Loading...
HomeMy WebLinkAboutContract 23120 Contract# 595.4 Index# 50417 PCA# 83071 !G!0 CONTRACT FOR SPECIAL PROJECTS CITY SECRETARY TO EXPAND PUBLIC LIBRARY SERVICES CONTRACT NO. This Contract and Agreement is entered into by and between the Texas State Library and Archives Commission and the Local Governmental Unit pursuant to the authority granted and in compliance with the provisions of Texas Government Code § 441.006, General Powers and Duties, and Public Law 101-254, the Library Services and Construction Act(LSCA). I. CONTRACTING PARTIES: The Receiving Agency: Texas State Library and Archives Commission The Performing Agency: City of Fort Worth, Fort Worth Public Library H. STATEMENT OF SERVICES TO BE PERFORMED: A. The Receiving Agency agrees to make a grant of monies to be used for the purpose of providing public library services by developing local programs as described in the grant application approved by the Receiving Agency. The Performing Agency agrees that any activities conducted as part of this contract shall conform to the Special Projects Grants Program Guidelines for SFY 1998. B. The Performing Agency may charge expenditures against this grant only if they are allowable under Title I of the Library Services and Construction Act, conform to the grant application, as approved by the Receiving Agency, and are for expenses obligated during the grant period. Grant funds may not be obligated after August 31, 1998. By October 31, 1998, a final Financial Status Report and the last Request for Advance or Reimbursement must be submitted and all unexpended funds must be returned to the Receiving Agency. C. The Performing Agency agrees to audit all funds received under this contract in accordance with the Uniform Grant and Contract Management Standards for State Agencies, produced by the Governor's Office of Budget and Planning. The audit will be provided to the Receiving Agency no later than 365 days following the close of the city fiscal year. An audit report must be provided for each fiscal year in which funds from this grant are expended. D. Program income must be added to grant funds received under this contract and reported in item 12 of the quarterly Financial Status Report. The program income shall be expended for the purposes and under the conditions of the grant agreement. V/ /17 Performing Agency Receiving Agency Page 2 of 6 E. The Performing Agency may not use monies received under this grant to replace local funds during the period of the grant. F. Any publication or presentation resulting from or primarily related to the work conducted under this contract shall contain the following disclaimer: The activity which is the subject of this report was supported in whole or in part by the U.S. Department of Education. However, the opinions expressed herein do not necessarily reflect the position or policy of the U.S. Department of Education and no official endorsement by the U.S. Department of Education should be inferred. Promotional materials,bibliographies, and other such short pieces should give the following acknowledgment: Published with funds granted by the Texas State Library under the Library Services and Construction Act, (P.L. 101-254). G. The Performing Agency is free to copyright any books,publications or other materials developed as a result of this grant; however,the Receiving Agency reserves a royalty-free, nonexclusive and irrevocable right to reproduce,publish, or otherwise use and to authorize others to use, the work for government purposes. H. The Performing Agency certifies by this contract that it is in full compliance with the assurances and certifications submitted to the Receiving Agency and those in the Uniform Grant and Contract Management Standards for State Agencies I. The Performing Agency agrees to retain all financial and programmatic records, supporting documents, statistical records, and any other records pertinent to this grant for a period of seven(7)years. Such records shall be made accessible to the Institute of Musuem and Library Services, the Secretary of Education, the Comptroller General of the United States, the State of Texas, or any of their duly authorized representatives, for the purpose of audits or examinations and to make excerpts or transcripts of any books, documents,papers, and other records of the Performing Agency. All records pertaining to property purchased with grant funds must be retained for seven(7)years following the date of disposition. J. The Performing Agency agrees to maintain inventory records of nonexpendable personal property purchased with grant funds having a unit acquisition cost of$300 or more. The Performing Agency will submit a listing of all property purchased with grant funds which cost$300 or more to the Receiving Agency on the