Loading...
HomeMy WebLinkAboutResolution - 6495 - Grant Agreement - TSLAC - Interlibrary Loan Center, Technical Assistance - 09_09_1999Resolution No.6495 Sept. 9, 1999 Item No. 24 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock a Interlibrary Loan Center Grant, Library System Operation Grant and Technical Assistance Negotiated Grant Agreements by and between the City of Lubbock and Texas State Library and Archives Commission, and all related documents. Said Agreements are attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council this 9th day of September , 1999. IDY SI N, MAYOR A ST: . I W&�' Kayth' ell City S tary APPROVED AS TO CONTENT: JkjRippel Library Director APPROVED AS TO FORM: City Attorney 7MK:cp Cityatt/]oNn & ccdocs/LibrwyGrant.res August 19, 1999 ■ Resolution No. 6495 Sept. 9, 1999 Item No. 24 TEXAS STATE LIBRARY & ARCHIVES COMMISSION LIBRARY SYSTEM OPERATION GRANT Grant # 470-00009 I. CONTRACTING PARTIES: Grantor: Texas State Library and Archives Commission (TSLAC) Grantee: City of Lubbock, Lubbock City -County Library 1306 Ninth Street Lubbock, Texas 79401-2708 II. TERM OF GRANT: September 1, 1999 to August 31, 2000 III. GRANTOR CERTIFICATION: The Grantor certifies that (1) the services specified below are necessary and essential for activities that are properly within the statutory functions and programs of the affected organizations; (2) the services, supplies or materials contracted for are not required by Section 21 of Article 16 of the Constitution of Texas to be supplied under contract given to the lowest bidder; and (3) the grant is in compliance with Texas Government Code § 441.121 et. seq., the Library System Act; Texas Government Code § 441.006, General Powers and Duties; P.L. 104-208, the Library Services and Technology Act (LSTA); and the State Plan for the LSTA in Texas. IV. GRANT AMOUNTS: A. The total amount of the grant shall not exceed: $423,532 B. Source of funds: CFDA # 45.310 Institute of Museum and Library Services, State Library Program Federal Fiscal Year 1999 Carryover General Revenue State Fiscal Year 2000 TSLAC's accounting coding: Index Code 24702, Object Code 7611 Index Code 24701, Object Code 7611 9/9/99 Grantor Grantee V. BUDGET EXPENSE Audio Collection Continuing Networked Read for CATEGORY Administration Visual Development Consulting Education Resources Publicity Your Life TOTAL Personnel 77,967 6,835 454 18,693 6,144 12,313 972 0 123,378 Fringe Benefits 28,206 1,670 35 5,185 1,159 3,946 439 0 40,640 Travel 5,500 0 0 2,500 400 0 0 0 8,400 Equipment 3,135 0 0 0 0 0 0 0 ' 3,135 Supplies 2,600 11,500 82,547 1,100 175 0 4,500 66,541 168,963 Contractual 8,136 0 14,603 0 3,500 15,000 0 0 41,239 Other 2,700 0 0 0 0 0 0 0 2,700 TOTAL DIRECT CHARGES 128,244 20,005 97,639 27,478 11,378 31,259 5,911 66,541 388,455 Indirect Charges (9.03% of Direct Cost) 11,580 1,806 8,817 2,481 1,027 2,823 534 6,009 35,077 TOTALS 139,824 21,811 106,456 29,959 12,405 34,082 6,445 72,550 423,532 Funds may be transferred among the above projects and expense categories without amending this contract as long as the cumulative transfers do not exceed ten (10) percent of the total budget This provision only applies to the above expense categories where dollars are budgeted and does not allow the contract to be exceeded -yf-r^9 Grantor West Texas Library System Grant # 470.00009 September 1, 1999 Page 3 of 8 VI. WRITTEN PRIOR APPROVALS FOR FISCAL AND PROGRAMMATIC CHANGES: A. The Grantor must give written prior approval before the Grantee may make any of the following fiscal changes: 1. Make cumulative transfers among budget cost categories or projects which are expected to exceed ten (10) percent of the total grant, or 2. Transfer any funds into a budget cost category that equals zero ($0). Written prior approval is to be requested on the Prior Approval Request form and shall be requested when nearing the 10% limit or the end of the grant term. This provision does not allow the grant to be exceeded. B. The Grantor must give written prior approval for any of the following programmatic changes to the application (System Plan of Service): 1. Changing key persons specified in the grant; (however, this grant does not identify any key persons), or 2. Obtaining the services of a third party to perform activities which are central to the purposes of the grant, or 3. Changing the scope or objectives (regardless of whether there is an associated budget revision). A change in scope is a substantive difference in the approach or method used to reach program objectives. Written prior approval is to be requested on the Prior Approval Request form. C. The Grantor gives prior approval for the items listed under the following cost categories below. Before the Grantee obligates or expends grant funds for additional items in the following cost categories, the Grantor must give written prior approval. Written prior approval is to be requested on the Prior Approval Request form. Written prior approval is also required if the item's cost or features are substantially different from what the grant specifies or from a previous Prior Approval Request. All prior approvals should be requested by August 1. COST CATEGORIES: 1. Preaward Costs None 2. Insurance (if not required by the grant) None 3. Rearrangements and Alterations of Facilities None 4. Eguipment/Property None Each piece of equipment/property is an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost of $1,000 or more. If the A16L 17- z4- s 9/9/99 Grantor Grantee .. 