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FY 2020 Round 1 School Maintenance Project Grant (SMPG)

Open for Applications: December 9, 2019 to February 14, 2020!

The FY 2020 Round 1 School Maintenance Project Grant application period is open in IWAS from Monday, December 9, 2019 to Friday, February 14, 2020 at 5:00 pm. All applications must be submitted in IWAS to the Regional Office of Education by Friday, February 14, 2020 at 5:00 pm, no exceptions.

There is approximately $44 million available for the FY 2020 Round 1 School Maintenance Project Grant. Grants will be approved up to the amount released by the Governor’s Office of Management and Budget (GOMB).  Future application cycles will be open when funds are released.

The School Maintenance Project Grant (SMPG) is a dollar for dollar state matching grant program providing awards up to $50,000 to grantees exclusively for the maintenance or upkeep of buildings or structures for educational purposes.  Ongoing operational costs, including in-house labor for SMPG projects not contracted out, cannot be included for any School Maintenance Project Grant. A project may involve different types of work on a single building or structure or may involve a single type of work (e.g., new roofing or windows) on several buildings or structures. There is no limit to the cost of a project; however, grant awards shall not exceed $50,000 per grant award, and applicants shall provide a match from local funds equal to the grant amount requested.  An applicant must not obligate funds or begin work on any of the projects listed on the application prior to submission of the application in IWAS. However, submission of the application does not guarantee a grant will be approved or awarded.  All project activities must be expended or legally obligated within two years of disbursement by the State. If funds have been obligated by the grantee but not fully expended two years after disbursement, ninety (90) calendar days will be given to liquidate all obligations.

Eligible Applicants:  Any school district, cooperative high school, Type 40 area vocational center, or special education cooperative may apply for the grant.

All applicants must submit a SMPG GATA Risk Assessment (found under Grants) and SMPG Application (found under Surveys) through the IWAS​ System.  Access to these systems are granted to district administrators.  If another staff member will be completing this information, the district administrator will have to give authorization through IWAS.

A summary of the steps that are necessary to fully execute the FY 2020 Round 1 SMPG are as follows:

1. Complete and submit the SMPG Grant Application via IWAS.  Local board approval is required for completion of this step. (A board resolution is NOT required.)
2. Complete and submit the SMPG GATA Risk Assessment via IWAS.  (This is different from the GATA Risk Assessment that is completed for other grants.)
3. Review and approval by regional superintendent (ROE)
4. Review and approval by ISBE School Business Services Department

Please use the instructions in the below drop down “Application Materials and Forms” for guidance when filling out the application.

Within each round, grants shall be awarded in order of the five priorities:

1. “Emergency projects” are projects made necessary by a disaster as described in School Construction Law, Section 5-30 (1)​ .  Conditions caused by age or lack of timely maintenance shall not constitute an emergency.  Costs of an emergency project that are covered by insurance may not be claimed as part of an emergency project.
2. “Health/life safety projects” are projects to remodel or improve an existing structure (within the existing exterior walls) to correct a violation of the Health/Life Safety Code for Public Schools (23 Ill. Adm. Code 180) OR to provide handicapped accessibility or school security (e.g., providing a secure entrance or vestibule to prevent an active threat or active shooter).
3. “State priority projects” are projects necessary for energy conservation or that adapt a building or structure to better serve students in a specific program for which the applicant receives funding under the School Code (e.g., preschool education, school technology).
4. “Permanent improvement projects” are projects designed to upgrade or install building systems (e.g., air conditioning, electrical or plumbing systems) or involve other improvements to a building or structure so that the building or structure is better adapted to the applicant educational programs.
5. “Other projects” that don’t fit in any of the above categories.

All grant awards will be awarded to Emergencies first, followed by the H/LS priority, and then to the other priority levels until funds run out.  In the priority level where funds run out before all applications can be awarded, applications will be ranked and awarded by the district’s need index within that priority level.  For the Health/Life Safety (H/LS) priority Level B, the required amendments must be submitted no later than Friday, February 14, 2020 at 5:00 pm, no exceptions. 

IMPORTANT REQUIREMENTS FOR GRANT RECIPIENTS:

• Quarterly Expenditure Reports are required for FY 2020 Round 1. The Quarterly Reports for these grants will be submitted in IWAS. The Quarterly Reports are used in reporting expenditures and obligations for each awarded grant. (Under School Maintenance Project Grant Links below, see “Instructions for the Quarterly Expenditure Reports.")
• Final Expenditure Report is due within 20 calendar days after final project completion, describing the use of the grant funds and actual project expenditures. If actual project expenditures are less than expected (so that the amount of the grant is greater than 50 percent of the total project expenditures), the applicant shall refund the amount of the grant that is in excess of 50 percent of actual project expenditures,  including any interest earned on the unexpended portion.
• All project activities must be expended or legally obligated within two years of disbursement by the State. If funds have been obligated but not fully expended two years after disbursement, 90 calendar days will be given to liquidate all obligations.

For questions, contact Tiana Mathis with the School Business Services Department at SMPG@isbe.net or call (217) 785-8779.​​