Form TSL 51-12, Property Inventory Record,by October 31, 1998. The Performing Agency agrees to conduct a physical inventory of such property every two years as set forth in the Uniform Grant and Contract Management Standards for State Agencies. The Performing Agency further agrees that the Receiving Agency has the right to transfer all nonexpendable personal property,which includes equipment and library materials, acquired with funds from this grant and having a unit acquisition cost of$1,000 or more. 5-/i Performing Agency Receiving Agency Page 3 of 6 K. The Performing Agency agrees to conform to bid specifications as submitted to the Receiving Agency. The Performing Agency agrees to secure the specific written approval of the Receiving Agency before obligating or expending grant funds for costs requiring grantor agency approval. The Receiving Agency authorizes the Performing Agency to expend grant funds for the following prior approval costs: Automatic Data Processing Costs None Building and Related Costs None Equipment None Insurance and Indemnification None Professional Services None L. The Performing Agency agrees to provide the Receiving Agency with two (2) sets of all promotional materials produced under this contract. M. The Performing Agency agrees to submit two (2) Special Services Project Evaluation Reports according to the following schedule: Reporting Period Due Date September 1, 1997 - February 28, 1998 March 25, 1998 March 1, 1998 - August 31, 1998 September 25, 1998 N. The State Legislature has charged the Receiving Agency with submitting performance measurement reports that specify the level of services provided by its programs and services. The Performing Agency recognizes the importance of submitting certifiable performance measurements and agrees to submit reports that are timely, accurate, auditable, and consistent with the definitions. The Performing Agency further understands that its failure to comply may result in suspension, termination, or other sanctions. O. The Performing Agency agrees to submit four(4) Special Services Uniform Statistical Reports and Explanation of Variance Reports to the Receiving Agency according to the following schedule: Reporting Period Due Date September 1, 1997 - November 30, 1997 December 8, 1997 December 1, 1997 - February 28, 1998 March 6, 1998 March 1, 1998 - May 31, 1998 June 8, 1998 June 1, 1998 - August 31, 1998 September 7, 1998 s Performing Agency Receiving Agency Page 4 of 6 P. The Performing Agency agrees to submit Financial Status Reports to the Receiving Agency according to the following schedule: ReportingPd Due Date September 1, 1997 -November 30, 1997 December 30, 1997 December 1, 1997 -February 28, 1998 March 25, 1998 March 1, 1998 -May 31, 1998 June 25, 1998 June 1, 1998 -August 31, 1998 September 25, 1998 A final Financial Status Report will be submitted by October 31, 1998. Q. The Performing Agency agrees to comply with the terms and conditions of this contract and acknowledges that failure to comply can result in grant suspension. Suspension shall be effective fifteen(15) days after receiving written notification from the Receiving Agency. During the suspension, the Performing Agency shall be reimbursed for those costs which cannot be reasonably avoided provided they are allowable under the grant agreement. R. The Performing Agency 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. S. The Contracting Parties may terminate this contract by giving written notice at least thirty (30)days prior to the effective dates of such termination. Termination procedures shall adhere to the provisions of the Uniform Grant and Contract Management Standards for State Agencies. T. The Performing Agency agrees to adhere to all regulations cited in the Uniform Grant and Contract Management Standards for State Agencies which shall be considered a part of this contract. This grant is also subject to federal regulations contained in Title 34 Code of Federal Regulations 76 Library Services and Construction Act State-Administered Program and 34 Code of Federal Regulations 770 State-Administered Program. III. PAYMENT FOR SERVICES: The Receiving Agency shall pay for services received from federal appropriation items or accounts of the Receiving Agency from which like expenditures would normally be paid,based upon a Request for Advance or Reimbursement submitted by the Performing Agency on Standard Form 270. Advances of$250 or more may be requested. The Performing Agency must have and follow procedures that minimize the time elapsing between the receipt and the disbursement of advanced grant funds. IV. TERM OF CONTRACT: This Contract is to begin September 1, 1997 and shall terminate August 31, 1998. Performing Agency Receiving Agency Page 5 of 6 V. BASES FOR CALCULATING