1. � it I. 1 . .. ... .. , . ■ Page 4 of 8 Grantee's capitalization level established for financial statement purposes is lower than $1,000, the lower amount should be used. Equipment/property includes furniture, library materials, etc. purchased wholly or in part with grant funds. The prior approval amount is the capital expenditure, which means the cost of the equipment/property including the cost to put it in place. Capital expenditure for equipment/property means the net invoice price of the equipment/property, including the cost of any modifications, attachments, accessories, or auxiliary apparatus necessary to make it usable for the purpose for which it is acquired. Ancillary charges, such as taxes, duty, protective in transit insurance, freight, and installation may be included in, or excluded from, capital expenditure cost in accordance with the Grantee's regular accounting practices. VII. STATEMENT OF SERVICES TO BE PERFORMED: A. The Grantee will comply with the application (System Plan of Service for State FY00). System activities shall support and encourage the active and successful participation by libraries in services offered by the System and the Grantor. B. The Grantee will comply with the System Plan of Service Program Guidelines for SFY 2000. C. The Grantee will comply with the Rules for Administering the Library Systems Act. Note that Rule 1.97 (a) will not be applicable during the term of this grant. D. The Grantee will comply with the following two parts of the Governor's Office of Budget and Planning Uniform Grant Management Standards (UGMS), revised January 1999, located at http. Mvww. governor. state. tx. us/Budget/budget—guidelines. html 1. Cost Principles for State and Local Governments and Other Affected Entities (adapted from OMB Circular A-87) 2. State Uniform Administrative Requirement for Grants and Cooperative Agreements (adapted from OMB Circular A-102) For grants funded with State funds, the Grantee will comply with the third part of UGMS, the State of Texas Single Audit Circular. For grants funded with Federal funds, the Grantee will comply with the Office of Management and Budget (OMB) Circular A-133, Audits of States, Local Governments, and Non -Profit Organizations (revised 6/97), located at http://www. whitehouse.gov/OMB/circulars E. The Grantee will comply with the Institute of Museum and Library Services' 45 Code of Federal Regulations, Part 1183, Uniform Administrative Requirements for Grants and Cooperative Agreements to States and Local Governments (adapted from OMB Circular A-102). F. The Grantee will send the Grantor a copy of any management letters issued by the auditor with the reporting package (or written notification, as applicable). The audit's Schedule of Expenditures of Federal and State Awards will list the amount of awards expended for each award year separately. Grantor Grantee i Page 5 of 8 G. The Grantee may not obligate grant funds after August 31, 2000. By October 31, 2000, all obligations must be liquidated and all unexpended funds must be returned to the Grantor. H. The Grantee will add any program income to the funds committed to the grant, using such program income for the purposes and under the conditions of the grant. The source and amount of the program income must be explained in box 12 of the quarterly Financial Status Report. I. As required by the Institute of Museum and Library Services, the Grantee will clearly state the following when issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with Federal money: 1. the percentage of the total costs of the program or project which will be financed with Federal money; 2. the dollar amount of Federal funds for the project or program; and 3. the percentage and dollar amount of the total costs of the project or program that will be financed by non -government sources. J. The Grantee certifies by this contract that it will comply with the Assurances — Non -Construction Programs (OMB Standard Form 124B), the Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions, and the Certification Regarding Lobbying as submitted to the grantor. Additional assurances are listed in Part II, .14 of UGMS. K. The Grantee affirms that it has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with this contract. The Grantee further affirms that its employees or agents shall neither solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors or parties to subagreements. L. The Grantee agrees to provide the Grantor with one (1) set of all public relations materials produced under this grant. M. The Grantee agrees to maintain records on all equipment/property with an acquisition cost of $1000 or more. The Grantee will reconcile the equipment/property records with a physical inventory of the equipment/property every two years. The UGMS Subpart C, Sec. 32, (d) (3) requires certain items of equipment (cameras, telefaxes, VCRs, etc.) to be maintained on inventory if their cost is above $500. N. The Grantee agrees to submit the Equipment/Property Acquired form after the grant term ends by October 31, 2000 for all equipment/property purchased during that grant year. This list must tie to the equipment/property purchased with prior approval amounts. 