HomeMy WebLinkAboutContract 28560.
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G�N f�A�T � .
TEXAS STATE LIBRARY & ARCHIVES COlVI1�IS5IQN
LO�ll1 STAR LIBRARZES GRAl�TT
Gran� Type A—$50,000 and Over
Grant # 442-03173
I.
TI.
CONTRACTYN'G PARTIES
Gra.n.tor: Texa� Stat� Libraty and Archives Comrnission (TSLAC)
Grantee: City of Fort Worth, Fort Worth �'ublic Library
50Q W 3rd St
Fort Worth, Texas 76102
TERM OF GRANT
September 1, 2002 to August 31, 2003
7'�(A$ STAF� 4lB�Aqy & �RCHIV�S CUMMISSIO�
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III. GRANTOR CERTIFICATION
The Grantor c�rtifies that (1) the services specified below are necessary and ess�ntial �ax activities
that are properiy within ihe sta.tutozy functions and programs af the affected arganiz�,tions; (2) tbe
services, suppIies or materials contracted for are not required by Sec�ion 21 of Article lb of the
Canstitutxon o� Texa� to be supplied under eoniract given to the lowest biddez; and {3} the grant is
in compliat�ce with Texas Gaveznment Code § 441.0091 et. seq., the Library System Act; Texas
Govezrxment Code § 441.006, General Powers and Duties; and, the Uniform Grant Management
Standards (UGMS). �
N. GitANT AMOUNTS
A. The total amount of the grant sha1I not exceed: $78,247
B. Source of fi�nds: General Reven�e
State Fiscal Year 24Q3
T�LAC's acco�xnti_ng codes: Index Code 344�1
. Objeci Code 7611
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Fiscal Year 2003 � Page 1 of S
City of Fort Worth Loan Star Libzaries Crrant �
C. Budget:
Supplies
Contractual
Other
Total Direct Costs
Indirect Costs
Total
$�0,040
$28,2�7
$1 d,000
$78,247
$78,247
V. WRITTEN PRTOR APPROVALS FOR FYSCAL AND PROGRANIlVIATIC CI3ANGES
A. The Grantor must give written prior appraval for any af the following fiscal changes:
l,. �Making cumu.laY�ve tr�nsfers among budget cost categories or prajects which az'e expected
to exc�ea ten {10} pezcenfi of the total grant.
2. Transferring any fiusds int4 a budge� cost category that equals zero ($0}.
Written prior approval is to be requested on the Loan Star Li�raries Grant Program Revisio�
Faz� and shall be req�esied when nearing the 10% li�razt ox the end of the grant term. This
provisian does not allow the grant to be exce�ded. All prior approvals must be requested by
August 1, 2003. Approvals received after this date will �e can.sxdered an a case-by-case
basis.
B. The Grantor must give writ�en prior appraval for any of the following �rogrammatic changes to
the applicaiion (Loan Star Libraries Gzants for 5tate Fiscal Year 2003).
�. Changing key persons specified in the g�ra.zat; k�owever, none of the personnel are considezed
key personnel for the purpose of this section. �
2. Obtaining the sexvices of a third pariy to perform activities that are central to the purposes
of the grant.
3. Changiz�g the scope ar abjectives (regardless o�whe�her there is an associated budget
revision). A change zn scope is a substantive difference in the a�proach or zxzethad used to
reachprogram objectives. _
Written prior approva� is to be xequest�d on the Loan Siar Libraries Grant P�rogram Revision
Form. All prior appravals rnust be received by August 1, 2003.
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Fiscal Year 2003 - Page 2 of 8
City of �ort Worth Loaz�. Star Libraries Grant �
G The Grantor hereby gives prior approval �ar t1�e items specified under the cos� categories outlined
below. Baf�re the Grantee abliga�es or expends grani funds for additional itarns in the following
cost categories, the Grantar must give writien prior approval. Written prior approual is to be
requested on the Program Revision form. Written prior approval is a�so required if an iiem's cost
oz �eatures a�e substantially different from what the grant specifies, or frorn a prevzous Progr�n
Revision. A11 Program Revision forms must be recezved by Gzantor pn or befare August 1, 2003.
COST CATEGORTES
1, Preaward Costs
None
2. Inswrance {if not rec�uired bv the �rantl
None
3. Rearran�emen�s and Al�erations of Facilities
None
4. Enuit�ment/Pranertv
None
Subj ect ta ihe obligations and conditions set forth in Uniform Grant Management Standards
(LJGMS} Sectian T_Q, Sub�art C.32 (a), tifle to equip�nent acquired under a grant will vest upon
acquisition in the Grantee.
