ILLINOIS STATE POLICEStatewide 9-1-1 Administrator

9-1-1 System Consolidation Grant ProgramRequest for Grant Proposals

January 1, 2016

Announcement:

The Administrator is announcing a Request for Grant Proposals. Consolidation Grants will be awarded to defray costs associated with 9-1-1 system consolidation of systems outside of a municipality with a population in excess of 500,000. The awarded grants must be used to offset non-recurring costs associated with the consolidation of 9-1-1 systems and shall not be used for ongoing operating costs associated with the consolidated system.

Please submit Grant Proposals no later than March 31, 2016. Grant Proposals shall include at a minimum the following information to receive consideration pursuant to Section 15.4b of the Emergency Telephone System Act (hereinafter “Act”) and 83 Ill. Admin Code 1327.

ISP 7-303 (2/16)

TABLE OF CONTENTS

I. GENERAL

A. The Consolidation Grant Program . . . . . . . . . . . . . . . . . . . . . . . . . 3

B. Project Monitoring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

C. Submission of Grant Proposals . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

II. GUIDELINES FOR THE PREPARATION OF PROPOSALS

A. Grant Proposal Cover Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

B. Grant Proposal Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

C. Required of the Applicant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

III. GRANT DOCUMENTS

A. Grant Proposal Cover Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

B. Grant Application Signature Page . . . . . . . . . . . . . . . . . . . . . . . . . 7

C. Grant Proposal Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

D. Statement of Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

E. Project Timeline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

F. Budget and Budget Narrative . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

G. Funding Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

H. Grant Management Provisions . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

I. Certifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

I. GENERAL

A. The Consolidation Grant Program

The Illinois State Police Office of the Statewide 9-1-1 Administrator (hereafter “Administrator”) seeks Grant Proposals from entities who are subject to consolidation under Section 15.4a of the Act or who have previously consolidated their 9-1-1 systems after 2010 seeking to offset non-recurring costs associated with the consolidation of 9-1-1 systems. Applicants must submit proposals in compliance with the Act and the administrative rules adopted thereunder. The Administrator’s goals in administering this program are to:

Defray costs associated with 9-1-1 system consolidation of systems while increasing the availability and efficiency of E9-1-1 service coverage throughout Illinois

Grants will be funded, in whole or in part, with funds appropriated to the Illinois State Police (ISP) under the Act from the Statewide 9-1-1 Fund. The Administrator, with the advice and recommendation, of the Statewide 9-1-1 Advisory Board shall administer the program and award grants based on criteria that include but are not limited to:

1. reducing the number of transfers of a 9-1-1 call;

2. reducing the infrastructure required to adequately provide 9-1-1 network services;

3. promoting cost savings from resource sharing among 9-1-1 systems;

4. facilitating interoperability and resiliency for the receipt of 9-1-1 calls;

5. reducing the number of 9-1-1 systems or reducing the number of Public Safety Answering Points (PSAPs) within a 9-1-1 system;

6. cost savings resulting from 9-1-1 system consolidation; and

7. expanding E9-1-1 service coverage as a result of 9-1-1 system consolidation including to areas without E9-1-1 service.

The primary purpose of this initiative is to: 1) assist and encourage consolidations of Emergency Telephone System Boards (ETSBs) and PSAPs; 2) ensure E9-1-1 coverage is expanded throughout the State; and 3) create more efficient and cost effective systems throughout the State. The anticipated benefit of this initiative is statewide E9- 1-1 coverage that reduces the number of transfers of 9-1-1 calls, reduces the amount of infrastructure required statewide, promotes cost savings from resource sharing; facilitates interoperability and resiliency for the receipt of 9-1-1 calls, reduces the number of PSAP’s statewide, and promotes long term cost savings.

Priority shall be given first to counties not providing 9-1-1 service as of January 1, 2016, and next to other entities consolidating as required under Section 15.4a of this Act. Funds awarded through this grant shall only be used to offset non-recurring costs associated with the consolidation of 9-1-1 systems and shall not be used for ongoing operational costs associated with the consolidated system. Consolidation Grant funds can be used in conjunction with other funding as necessary to complete projects, but tracking and reporting must remain separate and kept in compliance with the requirements of the Act.

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B. Project MonitoringThe ISP will require the successful Applicant to submit to monitoring of the Project. The Applicant will be required to prepare a detailed budget indicating expenses for commodities, equipment, materials and labor, as well as to submit quarterly reports. Details regarding the budget and quarterly reports will be outlined in the grant agreement and will depend upon whether the grant is for reimbursement purposes. Grants that are for reimbursement purposes will not be subject to project monitoring but must meet the requirements set forth for budget details.

