CM-2024-196 - 7/24/2024 IOUNDROCK , Attachment A
Grant File Checklist
To ho Compinted by the Dnparlmenl Applying for Grant
Complete 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 filing wilh the grant records This should occur prior to submitting the grant
application to the oversight entity
Chock I Cross-reference to Grant
pea Checklist Item Acquisition.Management
and Compliance Document
Pre-Award(prior to grant being awarded to the Cit
O1. Comploto Intent to Apply for Grant Furding Form and submit to Finance for renew and approval Section 6.1.4 and 6.1.5
prior rior to submittal of grant application.
a 2. I understand that the department needs to obtain proper approval for grant applications. Grant Section 6.1 7
applications for funds up to$50.000 require City Manager approva�. Over$50.000 requires City
Council a roval. threshold is consistent with the City's purchasing guidelines)
3. 1 understand that the department needs to submit a copy of the grant application and supporting Section 6.1.8
documents to Finance at the lime of application submission for tracking and monitoring grant
compliance requirements
0 1 1 have read the Grant Acquisition,Management and Compliance process provided by Finance
Poal•Award after the arant In awarded to Ilia Cit
5. If the grant is swarded to the City
O5a 1 understand that the department is responsible for reviewing the grant agreement and Section 6.1.9
forwarding all information to Finance.
0 5b. I understand that the department is maponsitle for fol'owing the City procurement policies when Secfon 6.1 18 and
procuring goods or services with grant funds and following the Federal procurement rules when G 1.19
ocurin goods or services with Federal funds. _
✓ Sc. I understand that the department needs to comply with requlremenR of the grant. Section 6 1.10
0 6. For purchases and contracts$25.000 or more(cumulabvoly in any fsca'year).I understand that Section,6 1 17
the City shall not enter into contracts or procure goods from vendors or contractors that are
sus ended or debarred _
0 7. 1 unminimum of that all records totaled to the grant program must be reta nod for a minimuof five Seclion 6 1 13
years from the and of the grant closeout. However,if any equipment was purchased,then the grant
records must be retained for rive years from the data or transfer,replacement,sale.or dispose;of
I he equipment.
P 8. The departmont needs to inform Finance when on oxtomal review over the grant is scheduled to be Section 6.1.14
perforated,whether on-site or a desk review
a8a.The department needs to communicate any polenlial audit findings from external reviews and Section 6.1 14
provide any reports Issued or correspondence from the reviewing agency to Finance
0 9. I understand that if equipment is purchased with grant proceeds,the department needs to assist Section 6.1.16
Finance with the City-wide physical inventory of the equipment as requested,at least once every
two years.Required for Federally funded assets
O10. 1 will work with Finance to submit reimbursement requests to grantors. For certain grants,it may be Section 6 1 20
appropriate and practical for the Department to submit. In most instances,the Grants Compliance
Team will handle these request with the department's assistance.
O11. I understand the department is responsible for fuKring closeout requirements of the grant,including Section 6 1 21
coordination with Finance on any final financial information and reporting needed
Please print,sign, and return this form to Finance @_Grants Compliance Team
Geeta Halley, Assistant Director Library _
Department Cnnfact Name and Title(Please Print) Department Name
���_ - 07/24/2024
Departme I Coontacignature Date Form Completed
Department Director Signature Date Signed
(This sectors is to be completed by lie Finance Department.Grads Team)
Rocargp by(grants Teem Member) Oele Reused Approved by(Grants Team Member) Data Approver)
City of Round Rock, Texas
Intent to Apply for Grant Funding Attachment B
ROUNO ROCK I r'x",'
Grant name: FY2024 ILL Lending Reimbursement Program
---------- -- —
Grant application deadline: 07/28/2024 This grant application is: ❑✓ New ❑ Grant Continuation
Funding/project period: Start Date: 08101/2023 End Date: 07/31/2024 Multi-year grant: ❑Yes ❑✓ No
CFDA#for grant, if applicable. If not applicable, please note N/A: 45310
Purpose of the grant:(provide project summary)
I he goal of the ILL Lending Reimbursement Program is to support and encourage libranos in statewide resource sharing by reimbursing libraries on
a per-lend basis to,direcl costs associated with statewide resource sharing such as postage,mailing materials,courier foes and staff time.
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).
The reimbursement applies to lands made between August 31st,2023 and July 3151,2024.
What will the funds be used for? (i.e,construction,design,equipment,etc..)
This is a partial reimbursement for direct, out-of-pocket costs associated with participating in
statewide resource sharing such as staff time, postage costs, courier fees 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 Awarding Agency or Pass-thru Agency)
Which of the following are these funds considered? If Other, please identify.
