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HomeMy WebLinkAboutResolution - 5994 - Agreements - TSLAC - Interlibrary Loan Center Grants, Library System Operations - 09_10_1998Resolution No. 5994 Item No. 25 September 10, 1998 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 six (6) Interlibrary Loan Center Grant and Library System Operation Grant Agreements by and between the Texas State Library and Archives Commission and the City of Lubbock, 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 Council. Passed by the City Council this loth day of September '1998. 1 APPROVED AS TO CONTENT: Tommy Gofizalez, Manqging Director of Civic Services APPROVED AS ALSAMLIbrary Grant.RES ccdocs\September 2, 1998 L Resolution No. 5994E Item No. 25 September 10, 1998 Grant # 470-99009 LIBRARY SYSTEM OPERATION GRANT 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 TERM OF GRANT: September 1, 1998 to August 31, 1999 III. GRANTOR CERTIFICATION: The Grantor certifies (1) the services specified above 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: $ 414,085.00 B. Source of funds: CFDA # 45.310 Institute of Museum and Library Services, State Library Program Federal Fiscal Year 1998 Carryover TSLAC's accounting coding: 24702 AY99 C. The Grantor must give written prior approval when cumulative transfers among budget cost categories or projects are expected to exceed ten (10) percent of the total grant. The Grantor must also give written prior approval to transfer any funds into a budget cost category where no dollars are budgeted. This provision does not allow the grant to be exceeded. Written prior approval is to be requested on the Prior Approval Request form and should only be requested if nearing the 10% limit or near the end of the grant term. -7 -g Grantee Grantor D. Budget EXPENSE Audio Collection Continuing Networked Limited English CATEGORY Administration Visual Development Consulting Education Resources Publicity Speaking Literacy TOTAL Personnel 62,312 22,880 5,195 19,732 7,124 7,490 916 319 839 126,807 Fringe Benefits 21,788 8,912 2,054 6,513 2,242 2,331 372 136 258 44,606 Travel 4,500 0 0 2,000 400 0 0 0 0 6,900 Equipment 2,175 0 0 0 0 0 0 0 0 2,175 Supplies 3,460 11,500 96,768 1,100 175 0 4,500 3,949 8,050 129,502 Contractual 7,200 0 41,500 0 3,000 15,000 0 0 200 66,900 Other 2,700 200 0 0 0 0 0 0 0 2,900 TOTAL DIRECT CHARGES 104,135 43,492 145,517 29,345 12,941 24,821 5,788 4,404 9,347 379,790 Indirect Charges * 9,403 3,927 13,140 2,650 1,169 2,241 523 398 844 34,295 TOTAL 113,538 47,419 158,657 31,995 14,110 27,062 6,311 4,802 10,191 414,085 * Indirect charges are 9.03% of Direct Charges Grantee Grantor Lubbock/WU (FY99 Federal Contract #1470-99009) September 1, 1998 Page 3 V. STATEMENT OF SERVICES TO BE PERFORMED: A. The Grantee will comply with the application (System Plan of Service for State FY99). System activities shall support and encourage the active and successful participation by libraries in services offered by the system and the Grantor. 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. 2. Obtaining the services of a third party to perform activities which are central to the purposes of the grant 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 Grantee will comply with the System Plan of Service Program Guidelines for SFY 1999. D. The Grantee will comply with the Rules for Administering the Library Systems Act. Rule 1.97 (a) will not be applicable during the term of this grant. E. The Grantee will comply with the following two parts of the Uniform Grant Management Standards (UGMS), produced by the Governor's Office of Budget and Planning (revised 1/98) and located on the Internet at http://www.govemor.state.tx.usBudget/budget—guidelines.htm]: 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) which is located on the Internet at http://www.whitehouse.gov/WH/EOP/OMB/Grants. F. 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). G. The Grantee will comply with 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. I 7-5Y Grantee Grantor Page 4 H. The Grantee may not obligate grant funds after August 31, 1999. By October 31, 1999, all obligations must be liquidated and all unexpended funds must be returned to the Grantor. I. The Grantee will add program income to the funds committed to the grant, using it for the purposes and under the conditions on the grant. The source and amount of the program income must be explained in box 12 of the quarterly Financial Status Report. J. For grants funded with Federal funds, 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. K. 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. L. 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 Performing Agency 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. M. The Grantee will submit the Equipment/Property Acquired form after the grant term ends and by October 31, 1999. The Grantee will reconcile property records with a physical inventory of the equipment/property every two years. N. 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. Requests for prior approval of costs related to computers must be requested by June 1. Requests for prior approval for other costs should be requested by August 1. 