CM-2021-172 - 6/11/2021TEXAS STATE LIBRARY INSTITUTE of
AND • ••••• MuseumandLibrary
ARCHIVES COMMISSION
'•%s•� SERVICES
SFY 2021 ILL LENDING REIMBURSEMENT PROGRAM
GUIDELINES AND TERMS & CONDITIONS
QUESTIONS? Contact Sara Hayes at shayes4tsl.texas.pov .
Program Description
The Texas State Library and Archives Commission (TSLAC) supports a statewide interlibrary loan
program for accredited public libraries 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 between August 1, 2020 — July 31, 2021. While dispersed
after the end of SFY 2021, the reimbursement payments do need to be applied to costs associated
with resource sharing costs expended during the time lends were made. 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 on August 31, 2021.
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-246193-OLS-20
Catalog of Federal Domestic Assistance (CFDA) Number: 45.310
Eligible participants will receive a flat rate reimbursement for each lend provided to other Texas
libraries through the Navigator ILL system between August 1, 2020 — July 31, 2021.
Participants will maintain financial records and supporting documents relating to this program and award
(shipping receipts, staff time documentation, courier and cataloging invoices, etc.) for three years after
the last State Program Report for the Texas LSTA 5-Year Plan 2018-2022, is submitted on December
31, 2023. Participants need to maintain their records through December 31, 2026.
Eligibility Information
Accredited Texas public libraries, through their governing authority (city, county, board, or district), who
are live on Navigator and lending through that system are eligible to apply for a reimbursement
payment through this program.
Texas academic libraries that have agreed to lend materials to Texas public libraries through the
Texas Group catalog are also eligible for reimbursement payments based on the number of lends
made to Texas Navigator libraries during the eligible lending period.
1 SFY 2021 ILL LENDING REIMBURSEMENT
�.. 2_v2-Ir(7z FAIN: LS-246193-OLS-20 CFDA NUMBER: 45.310
Libraries must lend items to other Texas public libraries using OCLC's Navigator system to be
eligible for a reimbursement. OCLC will provide Navigator lending statistics to TSLAC for calculating
reimbursement.
Before receiving payment, the library's legal entity (city, county, library board, school) must have a
D-U-N-SO Number. Information on how to obtain a D-U-N-SO Number may be found on D&B's
website at https://www.dnb.com/duns-number/get-a-duns.html. Obtaining a D-U-N-SO Number is
always free.
Libraries' legal entities must also have an Active Direct Deposit Account and Texas Identification
Number on file at TSLAC.
State agencies/universities 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 uses a grant management system or GMS that enables applicants to apply for grants
electronically through a web portal at https://grants.tsi.texas.gov. Applications and required documents
must be submitted in GMS by the due dates to be eligible for consideration. To submit your application
online, you must have an active GMS account. To create or activate an account, please have your library
director submit a completed GMS Import Template (https://www.tsl.texas.gov/ldn/grants/forms-tools) to
shayes@tsl.texas.gov. The e-mail should reference "GMS Access" in the subject line. TSLAC staff will
review the request and grant appropriate access.
If needed because of difficulty using the Internet or for other accessibility reasons, participants may
request paper copies of certain materials from Sara Hayes, ILL Coordinator, via e-mail at
shayes@tsl.texas.gov.
Application Components:
1. Opt in to the program through the GMS portal and print out the system generated Participation
Signature form.
2. Complete and submit the Participation Signature form in the Grant Management System portal by
July 16, 2021.
*Signed by Legal Entity (City, County, Library Board, University)
3. Complete and submit a Performance Certification form in the Grant Management System
between August 17-31, 2021, 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,
2021.
Required forms are available in the GMS portal at grants.tsl.texas. gov under the Documents tab in the
folder titled "2021 ILL Lending Reimbursement Program".
To request print copies of these forms, contact Sara Hayes at shayes@tsl.texas.gov or 512-463-
5406.
SFY 2021 ILL LENDING REIMBURSEMENT
FAIN: LS-246193-OLS-20 CFDA NUMBER: 45.310
Forms submitted after stated deadlines may not be considered for reimbursement.
Submit forms:
Through TSLAC's Grant Management System portal at grants. tsl texas. gov.