41- 1 7-19-99 I 9/9/99 Grantor Grantee Page 6 of 8 O. The Grantee agrees to submit the Key Performance Target Report to the grantor according to the following schedule: Reporting Period Due Date September 1, 1999 - November 30, 1999 December 6, 1999 December 1, 1999- February 29, 2000 March 6, 2000 March 1, 2000 - May 31, 2000 June 6, 2000 June 1, 2000 - August 31, 2000 September 6, 2000 The State Legislature has charged the Grantor with submitting performance measurement reports that specify the level of services provided by its programs and services. The Grantee agrees to submit reports that are timely, accurate, auditable, and consistent with definitions. P. The Grantee agrees to submit the Uniform Statistical Reporting Form for Systems to the Grantor monthly by the end of the following month. Q. The Grantee agrees to submit the quarterly Financial Status Report for each project funded under this contract according to the following schedule: Reporting Period Due Date September 1, 1999 - November 30, 1999 December 30, 1999 December 1, 1999 - February 29, 2000 March 27, 2000 March 1, 2000 - May 31, 2000 June 26, 2000 June 1, 2000 - August 31, 2000 September 25, 2000 A final Financial Status Report is due by November 15, 2000. R. The Grantee will submit the Local/Systems Objectives Report to the Grantor. This report may be submitted monthly with the Uniform Statistical Report or quarterly with the Key Performance Target Report. S. The Grantee will submit the Workshop Reporting Form to the Grantor for the period of September 1, 1999 to August 31, 2000, by September 25, 2000. V1II. PAYMENT FOR SERVICES: The Grantee may request payment from the Grantor in advance or as a reimbursement of payments made for grant expenses. Requests may be made less frequently than monthly. The Grantee will request payment on the OMB Standard Form 270, Request for Advance or Reimbursement, using box 12 rather than box 11 if requesting funds in advance. The Grantee must have and follow procedures that minimize the time elapsing between the receipt and the disbursement of advanced grant funds. To request funds, Form 270 is due to the Grantor by the 15t' of the month and the funds will usually be received by the Grantee by the end of the month. !( �- t 9- 59 9/9/99 Grantor Grantee Page 7 of 8 IX. CONTACTS AT TSLAC: Questions or concerns about programmatic issues should be directed to this grant's Project Manager: Patty Davis Library Systems Administrator Phone: 512-463-5527 E-mail: patty.davis@tsl.state.tx.us Questions or concerns about regulatory or financial issues should be directed to: Henry Marcus, CPA Senior Accountant Phone: 512-463-5472 E-mail: henry.marcus@tsl.state.tx.us Fax, rather than mail, Prior Approval Request forms to this grant's Project Manager: Patty Davis Library Systems Administrator Fax: 512-463-8800 Fax, rather than mail, reports to: Julia Heskett Grants Administrative Assistant Phone: 512-463-5512 Fax: 512-463-3560 Payments to the Grantor, such as those for excess advanced funds or for interest earned each quarter on advanced funds, should be mailed with an explanation of the purpose of the payment and the grant number to: Accounts Receivable Texas State Library and Archives Commission PO Box 12927 Austin, TX 78711-2927 X. APPLICABLE AND GOVERNING LAW: A. This grant shall be governed by the laws of the State of Texas. All duties of either party shall be legally performable in Texas. The applicable law for any legal disputes arising out of this contract shall be the law of (and all actions hereunder shall be brought in) the State of Texas, and the forum and venue for such disputes shall be Travis County, District Court. B. This grant is subject to availability of funds. �-tg-99 9/9/99 Grantor Grantee Page 8 of 8 XI. SIGNATURES: GRANTOR GRANTEE Texas State Library and Archives Commission City of Lubbock, Lubbock City -County Library Raymond Hitt, Assistant State Librarian %-Z S-GIS Date Edward Seidenberg, Chief Fis al Officer -T, 2X Date AT ST: Kaye Darner' Citt iSe retar.y Signature (MuV be an official empowered to enter into contracts) Windy Sitton Typewritten or Printed Name Mayor Title September 9, 1999 Date Resolution No. 6495 Sept. 9, 1999 Item No. 24 TEXAS STATE LIBRARY & ARCHIVES COMMISSION TECIINICAL ASSISTANCE NEGOTIATED GRANT Grant # 476-00019 I. CONTRACTING PARTIES: Grantor: Texas State Library and Archives Commission (TSLAC) Grantee: City of Lubbock, Lubbock City -County Library 1306 Ninth Street Lubbock, Texas 79401-2708 II. TERM OF GRANT: September 1, 1999 to August 31, 2000 III. GRANTOR CERTIFICATION: The Grantor certifies that (1) the services specified below are necessary and essential for activities that are properly within the statutory functions and programs of the affected organizations; (2) the services, supplies or materials contracted for are not required by Section 21 of Article 16 of the