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 Grantee Grantor Page 5 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. Preaward Costs None Insurance (if not required by the grant) None Rearrangements and Alterations of Facilities None Eauiyment/Property Compaq Deskpro, 200 MHz, 256 KB, 15" Monitor $2,175 O. The Grantee agrees to provide the Grantor with one (1) set of all public relations materials produced under this grant. P. The Grantee agrees to submit the Key Performance Target Report to the grantor according to the following schedule: Reporting Period Due Date September 1, 1998 - November 30, 1998 December 5, 1998 December 1, 1998- February 28, 1999 March 6, 1999 March 1, 1999 - May 31, 1999 June 6, 1999 June 1, 1999 - August 31, 1999 September 4, 1999 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. Q. The Grantee agrees to submit the Uniform Statistical Reporting Form for Systems to the Grantor monthly. R. The Grantee agrees to submit the quarterly Financial Status Reports for each project funded under this contract according to the following schedule: Reporting Period Due Date September 1, 1998 - November 30, 1998 December 30, 1998 I-Rj 5-7- r9' Grantee Grantor Page 6 December 1, 1998 - February 28, 1999 March 25, 1998 March 1, 1999 - May 31, 1999 June 25, 1999 June 1, 1999 - August 31, 1999 September 25, 1999 A final Financial Status Report is due by November 15, 1999. S. The Grantee will submit the Regional Public Library Systems Project Evaluation Report and the Local/Systems Objectives Report to the Grantor according to the following schedule: Reportin Period eriod Due Date September 1, 1998 - February 28, 1999 March 25, 1999 March 1, 1999 -August 31, 1999 September 25, 1999 T. The Grantee will submit the Workshop Reporting Forms to the Grantor for the period of September 1, 1998 to August 31, 1999, by September 27, 1999. VI. 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. For grants funded with Federal funds, Form 270 is due to the Grantor by the 15t' of the month and the funds will typically be received by the Grantee by the end of the month. 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 rKU I g-7-7�j Grantee Grantor 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 P.O. Box 12927 Austin, TX 78711-2927 jVIII. 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. IX. SIGNATURES: GRANTOR Texas State Library and Archives Commission Raymond HA, Assistant State Librarian F- -7- <I-E Date > dward Seidenberg, Chief Fis 1 Officer GRANTEE A Lgbb ck, Lu bock - ounty Library tt� A�6� Signature (Mu t be an official empowered to enter into contracts) WINDY SITTON Typewritten or Printed Name Above XAYOR Title September 10, 1998 Date %4CL� ATTEST: Kaythi arne City Secretary Approved as to Content vic Services Approved as to Form: Resolution No. 5994 •�. Item No. 25 September 10, 1998 Grant # 470-99010 LIBRARY SYSTEM OPERATION GRANT 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, 1998 to August 31, 1999 M. GRANTOR CERTIFICATION: The Grantor certifies (1) the services specified above 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: $ 12,600.00 B. Source of funds: General Revenue State Fiscal Year 1999 Carryover TSLAC's accounting coding: 24702 AY99 C. The Grantor must give written prior approval when cumulative transfers among budget cost categories or projects are expected to exceed ten (10) percent of the total grant. The Grantor must also give written prior approval to transfer any funds into a budget cost category where no dollars are budgeted. This provision does not allow the grant to be exceeded. Written prior approval is to be requested on the Prior Approval Request form and should only be requested if nearing the 10% limit or near the end of the grant term. Grantee Grantor D. Budget EXPENSE CATEGORY Collection Development Personnel 0 Fringe Benefits 0 Travel 0 Equipment 0 Supplies 11,556 Contractual 0 Other 0 TOTAL DIRECT CHARGES 11,556 Indirect Charges* 1,044 TOTAL 12,600 *Indirect charges are 9.03% of Direct Charges Grantee Page 2 Lubbock/WU (FY99 State Contract # 470-99010) September 1, 1998 Page 3 V. STATEMENT OF SERVICES TO BE PERFORMED: A. The Grantee will comply with the application (System Plan of Service for State FY99). System activities shall support and encourage the active and successful participation by libraries in services offered by the system and the Grantor. 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. 2. Obtaining the services of a third party to perform activities which are central to the purposes of the grant 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 Grantee will comply with the System Plan of Service Program Guidelines for SFY 1999. D. The Grantee will comply with the Rules for Administering the Library Systems Act. Rule 1.97 (a) will not be applicable during the term of this grant. E. The Grantee will comply with the following two parts of the Uniform Grant Management Standards (UGMS), produced by the Governor's Office of Budget and Planning (revised 1/98) and located on the Internet at http://www.govemor.state.tx.us/Budget/budget—guidelines.html: 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) which is located on the Internet at http://www.whitehouse.gov/WH/EOP/OMB/Grants. F. 