School Business Services
School Maintenance Project Grant Applications—Available Now!
On Feb. 16, 2012 Governor Quinn announced the release of $50 million for the Maintenance Grant Program as a part of the Illinois Jobs Now! Capital Program. Round 1 was offered from March 1-May 1st 2012 and $39.2 million dollars was paid to 691 districts for Maintenance projects. The remaining $9.8 million will be awarded this summer in a second round with $1 million held in reserve for Emergency projects.
(updated 10/9/12)The application materials for the second round will be available beginning April 17, 2013 on the IWAS System. Applications must be submitted in IWAS to the Regional Offices of Education by May 31, 2013. The School Maintenance Project Grant is a dollar for dollar state matching grant program providing up to $50,000 for the maintenance or upkeep of buildings or structures for educational purposes. All school districts, cooperative high schools and Type 40 area vocational centers are eligible.
Important: There have been changes to the application process since Round 1. Please be aware of the following:
- Applications will be limited to one project per application; however a district may submit more than one application. A project is defined as work that may involve different types of work on a single building or structure, or involves a single type of work on several buildings or structures. All districts approved for the School Maintenance Project Grant will receive at least one grant award (not to exceed $50,000 per project) provided there are sufficient funds for all eligible applications received.
- Applicants may not obligate funds or begin work on any of the projects listed on the application prior to Final approval of the Grant by ISBE.
- The local board of education must authorize the School Maintenance Project Grant application during a duly convened meeting before the application can be submitted on IWAS and the board must reserve local funds to cover the districts portion of the project costs.
- The application must be submitted in IWAS to the ROE office by May 31, 2013.
- Grant funds may only be used for projects approved on the District’s application. Modifications may not be made after approval.
- If the appropriation is insufficient to fund all approved projects, grants will be awarded in rounds, with each district being allowed one approved project per round. Within each round, grants shall be awarded in order of the five priorities established in Section 5-100(b) of the School Construction Law:
- Emergency projects – these consist of projects made necessary by a disaster described in Section 5-30 (1) of the School Construction Law. 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.
- Health/Life Safety projects – means a project that is necessary 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. For projects that are necessary to correct a violation or that will use Health/Life Safety funds as their local match, the corresponding H/LS amendment number will be required.
- State Priority projects – means a project that is necessary for energy conservation or that adapts a building or structure to better serve students in a specific program for which the applicant received funding under the School Code (e.g., preschool education, school technology).
- Permanent improvement projects – means a project designed to upgrade or install building systems (e.g., air conditioning, electrical or plumbing systems) or involving other improvements to a building or structure so that the building or structure is better adapted to the applicant’s educational programs.
- Other projects – are for projects that are not an emergency project, health/life safety project, State program priority project or permanent improvement project.
- Payment of the entire grant award will be made upon approval of the grant.
- Upon fifteen (15) days of awarding contracts, districts must submit information on subcontractors that will be used to complete the approved projects.
- Quarterly expenditure reports will be required to report expenditures through June 30, September 30, December 31 and March 31.
- A Final expenditure report is due within twenty (20) calendar days after final project completion that describes 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, ninety (90) calendar days will be given to liquidate all obligations.
Important: Subcontractor Information - Due at ISBE within 15 days of awarding contracts
Since the grants are paid to the District as a contract, any contractor used by the district is considered a subcontractor. The following form must be submitted to ISBE and must list all contractors to be used by the district in completing the projects on the SMPG grant.
SMPG Subcontractor Certification Form 
Important: Quarterly Expenditure Reports - Due within 20 days of end of quarter
Quarterly expenditure reports are required of all award recipients receiving funds. The expenditure through dates to be used in reporting expenditures and obligations are from project beginning date through September 30, December 31 and March 31st and June 30th of each fiscal year until the Final Expenditure Report has been submitted.
COMING SOON!
For more information and assistance, contact Kimberly Beachy with the School Business Services Division at kbeachy@isbe.net or at 217-785-8779.