Constitution of Texas to be supplied under contract given to the lowest bidder; and (3) the grant is in compliance with Texas Government Code § 441.121 et. seq., the Library System Act; Texas Government Code § 441.006, General Powers and Duties; P.L. 104-208, the Library Services and Technology Act (LSTA); and the State Plan for the LSTA in Texas. IV. GRANT AMOUNTS: A. The total amount of the grant shall not exceed: $74,997 B. Source of funds: CFDA # 45.310 Institute of Museum and Library Services, State Library Program Federal Fiscal Year 1999 Carryover TSLAC's accounting coding: Index Code 34762, Object Code 7611 9/9/99 Grantor Grantee Page 2 of 7 C. Budget: Personnel $49,253 Fringe Benefits 15,783 Travel 3,300 Equipment/Property 0 Supplies 450 Contractual 0 Other 0 Total Direct Costs $68,786 Indirect Costs 6,211 Total $74,997 V. WRITTEN PRIOR APPROVALS FOR FISCAL AND PROGRAMMATIC CHANGES: A. The Grantor must give written prior approval before the Grantee may make any of the following fiscal changes: 1. Make cumulative transfers among budget cost categories or projects which are expected to exceed ten (10) percent of the total grant, or 2. Transfer any funds into a budget cost category that equals zero ($0). Written prior approval is to be requested on the Prior Approval Request form and shall be requested when nearing the 10% limit or the end of the grant term. This provision does not allow the grant to be exceeded. B. The Grantor must give written prior approval for any of the following programmatic changes to the application (Technical Assistance Negotiated Grants for State Fiscal Year 2000). 1. Changing key persons specified in the grant; (however, this grant does not identify any key persons), or 2. Obtaining the services of a third party to perform activities which are central to the purposes of the grant, or 3. Changing the scope or objectives (regardless of whether there is an associated budget revision). A change in scope is a substantive difference in the approach or method used to reach program objectives. Written prior approval is to be requested on the Prior Approval Request form. C. The Grantor gives prior approval for the items listed under the following cost categories below. Before the Grantee obligates or expends grant funds for additional items in the following cost categories, the Grantor must give written prior approval. Written prior approval is to be requested on the Prior Approval Request form. Written prior approval is also required if the item's cost or features are substantially different from what the grant specifies or from a previous Prior Approval Request. All prior approvals should be requested by August 1. -y-q-1 9/9/99 Grantor rantee Page 3 of 7 COST CATEGORIES: 1. Preaward Costs None 2. Insurance (if not required by the rant) None 3. Rearrangements and Alterations of Facilities None 4. Equipment/Property None Each piece of equipment/property is an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost of $1,000 or more. If the Grantee's capitalization level established for financial statement purposes is lower than $1,000, the lower amount should be used. Equipment/property includes furniture, library materials, etc. purchased wholly or in part with grant funds. The prior approval amount is the capital expenditure, which means the cost of the equipment/property including the cost to put it in place. Capital expenditure for equipment/property means the net invoice price of the equipment/property, including the cost of any modifications, attachments, accessories, or auxiliary apparatus necessary to make it usable for the purpose for which it is acquired. Ancillary charges, such as taxes, duty, protective in transit insurance, freight, and installation may be included in, or excluded from, capital expenditure cost in accordance with the Grantee's regular accounting practices. VI. STATEMENT OF SERVICES TO BE PERFORMED: A. The Grantee will comply with the application (Technical Assistance Negotiated Grants for State Fiscal Year 2000). B. The Grantee will comply with the Technical Assistance Negotiated Grants Program Guidelines for State Fiscal Year 2000. C. The Grantee will comply with the Rules for Administering the Library Systems Act. Note that Rule 1.97 (a) will not be applicable during the term of this grant. D. The Grantee will comply with the following two parts of the Governor's Office of Budget and Planning Uniform Grant Management Standards (UGMS), revised January 1999, located at http://www.govemor.state. tx. usIBudgetlbudget—guidelines. html 1. Cost Principles for State and Local Governments and Other Affected Entities (adapted from OMB Circular A-87) P- -i' g999 Grantor Grantee Page 4 of 7 2. State Uniform Administrative Requirement for Grants and Cooperative Agreements (adapted from OMB Circular A-102) For grants funded with State funds, the Grantee will comply with the third part of UGMS, the State of Texas Single Audit Circular. For grants funded with Federal funds, the Grantee will comply with the Office of Management and Budget (OMB) Circular A-133, Audits of States, Local Governments, and Non -Profit Organizations (revised 6/97), located at http.lAvww. whitehouse. gov/OMB/circulars