CM-2019-0165 - 5/31/2019TEXAS STATE LIBRARY..• •+
���:�=: INSTITUTE of
AND Museum.,Aibrary
ARCHIVES COMMISSION 0�
0111 _
SERVICES
SFY2019 ILL LENDING REIMBURSEMENT PROGRAM
GUIDELINES AND TERMS & CONDITIONS
QUESTIONS? Contact Sara Hayes at shavesD-tsl.texas, gov or 512-463-5406
Program Description
The Texas State Library and Archives Commission (TSLAC) supports a statewide interlibrary loan
program to help assure that Texans will have access to shared library resources to meet learning and
information needs.
The Interlibrary Loan Lending Reimbursement Program helps support Texas libraries with partial
reimbursements for direct, out-of-pocket costs associated with participating in statewide resource
sharing such as staff time, postage, courier, and shipping material costs.
The reimbursements apply to lends made during TSLAC's SFY2019, September 1, 2018 — July 31,
2019. While dispersed after the end of SFY2019, the reimbursement payments do need to be applied
to costs associated with resource sharing costs expended during SFY2019. Please discuss this
program with your legal entity's accounting office so they are aware this is federal money and,
if approved, to expect the payment after the end of the state fiscal year (August 31, 2019).
Additional information is available online at https://www.tsl.texas.aov/ld/il]2019.
Award Information
The reimbursements are sub awards (or pass through awards) of the Grants to States program from
the Texas State Library and Archives Commission's federal funder, Institute of Museum and Library
Services (IMLS).
Federal Award Identification Number (FAIN): LS -00-18-004418
Catalog of Federal Domestic Assistance (CFDA) Number: 45.310
Eligible participants will receive a reimbursement of $9.00 per lend provided to other Texas libraries
through the Navigator ILL system between September 1, 2018 — July 31, 2019.
Eligibility Information
Public libraries, through their governing authority (city, county, board, or district), are eligible to apply for
a reimbursement payment through this program.
Texas academic libraries that have agreed to lend materials to Texas public libraries are also eligible
for reimbursement payments based on the number of lends made to Texas Navigator libraries in
SFY2019.
Libraries must lend items to other Texas public libraries during SFY2019 using OCLC's Navigator
system to be eligible for a reimbursement. OCLC will provide Navigator lending statistics to TSLAC
for calculating reimbursements.
SFY2019 ILL LENDING REIMBURSEMENT PROGRAM
FAIN: LS -00-18-0044-18 CFDA NUMBER: 45.310
Before receiving payment, the library's legal entity (city, county, library board, school) must have a
DUNS® Number and current, active System for Award Management (SAM) registration. If the entity's
SAM registration is not active and current at the time of the award, payment cannot be dispersed.
More information here: htt s://www. rants. ov/webl rants/a licants/or anization-re istration.himi
Libraries' legal entities must also have an Active Direct Deposit Account and Texas identification
Number.
State agencies will be asked for additional information by TSLAC's grants accountant.
There is no requirement for cost sharing, matching funds, or cost participation with this program.
Application and Submission Information
TSLAC recommends potential participants discuss this program with the accounting office of their legal
entity due to the payments of federal funds arriving after the close of the state fiscal year ending
August 31, 2019.
Ardication Components:
1. Opt into the program through TSLAC's Grant Management System portal and print out the
system generated Grant Application Certification form.
2. Complete and submit the Grant Application Certification form into the Grant Management System
portal by June 27, 2019.
*Signed by Legal Entity (City, County, Library Board, University)
3. Complete and submit a Performance Certification form in the Grant Management System by
August 31, 2019 after receiving the library's award amount from TSLAC mid-August.
*Signed by Library Director
4. Complete and submit a Single Audit Certification form and submit to TSLAC by December 31,
2019.
Required forms are available in the GMS portal at grants.tsl.texas.gov under the Documents tab in the
folder titled "2019 ILL Lending Reimbursement Program".
To request print copies of these forms, contact Sara Hayes at shav_es@tsl.texas.aov or 512-463-
5406.
Forms submitted after stated deadlines may not be considered for reimbursement.
Submit forms:
Through TSLAC's Grant Management System portal at gra nts.tsl.texas. gov.
