA"or"Catalog of State Financial Assistance" has the same meaning as in 44 Ill.Admin. Code Part 7000 "Direct Costs" has the same meaning as in 44 III.Admin. Code Part 7000. Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 5 of 46 "Disallowed Costs" has the same meaning as in 44 Ill. Admin. Code Part 7000. "DUNS Number" means a unique nine digit identification number provided by Dun & Bradstreet for each physical location of Grantee's organization. Assignment of a DUNS Number is mandatory for all organizations seeking an Award from the State of Illinois. "FAIN" means the Federal Award Identification Number. "FFATA" or"Federal Funding Accountability and Transparency Act" has the same meaning as in 31 USC 6101; P.L. 110-252. "Financial Assistance" has the same meaning as in 44 III.Admin. Code Part 7000. "Fixed-Rate" has the same meaning as in 44 III. Admin. Code Part 7000. "Fixed-Rate" is in contrast to fee-for-service,44 III.Admin. Code Part 7000. "GAAP" or"Generally Accepted Accounting Principles" has the same meaning as in 44 III. Admin.Code Part 7000. "Grant Funds" means the Financial Assistance made available to Grantee through this Agreement. "Grantee Portal" has the same meaning as in 44 III. Admin. Code Part 7000. "Indirect Costs" has the same meaning as in 44 III. Admin. Code Part 7000. "Indirect Cost Rate"means a device for determining in a reasonable manner the proportion of indirect costs each Program should bear. It is a ratio (expressed as a percentage) of the Indirect Costs to a Direct Cost base. If reimbursement of Indirect Costs is allowable under an Award, Grantor will not reimburse those Indirect Costs unless Grantee has established an Indirect Cost Rate covering the applicable activities and period of time, unless Indirect Costs are reimbursed at a fixed rate. "Indirect Cost Rate Proposal" has the same meaning as in 44 III.Admin. Code Part 7000. "Net Revenue" means an entity's total revenue less its operating expenses, interest paid, depreciation, and taxes. "Net Revenue" is synonymous with "Profit." "Nonprofit Organization" has the same meaning as in 44 III.Admin. Code Part 7000. "Notice of Award" has the same meaning as in 44 III. Admin. Code Part 7000. "OMB" has the same meaning as in 44 III. Admin. Code Part 7000. "Prior Approval" has the same meaning as in 44 III. Admin. Code Part 7000. "Profit" means an entity's total revenue less its operating expenses, interest paid, depreciation, and taxes. "Profit" is synonymous with "Net Revenue." Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 6 of 46 "Program" means the services to be provided pursuant to this Agreement. "Program Costs" means all Allowable Costs incurred by Grantee and the value of the contributions made by third parties in accomplishing the objectives of the Award during the Term of this Agreement. "Program Income" has the same meaning as in 44 III.Admin. Code Part 7000. "Related Parties"has the meaning setforth in Financial Accounting Standards Board(FASB) Accounting Standards Codification (ASC) 850-10-20. "SAM" means the federal System for Award Management (SAM); which is the federal repository into which an entity must provide information required for the. conduct of business as a recipient. 2 CFR 25 Appendix A (1)(C)(1). "State" means the state of Illinois. "Term" has the meaning set forth in Paragraph 1.3. "Unallowable Costs" has the same meaning as in 44 Ill.Admin. Code Part 7000. ARTICLE IV PAYMENT 4.1 AVAILABILITY OF APPROPRIATION;SUFFICIENCY OF FUNDS.This Agreement is contingent upon and subject to the availability of sufficient funds. Grantor may terminate or suspend this Agreement, in whole or in part,without penalty or further payment being required, if (i) sufficient funds for this Agreement have not been appropriated or otherwise made available to the Grantor by the State or the federal funding source, (ii) the Governor or Grantor reserves funds, or (iii) the Governor or Grantor determines that funds will not or may not be available for payment. Grantor shall provide notice, in writing, to Grantee 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. 4.2 RETURN OF GRANT FUNDS. Any Grant Funds remaining that are not expended or legally obligated by Grantee, including those funds obligated pursuant to ARTICLE XVII, at the end of the Agreement period, or in the case of capital improvement Awards at the end of the time period Grant Funds are available for expenditure or obligation, shall be returned to Grantor within forty-five(45) days.A Grantee who is required to reimburse Grant Funds and who enters into a deferred payment plan for the purpose of satisfying a past due debt, shall be required to pay interest on such debt as required by Section 10.2 of the Illinois State Collection Act of 1986. 30 ILCS 210; 44 III. Admin. Code 7000.450(c). In addition, as required by 44 Ill.Admin.Code 7000.440(b)(2),unless granted a written extension, Grantee Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 7 of 46 must liquidate all obligations incurred under the Award at the end of the period of performance. 4.3 CASH MANAGEMENT IMPROVEMENT ACT OF 1990. Unless notified otherwise in PART TWO or PART THREE, federal funds received under this Agreement shall be managed in accordance with the Cash Management Improvement Act of 1990 (31 USC 6501 et seq.) and any other applicable federal laws or regulations. See 2 CFR 200.305; 44 III. Admin. Code Part 7000. 4.4 PAYMENTS TO THIRD PARTIES. Grantee agrees to hold harmless Grantor when Grantor acts in good faith to redirect all or a portion of any Grantee payment to a third party. Grantor will be deemed to have acted in good faith if it is in possession of information that indicates Grantee authorized Grantor to intercept or redirect payments to a third party or when so ordered by a court of competent jurisdiction. 4.5 MODIFICATIONS TO ESTIMATED AMOUNT.If the Agreement amount is established on an estimated basis, then it may be increased by mutual agreement at any time during the Term. Grantor may decrease the estimated amount of this Agreement at any time during the Term if(i) Grantor believes Grantee will not use the funds during the Term, (ii) Grantor believes Grantee has used funds in a manner that was not authorized by this Agreement, (iii) sufficient funds for this Agreement have not been appropriated or otherwise made available to the Grantor by the State or the federal funding source, (iv) the Governor or Grantor reserves funds, or (v) the Governor or Grantor determines that funds will or may not be available for payment. Grantee will be notified, in writing, of any adjustment of the estimated amount of this Agreement.In the event of such reduction, services provided by Grantee under Exhibit B may be reduced accordingly. Grantee shall be paid for work satisfactorily performed prior to the date of the notice regarding adjustment. 2 CFR 200.308. 4.6 INTEREST. (a) All interest earned on Grant Funds held by a Grantee shall be treated in accordance with 2 CFR 200.305(b)(9), unless otherwise provided in PART TWO or PART THREE. Any amount due shall be remitted annually in accordance with 2 CFR 200.305(b)(9) or to the Grantor, as applicable. (b) Grant Funds shall be placed in an insured account, whenever possible, that bears interest, unless exempted under 2 CFR Part 200.305(b)(8). 4.7 TIMELY BILLING REQUIRED. Grantee must submit any payment request to Grantor within ten (10) days of the end of the month, unless another billing schedule is specified in PART TWO,PART THREE or Exhibit C. Failure to submit such payment request timely will render the amounts billed an unallowable cost which Grantor cannot reimburse.In the event that Grantee is unable, for good cause, to submit its payment request timely, Grantee shall Tri-County Regional Planning Commission 2020 Census Grant Program I Grant Agreement Page 8 of 46 timely notify Grantor and may request an extension of time to submit the payment request. Grantor's approval of Grantee's request for an extension shall not be unreasonably withheld. 4.8 CERTIFICATION. Pursuant to 2 CFR 200.415, each invoice and report submitted by Grantee (or sub-grantee) must contain the following certification by an official authorized to legally bind the Grantee (or sub-grantee): By signing this report [or payment request or both], I certify to the best of my knowledge and belief that the report [or payment request] is true, complete, and accurate; that the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the State or federal pass-through award; and that supporting documentation has been submitted as required by the grant agreement. I acknowledge that approval for any other expenditure described herein shall be considered conditional subject to further review and verification in accordance with the monitoring and records retention provisions of the grant agreement. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud,false statements,false claims or otherwise. (U.S. Code Title 18, Section 1001 and Title 31, Sections 3729-3730 and 3801-3812; 30 ILCS 708/120). ARTICLE V SCOPE OF GRANT ACTIVITIES/PURPOSE OF GRANT 5.1 SCOPE OF GRANT ACTIVITIES/PURPOSE OF GRANT. Grantee will conduct the Grant Activities or provide the services as described in the Exhibits and attachments, including Exhibit A (Project Description) and Exhibit B (Deliverables), incorporated herein and in accordance with all terms and conditions set forth herein and all applicable administrative rules. In addition, the State's Notice of Award is incorporated herein by reference. All Grantor-specific provisions and programmatic reporting required under this Agreement are described in PART TWO (The Grantor-Specific Terms). All Project-specific provisions and reporting required under this Agreement are described in PART THREE. 5.2 SCOPE REVISIONS. Grantee shall obtain Prior Approval from Grantor whenever a Scope revision is necessary for one or more of the reasons enumerated in 2 CFR 200.308. All requests for Scope revisions that require Grantor approval shall be signed by Grantee's authorized representative and submitted to Grantor for approval. Expenditure of funds under a requested revision is prohibited and will not be reimbursed if expended before Grantor gives written approval. See 2 CFR 200.308. 5.3 SPECIFIC CONDITIONS. If applicable, specific conditions required after a risk assessment will be included in Exhibit G. Grantee shall adhere to the specific conditions listed therein. ARTICLE VI Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 9 of 46 BUDGET 6.1 BUDGET. The Budget is a schedule of anticipated grant expenditures that is approved by Grantor for carrying out the purposes of the Award.When Grantee or third parties support a portion of expenses associated with the Award, the Budget includes the non-federal as well as the federal share (and State share if applicable) of grant expenses. The Budget submitted by Grantee at application, or a revised Budget subsequently submitted and approved by Grantor, is considered final and is incorporated herein by reference. 6.2 BUDGET REVISIONS.Grantee shall obtain Prior Approval from Grantor whenever a Budget revision is necessary for one or more of the reasons enumerated in 44 III. Admin. Code 7000.370(b).All requests for Budget revisions that require Grantor approval shall be signed by Grantee's authorized representative and submitted to Grantor for approval.Expenditure of funds under a requested revision is prohibited and will not be reimbursed if expended before Grantor gives written approval. 