REIMBURSABLE COSTS: Categ_oEy Amount Personnel $ 28,965 Fringe Benefits 2,216 Travel 0 Equipment 0 Supplies 7,575 Contractual 0 Other 1,244 Total Direct Charges $ 40,000 Indirect Charges 0 TOTAL CONTRACT AMOUNT $ 40,000 Funds may be transferred among the above cost categories without amending this contract as long as the transfers do not require a scope change. This provision only applies to the above cost categories where dollars are budgeted. The transfer of funds process does not allow the total amount of the contract to be exceeded. VI. CONTRACT AMOUNT: The total amount of this contract shall not exceed: $40,000 Forty Thousand Dollars Source of Funds in this Contract: LSCA, Title I Federal Fiscal Year 1997 Carryover CFDA# 84.034 VII. APPLICABLE AND GOVERNING LAW: A. This Contract 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 Contract is subject to availability of funds. 5-1�T Performing Agency Receiving Agency Page 6 of 6 The undersigned Receiving Agency does hereby certify that(1)the services specified above are necessary and essential for activities that are properly within the statutory functions and programs of the affected agencies of state and local governments; (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 arrangements and payments contracted for are in compliance with the provisions for Programs of the Department of Education, the Rules and Regulations and the General Provisions of the Library Services and Construction Act,P.L. 101-254 and the State Library Plan for operation under the Library Services and Construction Act. RECEIVING AGENCY PERFORMING AGENCY City of Fort Worth Texas State Library and Archives Commission Fort Worth "ubiic Library By. � Raymond Hitt Signature (Must be an official Assistant State Librarian empowered to enter into contracts) September 5. 1997 Ramon Gua j ardo Date Typewritten or Printed Name Above Assistant City Manager Title 09/10/97 Date Type or print name of local fiscal officer Type or print name of individual responsible for account into which these designated as the person entrusted with funds are to be paid. the safekeeping of the property acquired with grant funds. (If applicable) Name of Fi 1 Off4r Name of Property Manager Chief Accounting Officer Title (Must be an official of the Performing Title of Property Manager Agency) City of Fort Worth Address Address 871-83.14 Telephone Number Telephone Number Performing Agency Receiving Agency APPROVED AS TO FORM' AND LEGALITY: Assistant City torney DATE: ATTEST: City Secretary G- Contract Authorization t- 3-97 Date City of Fort Worth, Texas Mayor and Council Communication DATE FREFERENCE NUMBER LOG NAME PAGE 01/23/96 **G-11374 84TEXAS 1 of 1 SUBJECT GRANT FROM THE TEXAS STATE LIBRARY SERVICES TO DISADVANTAGED POPULATIONS FOR FUNDING OF LIBRARY MATERIALS AND STAFF FOR SATELLITE LIBRARY WITHIN BUTLER ADDITION PUBLIC HOUSING COMMUNITY RECOMMENDATION: It is recommended that the City Council: 1. Authorize the City Manager to submit a grant application and accept, if awarded, a grant from the Texas State Library Services to Disadvantaged Populations in the amount of $40,000 for the purpose of purchasing library materials and paying staff for a satellite library within the Butler Addition Public Housing Community; and 2. Adopt the attached appropriations ordinance increasing estimated receipts and appropriations in the Grants Fund upon receipt of the grant funds from increased revenues. DISCUSSION: The COOL satellite library located within the Cavile Place Public Housing Community is one of the Fort Worth Public Library's most successful projects. This grant application will request funds to establish a similar satellite library within the Butler Addition Public Housing Community. The project budget will purchase materials and employ two 30-hour-per-week staff members to manage the facility and develop effective programming based on community needs. The Fort Worth Housing Authority will donate space, utilities and housekeeping for this project as an in-kind contribution. The Butler Residents Association will provide promotions and volunteers. FISCAL INFORMATION/CERTIFICATION: The Director of Fiscal Services certifies that upon execution of the grant agreement and adoption of the attached appropriations ordinance, the funds required for this contract will be available, as appropriated, in the Grants Fund. RG:a Submitted for City Manager's FUND ACCOUNT CENTER AMOUNT CITY SECRETARY Office by: (to) GR76 451458 084308353000 $40,000.00 p `f Ramon Guajardo 6140 GR76 516010 084308353010 $40,000.00 APPROVED Originating Department Head: C/' 1 1 COUNCIL Linda Allmand 7706 (from) JAN 2� i For Additional Information Contact: Cpty sacratary Of M3 City of Fort VIotth,`fex'� Linda Allmand 7706 Printed on R"cied Paper p l r t s;