Program Timeline
May 7, 2019 Libraries able to opt in to program through GMS portal
June 27, 2019 Signed Grant Application Certification form due in GMS portal
August 16, 2019 Participants receive reimbursement amount from TSLAC
August 31, 2019 Participation Certification forms due in GMS portal
September 2019 Payments dispersed
SFY2019 ILL LENDING REIMBURSEMENT PROGRAM
FAIN: LS -00-18-0044-18 CFDA NUMBER: 45.310
Texas State Library and Archives Commission
Library Services and Technology Act (LSTA) — Terms and Conditions
I.GENERAL TERMS AND CONDITIONS
A. The Subrecipient will comply with the Texas Comptroller of Public Accounts UGMS revised June 2004,
located at: hit ://www. window.state.tx.us/ rocuremenbcatrad/u ms. df
B. The Subrecipient will comply with Grant Reform 2 CFR Parts §200 and §3187.
C. Subrecipient 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, religion 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 disability 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; (t)
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 M 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 6) the requirements of any other nondiscrimination statute(s) which may apply to the
application.
D. The Subrecipient, if a private entity, will comply with Federal law pertaining to trafficking in persons.
Subrecipient and its employees may not
1. Engage in severe forms of trafficking in persons during the period of time that the
award is in effect;
2. Procure a commercial sex act during the period of time that the award is in effect;
or
3. Use forced labor in the performance of the award or subawards under the award.
E. The Subrecipient certifies by this contract that no Federal appropriated funds have been paid or will
be paid, by or on behalf of the Subrecipient, to any person for influencing or attempting to influence an
officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with the making of any Federal grant, the entering
into of any cooperative agreement, and the extension, continuation, renewal, amendment, or
modification of any Federal grant or cooperative agreement. If any funds other than Federal
appropriated funds have been paid or will be paid for such purpose, the Subrecipient shall complete
and submit OMB form SF -LLL, Disclosure of Lobbying Activities, in accordance with its instructions.
The Subrecipient small require that the language of this certification be included in the award documents
for all subawards at all tiers (including subgrants, contracts under grants and cooperative agreements,
and subcontracts) and that all subrecipients shall certify and disclose accordingly, as specified in
Title 31 U.S. Code, Sec. 1352.
F. Subrecipient's authorized representative certifies to the best of his or her knowledge and belief that
neither subrecipient nor any of its principals (a) are presently excluded or disqualified; (b) have
been convicted within the preceding three years of any of the offenses listed in 2 CFR Part
SFY2019 ILL LENDING REIMBURSEMENT PROGRAM
FAIN: LS -00-18-0044-18 CFDA NUMBER: 45.310
§180.800(a) or had a civil judgment rendered against it or them for one of those offenses within
that time period; (c) are presently indicted for or otherwise criminally or civilly charged by a
governmental entity (Federal, State, or local) with commission of any of the offenses listed in 2
CFR
§180.800 (a); or (d) have had one or more public transactions (Federal, State, or local)
terminated within the preceding three years for cause or default Where the Subrecipient is
unable to certify to any of the statements in this certification, the Subrecipient shall attach an
explanation to these Terms and Conditions.
G. Subrecipient understands that acceptance of funds under this contract acts as acceptance of
duly authorized representatives of TSLAC, IMLS, the Comptroller G e n e r a I o f t h e U n i t e d
States, and the Texas State Auditors Office, or any successor agencies, to conduct
an audit or investigation in connection with those funds. Subrecipient further agrees to cooperate
fully with said representatives in the conduct of the audit or investigation and
agrees to provide access to all records requested necessary to conduct the
audit and/or investigation . Subrecipient will ensure that this clause concerning the authority
to audit funds received indirectly by Sub -Contractors through Subrecipient, and the requirement
to cooperate, is included in any sub -grant awarded.
H. The Subrecipient agrees to maintain all financial and programmatic records, supporting
documents, statistical records, and other records relating to this grant award for three years
after the last State Program Report for the Texas LSTA 5 -Year Plan 2018-2022, is submitted
on December 31, 2023. The Subrecipient will maintain their records through December 31, 2026.
I. The Subrecipient agrees to develop or revise, as necessary, any specific written documentation of
its current procedures for (1) collecting and reporting performance measures; (2) conducting
a fixed asset inventory; and or, (3) any other issues identified in Subrecipient's internal audit
report or grant activities. Drafts of this procedural documentation will be submitted to TSLAC by
dates established mutually between TSLAC and Subrecipient. TSLAC will provide review and
guidance to enable final versions to be approved on or before established deadlines.
J. Subrecipient may copyright any work that is subject to copyright and was developed, or for
which ownership was acquired, under a Federal award. Subrecipient understands that the federal
awarding agency, IMLS, and TSLAC reserve a royalty -free, nonexclusive, and irrevocable right
to reproduce, publish or otherwise use; and to authorize others to use, for Federal purposes (2
CFR §200.315).
