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HomeMy WebLinkAboutContract 39661 (2)I. TEXAS STATE LIBRARY & ARCHIVES COMMISSION LOAN STAR LIBRARIES GRANT Grant Tvue A - $50.000 and Over Grant Number: 442-10372 CONTRACTING PARTIES Grantor: Texas State Library and Archives Commission (TSLAC) Grantee: City of Fort Worth, Fort Worth Library 500 W 3rd St Fort Worth, Texas 76102 �ON RA C�TENO . io I ORIGINAL RECEIVED II. TERM OF GRANT September 1, 2009 to August 31, 2010 (SFY 2010) DEC 10 2009 III. STATEMENT OF SERVICES TO BE PERFORMED ACCOUNTING The Grantee acknowledges that the intent of the grant is to provide funds to maintain, improve, and enhance local library services, and to provide Texans who are not residents of a particular community access to and services from the many participating public libraries in Texas. Grant funds must be used to meet TSLAC goals. The Grantee must report information relating to best practices and performance outcomes. The Grantee will comply during the period of this contract and provide services as outlined within the Plan of Action submitted by the Grantee (Loan Star Libraries Grant for State FY10) as approved by the Grantor. The approved Plan of Action becomes part of this contract by this reference. IV. GRANT AMOUNTS AND DISBURSEMENT REQUIREMENTS A. The total amount of the grant shall not exceed: $183,336 B.Source of funds: General Revenue, State Fiscal Year 2010 C.The Grantee must request payments from Grantor using the TSLAC Request for Funds Foam (RFF) via the electronic TSLAC Grant Management System (GMS), located at n9ps://gms.ts1.state.tx.us/. Requests may be submitted to Grantor no more often than once per month, and no less often than once per quarter. Funds will be paid to the Grantee provided Grantor has received a fully executed contract and Grantee has fulfilled all reporting requirements for current and preceding contracts. D. The Grantee is restricted to one of two methods for requesting funds from Grantor. The Grantee may request reimbursement of actual expenditures for the Grantee's normal billing cycle, or advance payment for estimated expenditures to be incurred for the upcoming 30 days. Only Grantees that provide documentation to demonstrate a lack of sufficient working capital and the ability to minimize the time elapsing between transfer of funds from Grantor and disbursement of grant funds will be allowed to request advance payments. E. Payments of advance funds will be disbursed by the first working day of the advance period provided RFF Form is received by Grantor no later than the 14te day of the previous month. Should excessive cash balances be maintained, Grantee may be required to use the reimbursement process. F. The Grantee may not obligate or encumber grant funds after August 31, 2010. All obligations and encumbrances must be liquidated or p.aiLno later than October 15, 2010. Grantor must receive final request for advance no later than July 15, 2010. Grantor must receive final request for reimbursement no later than October 15, 2010. G. All unexpended grant funds $25.00 and over MUST be returned, in full, to TSLAC along with the Final Financial Status Report (FSR). See Section VH. B. of this contract for FSR due dates. H. Interest earned in excess of $100 must be returned to Grantor, per requirements in the State of Texas Uniform Grant Management Standards (UGMS). I. 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 Section 9 of the TSLAC FSR. J. Per the approved grant application, funds are authorized according to the following budget: Personnel Frin�;e Benefits • Equipment/Property Contractual $162,518 Other Total $183,336 (JFFiC6AL R�CCRD CITY SECRETARY � FT. WORTH, TIC I FY 2010 Loan Star Libraries Grant 1 of 6 Contract A - $50,000 and over V. WRITTEN REQUEST FOR FISCAL AND PROGRAMMATIC CHANGES The Grantee must request written prior approval for fiscal and/ programmatic changes as outlined in this Section. Grantee must submit request for program and/or fiscal changes electronically on the TSLAC GMS. Under no condition may a Grantee request to exceed the total grant amount. Grantor must receive all change requests no later than July 31, 2010. Requests received after this date will be considered on a case -by -case basis. Grantee must receive written avvroval from Grantor before obligating or expending grant funds under any of the following conditions. A. Fiscal changes must have an approved Budget Revision under any of the following conditions: 1. Making cumulative transfers among budget cost categories or projects which are expected to exceed ten (10) percent of the total grant; and/or, 2. Transferring any funds into a budget cost category that currently equals zero ($0); and/or, 3. Changing the items listed in the approved budget categories if an items cost or features are substantially different from what the approved grant application specifies, or from a previously approved fiscal or program revision. B.Programmatic changes to the approved application (Loan Star Plan of Action) must have an approved Program Revision under the following