Each piece of equi�ment/praperty is an article of nonexpendable, tangibl� personal property
havang a use:ful life of z�a.are thaxi one year and an acc�uisition cost that exceeds the capitalization
amount established by Grantee's govezniun.g entiiy. Equipment/�roperty includes furniture, lihrary
material�, etc., purchas�d wholly ar in part wit�i grant funds. The priar appzoval amounf is the
capital expenditure, which means th� cost of the equipment/property including the cost to put it in
place. Capital expenditure for equipment/property �neans the net invoice price of the
equipznentJproperty, including the cast of anymodifications, attachments, accessories, ar•auxiliary
apparatus necessary to make it usable for the puxpose for which it is acquired. Ancillary charges,
such as iaxes, duty, protective in. iransit ita�urance, frexght, and izastalla�ian may �e included in, or
exc�uded from, capital expenditure co�t in accordancc; with the C"rrantee's regular accaunting
prac�ices.
VI. STATEIV�NT OF SERVICES TO BE PERFORMED
The Grantee will comply during the period ofthis contract and provide services outlined within. the
grant application (Loan Star Libraries Gr�ts Plan of Actian for SFY 2003) as approvea by the
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Gz'antor. S_��[/(��J�Jjy��rytl�/�f
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Fiscal Year 20D3 Page 3 af 8
City of Fort Worth Loan Star Libraries Grant �
VII. TERMS AND CONDI'TIONS
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A. The Grantee will comply with the Loan Star Libraries Administrative Ru1es for SFY 2403. Note
that pex 2.165(c) of the Rules, assurances relating to non-resident fees or 'I'exShare Libraxy Caxd
Pragrarn are in effect �ar entire term of graxat con�ract.
B. The Grantee acknowledges thai the i�teni of the grant is to provide funds io maintain, improve,
and enhax�ce locallibrary services, and to pravide Texans who are not residents of a particuiar
local community access to, and services from the x�.any participating publ�e librax7.es.
C. The Grantee will com�iy with the Rules for Administering the Library Systems Act. Note that
Grantee must continue to meeY sqstem arr�emi�ership requirements to be eligible for fu#ure grants,
per Texas Gove�nment Code �A�1.138{c).
D. The Grantee will comply with the following thr�e parts of the Governor's Qffice of Budget ax�d
Pla�aning Uniform Grant Management Standarc2s (UGMS), revi.�ed 7anuary 2001, located at
http: //www.gavernor.state. tx. us/stateg�-ants/UGM,S`012001. cloc.
1. Cost Principles for state and Loca1 Gov�rnm�nts and O�her A�ected Entities
(adapted from OMB Circular A-8'�
2. State Uni£ozm Adxr�.inzs�rative Requirement for Grants and Cooperative Agree�nenfs
. {adapt�d from OMB Crrcular A-].02)
3. Siate of Texas Single A�xdit Circular
E. The Grantee wi11 send the Grantar a copy of any management letters issued by YJae �.uditor w�ith
tb,e repo�rting package (or written notification, as a�plicable). The audit's Sched�cle of
Expenditures of Federal and State A�►vards will Iist tfie amount of awards e�pended for each
award year separately. .
F. The Gran.tee may not obligate grant fund� after A�.gust 31, 2003. By Octoher 31, 2003, al1
obligations must be liquidated. Final requests for advance must be received by Grantnr on or
before Angust 1�, �003. Any interest accru.�d above $L04 must he re�urned to Grantor, per
rec�uiremen�s in UGMS. Final request for reimbursernenf must be recerved b�' Grantor no
later than October 15, �003. All unexpended �unds m�st be retnrned to ihe Grantor alon�
with the finai reprt due November 15, �003.
G. The Grantee will add any program income to the fixnds committed to tlie grant, usu�g such
progzana income :for the purposes and under the conditions of the grant. The source and amou�t
of ih� program incom� must be explained in box 12 of the Fi�.ancza.l Status Report.
H. All publiczty relatiz�g to the grant award must inclu.de acknowledgement of the Texas State
� Libraa.Yyy and Archives Commiss�on wheneverpassible and pract�cal. Publicity includes but is not
limited to press releases, media events, public events, dzsplays in the libraty, a�m���t�� �-.-
�he li.brazy's websrte, and matez-i.al� distributed through the grant project. � ,._ i, �_,_ _ �,��I
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FiseaI Year 2003 Page 4 of $
City ofFori Worth Loan Star Libraries Grant
T. The Grantee certifies by this contract that it will comply with the Assurances — Non-Construciion
Programs (OMB �iandard Form 124B), the Cet-�iftc��ion Regarding Debarment, Suspension,
Ineligibility az�.d Valuntaay Exclusian Lower Tier Covered Transactians, and the Certificafiion
Regarding Lobbying as submitted to the Grantar. Additi.onaX assurancas are listed in UGMS,
Subpart B.14.