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). G. The Grantee will comply with 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. k4 F- Grantee Grantor Page 4 H. The Grantee may not obligate grant funds after August 31, 1999. By October 31, 1999, all obligations must be liquidated and all unexpended funds must be returned to the Grantor. I. The Grantee will add program income to the funds committed to the grant, using it for the purposes and under the conditions on the grant. The source and amount of the program income must be explained in box 12 of the quarterly Financial Status Report. J. For grants funded with Federal funds, 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. K. 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 H, .14 of UGMS. L. 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 Performing Agency 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. M. The Grantee will submit the Equipment/Property Acquired form after the grant term ends and by October 31, 1999. The Grantee will reconcile property records with a physical inventory of the equipment/property every two years. N. 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. Requests for prior approval of costs related to computers must be requested by June 1. Requests for prior approval for other costs should be requested by August 1. 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 Grantee Grantor Page 5 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. Preaward Costs None Insurance (if not required by the grant) None Rearrangements and Alterations of Facilities None Bguipment/Property None O. The Grantee agrees to provide the Grantor with one (1) set of all public relations materials produced under this grant. P. The Grantee agrees to submit the Key Performance Target Report to the grantor according to the following schedule: Reporting Period Due Date September 1, 1998 -November 30, 1998 December 5, 1998 December 1, 1998- February 28, 1999 March 6, 1999 March 1, 1999 - May 31, 1999 June 6, 1999 June 1, 1999 - August 31, 1999 September 4, 1999 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. Q. The Grantee agrees to submit the Uniform Statistical Reporting Form for Systems to the Grantor monthly. R. The Grantee agrees to submit the quarterly Financial Status Reports for each project funded under this contract according to the following schedule: Reportin P� eriod Due Date September 1, 1998 - November 30, 1998 December 30, 1998 Imo. I -- 7 - 5 Ir Grantee Grantor 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 P.O. Box 12927 Austin, TX 78711-2927 VIII. 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. IX. SIGNATURES: Texas State Library and Archives Commission Raymond Hit(, Assistant State Librarian �- 7- k Date Edward Seidenberg, Chief Fiscl Officer Ci f Lubb k, Lubbo City--Cwnty Library ignature (MuV be aFofficial empowered to enter into contracts) WMY SITTON Typewritten or Printed Name Above MAYOR Title -7 �`l September 10, 1998 Date DatJ (j(,4" Attest: ayt arne , City Secretary Approved as to Content: omm G za e MaLWagin Director of Civic Servic Approved as to Form: Amy L. Sim , Ass' tan City Att rney Resolution No. 5994 Item No. 25 September 10. 1998 I. Grant # 771-99022 INTERLIBRARY LOAN CENTER GRANT 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 H. TERM OF GRANT: September 1, 1998 to August 31, 1999 III. GRANTOR CERTIFICATION: The Grantor certifies; (1) the services specified above 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 § 441.006 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: $ 59,412 B.. Source of funds: CFDA #45.310, Institute of Museum and Library Service, State Library Program Federal Fiscal Year 1998 Carryover TSLAC's accounting coding: 17712 AY99 C. The Grantor must give written prior approval when cumulative transfers among budget categories are expected to exceed ten (10) percent of the total grant. The Grantor must also give written prior approval to transfer any funds into a budget category where no dollars are budgeted. This provision does not allow the grant to be exceeded. Written prior approval is to be requested on the Prior Approval Request form and should only be requested if nearing the 10% limit or near the end of the grant term, but not after August 15. F- 2/-9 Y Grantor Grantee Page 2 of 7 D. Budget: Personnel $33,358 Fringe Benefits 8,468 Travel 700 Supplies 750 Contractual 215 Other 11,000 Total Direct Costs $54,491 Indirect Costs (9.03% of Direct Charges) 4,921 Total $59,412 V. 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. C. The Grantee will employ the following staff whose work assignments are exclusively to provide interlibrary loan services: .25 Librarian II (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 6,300 interlibrary loan requests from the Grantee's resources., 2. Process 20,700 interlibrary loan transactions. 