conditions: 1. Obtaining the services of a third party to perform activities that are central to the purposes of the grant; and/or, 2. Changing the scope or objectives of the approved program, 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. VI. EQUIPMENT AND PROPERTY REQUII2EMENTS A. Fiscal changes to items listed in the Equipment/Property category specified in Section IV. J. of this contract require written prior approval. This is defined as the cost of the equipment and/or property, including any cost necessary to put the item into service, such as the cost of any modifications, attachments, accessories, or auxiliary apparatus necessary to make the item 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 expenditure cost in accordance with the Grantee's regular accounting practices and Generally Accepted Accounting Practices (GAAP). B.The Grantee will comply with UGMS Part III, Subpart C, Sec. 32 (d)(3) requiring certain items of equipment to be maintained on inventory if the item cost is between $500 and $1000. C.The Grantee agrees to submit the TSLAC Equipment Report electronically via the TSLAC GMS with the Final FSR, but no later than October 31, 2010, for all equipment/property purchased with grant funds during the SFY10 grant year. This list must balance with the equipment/property purchased under the approved grant application and all subsequently approved Budget and/or Program Revisions. D. Grantee must furnish a statement to Grantor certifying the governing entity's capitalization level with the approved grant application or the first RFF submitted. Grantee agrees to maintain records on all equipment/property with an acquisition cost above governing entity's capitalization level. E. Subject to the obligations and conditions set forth in the UGMS Part III, Subpart C, Sec. 32, title to equipment acquired under a grant will vest in the Grantee upon acquisition. Grantee must include any equipment/property acquired with grant funds in the required bi- annual property inventory, and follow the UGMS Part III, Subpart C, Sec. 32 (d) that requires the Grantee to reconcile the equipment/property records with a physical inventory of the equipment/property every two years. This bi-annual inventory does not need to be submitted to Grantor, but must be maintained by the Grantee and will be subject to review by Grantor. When property is vested in the Grantee, Grantee will dispose of equipment/property in accordance with the UGMS Part III, Subpart C, Sec. 32 (e). When the Grantee has been given Federally or state-owned equipment/property, Grantee will follow the UGMS Part III, Subpart C, Sec. 32 (f). VII. REPORTING REQUIREMENTS The State Legislature has charged Grantor with submitting performance measurement reports that specify the level of services provided by its programs and services. In accepting the grant funds, the Grantee acknowledges responsibility for performing certain services on behalf of Grantor, as outlined in the approved Plan of Action. Therefore, the Grantee is responsible for submitting periodic reports that reflect the Grantee's level of performance on these services to Grantor. To comply with these requirements, the Grantee agrees to submit reports that are timely, accurate, auditable, and consistent with definitions. A. The Grantee agrees to submit the Loan Star Libraries Performance Report electronically on the TSLAC GMS to Grantor no later than the due dates listed in the following schedule. If library materials ordered with grant funds are received by Grantee after the end of the grant year, a revised final Loan Star Libraries Performance Report may be required covering receipt of those materials. This revised final performance report will be due no later than October 31, 2010. Note: Grantee must contact the Loan Star Libraries Grant Coordinator listed in Section X of this contract in order to submit a revised performance report. - Reporting Period Due Date OFFICIAL RECORD September 1, 2009 - November 30, 2009 December 7, 2009 December 1, 2009 - February 28, 2010 March 7, 2010 CITY SECRETARY March 1, 2010 - May 31, 2010 June 6, 2010 June 1, 2010 -August 31, 2010 September 5, 2010 ��`(`��' TX B. The Grantee agrees to submit electronically the TSLAC Financial Status Report Form, located on the TSLAC GMS, for the grant funded under this contract no later than the due dates listed in the following schedule. Grantee should submit a Final FSR once all grant funds have FY 2010 Loan Star Libraries Grant 2 of 6 Contract A - $50,000 and over been expended and all program requirements are accomplished. Grantee should mark the last required FSR as "Final" and not submit any subsequent FSR forms. Reportin Period eriod Due Date September 1, 2009- November 30, 2009 December 31, 2009 December 1, 2009 - February 28, 2010 March 31, 2010 March 1, 2010 - May 31, 2010 June 30, 2010 June 1, 2010 - August 31, 2010 September 30, 2010 If necessary, a revised Final FSR must be submitted no later than October 31, 2010 Note: Grantee must contact the Grants Accountant listed in Section X of this contract in order