E. The Grantee will comply with the Institute of Museum and Library Services' 45 Code of Federal Regulations, Part 1183, Uniform Administrative Requirements for Grants and Cooperative Agreements to States and Local Governments (adapted from OMB Circular A-102). F. The Grantee will send the Grantor a copy of any management letters issued by the auditor with the reporting package (or written notification, as applicable). The audit's Schedule of Expenditures of Federal and State Awards will list the amount of awards expended for each award year separately. G. The Grantee may not obligate grant funds after August 31, 2000. By October 31, 2000, all obligations must be liquidated and all unexpended funds must be returned to the Grantor. H. The Grantee will add any program income to the funds committed to the grant, using such program income for the purposes and under the conditions of the grant. The source and amount of the program income must be explained in box 12 of the quarterly Financial Status Report. I. As required by the Institute of Museum and Library Services, the Grantee will clearly state the following when issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with Federal money: 1. the percentage of the total costs of the program or project which will be financed with Federal money; 2. the dollar amount of Federal funds for the project or program; and 3. the percentage and dollar amount of the total costs of the project or program that will be financed by non -government sources. J. The Grantee certifies by this contract that it will comply with the Assurances — Non - Construction Programs (OMB Standard Form 124B), the Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions, and the Certification Regarding Lobbying as submitted to the grantor. Additional assurances are listed in UGMS, Part III.B.14, K. The Grantee affirms that it has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with this contract. The Grantee further affirms that its employees or agents shall neither solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors or parties to subagreements. 9/9/99 Grantor Grantee Page 5 of 7 L. The Grantee agrees to provide the Grantor with one (1) set of all public relations materials produced under this grant. M. The Grantee agrees to maintain records on all equipment/property with an acquisition cost of $1000 or more. The Grantee will reconcile the equipment/property records with a physical inventory of the equipment/property every two years. The UGMS Subpart C, Sec. 32, (d) (3) requires certain items of equipment (cameras, telefaxes, VCRs, etc.) to be maintained on inventory if their cost is above $500. N. The Grantee agrees to submit the Equipment/Property Acquired form after the grant term ends by October 31, 2000 for all equipment/property purchased during that grant year. This list must tie to the equipment/property purchased with prior approval amounts. O.. The Grantee agrees to submit the Uniform Statistical Reporting Form for Technical Assistance Negotiated Grants and Explanation of Variance according to the following schedule: Reportin,g_Period Due Date September 1, 1999 - November 30, 1999 December 6, 1999 December 1, 1999- February 29, 2000 March 6, 2000 March 1, 2000 - May 31, 2000 June 6, 2000 June 1, 2000 - August 31, 2000 September 6, 2000 The State Legislature has charged the Grantor with submitting performance measurement reports that specify the level of services provided by its programs and services. The Grantee agrees to submit reports that are timely, accurate, auditable, and consistent with definitions. P. The Grantee agrees to submit the quarterly Financial Status Report for each project funded under this contract according to the following schedule: Reporting_ Period Due Date September 1, 1999 - November 30, 1999 December 30, 1999 December 1, 1999 - February 29, 2000 March 27, 2000 March 1, 2000 - May 31, 2000 June 26, 2000 June 1, 2000 - August 31, 2000 September 25, 2000 A final Financial Status Report is due by November 15, 2000. Q. The Grantee will submit the Workshop Reporting Form to the Grantor for the period of September 1, 1999 to August 31, 2000, by September 25, 2000. ePk� S-y-S'`i 9/9/99 Grantor Grantee A `• Page 6 of 7 VII. PAYMENT FOR SERVICES: The Grantee may request payment from the Grantor in advance or as a reimbursement of payments made for grant expenses. Requests may be made less frequently than monthly. The Grantee will request payment on the OMB Standard Form 270, Request for Advance or Reimbursement, using box 12 rather than box 11 if requesting funds in advance. The Grantee must have and follow procedures that minimize the time elapsing between the receipt and the disbursement of advanced grant funds. To request funds, Form 270 is due to the Grantor by the 15`h of the month and the funds will usually be received by the Grantee by the end of the month. VIII. CONTACTS AT TSLAC: Questions or concerns about programmatic issues should be directed to this grant's Project Manager: Kathleen Walls Grants Coordinator Phone: 512-463-5532 E-mail: kathleen.walls@tsl.state.tx.us Questions or concerns about regulatory or financial issues should be directed to: Henry