E]Federal ❑State ❑Other:
Estimated grant funding amount: $10,000 Funding basis: ❑ Advance eeimbursement
Are matching funds required? ❑ Yes lido
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 E�Subrecipient
Are ongoing operational costs anticipated once the grant funds are depleted? ❑Yes [0"No
If Yes,has the Budget Team been notified? ❑Yes ❑ No
Please print, sign, and return this form to Finance @_Grants Compliance Team
Geeta Halley, Assistant Director 07/24/2024
D partent Contest Name and Title(Please Print) Date Form Completed
t/✓ l-
epartment Director Signature Date Signed
(This section to be completed by the Finance Department,Grants Team)
Received By(Grants Team Member) Cate F.r,r-ewnd
Approved By(Grants Team Member) Cato Ayprovod
-------------
City of Round Rock, Texas
1
TEXAS STATE LIBRARY •. INSTITUTE nl
AND : Museuma.dLibrary
ARCHIVES COMMISSION
SFY 2024 ILL LENDING REIMBURSEMENT PROGRAM
GUIDELINES AND TERMS & CONDITIONS
QUESTIONS? Contact Sara Hayes at shavesCQsl.texas.gov
Program Description
The Texas State Library and Archives Commission (TSLAC)supports a statewide interlibrary loan program for
accredited public libraries to help libraries meet the learning and information needs of their communities by
providing Texans access to shared library resources that may not be available locally.
The Interlibrary Loan Lending Reimbursement Program,a non-competitive grant, helps support Texas libraries
with partial reimbursements for direct,out-of-pocket costs associated with participating in statewide
resource sharing, including costs for staff time, postage costs,courier subscriptions,and shipping material
costs.
The reimbursements apply to lends made to Texas libraries using the Navigator system between August 1,
2023—July 31,2024. While dispersed after the end of SFY 2024,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 program involves
federal funds and,if approved,to expect the payment after the end of the state fiscal year on August 31,
2024.
Award Information
The reimbursements are subawards(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#(FAIN):LS-253655-OLS-23
Federal Award Date: February 29, 2023
Assistance Listing Number/Title:45.310 State Library Program
Eligible participants will receive a flat rate reimbursement for each lend provided to other Texas libraries
through the Navigator ILL system or the SHAREit ILL system between August 1,2023—July 31,2024.
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 2023-2027, is submitted.The deadline for the
current 5-year plan report is January 29,2029,so participants will need to maintain their records through
January 29,2032.
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
SFY 2024 ILL LENDING REIMBURSEMENT PROGRAM
2
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/SHAREit libraries during the
eligible lending period.
Libraries must lend items to other Texas public libraries using OCLC's Navigator system o r A u t o-
G r a p h i c s' S H A R E i t s y s t e m to be eligible for a reimbursement. ILL system vendors will provide
lending statistics to TSLAC for calculating reimbursement.
Before applying, applicant organizations must have a current and active federal Unique Entity ID (UEI).The
federal government uses a unique identifier for each entity(company, non-profit,organization,etc.)that
does business with the federal government. For more than two decades, Dun&Bradstreet's Data Universal
Numbering System (DUNS)served as the unique entity ID.On April 4,2022,the federal government
completed the transition to a new UEI issued within the System for Award Management (SAM).The DUNS
number is no longer an accepted UEI.
If you are currently registered in SAM.gov,you've already been assigned a SAM Unique Entity ID. It's
viewable on your entity registration record in SAM.gov. If you have never registered at SAM.gov or have
never applied for a grant with TSLAC or other state or federal agency,you will need to initiate the process of
obtaining a SAM UEI at SAM.gov.
To get started registering your entity,to renew your registration,or for more information,visit SAM.gov or
refer to the Quick Start Guide for Getting a Unique Entity ID, published by the US General Services
Administration (GSA).
Libraries' legal entities must also have an Active Direct Deposit Account and Texas Identification Number
(TIN) on file at TSLAC. More information on TIN is available on the Texas Comptroller of Public Accounts'
webpage here: https://fmx.cpa.texas.gov/fiTix/training/wbt/tins/0102.php
State agencies/universities will be asked for additional financial 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 an online 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(littps://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 there are accessibility issues or concerns, 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 into the program through the GMS portal and print out the system generated Participation
Signature form.
SFY 2024 ILL LENDING REIMBURSEMENT PROGRAM
3
2. Complete and submit the signed Participation Signature form" in the GMS portal by July 28,2024.
'Signed by appropriate Legal Entity(City,County,Library Board,University)
3. Complete and submit a signed Performance Certification form` in the GMS between August 16-30,
2024,after receiving notification of 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 31,2024.
Form will be distributed in November/December 2024.