C. Submission of Grant Proposals

A completed cover sheet and a signed original of the Applicant’s Grant Proposal shall be submitted in a sealed envelope along with an attached file in Microsoft Word e-mailed to 911_Admin_Support@ isp.state.il.us. Faxed copies of Proposals will not be accepted. Please note that the Applicant must submit both the hard copy AND the electronic version of the Proposal.

THE OUTSIDE ENVELOPE AS DELIVERED TO THE ADMINISTRATOR MUST BE ADDRESSED AND MARKED AS FOLLOWS:

Illinois State PoliceOffice of the Statewide 9-1-1 Administrator

9-1-1 Administrative Support Command801 South 7th StreetSpringfield IL 62703

All Grant Proposals must be received by the RFGP Contact as shown below:

Due Date and Time: March 31, 2016 1:00 P.M.Opening will be on the Due Date at 3:00 P.M.

Anticipated Date for Announcement of Successful Applicants: June 16, 2016.

Please note that the conditions for submission of Proposals, including the deadline, may not be waived or extended regardless of weather conditions or other circumstances that may delay delivery of the Applicant’s Proposal. Please allow sufficient time for the delivery.

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II. GUIDELINES FOR THE PREPARATION OF PROPOSALSThe Applicant’s Proposal should be organized according to the following:

A. Grant Proposal Cover Sheet Complete the cover sheet in the format provided. Complete all items of information on the cover sheet. Include the cover sheet as the first item of the proposal. The information on the cover sheet is used to log in the proposal. Therefore, the cover sheet must be the first page of the proposal so it is easily found. Do not cover the Proposal with a letter of transmittal.

This sheet includes the Grant Liaison Contact Information. Please fill in all applicable information.

B. Grant Proposal Application Complete all of the following items relating to the Grant Proposal:

1. Signature Page: The Grant Proposal will be used to produce briefing materials for ISP management. The Grant Proposal must be signed by the Chief Officer of the Applicant.

2. Grant Proposal Overview: The Grant Proposal must include an overview to include the following information: Purposes, Goals, and Objectives; Demographic and Criminal Justice Data; Analysis of Needs; Nature and Complexity; and Property, Construction, and Equipment Details.

3. Statement of Work: Include a statement of work to be accomplished with this grant. Indicate the benefits to statewide 9-1-1 that this grant will address as well as the relative costs to be incurred and benefit to be achieved.

4. Budget: The Applicant must provide the Administrator a budget that illustrates how the funds will be spent during the Agreement period. Please provide your budget in the format provided.

C. Required of ApplicantThe Grant Applicant is required to complete and submit all forms listed below as part of the Grant Proposal. The entire document (including the instructions and agreement) shall be submitted both in paper format (signed original) and emailed in a Microsoft Word file to 911_Admin_Support@ isp.state.il.us. It is important to note that this section references State forms that vendors must complete as part of the evaluation and grant award process, and does not serve as an opportunity for vendors to insert their own forms.

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Office of the Statewide 9-1-1 Administrator

9-1-1 System Consolidation Grant Program

GRANT PROPOSAL COVER SHEET

ISP USE ONLY: ________________

LOG #: _______________________

1. Amount Requested and Duration:

Total Project Cost: $

Grant Funds Requested: $

Start Date: Project End Date:

2. Applicant Information

9-1-1 Authority:

Telephone Number: Fax Number:

Address:

City: State: Zip + 4:

County:

9-1-1 System:

9-1-1 System Provider(s):

3. Grant Liaison (Contact Person)

First Name: Last Name:

Title:

Telephone Number: Fax Number:

Address:

City: State: Zip + 4:

Email Address:

Note: Use this as the first page of Grant Applicant’s Proposal.

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Office of the Statewide 9-1-1 Administrator9-1-1 System Consolidation Grant ProgramGRANT APPLICATION SIGNATURE PAGE

Eligibility Information:

9-1-1 systems outside of a municipality with a population in excess of 500,000 and counties not providing 9-1-1 service as of January 1, 2016 shall be eligible to apply for Consolidation Grants.

Is your system outside of a municipality with a population in excess of 500,000? Yes No ⃝

Did your county have 9-1-1 service as of January 1, 2016? Yes No ⃝

Do you have an order of Authority to operate as a 9-1-1 System? Yes No ⃝

Have you submitted a Consolidation Plan? Yes No ⃝

I hereby certify that the information contained in this grant application is true, accurate, and complete, including but

not limited to any attachments hereto made.