Marcus, CPA Senior Accountant Phone: 512-463-5472 E-mail: henry.marcus@tsl.state.tx.us Fax, rather than mail, Prior Approval Request forms to this grant's Project Manager: Kathleen Walls Grants Coordinator Fax: 512-463-8800 Fax, rather than mail, reports to: Julia Heskett Grants Administrative Assistant Phone: 512-463-5512 Fax: 512-463-3560 Payments to the Grantor, such as those for excess advanced funds or for interest earned each quarter on advanced funds, should be mailed with an explanation of the purpose of the payment and the grant number to: Accounts Receivable Texas State Library and Archives Commission PO Box 12927 Austin, TX 78711-2927 9/9/99 Grantor Grantee • Page 7 of 7 IX. APPLICABLE AND GOVERNING LAW: A. This grant shall be governed by the laws of the State of Texas. All duties of either party shall be legally performable in Texas. The applicable law for any legal disputes arising out of this contract shall be the law of (and all actions hereunder shall be brought in) the State of Texas, and the forum and venue for such disputes shall be Travis County, District Court. B. This grant is subject to availability of funds. X. SIGNATURES: GRANTOR GRANTEE Texas State Library and Archives Commission City of Lubbock, Lubbock City -County Library L 1 I Raymond Hitt Assistant State Librarian Date [ LA" Edward Seidenberg, Chief Fisc Officer -J�` Date Signature (Mustbefann official empowered to enter into contracts) Winch/ Sitton Typewritten or Printed Name Mayor Title September 9, 1999 Date Resolution Ho. 6495 Sept. 9, 1999 Item No. 24 TEXAS STATE LIBRARY & ARCHIVES COMMISSION INTERLIBRARY LOAN CENTER GRANT Grant # 771-00044 I. CONTRACTING PARTIES: Grantor: Texas State Library and Archives Commission (TSLAC) Grantee: City of Lubbock, Lubbock City -County Library Ninth and Avenue L Lubbock, Texas 79401 II. TERM OF GRANT: September 1, 1999 to August 31, 2000 M. GRANTOR CERTIFICATION: The Grantor certifies that (1) the services specified below are necessary and essential for activities that are properly within the statutory functions and programs of the affected organizations; (2) the services, supplies or materials contracted for are not required by Section 21 of Article 16 of the Constitution of Texas to be supplied under contract given to the lowest bidder; and (3) the grant is in compliance with Texas Government Code § 441.121 et. seq., the Library System Act; Texas Government Code § 441.006, General Powers and Duties; P.L. 104-208, the Library Services and Technology Act (LSTA); and the State Plan for the LSTA in Texas. IV. GRANT AMOUNTS: A. The total amount of the grant shall not exceed: $63,990 B. Source of funds: CFDA #45.310, Institute of Museum and Library Service, State Library Program Federal Fiscal Year 1999 Carryover TSLAC's accounting coding: Index 17712, Object Code 7611, AY00 9- 79 9/9/99 Grantor Grantee Page 2 of 8 C. Budget: Personnel $35,856 Fringe Benefits 8,539 Travel 400 Equipment 0 Supplies 1,500 Contractual 2,920 Other 9,475 Total Direct Costs $58,690 Indirect Costs 5,300 Total $63,990 V. WRITTEN PRIOR APPROVALS FOR FISCAL AND PROGRAMMATIC CHANGES: A. The Grantor must give written prior approval before the Grantee may make any of the following fiscal changes: 1. Make cumulative transfers among budget cost categories or projects which are expected to exceed ten (10) percent of the total grant, or 2. Transfer any funds into a budget cost category that equals zero ($0). Written prior approval is to be requested on the Prior Approval Request form and shall be requested when nearing the 10% limit or the end of the grant term. This provision does not allow the grant to be exceeded. B. The Grantor must give written prior approval for any of the following programmatic changes to the application: 1. Changing key persons specified in the grant; (however, this grant does not identify any key persons), or 2. Obtaining the services of a third party to perform activities which are central to the purposes of the grant, or 3. Changing the scope or objectives (regardless of whether there is an associated budget revision). A change in scope is a substantive difference in the approach or method used to reach program objectives. Written prior approval is to be requested on the Prior Approval Request form. C. The Grantor gives prior approval for the items listed under the following cost categories below. Before the Grantee obligates or expends grant funds for additional items in the following cost categories, the Grantor must give written prior approval. Written prior approval is to be �-9-9 9999 Grantor rantee Page 3 of 8 requested on the Prior Approval Request form. Written prior approval is also required if the item's cost or features are substantially different from what the grant specifies or from a previous Prior Approval Request. All prior approvals should be requested by August 1. COST CATEGORIES: 1. Preaward Costs None 2. Insurance (if not required by the rant) None 3. Rearrangements and Alterations of Facilities None 4. Equipment/Property None Each piece of equipment/property is an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost of $1,000 or more. If the Grantee's capitalization level established for