J. The Grantee affirms that it has not givea�, a£fezed �o gi.ve, nor infiends ta give at any time
hereafter, any cconomic opportunity, future emp�oyment, gif�, laan, gr'atui�ty', special discount,
t�ip, favor or service to a p�blic �ervaa�t in connection with this contract. The Grantee further
affirms that its employees or agents shall neither solicit nor accept gratuities, favors or anything
o�monetary value from contractors, potential coniractors or parties to st�bagreements.
K. The Grantee ag�ees �o provide th� Grantor with one (1} set of ar�y public rela�ians materials
pXoduced ux�der this grant. �
L. The Grantee agrees to ma'rntain records on al1 equip�a.ent/properiy with an acquasztion cost that
exceed governing entity's capitalization level. The Grantee wi11 reconcile the
equipment/property records with a physical inventary of the equipmenfJproperty every two y�ars.
Tha UGMS Subpart C, Sec. 32, (d) (3) requires certain items of equi�ment (siereo systems, stil�
and video cam�ras, facsimile machines, VCRs a.za,d VCRITV coznbaziatio�.s, and cellular an.d
portable telephones) to be maintained an inv�niory i�`their cost is above $50�, or iithey cau.ld be
easiJy l.ost or stalen.
Subject to the obligatians a.nd condz�io�s set farth in the UGMS Section III, Subpart C, Sec. 32
(a), title to equipment acquired under a grant wrll vest upon acquisition an the Gzaxztee.
When pro�erty is vested in the Grantee, the Grantee will dispose af equipmentfpropexty in
acco;rdaz�ce with the UGM� Subpart C, Sec. 32, {e). � �
M. The Grantee agrees ta submit the Equipment/Property Acquired form by October 31, 2003 for all
equip�nent/praperty purchased during that grant year.
N. The State Legislature ha� charged the Grantor with submitting performance measurement r�ports
ihat specify the 1ev�1 of services provided hy its progra�s axid sexvices. The Grantee agrees to
submit reports thai are timely, accurate, audital�le, and consistent with definitions.
The �rrantee agrees to subznifi the Loan Stax Libraries 1'erformance Report for Loan Star
Libraries Gra�its quarierly according to the followiz�.g schedule:
Renorting Period Due Date
September 1, 2002 —Nov�mber 30, 2Q42 Deceaa�.ber 5, 2402
Decerxi.ber 1, 2002 - February 2$, 2003 March 5, 2003
March 1, 2003 —1VIay 31, 2003 June 5, 2003
June 1, 2003 — August 31, 2043 September 5, 2003 -
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Tf Iibrary materials ordered �iin grant funds are received after the end o E tihe�gr� �ec�w � �
Loan Star Libraries Report may also be r�quired coverin� receipt ofthose m te�.e.lr '�i�
Report will be due on or before November 15, 2003. j '`� `• �
Fiscal Year 2003 Page 5 of 8
City of Forf Worth Loav Star Libraries Grant
Note: Per Rule 2.I65 (ej, futu�e funds wzll nnt he awa�ded to as librar^y u�til all r�equireme�ts
fo� all preceding cantracts have been fulfill'ed.
O. The Grantee agrees to submit tlie Financial Status Report for this contract quarterly according to
the following schedule: , '
Reporting Period Due Date
Septeznber 1, 2002 — November 30, 2002 Decernber 27, 2002
December l., 2Q0� — February 28, 24a3 March 28, 2003
March 1, 2003 — May 3l , 2003 June 27, 2003
7une 1, 2003 -- August 31, 20p3 Se�tember 26, 2003
If nec��sary, a final �ancial Status Report is due on or before November 1�, �003.
P. The Grantee i.s restricted to on� of twa methods �'nr requesting funds from the grantar.
The Grantee may request an advance payment for esiimat�d expenditures to be ineurred
��r t�ae upcomzng 30 days, or request a rei_mburse3nent of the actual expenditures far the
Grantee's z�ormal bzlling cycle.
The Grantee will requ�st payment o� the OMB Staxtdard Foxxn. 270, Rec�uest for Adv�ce
or Reimbursemen�, using bax 12 rather than box I 1 if requesting funds in advance.