K. The Subrecipient agrees to submit an audit certification form for the auditable period
encompassing August 31, 2019 to TSLAC no later than December 31, 2019, or other deadline
as specified by TSLAC.
L. If a single audit is required, the Subrecipient will comply with the Super Circular (2 CFR §200.512
Report Submission). The audit shall be completed and the required data collection form submitted
to the Federal Audit Clearinghouse (FAC) 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.
SFY2019 ILL LENDING REIMBURSEMENT PROGRAM
FAIN: LS -00-1$-0044-1$ CFDA NUMBER: 45.310
H. ENFORCEMENT
A. Remedies for noncompliance. if Subrecipient materially fails to comply with any term of the
contract, whether stated in a state or federal statute or regulation, an assurance, in a state plan
or application, a notice of award, or elsewhere, TSLAC 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
Subrecipient, or more severe enforcement action by TSLAC;
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 contract for the Subrecipient'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, TSLAC will provide the Subrecipient an
opportunity for such hearing, appeal, or other administrative proceeding to which the Subrecipient
is entitled under any statute or regulation applicable to the action involved.
C. Effects of suspension and termination. Costs of Subrecipient resulting from obligations incurred
by the Subrecipient during a suspension or after termination of an award are not allowable
unless TSLAC expressly authorized in the notice of suspension or termination, or
subsequently. Other Subrecipient costs during suspension or after termination that are
necessary, and not reasonably avoidable, are allowable if:
1. The costs resulting from obligations that were properly incurred by the
Subrecipient before the effective date of suspension of 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 Subrecipient from being subject to
"Debarment and Suspension" under Executive Order 12549 (see UGMS Part III, Subpart C, Sec
35) and state law.
1. The costs resulting from obligations that were properly incurred by the Subrecipient 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.
Relationship to Debarment and Suspension. The enforcement remedies identified in this section,
including suspension and termination, do not preclude Subrecipient from being subject to
"Debarment and Suspension" under Executive Order 12549 (see UGMS Part III, Subpart C, Sec
35) and state law.
SFY2019 ILL LENDING REIMBURSEMENT PROGRAM
FAIN: LS -00-18-0044-18 CFDA NUMBER: 45.310
512012019 https:llgrants.tsl.texas govlModulasMew.aspx?cm=ciccOa77-35ea-e5ll-8Of0-c4346bac3gg08id=5436aafb-al71-e9ll-a84d-OOOd3a362,,,
Non Competitive Grant Application Form
Grant ILL Lending Reimbursement 2019
Program.
Application 901223
Number:
Name:
Round Rock Public Library
Legal Entity:
City of Round Rock
System
221 E Main St
216 E Main Ave
Round Rock
Round Rock
78664
TX
Employer
7460174851
78664-5245
Identification
Library
Michelle Cervantes
Number.
Director:
DUNS
102740792
Contact:
Geeta Halley
Number:
Email:
ghalley@roundrocktexas.gov
SAM
12/10/2019
Phone
5122187000
Expiration
Number:
Date
CFDA Number.
45.310 Grants to States
Federal Award
LS -00-18-0044-18
Number:
The library and legal entity agree to the Texas State Library and Archives Commission's FY2019 ILL
Lending Reimbursement Program guidelines and LSTA Terms & Conditions and understand funds will be
dispersed after the end of SFY2019.
Name, Title, and Signature of an individual authorized to enter into contact on behalf of your library's
legal entity (County Judge, Mayor, City Manager, Library Board President, Provost, etc.)
I
Name:
Title:
Signature:
Date: J —
https:llgrants. tsl.texas. gov/ModulesNiew.aspx?cm=cl ccOa77-35ea-e511-80f0-r4346bac3990d.id=5436aafb-al7l-e91l-a84d-OOOd3a3627b3 1 1
City of Round Rock
eEXAS ouNnRoac Agenda Item Summary
Agenda Number:
Title: Consider authorizing an application for ILL Lending Reimbursement 2019
Program.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 5/31/2019
Dept Director: Michelle Cervantes
Cost: $0.00
Indexes:
Attachments:
Department: Library Department
Text of Legislative File CM -2019-0165
Request City Manager to sign a Non -Competitive Grant Application Form to help support
Texas libraries with partial reimbursements for direct, out-of-pocket costs associated with
participating in statewide resource sharing such as staff time, postage, courier and shipping
material costs. Round Rock Library has been approved for this grant the last several years.
City of Round Rock Paye 1 Printed on 5/70/1019