financial statement purposes is lower than $1,000, the lower amount should be used. Equipment/property includes furniture, library materials, etc. purchased wholly or in part with grant funds. The prior approval amount is the capital expenditure, which means the cost of the equipment/property including the cost to put it in place. Capital expenditure for equipment/property means the net invoice price of the equipment/property, including the cost of any modifications, attachments, accessories, or auxiliary apparatus necessary to make it usable for the purpose for which it is acquired. Ancillary charges, such as taxes, duty, protective in transit insurance, freight, and installation may be included in, or excluded from, capital expenditure cost in accordance with the Grantee's regular accounting practices. VI. STATEMENT OF SERVICES TO BE PERFORMED: A. The Grantor will reimburse the Grantee for expenses incurred in processing and filling interlibrary loan requests for library materials and information from public, academic, and special libraries and for processing interlibrary loan requests originating with the Grantee. The Grantor will also reimburse the Grantee for providing OCLC system use support to Texas Group selective user libraries in the Grantee's service area. B. The Grantee will provide free interlibrary loan service according to the operating procedures set by the Grantor. 9/9/99 Grantor Grantee Page 4 of 8 C. The Grantee will employ the following staff whose work assignments are exclusively to provide interlibrary loan services: .25 Librarian H (Group 307) 1 Senior Clerk Typist (Group 404) .75 Clerk Typist (Group 402) D. The Grantee will provide telephone line(s) directly into the interlibrary loan office, telephone extension to local library telephones, and permit the computer(s) to be connected without charge to an OCLC modem with line extenders or extended distance cables, or other appropriate technology. E. The Grantee agrees to provide rapid and convenient access to its catalog of holdings and its circulation system for use without charge by the project staff. F. The budget allocations are based on the following performance objectives: 1. Fill 5,000 interlibrary loan requests from the Grantee's resources. 2. Process 17,000 interlibrary loan transactions. 3. Maintain an average response time of 24 hours for interlibrary loan requests. 4. Maintain an average maximum turnaround time of 8.0 days for requests from the region filled by the Grantee. 5. Maintain an average maximum turnaround time of 15.0 days for requests referred to and filled by other libraries. G. The Grantee will comply with their application. H. The Grantee will comply with the Texnet Center Policies Manual for SFY 2000. I. The Grantee will comply with the following two parts of the Governor's Office of Budget and Planning Uniform Grant Management Standards (UGMS), revised January 1999, located at http.lAvww.governor.state.tr.taMudgetlbudget—guidelines.htmI 1. Cost Principles for State and Local Governments and Other Affected Entities (adapted from OMB Circular A-87) 2. State Uniform Administrative Requirement for Grants and Cooperative Agreements (adapted from OMB Circular A-102) For grants funded with State funds, the Grantee will comply with the third part of UGMS, the i /t li--Jl-9 9/99 Grantor Grantee Page 5 of 8 State of Texas Single Audit Circular. For grants funded with Federal funds, the Grantee will comply with the Office of Management and Budget (OMB) Circular A-133, Audits of States, Local Governments, and Non -Profit Organizations (revised 6/97), located at http:/Avww. whitehouse. gov/OMB/circulars J. The Grantee will comply with the Institute of Museum and Library Services' 45 Code of Federal Regulations, Part 1183, Uniform Administrative Requirements for Grants and Cooperative Agreements to States and Local Governments (adapted from OMB Circular A-102). K. The Grantee will send the Grantor a copy of any management letters issued by the auditor with the reporting package (or written notification, as applicable). The audit's Schedule of Expenditures of Federal and State Awards will list the amount of awards expended for each award year separately. L. The Grantee may not obligate grant funds after August 31, 2000. By October 31, 2000, all obligations must be liquidated and all unexpended funds must be returned to the Grantor. M. The Grantee will add any program income to the funds committed to the grant, using such program income for the purposes and under the conditions of the grant. The source and amount of the program income must be explained in box 12 of the quarterly Financial Status Report. N. As required by the Institute of Museum and Library Services, the Grantee will clearly state the following when issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with Federal money: 1. the percentage of the total costs of the program or project which will be financed with Federal money; 2. the dollar amount of Federal funds for the project or program; and 3. the percentage and dollar amount of the total costs of the project or program that will be financed by non -government sources. O. The Grantee certifies by this contract that it will