Required forms are available in the GMS portal at grants.tsl.texas.gov under the Documents tab in the folder
titled"2024 ILL Lending Reimbursement Program."
Forms submitted after stated deadlines will not be considered.
Submit forms:
Through TSLAC's GMS portal at grants.tsl.texas,eov.
Program Timeline
June 1,2024:Access opens to opt into the FY 2024 ILL Lending Reimbursement Program in the Grant
Management System(GMS) portal.
July 28,2024:Deadline to submit a signed Application Signature form in the GMS portal,signed by
authorized legal entity signatory.
August 16,2024:TSLAC will notify libraries of total eligible lends and award amounts and begin
accepting Performance Certification forms through the GMS portal.
August 30,2024:Deadline to submit completed Performance Certification form in GMS,signed by
Library Director.
September 2024:Award letters sent out and reimbursement payments dispersed to legal entities
(cities,counties,universities).
SFY 2024 ILL LENDING REIMBURSEMENT PROGRAM
4
Texas State library and Archives Commission
Library Services and Technology Act(LSTA)—Terms and Conditions
1. GENERAL TERMS AND CONDITIONS
A. The Subrecipient will comply with all applicable federal and state laws and any other requirements relevant
to the performance of Subrecipient under this contract,including the following rules and guidance as
applicable:
1. Texas Grant Management Standards(TxGMS)(https.Ilcomptroller.texas.gov/purchosing/gront-
monogemeno;and
2. Uniform Administrative Requirements,Cost Principles,and Audit Requirements for Federal Awards(2
CFR§200 and§3187(Superdreular))(https://federo/register.gov/a/2013-30465).
B. The Subreclpient 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 IMLS and TSLAC reserve a
royalty-free,nonexclusive and irrevocable right to reproduce,publish,or otherwise use the work for Federal
or state government purposes,and to authorize others to do so.(2 CFR§200315)
C. All publicity relating to the grant award must include acknowledgment of the Institute of Museum and
Library Services (www.imis.gov/recipients/imis acknowledgement ospx) and the Texas State Library and
Archives Commission. Publicity includes, but is not limited to press releases, media events, public events,
displays in the benefiting library,announcements on the Subrecipient's website,and materials distributed
through the grant project.The Subrecipient will provide TSLAC with one set of all public relations materials
produced under this grant with the final quarterly performance report.
D. Subredpients 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 as amended(42 U.S.C.§2000 et seq.),which prohibits
discrimination on the basis of race,color,or national origin,including taking reasonable steps to ensure that
limited Engnsh Proficient(LEP) persons have meaningful access to the applicant's programs; (b)Title IX of
the Education Amendments of 1972,as amended (20 U.S.C.§§1681-1689),which prohibits discrimination
on the basis of sex in education programs;(c)Section 504 of the Rehabilitation Act of 1973,as amended(29
U.S.C. §701 et seq., including §794), which prohibits discrimination on the basis of disability and the
Americans With Disabilities Act of 1990;(d)the Age Discrimination in Employment Act of 1975,as amended
(42 U.S.C.§§6101 et seq),which prohibits discrimination on the basis of age;(e)the Drug Abuse Office and
Treatment Act of 1972(P.L.92-2SS),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 (j)the requirements of any other nondiscrimination statute(s)that
may apply to the application.
E. Subrecipient understands that acceptance of funds under this contract acts as acceptance of the authority
of duly authorized representatives of TSLAC,IMLS,the Comptroller General of the United States,and the
Texas State Auditor's Office,or any successor agencies,to conduct an audit or investigation in connection
with those funds.Subreciplent further agrees to cooperate fully with said representatives in the conduct of
the audit or Investigation and agrees to provide access to all books, documents, papers, examinations,
excerpts,transcripts,copies,and any other records necessary to conduct the audit and/or investigation.
Subrecipient will ensure that this clause concerning the authority to audit funds received indirectly by
SFY 2024 ILL LENDING REIMBURSEMENT PROGRAM
5
subcontractors through Subrecipient,and the requirement to cooperate,is included in the contract for any
sub-grant awarded.
F. The Subrecipient, if a private entity, will comply with Federal law pertaining to trafficking in persons.
Subreciplent and Its employees may not:
I. 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.
G. The Subreciplent 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 2023-2027 is submitted(anticipated date of submission Is January 29,
2029).This means the Subreciplent must maintain all grant-related records through January 29,203L In
addition, Subredplents that operate as state agencies must comply with (Texas Government Code,
§441.1855),relating to state agency contracting and the retention of contract-related documents.
In the event the Subredpient or receiving entity ceases to exist, the Subredplent will notify TSLAC In
writing providing the name of the legal entity that will maintain the records and the location of the
records.