_______________________________________

(Hereinafter, the Grant Applicant)

_______________________________________

(Signature of Chief Officer)

Name: ______________________________________________

Title: _______________________________________________

Date: _______________________________________________

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Office of the Statewide 9-1-1 Administrator9-1-1 System Consolidation Grant Program

GRANT PROPOSAL OVERVIEW

Purposes, Goals, and Objectives Information:

Please provide a statement of work to be accomplished with this grant and a brief narrative specifically identifying how your consolidation plan will:

A) reduce the number of transfers of a 9-1-1 call (please provide the estimated number or percentage of reduction in call transfers);

B) reduce the infrastructure required to adequately provide 9-1-1 network services (please quantify the infrastructure reduction, i.e., less circuit, fewer trunks, etc.);

C) promote cost savings from resource sharing among 9-1-1 Authorities (please estimate what the approximate dollar amount or percentage of cost savings will be);

D) facilitate interoperability and resiliency for the receipt of 9-1-1 calls (please describe the number of additional entities which would have interoperability due to consolidation, enhancing 911 or moving to NG911, depending on the grant request);

E) reduce the number of 9-1-1 Authorities or reduce the number of PSAPs within a 9-1-1 system (please indicate the number of 9-1-1 authorities or number of PSAPs being reduced);

F) save costs in the jurisdictions served through their consolidation (please estimate what the approximate dollar amount or percentage of cost savings will be);

G) expand E9-1-1 service coverage (please provide the estimated amount of expanded coverage in square miles, by people served, or in some other measurable amount); and

H) the anticipated time period that will be required to achieve consolidation, if it has not already been completed.

Demographic and Criminal Justice Data:

What is the approximate population of the geographical area to be served post Consolidation?

How many law enforcement agencies have jurisdiction within the geographical area to be served post Consolidation?

How many fire departments have jurisdiction within the geographical area to be served post Consolidation?

How many ambulance service providers have jurisdiction within the geographical area to be served post Consolidation?

Are there any other emergency service providers with jurisdiction within the geographical area to be served post Consolidation? If yes, please explain further below.

Other Emergency Service Providers:

Yes

No

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Analysis of Needs:

Is this grant proposal entirely for reimbursement purposes for expenses that have

already been incurred?

Are there additional financial resources available to assist with the acquisition

and/or construction required by the Consolidation plan? If yes, please explain

further below.

If the grant proposal is not for reimbursement purposes, is it possible to proceed

with the Consolidation in the absence of grant funds? If no, please explain

further below.

Does your Consolidation Plan include a five-year strategic plan for implementation

of the consolidation with financial projections? If no, please explain further below.

Did you attach a copy of your submitted Consolidation Plan?

If not, please explain further below.

Financial Resources:

Grant Funds required to proceed:

Explain lack of strategic plan and/or attached plan:

Yes No

Yes No

Yes No

Yes No

Yes No

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Nature and Complexity:

Does this Consolidation call for the elimination and/or merger of one or more

ETSBs? If yes, how many? ______

Does this Consolidation call for the elimination of more than one PSAPs?

If yes, how many? _______

Does this Consolidation require the acquisition and/or construction of new

property or buildings? If yes, please explain further below.

Does this Consolidation require the acquisition of new or additional equipment?

If yes, please explain further below.

Property, Construction, Equipment Details:

Property Required Cost for Purchase

Construction Required Cost to Build

Equipment Required Cost to Purchase

Yes No

Yes No

Yes No

Yes No

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Office of the Statewide 9-1-1 Administrator9-1-1 System Consolidation Grant Program

GRANT PROPOSAL OVERVIEW

Statement of Work:

This statement should be a thorough, concise, and complete description of the proposed project.

Outline project goals and objectives.

Provide an implementation strategy and work plan.

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Project Timeline:Sample activities for each phase are included.

Initiation activities: project concept is documented, local board or governing authority approval or endorsement is received, PSAP grant application is filed, local budgets are obtained, appropriated grant funds are approved, and budgetary estimates are obtained

Design/planning activities: requirements are documented, components to be purchased are identified, and general design is documented

Acquisition activities: RFP (or other bid related processes) are drafted, proposals are evaluated, contract is signed, purchase orders are issued, and quotes are obtained

Implementation activities: purchased components are delivered and installed and training is performed

PROJECT TIMELINE

For each applicable phase of the project, indicate the estimated completion date.

PROJECT PHASEESTIMATED

COMPLETION DATE

INITIATION (Project approved by appropriate stakeholders)

DESIGN/PLANNING (Project, system, or solution requirements are developed)

ACQUISITION (Selected system or solution is procured)

IMPLEMENTATION (Selected system or solution is configured and installed)

TESTING/COMPLETION (Selected system or solution is tested and put in production)

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Office of the Statewide 9-1-1 Administrator9-1-1 System Consolidation Grant Program

GRANT PROPOSAL

Budget and Budget Narrative:

List the planned expenditures to be made with grant funds. (NOTE: In support of the line item breakdown, an itemized cost schedule or detailed vendor prepared quote may be submitted as an attachment. However, budgetary quotes received from a particular vendor(s) during the application process do not commit the PSAP to use that vendor(s) once the grant is awarded.) Briefly explain the reason for each requested budget item and provide the basis for its cost. In addition, if contingency cost has been added, please identify the amount.