Program Timeline
April 27, 2021
Program opens in GMS
July 16, 2021
Signed Participation Signature form due in GMS
August 17, 2021
Emails go out with notice of award amounts and Performance Certification forms
August 31, 2021
Performance Certification forms due in GMS
September 2021
Payments dispersed
December 2021
Single Audit Certification forms sent out by email
December 31, 2021
Single Audit Certification forms due by email
SFY 2021 ILL LENDING REIMBURSEMENT
FAIN: LS-246193-OLS-20 CFDA NUMBER: 45.310
Texas State Library and Archives Commission
Library Services and Technology Act (LSTA) — Terms and Conditions
LGENERAL TERMS AND CONDITIONS
A. The Subrecipient will comply with the Texas Comptroller of Public Accounts UGMS revised June 2004,
located at: hUp://www.window.state.tx.us/procurement/catrad/ugms.pdf
B. The Subrecipient will comply with Grant Reform 2 CFR Parts §200 and §3187.
C. The 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; (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.
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.
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 shall 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.
The 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
SFY 2021 ILL LENDING REIMBURSEMENT
FAIN: LS-246193-OLS-20 CFDA NUMBER: 45.310
Part §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
S t a t e s , a n d the Texas State Auditor's 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.
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, 2021 to TSLAC no later than December 31, 2021, 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.
SFY 2021 ILL LENDING REIMBURSEMENT
FAIN: LS-246193-OLS-20 CFDA NUMBER: 45.310
11. 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 Subreciplent
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.
SFY 2021 ILL LENDING REIMBURSEMENT
FAIN: LS-246193-OLS-20 CFDA NUMBER: 45.310
5/26/2021
TSLAC - Non Competitive Application Signature Form - TSLAC
Grant Program *
ILL Lending Reimbursement 2021
Application Number
902413
Name*
Round Rock Public Library System
216 E Main Ave Round Rock TX 78664-5
Library Director *
Michelle Cervantes
Contact *
Geeta Halley
Email:
ghalley@roundrocktexas.gov
Phone Number:
Legal Entity
City of Round Rock
221 E Main St Round Rock TX 78664
Employer Identification Number
7460174851
DUNS Number
102740792
CFDA Number:
45.310 Grants to States
Federal Award Number:
LS-246193 OLS-20
The library and legal entity agree to the Texas State Library and Archives Commission's ILL
❑ Lending Reimbursement 2021 guidelines and LSTA Terms & Conditions and understand
funds will be dispersed after the end of SFY 2021. 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.)
https:Ngranls-lsl.powerappspoials cornlnc-granilsignalure4omJ?id=dbac5d86-51 be-ebl l ba5t-00155de4976 }
5/25/2021
TSLAC - Non Competitive Application Signature Form - TSLAC
Title- pissl_
Signature:
Date: Uri ' --t)-1
htips:llgrants-tsi.powerappsportais.00nVnc-granUsignature-forml?id=dbac5d86-51be-ebll-ba5f-00155de497c3 ? 3
Intent to Apply for Grant Funding Aittachment B
ROUND ROM TEXAS
pw �
Grant name: 2021 ILL Lending Reimbursement Program ..
Grant application deadline: 06/07/2021 This grant application is: ❑✓ New ❑ Grant Continuation
Funding/project08101I2020 07/3112021
period: Start Date: End Date: I . r�Multi-year grant: ❑ Yes ❑✓ No
CFDA # for grant, If applicable. If not applicable, please note NIA: At 5' 3 P n f
Purpose of the grant: (provide project summary)
The Interlibrary Loan Lending Reimbursement program helps supports Texas libraries with partial
reimbursements for direct, out of pocket costs associated with participating statewide resource
sharing such as staff time, postage, courier, and shipping material costs,
The reimbursement applies to lends made during TSLAC's SFY 2021, August 1, 2020 - July 31,
2021.
What will the funds be used for? (i.e., conslrucllon, design, equipment, etc..)
This is a reimbursement for costs associated with participating in statewide resource sharing such
as staff time, postage, courier, and shipping material costs.
Who Is providing the funds? Funds are provided by the Institute of Museum and Library Services.
(i.e.. name of Federal Awardirtp Agency or Pm4ft Ao")
Which of the following are these funds considered? If Other, please Identify.
0 Federal L7 State ❑ Other:
Estimated grant funding amount: $ 1 -70 boo .00 Funding basis: ❑ Advance Weimbursement
Are matching funds required? ❑ Yes W-Qo
If yes, please complete the following; Funding source of match:
Match %
Match $
Will the City be a direct recipient or subrecipient of the grant funds? ❑ Direct Recipient 12riLbrecipient
Are ongoing operational costs anticipated once the grant funds are depleted?
If Yes, has the Budget Team been notified?