to submit a revised FSR. C. The Grantee will send the Grantor a copy of all management letters issued by an auditor with the reporting package. As specified in UGMS Part IV, Subpart B, Sec. 235(c), the audit shall be completed and submitted within the earlier of 30 days after receipt of the auditor's report(s), or nine months after the end of the audit period, unless a longer period is agreed to in advance by the state agency that provided the funding or a different period is specified in a program -specific audit guide. The audit's Schedule of Expenditures of Federal and State Awards must list the amount of TSLAC awards expended for each award year separately. D. The Grantee agrees to submit the Grant Checklist report form for the grant funded under this contract no later than October 31, 2010. VIII. GENERAL TERMS AND CONDITIONS A. The Grantee will comply with the Loan Star Library Grant Program Guidelines for SFY 2010. B. The Grantee will comply with the Title 13, Part 1, Chapter 2, Subchapter C, Division 8, Rules 2.810 — 2.815 regarding the Loan Star Grant Program and Title 13, Part 1, Chapter 2, Subchapter C. Division 1, Rules 2.110 — 2.119 regarding General Grant Guidelines. Loan Star Libraries Administrative Rule 2.815 (c) states, "If a library has certified that it provides service to non-residents without charge or it has elected to participate in the TexShare card program, the library must maintain these services for the duration of the contract that it received." This means the library shall provide the same library services and may impose the same restrictions on non- resident customers as it does for those customers who live locally. Texas Government Code, Section 441.138(c), states, "State aid to a free tax -supported public library is a supplement to and not a replacement of local support." C. The Grantee will comply with the following parts of the Governor's Office of Budget and Planning, UGMS revised June 2004, located at: htty://governor.state.tx.us/files/state-Qrants/UGMS062004.doc. Part I. Cost Principles for State and Local Governments and Other Affected Entities (Adapted from OMB Circular A-87). Part II. State Uniform Administrative Requirements for Grants and Cooperative Agreements (Adapted from OMB Circulars A- 102 and A422). Part M. State of Texas Single Audit Circular (Adapted from OMB Circular A-133). D. All publicity relating to the grant award must include acknowledgement of the Texas State Library and Archives Commission whenever possible and practical. Publicity includes, but is not limited to press releases, media events, public events, displays in the benefiting library, announcements on. the Grantee's website, and materials distributed through the grant project. The Grantee will provide Grantor with one set of all public relations materials produced under this grant with the Final FSR. E. Grantee understands that acceptance of funds under this contract acts as acceptance of the authority of the Texas State Auditor's Office, or any successor agency, to conduct an audit or investigation in connection with those funds. Grantee further agrees to cooperate fully with the State Auditor's Office or its successor in the conduct of the audit or investigation, including providing access to any information the state auditor considers relevant to the investigation or audit. Grantee will ensure that this clause concerning the authority to audit funds received indirectly by Sub -grantees through Grantee, and the requirement to cooperate, is included in any sub - grant awarded. F. The Grantee agrees to maintain all financial and programmatic records, supporting documents, statistical records, and other records relating to this grant award for a minimum of three years after the end date of this contract. IX. ENFORCEMENT A. Remedies for noncompliance. If a Grantee or Sub -grantee materially fails to comply with any term of an award, whether stated in a state statute or regulation, an assurance, in a state plan or application, a notice of award, or elsewhere, Grantor may take one or more of the following actions, or impose other sanctions, as appropriate in the circumstances: 1. Temporarily withhold cash payments pending correction of the deficiency by the Grantee or Sub -grantee, or more severe enforcement action by Grantor•, 2. Disallow (that is, deny both use of funds and matching credit for) all or part of the cost of the activity or action not in compliance; 3. Wholly or partly suspend or terminate the current award for the Grantee's or Sub -grantee's program; 4. Withhold further awards for the program; or 5. Take other remedies that may be legally available. B.Hearings, appeals. In taking an enforcement action, Grantor will provide the Grantee or Sub-gr, appeal, or other administrative proceeding to which the Grantee or Sub -grantee is entitled under the action involved. FY 2010 Loan Star Libraries Grant 3 of 6 an opportunity for such h 'ng, mute or regulatromap le to A FTex .t. ntract A - $50,000 and over C.Effects of suspension and termination. Costs of Grantee or Sub -grantee resulting from