In addition to the above information also provide the following:

Total estimated cost of the project is $___________for which the State of Illinois grant will contribute an estimated State of Illinois Share ____% of the total cost, but no more than Total Amount of State of Illinois Award $____________. Any expense required beyond that provided in this grant to complete the project shall be borne by the Grant Applicant.

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Funding Sources:

Project Cost by Funding Source

Category Project Contribution Percentage of Total Other Contribution Total Cost Amount Project Cost Amount

State of IL

Grantee

Local

Other

TOTAL

Grant Management Provisions:

A. Project Management

Identify the primary manager of the grant project as well as key staff that will work on the grant project. Please detail experience of staff as it pertains to this project.

B. Project Auditing

The Grant Proposal must outline the auditing mechanisms that will be established and utilized to ensure deliverable deadlines are met and grant funds are utilized in accordance with the project proposal.

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Certifications (include with Grant Proposal as an Attachment)

A. Information Regarding Terminations, Litigation and Debarment

Please provide the following information (Failure to disclose these matters may result in rejection of the Grant Proposal or in termination of any subsequent agreement. This is a continuing disclosure requirement. Any such matter commencing after submission of a Grant Proposal, and with respect to the successful Applicant after the execution of an Agreement, must be disclosed in a timely manner in a written statement to the Department):

1. Duringthelastfive(5)years,hasApplicanthadacontractforservicesorgrantagreementterminated for any reason? If so, provide full details related to the termination.

2. Duringthelastfive(5)years,describeanydamagesorpenaltiesoranythingofvaluetradedorgiven up by Applicant under any of its existing or past grants or contracts as it relates to services performed that are similar to the services contemplated by this Grant Proposal and the resulting Agreement. If any, indicate the reason for the penalty or exchange of property or services and the estimated account of the cost of that incident to Applicant.

3. Duringthelastfive(5)years,describeanyorder,judgmentordecreeofanyFederalorStateauthority barring, suspending or otherwise limiting the right of Applicant to engage in any business, practice or activity.

4. Duringthelastfive(5)years,listandsummarizependingorthreatenedlitigation,administrativeorregulatory proceedings, or similar matters that could affect the ability of Applicant to perform the required services.

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5. Duringthelastfive(5)years,haveanyirregularitiesbeendiscoveredinanyoftheaccountsmaintained by Applicant on behalf of others? If so, describe the circumstances of irregularities or variances and disposition of resolving the irregularities or variances.

B. State of Illinois Required Certifications

TheGrantApplicantmakesthefollowingcertificationsasaconditionofsubmittingthisGrantProposal.Thesecertificationsarerequiredbystatelaw.TheApplicant’sexecutionofthisGrantProposalshallserveasitsattestationthatthecertificationsmadehereinaretrueandaccurate.

1. ConflictofInterest.TheApplicantcertifiesthatithasnopublicorprivateinterest,directorindirect,andshallnotacquiredirectlyorindirectlyanysuchinterestwhichdoesormayconflictinanymannerwiththeperformanceoftheApplicant’sobligationsunderthisGrantProposal.

2. BidRigging/BidRotating.TheApplicantcertifiesithasnotbeenconvictedoftheoffenseofbidriggingorbidrotatingoranysimilaroffenseofanystateoroftheUnitedStates.720ILCS5/33E-3, E-4.

3. AmericanswithDisabilitiesAct.TheApplicantcertifiesitanditsemployeeswillcomplywithapplicableprovisionsoftheUnitedStatesCivilRightsAct,Section504oftheFederalRehabilitation Act, the Americans with Disabilities Act, and applicable rules in performance of this contract.

4. DrugFreeWorkplaceAct.IftheApplicantemploys25ormoreemployees,itcertifiesitwillprovidea drug free workplace pursuant to the Drug Free Workplace Act.

5. Anti-Bribery.TheApplicantcertifiesthatneitheritnoritsemployeeshavebeenconvictedofbribingorattemptingtobribeanofficeroremployeeoftheStateofIllinois,norhastheApplicantoranyofitsemployeesmadeanadmissionofguiltofsuchconductwhichisamatterofrecordasdefinedintheIllinoisProcurementCode(30ILCS500/50-5).

6. Discrimination/Harassment.TheApplicantcertifiesitcomplieswiththeIllinoisDepartmentof Human Rights Act and rules applicable to public contracts, which include providing equal employment opportunity, refraining from unlawful discrimination, and having written sexual harassmentpolicies.775ILCS5/2-105.

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