comply with the Assurances — Non - Construction Programs (OMB Standard Form 124B), the Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions, and the Certification Regarding Lobbying as submitted to the grantor. Additional assurances are listed in UGMS, Part III.B.14. P. The Grantee affirms that it has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with this contract. The Grantee further affirms that its employees or agents shall neither solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors or parties to subagreements. -�'- 9/9/99 Grantor Grantee Page 6 of 8 Q. The Grantee agrees to provide the Grantor with one (1) set of all public relations materials produced under this grant. R. The Grantee agrees to maintain records on all equipment/property with an acquisition cost of $1000 or more. The Grantee will reconcile the equipment/property records with a physical inventory of the equipment/property every two years. The UGMS Subpart C, Sec. 32, (d) (3) requires certain items of equipment (cameras, telefaxes, VCRs, etc.) to be maintained on inventory if their cost is above $500. S. The Grantee agrees to submit the Equipment/Property Acquired form after the grant term ends by October 31, 2000 for all equipment/property purchased during that grant year. This list must tie to the equipment/property purchased with prior approval amounts. T. The State Legislature has charged the Grantor with submitting performance measurement reports that specify the level of services provided by its programs and services. The Grantee agrees to submit reports that are timely, accurate, auditable, and consistent with definitions. The Grantee will maintain a record of each interlibrary loan request submitted to other libraries. 2. The Grantee agrees to submit ILL statistics to the Grantor monthly. 3. The Grantee agrees to submit turnaround time data records to the Grantor within 2 weeks of the completion of the data records. U. The Grantee agrees to participate fully in any special study, survey, or other research and testing, which is designed to evaluate or improve interlibrary loan policies, procedures or management, when requested by the Grantor. V. The Grantee agrees to submit the quarterly Financial Status Report for each project funded under this contract according to the following schedule: Reportin Period eriod Due Date September 1, 1999 - November 30, 1999 December 30, 1999 December 1, 1999 - February 29, 2000 March 27, 2000 March 1, 2000 - May 31, 2000 June 26, 2000 June 1, 2000 - August 31, 2000 September 25, 2000 A final Financial Status Report is due by November 15, 2000. 9 9/9/99 Grantor Grantee Page 7 of 8 VII. PAYMENT FOR SERVICES: The Grantee may request payment from the Grantor in advance or as a reimbursement of payments made for grant expenses. Requests may be made less frequently than monthly. The Grantee will request payment on the OMB Standard Form 270, Request for Advance or Reimbursement, using box 12 rather than box 11 if requesting funds in advance. The Grantee must have and follow procedures that minimize the time elapsing between the receipt and the disbursement of advanced grant funds. To request funds, Form 270 is due to the Grantor by the 15`h of the month and the funds will usually be received by the Grantee by the end of the month. VIII. CONTACTS AT TSLAC: Questions or concerns about programmatic issues should be directed to this grant's Project Manager: Rebecca Linton Resource Sharing Consultant Phone: 512-463-5406 E-mail: rebecca.linton@tsl.state.tx.us Questions or concerns about regulatory or financial issues should be directed to: Henry Marcus, CPA Senior Accountant Phone: 512-463-5472 E-mail: henry.marcus@tsl.state.tx.us Fax, rather than mail, Prior Approval Request forms to this grant's Project Manager: Rebecca Linton Resource Sharing Consultant Fax: 512-936-2306 Fax, rather than mail, reports to: Julia Heskett Grants Administrative Assistant Phone: 512-463-5512 Fax: 512-463-3560 Payments to the Grantor, such as those for excess advanced funds or for interest earned each quarter on advanced funds, should be mailed with an explanation of the purpose of the payment and the grant number to: Accounts Receivable Texas State Library and Archives Commission PO Box 12927 Austin, TX 78711-2927 �iP1-s qsIleb 195/99 Grantor Grantee Page 8 of 8 IX. APPLICABLE AND GOVERNING LAW: A. This grant shall be governed by the laws of the State of Texas. All duties of either party shall be legally performable in Texas. The applicable law for any legal disputes arising out of this contract shall be the law of (and all actions hereunder shall be brought in) the State of Texas, and the forum and venue for such disputes shall be Travis County, District Court. B. This grant is subject to availability of funds. X. SIGNATURES: GRANTOR Texas State Library and Archives Commission L;za� k/v50-- Raymond Hitt, Agsistant State Librarian August 9. 1999 Date & ��'i LA�Z-� Edward Seidenberg, Chief Fiscal O icer August 9. 1999 Date ATTEST: Cit GRANTEE City of Lubbock, Lubbock ity-County Library rfi4 "Signature (Must ge o ficial empowered to enter into contracts) Windy Sitton Typewritten or Printed Name Mayor Title September 9, 1999 Date