obligations incurred by the Grantee or Sub. grantee during a suspension or after termination of an award are not allowable unless Grantor expressly authorizes them in the notice of suspension or termination, or subsequently. Other Grantee or Sub -grantee costs during suspension or after termination which are necessary, and not reasonably avoidable, are allowable if: 1. The costs resulting from obligations which were properly incurred by the Grantee or Sub -grantee before the effective date of suspension or termination are not in anticipation of it and, in the case of a termination, are non -cancelable; and, 2. The costs would be allowable if the award were not suspended, or expired normally at the end of the funding period in which the termination takes effect. D. Relationship to Debarment and Suspension. The enforcement remedies identified in this section, including suspension and termination, do not preclude Grantee or Sub -grantee from being subject to "Debarment and Suspension" under Executive Order 12549 (see UGMS Part III, Subpart C, Sec. 35) and state law. X. CONTACTS AT TSLAC Questions or concerns about programmatic issues, budget and/or program revisions and performance reports should be directed to this grant's Program Manager: Loan Star Libraries Grant Coordinator Phone: 512463-5475 Fax: 512463-8800 E-mail: wclark@tsl.state.tx.us Questions or concerns about financial issues should be directed to: Manager, Accounting and Grants Department Phone: 512463-6626 Fax: 512475-0185 E-mail: mmartin@tsl.state.tx.us Questions or documentation relating to required Requests for Funds, Financial Status Reports, and Equipment Reports should be duected to: Grants Accountant Phone: 512-463-5472 Fax: 512475-0185 E-mail: grants .accounting @tsl.state.tx. us Payments from Grantee to Grantor, such as those for excess advanced funds or for interest earned on advanced funds, should be mailed with a revised FSR, an explanation of the purpose of the payment, and the grant number. This information shall be directed to: Grants Accountant Accounting and Grants Department Texas State library and Archives Commission PO Box 12516 Austin, TX 78711-2516 XI. APPLICABLE AND GOVERNING LAW A. The laws of the State of Texas shall govern this grant. 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. XII. GRANT CERTIFICATIONS A. Grantor certifies that: (1) The services specified in the approved grant application and this contract 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 complies with Texas Government Code § 441.006, Title 13, Part 1, Chapter 2, Subchapter C, Division 8, Rules 2.810 — 2.815 regarding the Loan Star Grant Program and Title 13, Part 1, Chapter 2, Subchapter C, Division 1, Rules 2.110 — 2.119 regarding General Grant Guidelines, Texas Government Code § 441.135 Grants (Systems Act), P.L. 104-208, and UGMS. B. 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 gratues, favors or anything of monetary value from contractors, potential contractors, or parties to any sub -agreements. C. The Grantee certifies all applicable activities related to this grant will comply with the Copyright Law of the United States (Title 17, U.S. Code). �. D. Per UGMS Part lII, Subpart C, Sec, 35 Grantee certifies by this contract that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this program by y Federal department or agency, as required by the regulations implementing Executive Order 12549, Debarment and Suspension, 34!CFR Part FY 2010 Loan Star Libraries Grant 4 of 6 Contract A"= $50,000 and over 85, Section 85.510, Participant's responsibilities, 2 CFR Part 180 Subchapter C. 180.335. Where the grantee is unable to certify to any of the statements in this certification, the grantee shall attach an explanation to this contract. E. State law requires a number of assurances from applicants for state -appropriated funds (UGMS Part III, Subpart B, Sec. 14 — State Assurances): (1.) A sub -grantee must comply with Texas Government Code, Chapter 573, Vernon's 1994, by ensuring that no officer, employee, or member of the applicant's governing body or of the applicant's contractor shall vote or confirm the employment of any person related within the second degree of affinity or the third degree of consanguinity to any member of the governing body or to any other officer or employee authorized to employ or supervise such person. This prohibition shall not prohibit the employment of a person who shall have been continuously employed for a period of two years, or such other period stipulated by local law, prior to the election or appointment of the officer, employee, or governing body member related to such person in the prohibited degree. (2.) A sub -grantee must insure that all information collected, assembled or maintained by the applicant relative to a project will be available to the public during normal business hours in compliance with Texas Government Code, Chapter 552, Vernon's 1994, unless otherwise expressly prohibited by law. (3.) A sub -grantee must comply with Texas Government Code, Chapter 551, Vernon's 1994, which requires all