2 CFR 200.308. 6.3 DISCRETIONARY LINE ITEM TRANSFERS. Unless prohibited from doing so in 2 CFR 200.308, transfers between approved line items may be made without Grantor's approval only if the total amount transferred does not exceed the allowable variance of the greater of either (i) ten percent (10%) of the Budget line item or (ii) one thousand dollars ($1,000) of the Budget line item. Discretionary line item transfers may not result in an increase to the Budget. 6.4 NON-DISCRETIONARY LINE ITEM TRANSFERS. Total line item transfers exceeding the allowable variance of the greater of either (i) ten percent (10%) of the Budget line item or (ii) one thousand dollars ($1,000) of the Budget line item require Grantor approval as set forth in Paragraph 6.2. 6.5 NOTIFICATION.Within thirty (30) calendar days from the date of receipt of the request for Budget revisions, Grantor will review the request and notify Grantee whether the Budget revision has been approved, denied, or the date upon which a decision will be reached. ARTICLE VII ALLOWABLE COSTS 7.1 ALLOWABILITY OF COSTS; COST ALLOCATION METHODS. The allowability of costs and cost allocation methods for work performed under this Agreement shall be determined in accordance with 2 CFR 200 Subpart E and Appendices III,IV, and V. 7.2 INDIRECT COST RATE SUBMISSION. (a) All Grantees must make an Indirect Cost Rate election in the Grantee Portal, even grantees that do not charge or expect to charge Indirect Costs. 44 III. Admin. Code 7000.420(d). Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 10 of 46 (b) A Grantee must submit an Indirect Cost Rate Proposal in accordance with federal regulations, in a format prescribed by Grantor. For Grantees who have never negotiated an Indirect Cost Rate before, the Indirect Cost Rate Proposal must be submitted for approval no later than three months after the effective date of the Award.For Grantees who have previously negotiated an Indirect Cost Rate,the Indirect Cost Rate Proposal must be submitted for approval within 180 days of the Grantee's fiscal year end, as dictated in the applicable appendices, such as: (i) Appendix V and VII to 2 CFR Part 200 governs Indirect Cost Rate Proposals for state and local governments, (ii) Appendix III to 2 CFR Part 200 governs Indirect Cost Rate Proposals for public and private institutions of higher education, (iii) Appendix IV to 2 CFR Part 200 governs Indirect (F&A) Costs Identification and Assignment, and Rate Determination for Nonprofit Organizations, and (iv) Appendix V to Part 200 governs state/Local Government wide Central Service Cost Allocation Plans (c) A Grantee who has a current,applicable rate negotiated by a cognizant federal agency shall provide to Grantor a copy of its Indirect Cost Rate acceptance letter from the federal government and a copy of all documentation regarding the allocation methodology for costs used to negotiate that rate, e.g., without limitation, the cost policy statement or disclosure narrative statement. Grantor will accept that Indirect Cost Rate, up to any statutory, rule-based or programmatic limit. 7.3 TRANSFER OF COSTS. Cost transfers between Grants,whether as a means to compensate for cost overruns or for other reasons, are unallowable. See 2 CFR 200.451. 7.4 HIGHER EDUCATION COST PRINCIPLES. The federal cost principles that apply to public and private institutions of higher education are set forth in 2 CFR Part 200 Subpart E and Appendix III. 7.5 NONPROFIT ORGANIZATIONS COST PRINCIPLES.The federal cost principles that apply to Nonprofit Organizations that are not institutions of higher education are set forth in 2 CFR Part 200 Subpart E, unless exempt under 2 CFR 200 Appendix VIII. 7.6 GOVERNMENT COST PRINCIPLES.The federal cost principles that apply to state, local and federally recognized Indian tribal governments are set forth in 2 CFR Part 200 Subpart E, Appendix V, and Appendix VII. 7.7 COMMERCIAL ORGANIZATION COST PRINCIPLES. The federal cost principles and procedures for cost analysis and the determination, negotiation and allowance of costs that apply to commercial organizations are set forth in 48 CFR Part 31. Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 11 of 46 7.8 FINANCIAL MANAGEMENT STANDARDS. The financial management systems of Grantee must meet the following standards: (a) ACCOUNTING SYSTEM. Grantee organizations must have 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 pertaining to state and federal pass-through awards, authorizations, obligations, unobligated balances, assets, outlays, and income.These records must be maintained on a current basis and balanced at least quarterly. Cash contributions to the Program from third parties must be accounted for in the general ledger with other Grant Funds. Third party in-kind (non-cash) contributions are not required to be recorded in the general ledger, but must be under accounting control, possibly through the use of a memorandum ledger. To comply with 2 CFR 200.305(b)(7)(i) and 30 ILCS 708/520, Grantee shall use reasonable efforts to ensure that funding streams are delineated within Grantee's accounting system. See 2 CFR 200.302. (b) SOURCE DOCUMENTATION. Accounting records must be supported by such source documentation as canceled checks, bank statements, invoices, paid bills,donor letters, time and attendance records,activity reports,travel reports, contractual and consultant agreements, and subaward documentation. All supporting documentation should be clearly identified with the Award and general ledger accounts which are to be charged or credited. (i) The documentation standards for salary charges to grants are prescribed by 2 CFR 200.430, and in the cost principles applicable to the entity's organization (Paragraphs 7.4 through 7.7). (ii) If records do not meet the standards in 2 CFR 200.430, then Grantor may notify Grantee in PART TWO, PART THREE or Exhibit G of the requirement to submit Personnel activity reports See 2 CFR 200.430(i)(8). Personnel activity reports shall account on an after-the-fact basis for one hundred percent (100%) of the employee's actual time, separately indicating the time spent on the grant, other grants or projects,vacation or sick leave, and administrative time, if applicable.The reports must be signed by the employee, approved by the appropriate official, and coincide with a pay period. These time records should be used to record the distribution of salary costs to the appropriate accounts no less frequently than quarterly. (iii) Formal agreements with independent contractors, such as consultants, must include a description of the services to be performed, the period of performance, the fee and method of payment, an itemization of travel and other costs which are chargeable to the agreement, and the signatures of both the contractor and an appropriate official of Grantee. Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 12 of 46 (iv) If third party in-kind (non-cash) contributions are used for Grant purposes, the valuation of these contributions must be supported with adequate documentation. (c) INTERNAL CONTROL. Effective control and accountability must be maintained for all cash, real and personal property, and other assets.Grantee must adequately safeguard all such property and must provide assurance that it is used solely for authorized purposes. Grantee must also have systems in place that provide reasonable assurance that the information is accurate, allowable, and compliant with the terms and conditions of this Agreement. 2 CFR 200.303. (d) BUDGET CONTROL. Records of expenditures must be maintained for each Award by the cost categories of the approved Budget (including indirect costs that are charged to the Award),and actual expenditures are to be compared with Budgeted amounts at least quarterly. (e) CASH MANAGEMENT. Requests for advance payment shall be limited to Grantee's immediate cash needs. Grantee must have written procedures to minimize the time elapsing between the receipt and the disbursement of Grant Funds to avoid having excess funds on hand. 2 CFR 200.305. 7.9 FEDERAL REQUIREMENTS. All Awards, whether funded in whole or in part with either federal or State funds, are subject to federal requirements and regulations, including but not limited to 2 CFR Part 200, 44 III. Admin. Code 7000.30(b) and the Financial Management Standards in Paragraph 7.8. 7.10 PROFITS. It is not permitted for any person or entity to earn a Profit from an Award. See, e.g., 2 CFR 200.400(8); see also 30 ILCS 708/60(a)(7). 7.11 MANAGEMENT OF PROGRAM INCOME. Grantee is encouraged to earn income to defray program costs where appropriate, subject to 2 CFR 200.307. ARTICLE VIII REQUIRED CERTIFICATIONS 8.1 CERTIFICATIONS. Grantee, its officers, and directors shall be responsible for compliance with the enumerated certifications to the extent that the certifications apply to Grantee. (a) Bribery. Grantee certifies that it has 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 (30 ILCS 500/50-5). (b) Bid Rigging. Grantee certifies that it has not been barred from contracting with a unit of State or local government as a result of a violation of Section 33E-3 or 33E-4 of the Criminal Code of 1961 (720 ILCS 5/33E-4 or 720 ILCS 5/33E-4, respectively). Tri-County Regional Planning Commission 12020 Census Grant Program Grant Agreement Page 13 of 46 (c) Debt To State. Grantee certifies that neither it, nor its affiliate(s), is/are barred from being awarded a contract because the Agency, or its affiliate(s), is/are delinquent in the payment of any debt to the State, unless the Agency, or its affiliate(s), has/have entered into a deferred payment plan to pay off the debt, and the Agency acknowledges the Department may declare the contract void if the certification is false (30 ILCS 500/50-11). (d) Educational Loan. Grantee certifies that it is not barred from receiving State agreements as a result of default on an educational loan (5 ILCS 385/1 et seq.). (e) International Boycott. Grantee certifies that neither it nor any substantially owned affiliated company is participating or shall participate in an international boycott in violation of the provisions of the U.S. Export Administration Act of 1979, (50 U.S.C. Appx. 2401 et. seq.), or the regulations of the U.S. Department of Commerce promulgated under that Act, (15 CFR Parts 730 through 774). (f) Dues and Fees. Grantee certifies that it is not prohibited from selling goods or services to the State of Illinois Because it pays dues or fees on behalf of its employees or agents, or subsidizes or otherwise reimburses them for payment of their dues or fees to any club which unlawfully discriminates (775 ILCS 25/1, 25/2 et seq.). (g) Pro-Children Act. Grantee certifies that it is in compliance with the Pro-Children Act of 2001 in that it prohibits smoking in any portion of its facility used for the provision of health, day care, early childhood development services, education or library services to children under the age of eighteen (18),which services are supported by Federal or State government assistance (except such portions of the facilities which are used for inpatient substance abuse treatment) (20 U.S.C. 7181-7184 et seq.). (h) Drug Free Work Place. Grantee certifies that neither it nor its employees shall engage in the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance in the performance of this Agreement and that the Agency is in compliance with all the provisions of the Illinois Drug Free Workplace Act (30 ILCS 580/3 and 580/4). The Agency further certifies that it is in compliance with the government-wide requirements for a drug-free workplace as set forth in 41 USC 8102. (i) Motor Voter Law. Grantee certifies that it is in full compliance with the terms and provisions of the National Voter Registration Act of 1993 (52 USC 20501 et seq.). (j) Clean Air Act and Clean Water Act. Grantee certifies that it is in compliance with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C.7401 et seq.) and the Federal Water Pollution Control Act,as amended (33 U.S.C. 1251 et seq.). Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 14 of 46 (k) Debarment. Grantee certifies that it is not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this Agreement by any Federal department or agency(45 CFR Part 76),or by the State (see 30 ILCS 708/25 (6)(G)). (1) Non-procurement Debarment and Suspension. Grantee certifies that it is in compliance with Subpart C of 2CFR Part 180 as supplemented by 2CFR Part 376, Subpart C. (m)Grant For The Construction Of Fixed Works. Grantee certifies that all Programs for the construction of fixed works which are financed in whole 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, Grantee shall comply with the requirements of the Prevailing Wage Act including, but not limited to, inserting into all contracts for such construction a stipulation to the effect that not less than the prevailing rate of wages as applicable to the Program shall be paid to all laborers, workers, and mechanics performing work under the Award and requiring all bonds of contractors to include a provision as will guarantee the faithful performance of such prevailing wage clause as provided by contract. (n) Health Insurance Portability and Accountability Act. Grantee certifies that it is in compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Public Law No. 104-191,45 CFR Parts 160,162 and 164,and the Social Security Act, 42 USC 1320d-2 through 1320d-7, in that it may not use or disclose protected health information other than as permitted or required by law and agrees to use appropriate safeguards to prevent use or disclosure of the protected health information.Grantee shall maintain,for a minimum of six(6)years, all protected health information. (o) Criminal Convictions. Grantee certifies that neither it nor any officer, director, partner or other managerial agent of Grantee has been convicted of a felony under the Sarbanes-Oxley Act of 2002, nor a Class 3 or Class 2 felony under Illinois Securities Law of 1953, or that at least five (5) years have passed since the date of the conviction. Grantee further certifies that it is not barred from receiving an Award under 30 ILCS 500/50-10.5, and acknowledges that Grantor shall declare the Agreement void if this certification is false (30 ILCS 500/50-10.5). (p) Forced Labor Act. Grantee certifies that it complies with the State Prohibition of Goods from Forced Labor Act, and certifies that no foreign-made equipment, materials, or supplies furnished to the State under this Agreement have been or will be produced in whole or in part by forced labor, convict labor, or indentured labor under penal sanction (30 ILCS 583). Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 15 of 46 (q) Illinois Use Tax. Grantee certifies in accordance with 30 ILCS 500/50-12 that it is not barred from receiving an award under this paragraph. Grantee acknowledges that this Agreement may be declared void if this certification is false. (r) Environmental Protection Act Violations. Grantee certifies in accordance with 30 ILCS 500/50-14 that it is not barred from receiving an award under this paragraph. Grantee acknowledges that this Agreement may be declared void if this certification is false. (s) Goods From Child Labor Act. Grantee certifies that no foreign-made equipment, materials,or supplies furnished to the State under this Agreement have been produced in whole or in part by the labor of any child under the age of twelve (12) (30 ILCS 584). (t) Federal Funding Accountability and Transparency Act of 2006. Grantee certifies that it is in compliance with the terms and requirements of 31 USC 6101. ARTICLE D( CRIMINAL DISCLOSURE 9.1 MANDATORY CRIMINAL DISCLOSURES. Grantee shall continue to disclose to Grantor all violations of criminal law involving fraud, bribery or gratuity violations potentially affecting this Award. See 30 ILCS 708/40. Additionally, if Grantee receives over $10 million in total Financial Assistance, funded by either State or federal funds, during the period of this Award, Grantee must maintain the currency of information reported to SAM regarding civil, criminal or administrative proceedings as required by 2 CFR 200.113 and Appendix XII of 2 CFR Part 200, and 30 ILCS 708/40. ARTICLE X UNLAWFUL DISCRIMINATION 10.1 COMPLIANCE WITH NONDISCRIMINATION LAWS. Grantee, its employees and subcontractors under subcontract made pursuant to this Agreement, shall comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to,the following laws and regulations and all subsequent amendments thereto: (a)The Illinois Human Rights Act,as now or hereafter amended (775 ILCS 5/1-101 et seq.); including without limitation,44 III.Admin. Code Part 750,which is incorporated herein; (b) Public Works Employment Discrimination Act (775 ILCS 10/0.01 et seq.); (c) The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000h-6). (See also guidelines to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons (Federal Register: February 18, 2002 (Volume 67, Number 13, Pages 2671- 26851); Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 16 of 46 (d) Section 504 of the Federal Rehabilitation Act of 1973 (29 USC 794); (e) The Americans with Disabilities Act of 1990 (42 U.S.C. 12101 et seq.), and (f) The Age Discrimination Act (42 USC 6101 et seq). ARTICLE XI LOBBYING 11.1 IMPROPER INFLUENCE. Grantee certifies that no Grant Funds have been paid or will be paid by or on behalf of Grantee to any person for influencing or attempting 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 Illinois General Assembly, or an employee of a member of Congress or Illinois General Assembly in connection with the awarding of any agreement,the making of any grant,the making of any loan,the entering into of any cooperative agreement, or the extension, continuation, renewal, amendment or modification of any agreement, grant, loan or cooperative agreement. 31 USC 1352. Additionally, Grantee certifies that it has filed the required certification under the Byrd Anti-Lobbying Amendment (31 USC 1352), if applicable. 11.2 FEDERAL FORM LLL. If any funds, other than federally-appropriated funds, were paid or will be paid to any person for influencing or attempting to influence any of the above persons in connection with this Agreement, the undersigned must also complete and submit Federal Form LLL, Disclosure of Lobbying Activities Form, in accordance with its instructions. 11.3 LOBBYING COSTS. Grantee certifies that .it is in compliance with the restrictions on lobbying set forth in 2 CFR Part 200.450. For any Indirect Costs associated with this Agreement,total lobbying costs shall be separately identified in the Program Budget, and thereafter treated as other Unallowable Costs. 11.4 PROCUREMENT LOBBYING. Grantee warrants and certifies that it and, to the best of its knowledge, its sub-grantees have complied and will comply with Executive Order No. 1 (2007) (EO 1-2007). EO 1-2007 generally prohibits Grantees and subcontractors from hiring the then-serving Governor's family members to lobby procurement activities of the State, or any other unit of government in Illinois including local governments, if that procurement may result in a contract valued at over$25,000.This prohibition also applies to hiring for that same purpose any former State employee who had procurement authority at any time during the one-year period preceding the procurement lobbying activity. 11.5 SUBAWARDS. Grantee must include the language of this ARTICLE XI in the award documents for any subawards made pursuant to this Award at all tiers. All sub-awardees Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 17 of 46 are also subject to certification and disclosure. Pursuant to Appendix H(I)to 2 CFR Part 200, Grantee shall forward all disclosures by contractors regarding this certification to Grantor. 11.6 CERTIFICATION. This certification is a material representation of fact upon which reliance was placed to enter into this transaction and is a prerequisite for this transaction, pursuant to 31 USC 1352.Any person who fails to file the required certifications shall be subject to a civil penalty of not less than $10,000, and not more than $100,000, for each such failure. ARTICLE XII MAINTENANCE AND ACCESSIBILITY OF RECORDS; MONITORING 12.1 RECORDS RETENTION. Grantee shall maintain for three (3) years from the date of submission of the final expenditure report, adequate books, all' financial records and, supporting documents, statistical records, and all other records pertinent to this Award, adequate to comply with 2 CFR 200.333, unless a different retention period is specified in 2 CFR 200.333 or 44 III.Admin.Code H 7000.430(a) and (b).If any litigation, claim or audit is started before the expiration of the retention period,the records must be retained until all litigation, claims or audit exceptions involving the records have been resolved and final action taken. 12.2 ACCESSIBILITY OF RECORDS.Grantee, in compliance with 2 CFR 200.336 and 44 III.Admin. Code 7000.430(e), shall make books, records, related papers, supporting documentation and personnel relevant to this Agreement available to authorized Grantor representatives, the Illinois Auditor General, Illinois Attorney General, any Executive Inspector General,the Grantor's Inspector General, federal authorities, any person identified in 2 CFR 200.336, and any other person as may be authorized by Grantor (including auditors), by the state of Illinois or by federal statute. Grantee shall cooperate fully in any such audit or inquiry. 12.3 FAILURE TO MAINTAIN BOOKS AND RECORDS. Failure to maintain books, records and supporting documentation, as described in this ARTICLE XII,shall establish a presumption in favor of the State for the recovery of any funds paid by the State under this Agreement for which adequate books, records and supporting documentation are not available to support disbursement. 12.4 MONITORING AND ACCESS TO INFORMATION. Grantee must monitor its activities to assure compliance with applicable state and federal requirements and to assure its performance expectations are being achieved. Grantor shall monitor the activities of Grantee to assure compliance with all requirements and performance expectations of the award.Grantee shall timely submit all financial and performance reports, and shall supply, upon Grantor's request, documents and information relevant to the Award. Grantor may make site visits as warranted by program needs.See 2 CFR 200.328 and 200.331.Additional monitoring requirements may be in PART TWO or PART THREE. Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 18 of 46 ARTICLE XIII FINANCIAL.REPORTING REQUIREMENTS 13.1 REQUIRED PERIODIC FINANCIAL REPORTS. Grantee agrees to submit financial reports as requested and in the format required by Grantor. Grantee shall file quarterly reports with Grantor describing the expenditure(s) of the funds related thereto, unless more frequent reporting is required by the Grantee pursuant to specific award conditions.2 CFR 200.207. The first of such reports shall cover the first three months after the Award begins. Monthly reports must be submitted no later than 5 calendar days following the one month period covered by the report.Additional information regarding required financial reports may be set forth in Exhibit G. Failure to submit the required financial reports may cause a delay or suspension of funding. 30 ILCS 705/1 et seq.; 2 CFR 207(b)(3) and 200.327. Any report required by 30 ILCS 708/125 may be detailed in PART TWO or PART THREE. 13.2 CLOSE-OUT REPORTS. (a) Grantee shall submit a Close-out Report within 30 calendar days following the end of the period of performance for this Agreement. In the event that this Agreement is terminated prior to the end of the Term,Grantee shall submit a Close-out Reportwithin 30 calendar days of such termination. The format of this Close-out Report shall follow a format prescribed by Grantor. 2 CFR 200.343;44 III. Admin. Code 7000.440(b). (b) If an audit or review of Grantee occurs and results in adjustments after Grantee submits a Close-out Report, Grantee will submit a new Close-out Report based on audit adjustments,and immediately submit a refund to Grantor, if applicable.2 CFR 200.344. 13.3 CONSOLIDATED YEAR-END FINANCIAL REPORTS. (a) This Paragraph 13.3 applies to all Grantees, unless exempted by PART TWO or PART THREE (b) Grantees shall submit Consolidated Year-End Financial Reports, according to the required audit (see ARTICLE XV), namely: (i) For Grantees required to conduct a single audit (or program-specific audit),within the earlier of (a) 9 months after the Grantee's fiscal year ending on or after June 30, or(b) 30 calendar days following completion of the audit; or (ii) For Grantees required to conduct a Financial Statement Audit or for Grantees not required to perform an audit,within 180 days after the Grantee's fiscal year ending on or after June 30. These deadlines may be extended at the discretion of the Grantor, but only for rare and unusual circumstances such as a natural disaster. (c) The Consolidated Year-End Financial Report must cover the same period the Audited Financial Statements cover. If no Audited Financial Statements are required, however, Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 19 of 46 then the Consolidated Year-End Financial Report must cover the same period as the Grantee's tax return. (d) Consolidated Year-End Financial Reports must include an in relation to opinion from the report issuer on the financial statements included in the Consolidated Year-End Financial Report. (e) Consolidated Year-End Financial Reports shall follow a format prescribed by Grantor. 13.4 EFFECT OF FAILURE TO COMPLY. Failure to comply with reporting requirements shall result in the withholding of funds, the return of improper payments or Unallowable Costs, will be considered a material breach of this Agreement and may be the basis to recover Grant Funds. Grantee's failure to comply with this ARTICLE XIII, ARTICLE XIV, or ARTICLE XV shall be considered prima facie evidence of a breach and may be admitted as such, without further proof,into evidence in an administrative proceeding beforeGrantor,or in any other legal proceeding. Grantee should refer to the State of Illinois Grantee Compliance Enforcement System for policy and consequences for failure to comply. ARTICLE XIV PERFORMANCE REPORTING REQUIREMENTS 14.1 REQUIRED PERIODIC PERFORMANCE REPORTS. GRANTEE agrees to submit Performance Reports as requested and in the format required by Grantor. Performance Measures listed in Exhibit E must be reported monthly, unless otherwise specified in PART TWO or PART THREE. Unless so specified, the first of such reports shall cover the first month after the Award begins. If Grantee is not required to report performance quarterly, then Grantee must submit a Performance Report at least annually. Pursuant to 2 CFR 200.207, specific conditions may be imposed requiring Grantee to report more frequently based on the risk assessment or the merit based review of the application.In such cases,Grantor shall notify Grantee of same in Exhibit G. Pursuant to 2 CFR 200.328 and 44 III. Admin. Code 7000.410(b)(2), periodic Performance Reports shall be submitted no later than 30 calendar days following the period covered by the report. For certain construction-related Awards, such reports may be exempted as identified in PART TWO or PART THREE.2 CFR 200.328. Failure to submit such required Performance Reports may cause a delay or suspension of funding. 30ILCS 705/1 etseq. 14.2 CLOSE-OUT PERFORMANCE REPORTS.Grantee agrees to submit a Close-out Performance Report, in the format required by Grantor, within 30 calendar days following the end of the period of performance. See 2 CFR 200.343;44 III.Admin. Code 7000.440(b)(1). 14.3 CONTENT OF PERFORMANCE REPORTS. Pursuant to 2 CFR 200.328(b)(2) all Performance Reports must include Program qualitative and quantitative. information, including a comparison of actual accomplishments to the objectives of the award established for the period; where the accomplishments can be quantified, a computation of the cost if required; performance trend data and analysis if required; and reasons why established Tri-County Regional Planning Commission 12020 Census Grant Program Grant Agreement Page 20 of 46 goals were not met, if appropriate. Appendices may be used to include additional supportive documentation.Additional content and format guidelines for the Performance Reports will be determined by Grantor contingent on the Award's statutory, regulatory and administrative requirements, and are included in PART TWO or PART THREE of this Agreement. 14.4 PERFORMANCE STANDARDS. Grantee shall perform in accordance with the Performance Standards set forth in Exhibit F. See 2 CFR 200.301 and 200.210. ARTICLE XV AUDIT REQUIREMENTS 15.1 AUDITS. Grantee 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, and the audit rules and policies set forth by the Governor's Office of Management and Budget.See 30 ILCS 708/65(c); 44 III.Admin. Code 7000.90. 15.2 AUDIT REQUIREMENTS. This Paragraph applies to Grantees that are not "for-profit" entities. (a) Single and Program-Specific Audits.If, during its fiscal year, Grantee expends$750,000 or more in Federal Awards (direct federal and federal pass-through awards combined), Grantee must have a single auditor 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.The audit report packet must be completed as described in 2 CFR 200.512 (single audit) or 2 CFR 200.507 (program-specific audit),44 III.Admin.Code 7000.90(h)(1) and the current GATA audit manual and submitted to the Federal Audit Clearinghouse, as required by 2 CFR 200.512. The results of peer and external quality control reviews, management letters, AU-C 265 communications and the Consolidated Year-End Financial Report(s) must be submitted to the Grantee Portal. The due date of all required submissions set forth in this Paragraph is the earlier of (i) 30 calendar days after receipt of the auditor's report(s) or (ii) nine (9) months after the end of the Grantee's audit period. (b) FINANCIAL STATEMENT.AUDIT. If, during its fiscal year, Grantee expends less than $750,000 in Federal Awards, Grantee is subject to the following audit requirements: (i) If, during its fiscal year, Grantee expends $500,000 or more in Federal and state Awards, singularly or in any combination, from all sources, Grantee must have a financial statement audit conducted in accordance with the Generally Accepted Government Auditing Standards (GAGAS). Grantee may be subject to additional requirements in PART TWO, PART THREE or Exhibit G based on the Grantee's risk profile. Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 21 of 46 (ii) If, during its fiscal year, Grantee expends less than $500,000 in Federal and state Awards, singularly or in any combination, from all sources, but expends $300,000 or more in Federal and state Awards, singularly or in any combination, from all sources, Grantee must have a financial statement audit conducted in accordance with the Generally Accepted Auditing Standards (GAAS). (iii) If Grantee is a Local Education Agency (as defined in 34 CFR 77.1), Grantee shall have a financial statement audit conducted in accordance with GAGAS, as required by 23 III.Admin. Code 100.110, regardless of the dollar amount of expenditures of Federal and state Awards. (iv) If Grantee does not meet the requirements in subsections 15.2(b) and 15.2(c)(iiii) but is required to have a financial statement audit conducted based on other regulatory requirements, Grantee must submit those audits for review. (v) Grantee must submit its financial statement audit report packet, as set forth in 44 III. Admin. Code 7000.90(h)(2) and the current GATA audit manual, to the Grantee Portal within the earlier of(i) 30 calendar days after receipt of the auditor's report(s) or(ii) 6 months after the end of the Grantee's audit period. 15.3 PERFORMANCE OF AUDITS. For those organizations required to submit an independent audit report, the audit is to be conducted by the Illinois Auditor General, or a Certified Public Accountant or Certified Public Accounting Firm licensed in the State of Illinois or in accordance with Section 5.2 of the Illinois Public Accounting Act(225 ILCS 450/5.2). For all audits required to be performed subject to Generally ARTICLE XVI TERMINATION;SUSPENSION; NON-COMPLIANCE 16.1 TERMINATION (a) This Agreement may be terminated, in whole or in part, by either Party for any or no reason upon thirty (30) calendar days' prior written notice to the other Party. If terminated by the Grantee,Grantee must include the reasons for such termination,the effective date, and, in the case of a partial termination,the portion to be terminated.If Grantor determines in the case of a partial termination that the reduced or modified portion of the Award will not accomplish the purposes for which the Award was made, Grantor may terminate the Agreement in its entirety. 2 CFR 200.339(a)(4). (b) This Agreement may be terminated, in whole or in part, by Grantor without advance notice: (i) Pursuant to a funding failure under Paragraph 4.1; Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 22 of 46 (ii) If Grantee fails to comply with the terms and conditions of this or any 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 Grant; I - (iii) For cause, which may render the Grantee ineligible for consideration for future grants from the Grantor or other State agencies; or (iv) If Grantee breaches this Agreement and either (1) fails to cure such breach within 15 calendar,days' written notice thereof, or (2) if such cure would require longer than 15 calendar days and the Grantee has failed to commence such cure within 15 calendar days' written notice thereof. In the event that Grantor terminates this Agreement as a result of the breach of the Agreement by Grantee, Grantee shall be paid for work satisfactorily performed prior to the date of termination. 