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Home My WebLink AboutResolution - 6212 - Grant Agreement - TSLAC - WTLS Interlibrary Loan Grant Program - 02/25/1999Resolution No. 6212 Item No. 27 February 25, 1999 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 any and all documents related to the West Texas Library System (WTLS) and Interlibrary Loan Grant Program (ILL), attached herewith, by and between the City of Lubbock and the Texas State Library and Archives Commission, and any associated documents, which shall be spread upon the minutes of the Council and as spread upon the minutes of this Council shall constitute and be a part of this Resolution as if fully copied herein in detail. Passed by the City Council this 25th day of February , 1999. r Y S 04, , ,?OR-- A ST: Kayth' arnell, City Secretary PRO AS TO CONTENT: Jeff pel, L irector APPROVED AS TO FORK L. 6, 1999 Resolution No. 6212 Item No. 27 February 25, 1999 Grant # 476-99113 TECHNICAL ASSISTANCE NEGOTIATED 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: February 9, 1999 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: $ 54,378.00 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: 34762 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 a - Grantor Grantee Page 2 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. D. Budget: Personnel $27,000 Fringe Benefits 7,467 Travel 3,300 Equipment/Property 8,807 Supplies 1,800 Contractual 1,000 Other 500 Total Direct Costs $49,874 Indirect Costs 4,504 Total $54,378 V. STATEMENT OF SERVICES TO BE PERFORMED: A. The Grantee will comply with the application (Technical Assistance Negotiated Grants for State Fiscal Year 1999). Technical Assistance Negotiated Grant 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 (Technical Assistance Negotiated Grants): 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 that 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 Technical Assistance Negotiated Grants 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. - g - Grantor Grantee Page 3 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.governor.state.tx.usBudget/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) 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 Infernet 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 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. 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. 1. The Grantee will add program income to the funds committed to the grant, using it for the purposes and under the conditions in 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 11, .14 of UGMS. z-8= y9 Grantor Grantee Page 4 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 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 the (1) grant specifications or (2) a previous Prior Approval Request. Prior approval requests related to computers must be submitted by June 1. Requests for prior approval for other costs must be submitted 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 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 Equipment/Property Pentium II, 300MHz, SGB HD, 64MB RAM, 14.1" screen, 33.6K modem $7,557 HP Laser Jet printer 1,250 7- &- T Grantor Grantee Page 5 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 Uniform Statistical Reporting Form for Technical Assistance Negotiated Grants and Explanation of Variance according to the following schedule: Reporting Period Due Date February 9, 1999 - May 31, 1999 June 7, 1999 June 1, 1999 - August 31, 1999 September 7, 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 Financial Status Reports according to the following schedule: ReportingPDue Date February 9, 1999 -May 31, 1999 June 25, 1999 June 1, 1999 - August 31, 1999 ,September 27, 1999 A final Financial Status Report is due by November 15, 1999. R. The Grantee will submit the Workshop Reporting Form to the Grantor for the period of February 9, 1999 to August 31, 1999, by September 27, 1999, 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 1 I 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 151h of the month and the funds will normally be received by the Grantee by the end of the month. 1i- T Grantor Grantee VII. 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.davisC 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 Fax, rather than mail, reports to: Library Systems Administrator Fax 512-463-8800 Julia Heskett Grants Administrative Assistant Phone 512-463-5512 Fax 512-463-3560 Page 6 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. Grantor Grantee IX. SIGNATURES: GRANTOR GRANTEE Page 7 Texas State Library and Archives Commission City of Lubbock, Lubbock City -County Library Raymond Hitt Assistant State Librarian 2-�_- �7 Date Edward Seidenberg, Chief Fiscat Officer , r _j Date 4 �z �_ a, � e� Signature (Mu"e an official empowered to enter into contracts) WINDY SITTON. Typewritten or Printed Name Above Mayor Title February 25, 1999 Date ATTEST: Kaythfj Darnell, City Secretar