Requests may be made monthly, quarterly or any other time period, but not more than
once a mon�.
To request funds, Form 270 is due to the Crranior by the 15�` of the monxh. If requesting
a reimbursement, the funds will usua.11y be received by the Graniee within 10 days aft�r
TSLAC receives request. If req�esting an advance, the Grantee must follow procedures
that minYrni�e f,kie time elapsing between ihe receipt and ihe disbursement of advanced
grant fi�nds. Requests �or advance funds will be disbursec� by the firsi worl�ng day of the
advancE period on the request.
Q. The Grax�tee ag3rees to xx�azntain all financial and programmatic records, supporting
docurnenis, statistical records, .arid ofiher g�rarxtee xecords according to Section II, Subpa.rt
C.42, of UGMS. Tn ge�eral, Grantees must maintain records %r a minimum of three
yeaxs from the date the Grantee submits to Grantar thc last single audit or audit report for
the grant period
VIII. ENFORCEMENT
A. Re�nedies for noncompliance. rf a grantee ar subgrantee materially fails to comply with
any tern� of an award, whe�hez stated 'zn a federal o� siaie statuie or regula�ia �--- ----
assurance, in a state plan�or applicaiion, a no�ice of award, or elsewhere, the ��:�y ����
agency may take one or rnoxe of the follawing actions, or impose other sanc or�s�� '�����
appropriate� in tha circurnstances: � ` �� ���.
�.
Fiscal Year 2003 ' Paga 6 vf $
Gity of Fort Worth Laan Star Libraries Grant , �
{1) Temporarily withhold cash payrnents pending correction of the d�fici�ncy by the grantee or
subgraniee or more severe enforcement aciion by fihe awarding a�ency,
(2) Disallovv {that is, deny b�th use of funds and maiching credit for} all or part of the cost of
ihe activ�ty or actian not in compliat�ce,
(3) Wholly or partly suspend or terminate the current award for the graniee's or subgrantee's
program,
{4) Withk�old fiirther awards for the program, ar
(5) Take other rernedies tbat may be legally a�ailable.
B. Hearings, appeals. Tn taki�g an enfarcement act�on, the a.warding agency wi1� provi.de the
grantee or subgra�.tee an oppoi-iunity for �uch hearing, appeal, or other administrati�ve proceedi.ng
to which the grantee or subgzaxztee is entitled under any statute or regulation applicabl� to the
actian invalved.
C. Effects oi suspension and termination. Costs af gjrantee ar subg3rante� resulting fram obligations
. incurred by the grantee or subgrantee duzing a suspension ar a#�er iermination of an award are
�ot allowable unless the �awarding agency e�pressly authorizes them in the notice of suspension
or teimination or Subsequently. Other grantee ox subg,rantee cosfis during su�pension or after
�ermination vvhich are necessary and not reasonab�y avoidable are allowable if:
(1) The casts result frorn obligations which were properly inc�xrred by the grantee or
subgrantee before the e�%ctive date af suspensian or teimu�ation, are not in anti.cipation of
it, and, in the case of a termination, are noncancelable, and,
(2) The costs would be allowable if the award were not suspended or expired normally at the
ena of tha funding period in which the termination takes effect.
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D. Reiationship io Debarment and Suspension. The enforceznent re�nedies identified in tlus section,
includin.g suspension and termination, do not preclude graniee or subgra�.tee from beang subject
to "Debarme�t an.d �uspension" under E.O. 12549 (see Section .35) and state law.
CONTACTS AT TSLAC
Qnestion.s or concerns about progr�sntnatic issues and Program Revision Requests should be directed
io this grant's Project Managez: �
Margaret Whitehead
Managex, Loau Sta�r Librax�ies Pragram
Fiscal Year 2003
City o�Fort Worih Loan Star Libraries Gran.t
Phone: 512-4fi3-5475 Fax: 512�463-8800
E-mail: mar�aret.whit�head(a�tsl, � ��
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Page 7 of 8
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Ques�aions or concerns abaut regulatory or financfal issues should be directed to;
Manager of Account�g ax�.d Grants Department
Phaz�e: 512-�463 -6626
Fax reporEs to:
Grants Accountant
Phone: 512-463-5472
Fa�: S1.2-475-43.85
E-mail. akral(a�tsl.state.�.us
Payments to the Grantox, such as those for i�terest eamed each quarter on advanced funds, should be
mailed vvith an explanation of the purpose of the payment and ihe grant number to:
Accounting and Crrants Depa:rtn�ent
Texas State Lib�rary and A�rchives Commission
PO Box ]2516
Aust�n, TX 78711-251fi
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A.PPLICABLE AND GOVERNING LAW
A. This grant shall be governed by the laws of ihe State of Texas. All dutias of either party sha�l be
lcgallyperformable in Texas. The applicable law for.any legal disputes a�rising out o�ihis
contract shall be the law of (and alI actions hereunder shall be brought in} ihe State oiTexas, and