regular, special or called meeting of governmental bodies to be open to the public, except as otherwise provided by law or specifically permitted in the Texas Constitution. (4.) A sub -grantee must comply with the Texas Family Code, Section 261.101 that requires reporting of all suspected cases of child abuse to local law enforcement authorities and to the Texas Department of Child Protective and Regulatory Services. Sub - grantees shall also ensure that all program personnel are properly trained and aware of this requirement. (5.) Sub -grantees will comply with all Federal statutes relating to nondiscrimination. These include but are not limited to: (a) Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color or national origin; (b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794), which prohibits discrimination on the basis of handicaps and the Americans With Disabilities Act of 1990; (d) the Age Discrimination Act of 1974, as amended (42 U.S.C. §§ 6101-6107), which prohibits discrimination on the basis of age; (e) the Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; (f) the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to the nondiscrimination on the basis of alcohol abuse or alcoholism; (g) §§ 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. 290 dd-3 and 290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; (i) any other nondiscrimination provisions in the specific statute(s) under which application for Federal assistance is being made; and 0) the requirements of any other nondiscrimination statute(s) which may apply to the application. (6.) Sub -grantees will comply, as applicable, with the provisions of the Davis -Bacon Act (40 U.S.C. § § 276a to 276a-7), the Copeland Act (40 U.S.C. § § 276c and 18 U.S.C. § § 874), and the Contract Work Hours and Safety Standards Act (40 U.S.C. § § 327-333). regarding labor standards for Federally assisted construction sub -agreements. (7.) Sub -grantees will comply with the minimum wage and maximum hours provisions of the Federal Fair Labor Standards Act and the Intergovernmental Personnel Act of 1970, as applicable. (8.) Sub -grantees will assist the awarding agency in assuring compliance with Section 106 of the National Historic Preservation Act of 1966, as amended (16 U.S.C. 470), EO 11593 (identification and protection of historic properties), and the Archaeological and Historic Preservation Act of 1974 (16 U.S.C. 469a4 et seq.). (9.) Sub -grantees will comply with Public Law 103-277, also known as the Pro -Children Act of 1994 (Act), which prohibits smoking within any portion of any indoor facility used for the provision of services for children as defined by the Act. (10.) Sub -grantees will comply with all Federal tax laws and are solely responsible for filing all required state and Federal tax forms. (11.) Sub -grantees will comply with all applicable requirements of all other Federal and state laws, executive orders, regulations and policies governing this program. (12.) Sub -grantees must adopt and implement applicable provisions of the model HIV/AIDS work place guidelines of the Texas Department of Health as required by the Texas Health and Safety Code, Ann., Sec. 85.001, et seq. OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX FY 2010 Loan Star Libraries Grant 5 of 6 Contract A - $50,000 and over SIGNATURES GRANTOR Texas State Library and Archives Commission Edward Seidenberg, Assistant State Librarian I Marilyn Z*�I`f-0 Accounting &Grants Library Development Director Wendy Clark, Program Manager GRANTEE City of Fort Worth, Fort Worth Library empowered to enter into contracts) Charles W. Daniels Typewritten or Printed Name Assistant City Manager Title Date OFFI�:IAL RECOFip CITY SECRETARY FT. WORTH, TX FY 2010 Loan Star Libraries Grant 6 of 6 Contract A - $50,000 and over M&C Review Page 1 of 2 Gfificiai site «f the City of Fart Worth, -f exas REFERENCE 84LOAN STAR GRANT & DATE: 10/13/2009 NO : C-23851 LOG NAME: COMPREHENSIVE PLAN MASTER FACILITIES STUDY NON- PUBLIC CODE: C TYPE: CONSENT HEARING: NO SUBJECT: Authorize Application for and Acceptance of Loan Star Libraries Grant Award for $183,336.00, Authorize Execution of a Grant Agreement, Authorize an Inter -Fund Loan, Authorize Execution of a Professional Services Agreement with Godfrey's Associates, Inc., for an Amount Up to $153,293.00 to Conduct a Master Facilities Study as Part of the Library Department's Comprehensive Plan, to be Paid for Using $123,000.00 in Grant Funds and $30,293.00 from the General Fund and Adopt Appropriation Ordinance RECOMMENDATION: It is recommended that the City Council: 1. Authorize the City Manager to apply for and accept a $183,336.00 Loan Star Libraries Grant from the Texas State Library and Archives Commission for the Fort Worth Library for the program year September 1, 2009 through August 31, 2010; 2. Authorize the City Manager to execute a grant agreement with the Texas State Library and Archives Commission relating to such grant; 3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Grants Fund by $183,336.00 upon receipt of the grant; 