3. Maintain an average response time of 24 hours for interlibrary loan requests. Grantor Grantee Page 3 of 7 4. Maintain a maximum turnaround time of 10.0 days for requests from the region filled by the Grantee. 5. Maintain a maximum turnaround time of 20.0 days for requests referred to and filled by other libraries. G. The Grantee will comply with their application. H. 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. 2. Obtaining the services of a third party to perform activities which are central to the purposes of the grant 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. I. The Grantee will comply with the Interlibrary Loan Contract Program Guidelines for SFY 1999. J. The Grantee will comply with the following two parts of the Uniform Grant Management Standards (UGMS), produced by the Governor's Office of Budget and Planning (revised 1/98) and located on the Internet at http://www.govemor.state.tx.usBudget/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) which is located on the Internet at http://www.whitehouse.gov/WH/EOP/OMB/Grants. K. 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 State and Local Governments (adapted from OMB Circular A-102). L. 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. 14 1 -r- 1 7771 Grantor Grantee Page 4 of 7 M. The Grantee may not obligate grant funds after August 31, 1999. By October 31, 1999, all obligations must be liquidated and all unexpended funds must be returned to the Grantor. N. The Grantee will add program income to the funds committed to the grant, using it 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. O. For grants funded with Federal funds, 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. P. 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 H, .14 of UGMS. Q. 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. R. The Grantee will submit the Equipment/Property Acquired form after the grant term ends and by October 31, 1999. The Grantee will reconcile property records with a physical inventory of the equipment/property every two years as required in UGMS. S. The Grantor gives prior approval for the items listed under the cost categories listed 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 approval. Requests for prior approval of costs related to computers must be requested by June 1. Requests for prior approval for other costs should be requested by August 1. 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 equipment/property should be recorded at the capital expenditure amount which means the cost of the equipment/property including the cost to put it in place (the net invoice price of the equipment/property, including the cost of any modifications, Grantor Grantee Page 5 of 7 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, the capital expenditure cost in accordance with the Grantee's regular accounting practices. Preaward Costs None Insurance (if not required by the rant) None Rearrangements and Alterations of Facilities None Equipment/Property None T. The Grantee agrees to provide the Grantor with one (1) set of all public relations materials produced under this grant. U. 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. 1. The Grantee will create a record of each interlibrary loan request (transaction sheet). 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 monthly. V. 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. W. The Grantee agrees to submit the quarterly Financial Status Reports for each project funded under this contract according to the following schedule: Reporting Period Due Date September 1, 1998 - November 30, 1998 December 30, 1998 December 1, 1998 - February 28, 1999 March 25, 1998 March 1, 1999 - May 31, 1999 June 25, 1999 June 1, 1999 - August 31, 1999 September 25, 1999 A final Financial Status Report is due by November 15, 1999. Grantor Grantee Page 6 of 7 VI. 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. For grants funded with Federal funds, Form 270 is due to the Grantor by the 15th of the month and the funds will typically be received by the Grantee by the end of the month. V1I. 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 Send ILL Statistics and turnaround time data records to: Rebecca Linton Resource Sharing Consultant Texas State Library and Archives Commission P.O. Box 12927 Austin, TX 78711-2927 E-mail: rebecca.linton@tsl.state.tx.us Fax, rather than mail, other reports to: Julia Heskett Grants Administrative Assistant Phone 512-463-5512 Fax 512-463-3560 t f 1,4- IF- Grantor Grantee Page 7 of 7 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 P.O. Box 12927 Austin, TX 78711-2927 VIII. 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. IX. SIGNATURES: Texas State Library and Archives Commission Raymond Hitt, Assistant State Librarian z' q � Date �UA'w' Edward Seidenberg, Chief Fisc4 Officer Date GRANTEE C' f Lubbock, Lub6 k City- ounty Library S gnature ( u be an official empowered to enter into contracts) WINDY SITTON Typewritten or Printed Name Above MAYOR Title September 10. 1998 Date AT T: J� Kayth Daree 1, WitySecretary APPROVED AS TO CONTENT: Tommy Gon$alez, Managing Director of Civic Services APP VED AST ORM: Amy L. s s nt Ci Attorney