R2023-113 Resolution Authorizing an Intergovernmental Agreement with the State of Illinois for Electric Vehicle (EV) Planning

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DocuSign Envelope ID: 3068A826-D9DD-44A9-A383-162008061238 Agreement No.23-1439-39187 completed and a list of deliverables that were completed. V. IDOT Project Manager Review and Approval. a. Upon submittal of an invoice,the IDOT Project Manager shall review and check: i. Mathematical accuracy. ii. That requested reimbursement is consistent with items included in the approved scope. iii. That total amount invoiced is proportional to total amount budgeted. iv. Expenditures for each line item is less than or equal to the budgeted amount. v. Completion of the work being invoiced. b. Failure to provide a complete invoice may delay or prevent reimbursement. If there are problems with the invoice, the IDOT Project Manager will contact the Grantee to resolve the issue in order to allow for invoice processing. This may require the submission of a new or corrected invoice by the Grantee. c. The IDOT Project Manager will review and approve or reject the invoice within seven days of the Grantee's submittal. If invoice is rejected or contains errors,the invoice will not be sent to the Illinois Comptroller until it is revised, corrected AND approved by the [DOT Project Manager. VI. Grantor Finance Unit Approval. a. Once approved by IDOT Project Manger, the Finance Unit shall submit invoices to the Bureau of Business Services,Accounting Unit, which documents the transaction and forwards to the Illinois Comptroller. VII. Payment. a. Once approved, the Comptroller forwards payment either via Electronic Fund Transfer(EFT)or by mailing a check to the Grantee's Local Public Agency(LPA). b. If approved by the IDOT Project Manager, payment is generally made within 15 days of receiving a complete invoice. VIII. Indirect Cost Rate Eligibility. a. Indirect cost rate shall be referred to as"indirect cost rate", "rate(s)", or"ICR"throughout the language in this grant agreement. b. The Grantee is only eligible to receive an indirect cost rate if requested on the grant application and the following stipulations are met: i. The Grantee has a finalized indirect cost rate for the corresponding fiscal year wherein the expenses are allowable under the Negotiated Indirect Cost Rate Agreement(NICRA); If this is the first time for negotiating an indirect cost rate, the grantee has the option to request a 10% provisional De Minimis rate until the rate is finalized. ii. The Grantee is eligible to receive a provisional rate at the commencement of the grant agreement if the rate for the corresponding fiscal year is not finalized before the execution of said grant agreement in which the provisional rate is being requested. iii. The Grantee adheres to the requirements for receiving an indirect cost rate including, but not limited to, have appropriate approval to receive indirect cost funds and finalize the indirect cost rate that have been provisionally offered in a timely manner(timeliness is at the discretion of the Grantor). c. The Grantee acknowledges that provisional rates are not guaranteed for the duration of this grant agreement.A r responsibility rate shall be finalized prior to the end of the grant year. It Is the Grantee's to ensure rate is finalized and recognized by the Grantor prior to end of the grant year. i. If the Grantee provisional rate is finalized at a higher rate, the grantee can request an amendment to the agreement. The Grantee is permitted one such request per grant agreement. If there is funding available, it will be at the discretion of the Department to allow the higher rate. Consideration and authorization will not be unduly withheld. ii. Rates finalized at a lower rate than the provisional rate shall result in the Grantor issuing an amendment to this agreement to lower the provisional rate to the finalized rate. If the Grantee makes the Grantor aware of the lower rate, and the Grantor fails process an amendment to the agreement to lower the rate prior to the grant's expiation, the Grantor shall not seek reimbursement from the Grantee. However, if the Grantee fails to notify the Grantor of the reduced rate, the Grantor may seek reimbursement from Grantee as outlined in section iv below. iii. Any overpayments of indirect cost shall be resolved by one of the following: 1. Grantee shall issue refund payment to [DOT for the total amount of the overage, 2. Grantee shall recognize overage on future invoices and off-set the amount due to the Grantee by the overage amount, State of Illinois GRANT AGREEMENT FISCAL YEAR 2023/1 18 22 Page 27 of 41