16.2 SUSPENSION. Grantor may suspend this Agreement, in whole or in part, pursuant to a funding failure under Paragraph 4.1 or if the Grantee fails to comply with terms and conditions of this or any Award.If suspension is due to Grantee's failure to comply,Grantor may withhold further payment and prohibit Grantee from incurring additional obligations pending corrective action by Grantee or a decision to terminate this Agreement by- Grantor. Grantor may determine to allow necessary and proper costs that Grantee could not reasonably avoid during the period of suspension. 16.3 NON-COMPLIANCE.If Grantee fails to comply with applicable statutes, regulations or the terms and conditions of this or any Award, Grantor may impose additional conditions on Grantee,as described in 2 CFR 200.207.If Grantor determines that non-compliance cannot be remedied by imposing additional conditions, Grantor may take one or more of the actions described in 2 CFR 200.338. The Parties shall follow all Grantor policies and procedures regarding non-compliance, including, but not limited to, the procedures set forth in the State of Illinois Grantee Compliance Enforcement System. 44 III. Admin. Code H 7000.80, 7000.260. 16.4 OBJECTION. If Grantor suspends or terminates this Agreement, in whole or in part, for cause, or takes any other action in response to Grantee's non-compliance, Grantee may avail itself of any opportunities to object and challenge such suspension, termination or other action by Grantor in accordance with any applicable processes and procedures, including, but not limited to, the procedures set forth in the State of Illinois Grantee I Compliance Enforcement System.2 CFR 200.341;44 III..Admin. Code H 7000.80, 7000.260. i 16.5 EFFECTS OF SUSPENSION AND TERMINATION (a) Grantor may credit Grantee for expenditures incurred in the performance of authorized services under this Agreement prior to the effective date of a suspension or termination. Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 23 of 46 (b) Grantee shall not incur any costs or obligations that require the use of these Grant Funds after the effective date of a suspension or termination, and shall cancel as many outstanding obligations as possible. (c) Costs to Grantee resulting from obligations incurred by Grantee during a suspension or after termination of the Agreement are not allowable unless: (i) Grantor expressly authorizes them in the notice of suspension or termination; and (ii) The costs result from obligations properly incurred before the effective date of suspension or termination,are not in anticipation of the suspension or termination, and the costs would be allowable if the Agreement was not suspended or terminated. 2 CFR 200.342. 16.6 CLOSE-OUT OF TERMINATED AGREEMENTS. If this Agreement is terminated, in whole or in part, the Parties shall comply with all close-out and post-termination requirements of this Agreement. 2 CFR 200.339(c). ARTICLE XVII SUBCONTRACTS/SUB-GRANTS 17.1 SUB-RECIPIENTS/DELEGATION. Grantee may not subcontract nor sub-grant any portion of this Agreement nor delegate any duties hereunder without Prior Approval of Grantor. The requirement for Prior Approval is satisfied if the subcontractor or sub-grantee has been identified in the Uniform Grant Application, such as, without limitation, a Project Description, and Grantor has approved. 17.2 APPLICATION OF TERMS. Grantee shall advise any sub-grantee of funds awarded through this Agreement of the requirements imposed on them by federal and state laws and regulations, and the provisions of this Agreement.In all agreements between Grantee and its sub-grantees, Grantee shall insert term(s) that requires that all sub-grantees adhere to the terms of this Agreement. 17.3 LIABILITY AS GUARANTY. Grantee shall be liable as guarantor for any Grant Funds it obligates to a sub-grantee or sub-contractor pursuant to Paragraph 17.1 in the event the Grantor determines the funds were either misspent or are being improperly held and the sub-grantee or sub-contractor is insolvent or otherwise fails to return the funds. ARTICLE XVIII NOTICE OF CHANGE 18.1 NOTICE OF CHANGE.Grantee shall notifythe Grantor if there is a change in Grantee's legal status, federal employer identification number (FEIN), DUNS number, SAM registration status,Related Parties,senior management or address.See 30ILCS 708/60(a).If the change is anticipated, Grantee shall give thirty (30) days' prior written notice to Grantor. If the change is unanticipated, Grantee shall give notice as soon as practicable thereafter. Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 24 of 46 Grantor reserves the right to take any and all appropriate action as a result of such change(s). 18.2 FAILURE TO PROVIDE NOTIFICATION. Grantee shall hold harmless Grantor for any acts or omissions of Grantor resulting from Grantee's failure to notify Grantor of these changes. 18.3 NOTICE OF IMPACT. Grantee shall immediately notify Grantor of any event that may have a material impact on Grantee's ability to perform this Agreement. 18.4 CIRCUMSTANCES AFFECTING PERFORMANCE: NOTICE. In the event Grantee becomes a party to any litigation, investigation or transaction that may reasonably be considered to have a material impact on Grantee's ability to perform under this Agreement, Grantee shall notify Grantor, in writing, within five (5) calendar days of determining such litigation or transaction may reasonably be considered to have a material impact on the Grantee's ability to perform under this Agreement. 18.5 EFFECT OF FAILURE TO PROVIDE NOTICE. Failure to provide the notice described in Paragraph 18.4 shall be grounds for immediate termination of this Agreement and any costs incurred after notice should have been given shall be disallowed. ARTICLE XIX STRUCTURAL REORGANIZATION AND RECONSTITUTION OF BOARD MEMBERSHIP 19.1 EFFECT OF REORGANIZATION. Grantee acknowledges that this Agreement is made by and between Grantor and Grantee, as Grantee is currently organized and constituted. No promise or undertaking made hereunder is an assurance that Grantor agrees to continue this Agreement, or any license related thereto, should Grantee significantly reorganize or otherwise substantially change the character of its corporate structure, business structure or governance structure. Grantee agrees that it will give Grantor prior notice of any such action or changes significantly affecting its overall structure or management makeup (for example, a merger or a corporate restructuring), and will provide any and all reasonable documentation necessary for Grantor to review the proposed transaction including financial records and corporate and shareholder minutes of any corporation which may be involved. This ARTICLE XIX does not require Grantee to report on minor changes in the makeup of its board membership. Nevertheless, PART TWO or PART THREE may impose further restrictions. Failure to comply with this ARTICLE XIX shall constitute a material breach of this Agreement. ARTICLE XX AGREEMENTS WITH OTHER STATE AGENCIES 20.1 COPIES UPON REQUEST. Grantee shall, upon request by Grantor, provide Grantor with copies of contracts or other agreements to which Grantee is a party with any other State agency. Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 25 of 46 ARTICLE XXI CONFLICT OF INTEREST 21.1 REQUIRED DISCLOSURES. Grantee must immediately disclose in writing any potential or actual Conflict of Interest to the Grantor. 2 CFR 200.112 and 44 III. Admin. Code 7000.40(b)(3). 21.2. PROHIBITED PAYMENTS. Grantee agrees that payments made by Grantor under this Agreement will not be used to compensate, directly or indirectly, any person: (1) currently holding an elective office in this State including, but not limited to, a seat in the General Assembly, or (2) employed by an office or agency of the state of Illinois whose annual compensation is in excess of sixty percent (60%) of the Governor's annual salary, or $106,447.20 (30 ILCS 500/50-13). 21.3 REQUEST FOR EXEMPTION. Grantee may request written approval from Grantor for an exemption from Paragraph 21.2. Grantee acknowledges that Grantor is under no obligation to provide such exemption and that Grantor may, if an exemption is granted, grant such exemption subject to such additional terms and conditions as Grantor may require. ARTICLE XXII EQUIPMENT OR PROPERTY 22.1 TRANSFER OF EQUIPMENT. Grantor shall have the right to require that Grantee transfer to Grantor any equipment, including title thereto, purchased in whole or in part with Grantor funds, if Grantor determines that Grantee has not met the conditions of 2 CFR 200.439. Grantor shall notify Grantee in writing should Grantor require the transfer of such equipment. Upon such notification by Grantor, and upon receipt or delivery of such equipment by Grantor, Grantee will be deemed to have transferred the equipment to Grantor as if Grantee had executed a bill of sale therefor. 22.2 PROHIBITION AGAINST DISPOSITION/ENCUMBRANCE. The Grantee is prohibited from, and may not sell, transfer, encumber (other than original financing) or otherwise dispose of said equipment, material, or real property during the Grant Term without Prior Approval of Grantor. Any real property acquired using Grant Funds must comply with the requirements of 2 CFR 200.311. 22.3 EQUIPMENT AND PROCUREMENT. Grantee must comply with the uniform standards set forth in 2 CFR 200.310-200.316 governing the management and disposition of property which cost was supported by Grant Funds. Any waiver from such compliance must be granted by either the President's Office of Management and Budget,the Governor's Office of Management and Budget, or both, depending on the source of the Grant Funds used. Additionally, Grantee must comply with the standards set forth in 2 CFR 200.317-200.326 for use in establishing procedures for the procurement of supplies and other expendable Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 26 of 46 property, equipment, real property and other services with Grant Funds. These standards are furnished to ensure that such materials and services are obtained in an effective manner and in compliance with the provisions of applicable federal and state statutes and executive orders. 22.4 EQUIPMENT INSTRUCTIONS. Grantee must obtain disposition instructions from Grantor when equipment, purchased in whole or in part with Grant Funds, are no longer needed for their original purpose. Notwithstanding anything to the contrary contained within this Agreement, Grantor may require transfer of any equipment to Grantor or a third party for any reason, including, without limitation, if Grantor terminates the Award or Grantee no longer conducts Award activities.The Grantee shall properly maintain,track, use,store and insure the equipment according to applicable best practices, manufacturer's guidelines, federal and state laws or rules, and Grantor requirements stated herein. ARTICLE XXIII PROMOTIONAL MATERIALS; PRIOR NOTIFICATION 23.1 PUBLICATIONS,ANNOUNCEMENTS, ETC. Use of Grant Funds for promotions is subject to the prohibitions for advertising or public relations costs in 2 CFR 200.421(e). In the event that Grantor funds are used in whole or in part to produce any written publications, announcements, reports,flyers, brochures or other written materials, Grantee shall obtain Prior Approval for the use of those funds (2 CFR 200.467) and agrees to include in these publications, announcements, reports, flyers, brochures and all other such material, the phrase "Funding provided in whole or in part by the [Grantor]." Exceptions to this requirement must be requested,in writing,from Grantor and will be considered authorized only upon written notice thereof to Grantee. 