4. Authorize anon -interest bearing inter -fund loan in the amount of $123,000.00 from the General Fund to the Grants Fund for interim financing to ensure program continuation from one grant funding period to the next; and 5. Authorize the City Manager to execute a professional services agreement with Godfrey's Associates, Inc., for an amount up to $153,293.00 to conduct a Master Facilities Study for the Library Department in conjunction with its Comprehensive Plan, with $123,000.00 being paid from grant funds and $30,293.00 coming from the General Fund. DISCUSSION: The Loan Star Libraries Program is a direct State aid grant program for Texas public libraries. On August 14, 2009, the Texas State Library and Archives Commission sent a letter advising the Library of the $183,336.00 award for State Fiscal Year 2009/2010. This is the ninth year the Library has received this grant. These grant funds will be used primarily to fund the Library's Comprehensive Plan but will also be used to purchase library materials and support the Summer Reading Program. On June 23, 2009, the City Manager presented Informal Report No. 9072 to the City Council outlining the Library's intent to update the Fort Worth Public Library 1981- 2000 Facilities and Long Range Planning Study and its 2003 Long Range Services Plan. As part of this 2009 Comprehensive Plan, the Library desires to develop cost-efficient models that focus services and facilities effectively and prepare the Library for future growth. One aspect of preparing the Comprehensive Plan will be a thorough review of the Library's existing physical facilities and its projected needs. The facilities consultant will: Assess current facilities, including physical condition and ability to meet 21St century service http://apps.cfwnet.org/council�acket/mc review.asp?ID=12454&councildate=l0/13/2009 12/29/2009 M&C Review Page 2 of 2 demands; Make recommendations to maintain/renovate/repurpose/close existing facilities and provide cost estimates for these recommendations; Assess and summarize the feasibility of possible alternative service models, such as "On Demand" facilities that focus on most requested services, take full advantage of technology to deliver services and offer more computers; Benchmark public library facility standards and best practices; Recommend .minimum standards for facilities, including square footage, green design, parking, site location, security, etc.; and Make recommendations about the role of the Central Library in service delivery. The Library also plans to employ a customer analytics consultant to identify library market segments based on service needs and guide site selection for future facilities. Godfrey's Associates Inc., will work with the customer analytics consultant to help the Library determine the types of facilities that would be appropriate in the areas identified in the customer analytics report. Godfrey's Associates, Inc., was selected due to their expertise in library facility assessment and master plan development. Staff considers the fee of $153,293.00 to be fair and reasonable for the scope of services provided. Funding for the Facilities Study will come from the Fiscal Year 2010 General Fund and the Loan Star Libraries Grant. This Master Facilities Study will benefit all City Council districts as part of the Library's Comprehensive Plan. M/WBE: Godfrey's Associates, Inc., is in compliance with the City's M/WBE Ordinance by committing to 25 percent M/WBE participation. The City's goal on this project is 25 percent. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that upon approval of the above recommendations, receipt of the grant and adoption of the appropriation ordinance, funds will be available in the current operating budget, as appropriated, of the General Fund and Grants Fund. TO Fund/Account/Centers GR76 451458 084308411000 GR76 220001 000308411000 3 5) GR76 5 (VARIOUS) 084308411XXX $183,336.00 $123,000.00 $183,336.00 Submitted for City Manag_er's Office b� Originating Department Head: Additional Information Contact: ATTACHMENTS 84LOAN STAR GRANT FY2010 AO.doc Loan Star Grant 2010 Award Letter.PDF FROM Fund/Account/Centers GG01 136076 0000000 5) GG01 539120 0841000 Charles Daniels (6183) Gleniece Robinson (7706) Deborah Duke (7725) $123,000.00 $30,293.00 http://apps.cfwnet.org/council�acket/mc review.asp?ID=12454&councildate=l0/13/2009 12/29/2009 Date: December 29, 2009 To: Marty Hendrix, City Secretary From: Paul Orr Senior Administrative Assis Fort Worth Library Subject: Contract for Loan Star Libraries Grant Number 442-10372 Attached is an original contract between the City of Fort Worth, Library Department and the Texas State Library & Archives Commission for the above referenced grant during State Fiscal Year 2010 (SFY 2010). The contract needs to be executed with a stamp and assigned number and filed. The M&C related to the grant was previously approved by the Council. Please return a scan of the stamped contract to me via email for the Library's files. If you have any questions, please contact me at 817-871-7706. Many Thanks!