H. Loss of all of Subrecipient's staff prior to the end of the grant period or the termination date,whichever is
earlier,does not relieve the Subrecipient of its obligation to fulfill all terms and conditions of the grant with
regard to reporting requirements,retention of records,and requirements for disposition of equipment and
supplies.
I. The parties agree that no provision of this contract is in any way intended to constitute a waiver by TSLAC or
the State of Texas of any immunities from suit or from liability that TSLAC or the State of Texas may have by
operation of law.
J. 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 the Subrecipient's grant activities or internal audit. 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.
K. The Subrecipient agrees to submit an audit certification form for the auditable period Including August 31,
2024,to TSLAC no later than December 31,2024,or other deadline as specified by TSLAC.
L. If a single audit is required, the Subreciplent will comply with the Supercircular(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.
M. TSLAC reserves the right to withhold final payment on this Grant until all required reports and forms are
received.
11. GRANT CERTIFICATIONS
A. For any agreement exceeding $100,00, the Subrecipient certifies by this contract that no Federal
appropriated funds have been paid or will be paid, by or on behalf of the Subreciplent,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 Subreciplent shall
SFY 2024 ILL LENDING REIMBURSEMENT PROGRAM
6
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 31 U.S.C.§1352.
B. Subrecipient certifies 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§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 Certifications.
C. The subrecipient will comply with drug-free workplace requirements In Subpart B of 2 C.F.R. part
3186,which adopts the Govemmentwide implementation (2 C.F.R. part 182)of Sections 5152-5158
of the Drug-Free Workplace Act of 1988(41 U.S.C.§§8101-8106).This includes,but is not limited to:
making a good faith effort, on a continuing basis, to maintain a drug-free workplace; publishing a
drug-free workplace statement; establishing a drug-free awareness program for employees; taking
actions concerning employees who are convicted of violating drug statutes in the workplace; and
Identifying (either at the time of application or upon award, or in documents kept on file in the
recipient's offices)all known workplaces under Federal awards.
D. The Subreciplent certifies all applicable activities related to this grant will be in compliance with the
Copyright Law of the United States(Title 17,U.S.Code).
E. In addition to Federal requirements,state law requires a number of assurances from applicants for Federal
pass-through or other state-appropriated funds. (TxGMS, Appendix 6, Uniform Assurances by Local
Governments)
III. 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:
I. Temporarily withhold cash payments pending correction of the deficiency by the Subrecipient,or
more severe enforcement action by TSLAC;
ii. 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;
iii. Wholly or partly suspend or terminate the current contract for the Subrecipient's program;
iv. Withhold further awards for the program;or
v. 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.Appeal/protest procedures are outlined In the
Texas Administrative Code(TAC),Title 13,Part 1,Chapter 2,Subchapter A,Rule 2.55.
C. Effects of suspension and termination. Costs of Subrecipient resulting from obligations incurred by the
Subrecipient during a suspension or after notice of termination of an award are not allowable
unless TSLAC expressly authorized the cost in the notice of suspension or termination, or
subsequently. Other Subrecipient costs during suspension or after notice of termination that are
necessary, and not reasonably avoidable,are allowable if:
SFY 2024 ILL LENDING REIMBURSEMENT PROGRAM
7
i. The costs result 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,
Ii. 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 Subreciplent from being subject to
"Debarment and Suspension" under Executive Order 12549 (See TxGMS,Appendix 6, Debarment and
Suspension)and state law.
SFY 2024 ILL LENDING REIMBURSEMENT PROGRAM
Grant Program lagel E"ly
ILL Lending Reimbursement 2020 City of Round Rock
221 E Main St Round Rock TX 78664
Applkatlae Number Esnploper Identification Number
904011 7460174851
Name Federal unique Enttyr ID
Round Rode Public Library System L6TJFVAE4DMS
200 E Liberty Ave Round Rode TX 78664-5239
library Dtr*Mr Asalstanoe listing:
Michelle Cervantes
Contact Federal Award Number
Geeta Halley LS-25MS-OLS-23
Email
ghalley@rcundrocktexas.gov
Phone Number
The library and legal entity agree to the Texas State Libraryand Archives Commission's ILL Lending Reimbursement 2024 guidelines
❑ and LSTA Teras&Conditions and understand funds will be dispersed atter the end of FFY 2024.Name,Title,and Signature of an
individual authorized to enter Into contact on behalf of your library's NO entity(County Judge,Mayor,City Manager,Library Board
President Provost etc)
Laurie Hadley
Name:
City Manager
Title
Signature:
Osla^ 07/25/2024
Signature: ��'�',u
Email: lhadley@roundrocktexas.gov