23.2 PRIOR NOTIFICATION/RELEASE OF INFORMATION. Grantee agrees to notify Grantor ten (10) days prior to issuing public announcements or press releases concerning work performed pursuant to this Agreement, or funded in whole or in part by this Agreement, and to cooperate with Grantor in joint or coordinated releases of information. ARTICLE XXIV INSURANCE 24.1 PURCHASE AND MAINTENANCE OF INSURANCE. Grantee shall maintain in full force and effect during the Term of this Agreement casualty and bodily injury insurance, as well as insurance sufficient to cover the replacement cost of any and all real or personal property, or both, purchased or, otherwise acquired, or improved in whole or in part, with funds disbursed pursuant to this Agreement. 2 CFR 200.310. Additional insurance requirements may be detailed in PART TWO or PART THREE. Tri-County Regional Planning Commission 12020 Census Grant Program Grant Agreement Page 27 of 46 24.2 CLAIMS. If a claim is submitted for real or personal property, or both, purchased in whole with funds from this Agreement and such claim results in the recovery of money, such money recovered shall be surrendered to Grantor. ARTICLE XXV LAWSUITS AND INDEMNIFICATION 25.1 INDEPENDENT CONTRACTOR. Grantee is an independent contractor under this Agreement and neither Grantee nor any employee or agent of Grantee is an employee of Grantor and do not acquire any employment rights with Grantor or the state of Illinois by virtue of this Agreement. Grantee will provide the agreed services and achieve the specified results free from the direction or control of Grantor as to the means and methods of performance. Grantee will be required to provide its own equipment and supplies necessary to conduct its business; provided, however,that in the event,for its convenience or otherwise, Grantor makes any such equipment or supplies available to Grantee, Grantee's use of such equipment or supplies provided by Grantor pursuant to this Agreement shall be strictly limited to official Grantor or state of Illinois business and not for any other purpose, including any personal benefit or gain. 25.2 INDEMNIFICATION. To the extent permitted by law, Grantee agrees to hold harmless Grantor against any and all liability, loss, damage, cost or expenses, including attorneys' fees, arising from the intentional torts, negligence or breach of contract of Grantee, with the exception of acts performed in conformance with an explicit, written directive of Grantor. Indemnification by Grantor will be governed by the State Employee Indemnification Act (5 ILCS 350/1 et seq.) as interpreted by the Illinois Attorney General. Grantor makes no representation that Grantee, an independent contractor, will qualify or be eligible for indemnification under said Act. ARTICLE XXVI MISCELLANEOUS 26.1 GIFT BAN. Grantee is prohibited from giving gifts to State employees pursuant to the State Officials and Employees Ethics Act (5 ILCS 430/10-10) and Executive Order 15-09. 26.2 ACCESS TO INTERNET. Grantee must have Internet access. Internet access may be either dial-up or high-speed.Grantee must maintain, at a minimum, one business e-mail address that will be the primary receiving point for all e-mail correspondence from Grantor. Grantee may list additional e-mail addresses at any time during the Term of this Agreement. The additional addresses may be for a specific department or division of Grantee or for specific employees of Grantee. Grantee must notify Grantor of any e-mail address changes within five (5) business days from the effective date of the change. Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 28 of 46 26.3 EXHIBITS AND ATTACHMENTS. Exhibits A through G PART TWO, PART THREE, if applicable, and all other exhibits and attachments hereto are incorporated herein in their entirety. 26.4 ASSIGNMENT PROHIBITED. Grantee acknowledges that this Agreement may not be sold, assigned, or transferred in any manner by Grantee,to include an assignment of Grantee's rights to receive payment hereunder, and that any actual or attempted sale, assignment, or transfer by Grantee without the Prior Approval of Grantor in writing shall render this Agreement null,void and of no further effect. 26.5 AMENDMENTS.This Agreement may be modified or amended at any time during its Term by mutual consent of the Parties, expressed in writing and signed by the Parties. 26.6 SEVERABILITY. If any provision of this Agreement is declared invalid, its other provisions shall not be affected thereby. 26.7 NO WAIVER. No failure of Grantor to assert any right or remedy hereunder will act as a waiver of right to assert such right or remedy at a later time or constitute a course of business upon which Grantee may rely for the purpose of denial of such a right or remedy to Grantor. 26.8 APPLICABLE LAW; CLAIMS. This Agreement and all subsequent amendments thereto, if any, shall be governed and construed in accordance with the laws of the state of Illinois. Any claim against Grantorarising out of this Agreement must be filed exclusively with the Illinois Court of Claims.705 ILCS 505/1 et seq. Grantor does not waive sovereign immunity by entering into this Agreement. 26.9 COMPLIANCE WITH LAW. This Agreement and Grantee's obligations and services hereunder are hereby made and must be performed in compliance with all applicable federal and State laws, including, without limitation, federal regulations, State administrative rules, including 44 III. Admin. Code 7000, and any and all license requirements or professional certification provisions. 26.10 COMPLIANCE WITH CONFIDENTIALITY LAWS. If applicable, Grantee shall comply with applicable state and federal statutes, federal regulations and Grantor administrative rules regarding confidential records or other information obtained by Grantee concerning persons served under this Agreement. The records and information shall be protected by Grantee from unauthorized disclosure. 26.11 COMPLIANCE WITH FREEDOM OF INFORMATION ACT. Upon request,Grantee shall make available to Grantor all documents in its possession that Grantor deems necessary to comply with requests made under the Freedom of Information Act. (5 ILCS 140/7(2)). 26.12 PRECEDENCE. In the event there is a conflict between this Agreement and any of the exhibits or attachments hereto,this Agreement shall control.In the event there is a conflict Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 29 of 46 between PART ONE and PART TWO or PART THREE of this Agreement, PART ONE shall control. In the event there is a conflict between PART TWO and PART THREE of this Agreement, PART TWO shall control. In the event there is a conflict between this Agreement and relevant statute(s) or Administrative Rule(s), the relevant statute(s) or rule(s) shall control. 26.13 ILLINOIS GRANT FUNDS RECOVERY ACT. In the event of a conflict between the Illinois Grant Funds Recovery Act and the Grant Accountability and Transparency Act, the provisions of the Grant Accountability and Transparency Act shall control. 30 ILCS 708/80. 26.14 HEADINGS. Article and other headings contained in this Agreement are for reference purposes only and are not intended to define or limit the scope, extent or intent of this Agreement or any provision hereof. 26.15 ENTIRE AGREEMENT. Grantee and Grantor acknowledge that this Agreement constitutes the entire agreement between them and that no promises,terms,or conditions not recited, incorporated or referenced herein,including prior agreements or oral discussions, shall be binding upon either Grantee or Grantor. 26.16 COUNTERPARTS. This Agreement may be executed in one or more counterparts, each of which shall be considered to be one and the same agreement, binding on all Parties hereto, notwithstanding that all Parties are not signatories to the same counterpart. Duplicated signatures, signatures transmitted via facsimile, or signatures contained in a Portable Document Format (PDF) document shall be deemed original for all purposes. 26.17 ATTORNEY FEES AND COSTS. If Grantor prevails in any proceeding to enforce the terms of this Agreement, including any administrative hearing pursuant to the Grant Funds Recovery Act or the Grant Accountability and Transparency Act, the Grantor has the right to recover reasonable attorneys' fees, costs and expenses associated with such proceedings. 26.18 CONTINUING RESPONSIBILITIES. The termination or expiration of this Agreement does not affect: (a) the right of the Grantor to disallow costs and recover funds based on a later audit or other review; (b) the obligation of the Grantee to return any funds due as a result of later refunds, corrections or other transactions, including, without limitation, final indirect cost rate adjustments and those funds obligated pursuant to ARTICLE XVII; (c) the Consolidated Year-End Financial Report;(d) audit requirements established in ARTICLE XV; (e) property management and disposition requirements established in 2 CFR 200.310 through 2 CFR 200.316 and ARTICLE XXII; or (f) records related requirements pursuant to ARTICLE XII.44 III.Admin. Code 7000.450. Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 30 of 46 Exhibit A Project Description FY20 2020 CENSUS GRANT PROGRAM. The overall program will support statewide coordinated outreach efforts through Regional Intermediaries (RIs), such as the TCRPC, to reach Illinois residents who are at risk of being undercounted. This program seeks to ensure that identified geographic areas and demographic populations who are least likely to respond,will participate in the 2020 Census. The overall objective is for the Grantee to conduct census work through TCRPC to build upon existing census efforts and encourage and mobilize "hard-to-count" (HTC) households to complete the decennial census questionnaire online, by phone, or on paper, between mid-March through April 2020. Services under this area may include: • Collaboration and Coordination of 2020 Census efforts • Education, Outreach, and Communication • Direct Engagement • Questionnaire Assistance and Participation • Data Collection and Reporting --------------------END OF EXHIBIT A: PROJECT DESCRIPTION--------------------- Tri-County Regional Planning Commission 2020 Census Grant Program Grant Agreement Page 31 of 46 EXHIBIT B DELIVERABLES OR MILESTONES Specific measurable deliverables and outcomes will be determined by the work plan approved by TCRPC,which the grantee must comply. See attached documents for the Work Plan and Budget. All activities should follow guidance issued by the U.S. Census Bureau, especially those pertaining to effective enumeration and protecting confidentiality. Collaboration and Coordination of 2020 Census efforts 1. Convene and collaborate with entities engaged in census outreach efforts within their geographic area, including but not limited to other subrecipients, the U.S. Census Bureau, Illinois Complete Count Commission, the Office of the Secretary of State, local complete count committees, local governments (e.g. cities, counties, etc.), community organizations and the philanthropic sector. 