the forum and venue for such disputes shall be Travis Caunty, District Court,
B. This grant is subject to availability of fiinds.
XI. SIGNAT[JRES
GRANTOR
Texas State Librar and Archi�aes Com�nission
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Edward. Seidenbe:rg, Assistant State Lib�arian
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Date
Donna Osborne, Cluef Fiscal Officer
Date
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�iscal Year 2003
City of Fort Worth Loan $tar Libraries Grarit
GRANTEE
Ciiy of
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PubIic Library �
afficial em}�owere�.
to enter �fta c a� act
.7oe Paniagua, r.
Typewritt�n or Printed Name
Assistan� Citq Manager
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Date ��
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Page 8 of S
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APk'ROVEA AS TO FQRM AND I,EGALITX:
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,� .City Attarr�e�!, _
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A2TE�T:
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cretary
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�'ity o��'o�� Wo�h, T'eacas
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DAT� REFER�IVC� NUME3�R LOG NAME PAG�
2125I03 **��194��1 84STAR 1 of 2
SUBJECT ACCEPT A GF�4NT FROM THE TEXAS STATE LIBRARY AND ARCHIVES COMMIS510N
FOR THE LOAN STAR LIBRARIES PROGRAM, EXECUTE A RELATED GRANT
AGREEMENT, AND ADOPT APPROPR[ATI�N �RDINANCE
RECOMMENDATI4N:
1t is recommended that the City Council:
, 9. Aufihorize the City Manager to accept the Loan 5tar Libraries Grant far the Fart Worth Public Library
in the amount of $T8,24� from fhe Texas Sfate i.ibrary and Archives Commission; and
2. Authorize the City Manager to execute a grant agreement with the Texas State Library and Archives
Cammission relating to such grant; and
3. Adopt the attached appropriation ordinance increasin� esfimated receipts and appropriations by
$78,247 in the Grants Fund upon receipt of #he grant.
�ISCUSSION:
The Texas State Library and Archi�es Commission proposes to grant $78,247 to the Cify of Fart Warth Public
Library to pro�ide fior resource sharing and reciprocal borrowing among librari�s. The Loan Star Libraries
Program is designed �o provide assisfance fo local communities in an effort to maintain, improve, and
enhance local library services and provide Texans who are not residents of a particufar local community
access ta, and services fram, participating public libraries. The City's non-r�sident fee will remain in effect.
Specifically, grant funds will subsidize resources in fi�e targeted areas:
• System-wide pragramming; and
� Continuing educafion; and
e Redesign of tt�e fibrary's web page; and
� Genealogy collection; and
� Regional outreach for the summer reading program.
The Fart Workh Pub[ic Library serves as fhe Major Resource Cent�r for the North Texas Regional
Library System under the Texas Library Systems Act.
The grant is for the state fiscal year of September 1, 2002, through Augusi 31, 2003. Ti�is is the
second y�ar th� library has recei�ed this grant.
�`ity of �art Wo�th, 7'exas
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DRTE R�FERENCE NIJMBER L.OG NAME PAG�
2/25/03 ���,�� 9�$� 84STAR 2 of Z
suB��cr ACCEPT A GRANT FROM THE TEXAS STATE LIBRARY AND ARCHIVES COMMISSION
FOR THE LOAN STAR LIBRARIES PROGRAM, EXECUTE A RELATED GRANT
AGREEMENT, AND ADOPT APPROPRIATION ORDINANCE
FISCAL INFORMATIONICERTIFICATION:
The Finance Director certifies that upon approval of the above recammendations, receipt of the grant,
and adoption of the attached appropriation ardinance, funds will be avaiiable in #he curre�t operating
budget, as appropriafed, of fhe Granfs Fund.
JP:k
Svbmitted for City Manager's
Of�ce by:
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GR76
6i4a GR76
ACCOUNT I CENTER � t#MDUNT
CITY SECRETARY
Joe Pan�agua
Originating Department Head:
Gleniece Rohinson
Additional �nfarmativn Contact:
Wayne Gray
77QG
(fram)
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7797 I
451458 0843D8846000 $78,247.00
5 (various) 084308840010 $78,247.00
APPROVED 2/25/U3
ORD. #154G7