❑ Yes
❑ Yes
❑ No
Please print, sign, and return this form to Finance Q Grants Compliance Team
Geeta Halley, Asst. Director 05/26/2021
Department o ct Name and Title (Please Print) Date Form Completed
Department Director Signature Date Signed
(This seeftn to be corn~ by the Finance Dspwhnent, Gmrft Team)
c ski lal
Rewi B Te NOX
dale Received:(G& T date Approved_
City of Round Rock, Texas
t
ND Roof, TEXAS
Grant File Checklist
To be Completed by the Departmoffl Applytag for Grant
Attachment A
Comptele the checklist below for new and continuation grants. Once completed. please submit a copy to Finance, along with the Intent
to Apply for Grant Funding Form to Finance for review and tiling with the grant records. This should occur prior to submitting the grant
appllcatlon to the oversight entity.
Check
Cross-reference fa Brant
Box
Checklist ftrn ACrlutoWn. Management
and Cam lance DacurnsM
1.
Complete Intent to Apply for Grant FundhV Forth and submit to Finance for review and approval . Section 6.1.4 and 0.1.5
prior to wArib ttal al oranl pp-wation. i
2.
1 understand that the department needs to obtain proper approval for grant applications. Grant SecdOn 5.1.7
appboations for funds up to $50,000 require City Manager approval. Over $50,000 requires City
Council n�al aeshold is oomgwern with f1e G 's .S guldellneet
^„ 3.
L]d
--
1 understand that the department needs to submit a copy of the grant applicabon and supporting Section 6.1.8
documents to Finance at the One of applicallon submission for tracking and monitorirng grant
compliance requiternents.
411
Ege
have read the grant Acclu"on, Management and Compliance process provided by Finance.
the tb
a.
If the grant Is twraroed to the city:
r'1�.
1�•�
- -
ft. 1 understand OW ilia depeftwnt Is responsible for reviewing the grant agreement and Section 6.1.9
forwarding all information to Ft WTA
orb. 1 understand that the department is responsible for kbomng One City piWAmnent policies when -- --Section 6.1.1�
procuring goods or services with grant funds and following ttte Federal proeurament nAes when e.L1g
A2pode or services with Federal hinds.
ft I understand that the department needs to com_ply wtth requk-e ments of lire grant. — Section 6.1.10
^�
1
6.
For purcheses and oontro is =25,000 or mom (cumulatively In any fiscal year), I lrinderstamr►d that Section 6.1.17 -- -
the City shall not order Into contnWe or proarre goods from vendors or contractors that are
or debarred.
f'1
�1
1 1 understand that all records misted Io the grant program roust be retained for a minhntwh d Section 6.1.13
7.
years from the and of the grant dosaout. however. If any equipment was purchased, then the grant
MWds must be retained for Ova years from the date of transfer, reptecement, sale. or disposal of
the equipment.
I.
The department reeds to InWn Finance when an *)Comet review over the grant Is scleduled to lea Section 6.1.14
performed, whether on -site or a desk review.
R
Sm. The depeftnent needs to communicate my potential audit A - - - nd&tgsfrom external reviews and Section 6.1,14
provide any reports issued or oomrospondence from the reviewing agency to Finance.
7--understand that If equipment is purchased with grant proceeds, fie departrnord )needs to assist Section 6 1.16
8.
Finance with the Cky-wide physical Inventory of the equipment as requested. at least once every
two years. Required for Fede>raNy &ended swats.
10.
1 alit work with Finance 10 submit reimbursement requests to grantors. For certain grants, h may be Section 6.1.20
appropriate and practical for the Department m submit. In most h0ences, the Grants Compliance
Team will handle these request with the dapatrnent's assistance.
1 understand the department Is responsible for tuW1ID g closeout requirements of the grant, including SecWn 6.1.21
11.
coordination with Finance on any final financial information and m Mding needed.
Please print, sign, and return this form to Finance @ Grants Compliance Team
49& ±t� "f- 1pec
Department tontact Name and TltIV(Please print)
W-U& rt,
De adment tom ci lure
partment Director Signature
Department Name
Date Form Completed
Date Signed
(This meb n is to be completed by We Finene* b nl, cirsn tra(A)
a 6/1-4 Z 7- Z(
Received by (grants Team s WAW) Dals ReoWy AP by (Cranb Teem rdembrr) Dale Approved
City of Round Rock, Texas
City of Round Rock
ROUND ROCK
Tcxas Agenda Item Summary
Agenda Number:
Title: Consider authorizing the 2021 Interlibrary Loan Reimbursement Program
Participation Agreement with the Texas State Library and Archives Commission
(TSLAC) 2021.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 6/11/2021
Dept Director: Michelle Cervantes
Cost:
Indexes:
Attachments: Interlibrary Loan Lending Reimbursement Program 2021052721
Department: Library Department
Text of Legislative File CM-2021-172
Program helps support Texas libraries with partial reimbursements for direct, out -of pocket costs
associated with participating in statewide resource sharing.
City of Round Rock Page 1 of i