2. Collaborate with the TCRPC and Census Office to identify potential unserved/uncovered HTC populations and/or geographic areas in the region that may require the use of additional subrecipients to achieve a complete count.This may include, but not be limited to: a. Identifying HTC populations and/or geographies within applicant's designated geography. b. Providing census participation efforts to identified service gaps (in addition to what they proposed) within their designated region during the award period. c. Collaborating with the State to identify and inform the development of additional strategies that may be needed to achieve a complete count. Education, Outreach and Communication 1. Adapt orwhen necessary develop culturally-and linguistically-appropriate materials,using relevant and tailored messaging in native language(s) and accessible formats, as needed. 2. Develop and implement TCRPC approved outreach and education plans (Work Plans), which must include the types of activities, metrics and total number of people expected to be reached through a variety of traditional and digital media and platforms. 3. Work with the TCRPC and the Census Office on a State-coordinated media campaign to be determined, including circulating education and outreach materials consistent with statewide approved messaging and materials. Direct Engagement 1. Organize and participate in community gatherings,events,and other forums to encourage Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 32 of 46 the public to participate in the census. 2. Implement direct engagement activities, which include in-person activities. 3. Engage, train, and utilize trusted messengers and sources to encourage members of the public to participate in the census. Questionnaire Assistance and Participation 1. Use trusted messengers and sources to assist the public in responding to the questionnaire. 2. Provide internet access to complete the online questionnaire. 3. Establish, manage and announce locations where the HTC communities my receive information regarding the census in their native language and assistance completing the census questionnaire when necessary. 4. Establish or utilize comfortable, trusted and confidential environments in which the HTC communities can participate in the census. Data Collection and Reporting 1. Monitor and evaluate all grant funded census outreach activities. 2. Submit financial and program documentation to the TCRPC on a monthly basis. 3. Submit performance documentation to the TCRPC on a monthly basis. 4. Participate in evaluation efforts as directed by the TCRPC and Census Office and collect and report data accordingly. 5. Submit a fiscal year-end program and performance measures and outcomes report. --------------------END OF EXHIBIT B:DELIVERABLES OR MILESTONES-------------------- Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 33 of 46 EXHIBIT C PAYMENT Grantee shall receive $15,714.00 under this Agreement. Enter specific terms of payment here: • Payment for expenditures is done in a monthly reimbursement basis. No advance payments are allowed without grantor approval. 1. Expenditures cannot exceed budgeted amounts in the approved line item budget. • Payment for service is contingent upon the Illinois General Assembly's FY20 state budget Census 2020 appropriations and successful submission of: 1. Monthly Financial Vouchers: Vouchers and supporting documentation of expenditures must be submitted by the 10th of the month following the reporting month to mbruner@tricountyrpc.org and dstratton@tricount rrpc.org. a. Supporting documentation will include (but is not limited to) payroll records,utility/telephone bills, receipts,and staff travel.Claims will be made in accordance with approved line-item budgets. b. TCRPC shall pay all amounts properly invoiced within 15 (fifteen) days of receiving payment from the Agency. 2. Programmatic Reporting: Programs reporting is done via a database. It is the partner's responsibility to input the data in a timely and accurate basis by the due date. Please refer to FY20 IL Census Programmatic Manual for information on the data to be provided to grantor (See PART THREE). Programmatic Reporting is due: a. The 5th of the following reporting month. • Budget revisions to budgets require prior approval by the Illinois Coalition for Immigrant and Refugee Rights(ICIRR) before implementation. Prior approval for revisions to line item budget in Other Direct cost(non-personnel) are required when exceeding 10% of the line item amount. Budget line item revisions less the 10%of Other Direct cost(non-personnel) must be submitted within 30 days along with a letter explaining the purpose and impact of the revision. All personnel budget revisions require prior approval. APPROVED BUDGET: • The Tri-County Regional Planning Commission (TCRPC) is not liable for costs incurred by the Provider that are not contained in the approved program budget. Except as otherwise stated or provided for in the approved Program Plan, no payment for extra Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 34 of 46 charges, supplies or expenses shall be made without prior approval from TCRPC. • TCRPC reserves the right to correct or return to the Provider for correction any documents with mathematical or computational errors in payment subtotals or total contractual obligation. • After consultation with Provider,.TCRPC may increase or decrease the contract at any time during the term, subject to funding availability and/or satisfactory performance of services. --------------------END OF EXHIBIT C:PAYMENT-------------------- Tri-County Regional Planning Commission 2020 Census Grant Program Grant Agreement Page 35 of 46 EXHIBIT D CONTACT INFORMATION CONTACT FOR NOTIFICATION: Unless specified elsewhere, all notices required or desired to be sent by either Party shall be sent to the persons listed below. Tri-County Regional Planning Commission City of Canton, Illinois 456 Fulton Street 2 North Main Street Suite 401 Canton, Illinois 61520 Peoria, Illinois 61602 (309) 647-0020 (309) 673-9330 Kent A. McDowell Eric Miller Mayor Executive Director kmcdowell@cantoncityhall.org emiller@tricountyrpc.org Diana Pavley-Rock Michael Bruner City Clerk 2020 Census Project Manager dpavley@cantoncityhall.org mbruner@tricount rrpc.org Debbie Stratton Accountant dstratton@tricountyrpc.org --------------------END OF EXHIBIT D:CONTACT INFORMATION-------------------- Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 36 of 46 EXHIBIT E PERFORMANCE MEASURES Specific measurable deliverables and outcomes will be determined by the work plan approved by TCRPC,which the grantee must comply. See attached documents for the Work Plan and Budget. The grantee and their subrecipients must meet the following performance measures. 1. Begin to execute approved overall program plan designed to reach both HTC populations and the public. 2. Execute contractual agreements, including accompanying risk assessments, in compliance with 2 CFR 200 with each subrecipient to provide services to HTC populations. 3. Execute approved deliverables as outlined under Collaboration and Coordination of 2020 Census Efforts 4. Execute approved deliverables as outlined under Education, Outreach and Communication. 5. Execute approved deliverables as outlined under Direct Engagement. 6. Execute approved deliverables as outlined under Questionnaire Assistance and Participation. 7. Execute approved deliverables as outlined under Data Collection and Reporting --------------------END OF EXHIBIT E:PERFORMANCE MEASURES------------------- 1 Tri-County Regional Planning Commission 2020 Census Grant Program Grant Agreement Page 37 of 46 EXHIBIT F PERFORMANCE STANDARDS Performance Standard refers to the minimum goal to be achieved in order to not prompt an improvement and/or corrective action plan.The Illinois Coalition for Immigrant and Refugee Rights requires grantees to meet the following performance standards: • Services provided to at least 90%of the projected number of customers. • Successful outcomes for at least 90% of services delivered. • Timely and accurate fiscal and program reports. o Monthly Financial Vouchers:Vouchers and supporting documentation of expenditures must be submitted by the 10th of the month following the reporting month to mbruner@tricountyrpc.org and clstratton@tricounjyrpc.org.* o Programmatic Reporting: Programs reporting is done via a database.It is the partner's responsibility to input the data in a timely and accurate basis by the due date. Please refer to FY20 IL Census Collaborative Programmatic Manual for information on the data to be provided to grantor. ■ Programmatic Reporting is due on the Sth of the following reporting month.* o Corrective Action:The following have been identified as corrective actions as a result of.delayed/non-submitted reports during the fiscal year: • The first time that monthly reports are not submitted by the due date, a letter will be sent to the agency and put in their file indicating that the agency did not comply with the reporting requirements.Activities that have been entered late will not be counted towards agency goals. • The second time that monthly reports are not submitted by the due date, a letter will be sent to the agency indicating non-compliance with reporting requirements, a copy will be kept on file, and agency non-compliance will also be indicated on ICIRR report to IDHS.Activities that have been entered late will not be counted towards agency goals. • The third time that monthly reports are not submitted by the due date, a letter indicating prior history of non-compliance will be sent to agency, indication of non-compliance will be written in ICIRR report to IDHS, and agency will officially be placed on probation. Activities that have been entered late will not be counted towards agency goals. • Continual non-compliance can lead to expulsion from the program. Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 38 of 46 *In the instance of unforeseen circumstances, extensions to the due date may be requested in writing and will be reviewed individually. Please refer to FY20 IL Census Programmatic Manual for information on the data to be provided. to grantor and performance standards. --------------------END OF EXHIBIT F:PERFORMANCE STANDARDS------------------- Tri-County Regional Planning Commission 12020 Census Grant Program Grant Agreement Page 39 of 46 EXHIBIT G SPECIFIC CONDITIONS BUDGET AND WORKPLAN REVISION:Your organization's budget and work plan are pending IDHS approval.Your organization will have to work closely with TCRPC in order to make sure that revisions to your budget are submitted in a timely manner. Once your budget has been approved it will be attached to your contract. --------------------END OF EXHIBIT G:SPECIFIC CONDITIONS------------------- Tri-County Regional Planning Commission 12020 Census Grant Program Grant Agreement Page 40 of 46 PART TWO--THE GRANTOR-SPECIFIC TERMS In addition to the uniform requirements in PART ONE of the Grant Agreement, the Grantor has the following additional requirements for its Grantee: ARTICLE XXVII ADDITIONAL CERTIFICATIONS 27.1 CERTIFICATIONS. Grantee shall be responsible for compliance with the enumerated certifications to the extent that the certifications legally apply to Grantee: (a) Adult Protective Services Act. Grantee certifies that it is in compliance with the Adult Protective Services Act to protect people with disabilities who are abused, neglected or financially exploited and who, because of their disability, cannot seek assistance on their own behalf. Anyone who believes a person with a disability living in a domestic setting is being abused, neglected or financially exploited must file a complaint with the Illinois Department on Aging. Grantee has an obligation to report suspected fraud or irregularities committed by individuals or other entities with whom it interacts on Grantor's behalf and should make a report to the appropriate program office(320 ILCS 20/1 et seq.). (b) Grant Award Requirements.. Grantee certifies that it is in compliance with 45 CFR Part 93 and 45 CFR Part 94. (c) Business Entity Registration. Grantee certifies that it is not required to register as a business entity with the State Board of Elections pursuant to the Procurement Code (30 ILCS 500/20-160 and 30 ILCS 500/50-37). Further, Grantee acknowledges that all contracts between State agencies and a business entity that do not comply with this Paragraph shall be voidable under Section 50-60 of the Procurement Code (30 ILCS 500/50-60). ARTICLE XXVIII ADDITIONAL TERMS 28.1 RENEWAL. This Agreement may be renewed for additional periods by mutual consent of the Parties, expressed in writing and signed by the Parties.Grantee acknowledges that this Agreement does not create any expectation of renewal. 28.2 MULTIPLE LOCATIONS. In the event that Grantee has more than one location, Grantee shall include in EXHIBIT D either (1) the address, phone number and hours of operation of each location, or (2) the address, phone number and hours of operation of Grantee's primary location. Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 41 of 46 28.3 CHANGES IN KEY GRANT PERSONNEL.When it is specifically required as a condition of an Award,the replacement of the Program director or a key person or a substantial reduction in the level of their effort, e.g.,their unanticipated absence for more than three(3) months, or.a twenty-five percent (25%) reduction in the time devoted to the Award purposes, requires Prior Approval from Grantor.When it is specifically required as a condition of an Award, Prior Approval will be required for the replacement or the substantial reduction in the level of effort of other personnel whose work is deemed by Grantor to be critical to the Award's successful completion. All requests for approval of changes in key Grant personnel shall be signed by Grantee's authorized representative and submitted to the appropriate Grantor program personnel. Evidence of the qualifications for replacement personnel (such as a resume) shall be included. 2 CFR 200.308. 28.4 GRANT FUNDS RECOVERY.The provisions of 89 III.Adm.Code 511 shall apply to any funds awarded that are subject to the Illinois Grant Funds Recovery Act. 28.5 GIFTS.In addition to the Gift ban described in Paragraph 26.1, Grantee will provide Grantor . with advance notice of Grantee's provision of gifts, excluding charitable donations, given as incentives to community-based organizations in Illinois and clients in Illinois to assist Grantee in carrying out its responsibilities under this Agreement. 28.6 CURRENT CONTACT INFORMATION AND NOTICES. Grantee shall update its contact information, including email address, phone number and job title by contacting its designated ICIRR Program Coordinator,when any such information changes. In addition, Grantee shall contact its designated ICIRR Program Coordinator when its mailing address changes to update that information. Grantee acknowledges and agrees that any notices from Grantor may be made'to its mailing address, electronic mail (email) address, or facsimile (fax) telephone number, at Grantor's choosing. Such notice shall be effective upon dispatch. 28.7 SUPPLIES DISPOSITION. Grantee must obtain disposition instructions from Grantor when supplies, purchased in whole or in part with Grant Funds, are no longer needed for their intended purpose. Notwithstanding anything to the contrary contained within this Agreement, Grantor may require transfer of any supplies to Grantor or a third party for any reason, including, without limitation, an Award is terminated or Grantee no longer conducts Award activities.The Grantee shall properly maintain, track, use,store and insure the supplies according to applicable best practices, manufacturer's guidelines,federal and State laws or rules, including without limitation those contained at 2 CFR 200.310 to 2 CFR 200.326, and other requirements stated herein. All obligations regarding use and ownership of supplies, purchased in whole or in part with Grant Funds, shall survive the termination of this Agreement. Tri-County Regional Planning Commission 12020 Census Grant Program Grant Agreement Page 42 of 46 ARTICLE XXIX MONITORING AND INFORMATION 29.1 MONITORING OF CONDUCT.In addition to Article XII of PART ONE. Grantor shall monitor Grantee's conduct under this Agreement which may include, but shall not be limited to, reviewing records of performance in accordance with administrative rules, license status review,fiscal and audit review,Agreement compliance and compliance with the affirmative action requirements of this Agreement. Grantor shall have the authority to conduct announced and unannounced monitoring visits and Grantee shall cooperate with Grantor in connection with all such monitoring visits. Failure of Grantee to cooperate with Grantor in connection with announced and unannounced monitoring visits is grounds for Grantor's termination of this Agreement. 29.2 REQUESTS FOR INFORMATION. Grantor may request, and Grantee shall supply, upon request, necessary information and documentation regarding transactions constituting contractual (whether a written contract exists or not) or other relationships, paid for with funds received hereunder. Documentation may include, but is not limited to, information regarding Grantee's contractual agreements, identity of employees, shareholders and directors of Grantee and any party providing-services which will or may be paid for with funds received hereunder, including, but not limited to, management and consulting services rendered to Grantee. 29.3 RIGHTS OF REVIEW.This ARTICLE XXIX does not give Grantor the right to review a license that is not directly related to the Award being audited nor does it allow Grantor to unilaterally revoke a license without complying with all due process rights to which Grantee is entitled under Federal, State or local law or applicable rules promulgated by Grantor. ARTICLE XXX WORK PRODUCT 30.1 ASSIGNMENT OF WORK PRODUCT. "Work Product" means all the tangible materials, regardless of format,delivered by Providerto ICIRR under this Agreement.Grantee assigns to Grantor all right, title and interest in and to Work Product. However, nothing in this Agreement shall be interpreted to grant Grantor any right, title or interest in Grantee's intellectual property that has been or will later be developed outside this Award. 30.2 LICENSE TO GRANTOR. To the extent Grantee-owned works are incorporated into Work Product,Grantee grants to Grantor a perpetual, non-exclusive, paid-up,world-wide license in the use, reproduction, publication and distribution of such Grantee-owned works when included within the Work Product. Grantee shall not copyright Work Product without Grantor's prior written consent. Tri-County Regional Planning Commission 12020 Census Grant Program Grant Agreement Page 43 of 46 30.3 LICENSE TO GRANTEE:OBJECTIONS. Grantor grants to Grantee a perpetual,non-exclusive, paid-up license to publish academic and scholarly articles based upon the services rendered under this Agreement. All materials to be published shall first be submitted to Grantor at least forty-five (45) days prior to publication or other disclosure. Upon written objection from Grantor, Grantee shall excise any confidential information, as that term is defined in applicable State and Federal statutes, federal regulations and Grantor administrative rules, from materials before publication. Grantor may also object to the publication on grounds other than confidentiality.As to the latter objections, Grantee and Grantee will attempt to resolve Grantor's concerns within the forty-five (45) day review period, or as otherwise agreed between the Parties. Grantor waives any objections not made to Grantee in writing before expiration of the review period. 30.4 UNRESOLVED OBJECTIONS: DISCLAIMER. If Grantor's objections on grounds other than confidentiality are not resolved within the review period or other such time as agreed by the Parties,then Grantee may publish the materials but shall include therein the following disclaimer: "Although the research or services underlying this article were funded in whole or in part by the [Grantor], the [Grantor] does not endorse or adopt the opinions or conclusions presented in the article." Notwithstanding the above, Grantor shall not have the right to control or censor the contents of Grantee publications. ARTICLE MI POST-TERMINATION/NON-RENEWAL 31.1 DUTIES. Upon notice by Grantor to Grantee of the termination of this Agreement or notice that Grantor will not renew, extend or exercise any options to extend the term of this Agreement, or that Grantor will not be contracting with Grantee beyond the term of this Agreement, Grantee shall, upon demand: (a) Cooperate with Grantor in assuring the transition of recipients of services hereunder for whom Grantee will no longer be providing the same or similar services or who choose to receive services through another Grantee. (b) To the extent permitted by law, provide copies of all records related to recipient services funded by Grantor under this Agreement. (c) Grant reasonable access to Grantor to any and all Program sites serving recipients hereunder to facilitate interviews of recipients to assure a choice process by which recipients may indicate provider preference. (d) Provide detailed accounting of all service recipients'funds.held in trust by Grantee, as well as the identity of any recipients for whom_ Grantee is acting as a representative payee of last resort. Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 44 of 46 31.2 SURVIVAL. The promises and covenants of this Article shall survive the Term of this Agreement for the purposes of the necessary transition of recipients of services hereunder. Tri-County Regional Planning Commission 12020 Census Grant Program I Grant Agreement Page 45 of 46 PART THREE—THE PROJECT-SPECIFIC TERMS In addition to the uniform requirements in PART ONE and the Grantor-Specific Terms in PART TWO, the Grantor has the following additional requirements for this Project: ARTICLE XXXIII ADDITIONAL REQUIREMENTS 33.1 PROGRAM MANUAL. The related Program Manual, can be found via the following link: http://bit.[y/fy20censusmanual and is hereby incorporated into this Agreement. 33.2 PROGRAM DATABASE MANUAL. The related Program Database Manual, can be found via the following link: http://bit.ly&20censusdatabasemanual and is hereby incorporated into this Agreement. Tri-County Regional Planning Commission 2020 Census Grant Program Grant Agreement Page 46 of 46