CM-2016-1108 - 5/13/2016 TEXAS STATE LIBRARY .. ®o° INSTITUTEW
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SFY2016 ILL LENDING REIMBURSEMENT PROGRAM
GRANT AGREEMENT
Program Description
TheTexas State Library and Archives Commission (TSLAC) supports a statewide interlibrary.loan
program in order to assure,Texans will have access to shared library resources to-meet learning and
informational 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 postage and shipping material costs.
The reimbursements,pertain to lends made during TSLAC's SFY2016, September 1, 2015-August 31,
2016. While dispersed after the end of SFY2016,the reimbursements do need to be applied to costs
associated with resource sharing costs expended during SFY2016. Please;discuss this program
with your legal entity's-accounting-office to they are aware this is federal money and,,if
approved;to'expect-the payment after the end,of the state fiscal year(August 31, 2016)..
Additional information is available online at haps:/Ivvm.tsi.texas.aovild/il[2016.
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): L&OO-15-0044-15
Catalog of Federal Domestic Assistance(CFDA) Number:45.310
Eligible participants will receive a reimbursement based on the number of lends they provide to other
Texas libraries-through the Navigator system. While we anticipate being able to reimburse libraries
approximately$5A.per lend, this amount may vary based on the number of participants and available
funding.
Eligibility Information
Publiclibraries,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
SFY2016.
Libraries must lend:a.minimum of 24 items to Texas public libraries during SFY2016 (September 1.,
20,15-August 31, 2016).using OCLC's Navigator system in order to be eligible.for a reimbursement.
OCLC will provide Navigator lending statistics to TSLAC.
SFY2016 ILL LENDING REIMBURSEMENT PROGRAM
FAIN:LS-00-15-0044-15 CFDA.NUMBER:45.310 w-,Zoib-hoi
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 following parts of the Texas Comptroller of Public Accounts
UGMS revised June 2004, located at:htfb www.window.state.tx.uWprocurement/catrad(u4ms.adf
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 V1 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 lX of the Education.
Amendments of 1972, as amended(20 U.S.C. §§96.81-9683, and 1685-9686), 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, asamended(42 U.S.0 §§6101-
6107),.which prohibits discrimination on the basis of age;(e) the Drug Abuse Ofce 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 9.1-616), 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►ecords; (h)
Title'.Vlll 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 speck statute(s) under which.application for Federal assistance is being made,
and(j).the requirements of any other nondiscrimination statutes) 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 S'ubrecipient 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.
F. Subrecipient's authorized representative certfes to the best of his or her knowledge and belief that
neither sub`recipient 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 Pan`
SFY2016 ILL LENDING REIMBURSEMENT PROGRAM
FAIN:LS-00-15-0044-15 CFDA NUMBER:45.310
c
§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 locaq with commission of any of the offenses listed in 2 CFR
§980.800(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 the
authority of the Texas State Auditor's Office, or any successor agency, to conduct an audit or
investigation in connection with those funds. Subrecipient further agrees to cooperate fully with the
State Auditor's Office or its successor in the conduct of the audit or investigation, including providing
all records requested. 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 main all financial and programmatic records, supporting documents,
statistical records, and other records relating to this grant award for three year after the last State
Program Report for the Texas LSTA 5-Year Plan 2013-2017, is submitted on December 31, 2018.
The Contractor will maintain their records through December 31,2021.
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 intemal 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, reserves 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 .
p rP ( § )
EL 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;
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 SubrecipienYs program;
4. Withhold further awards for the program; or
5. Take other remedies that may be legally available.
B. Hearinas. 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
SFY2016 ILL LENDING REIMBURSEMENT PROGRAM
FAIN:LS-00-15-0044-15 CFDA NUMBER:45.310
I. 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.
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.
SFY2016ILL LENDING REIMBURSEMENT PROGRAM
FAIN:LS-00-15-0044-15 CFDA NUMBER:45.310
Befor&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 beditpers-pd.
Libraries' legal entities must also have'an Active Direct Deposit Accountand'Texas Identification
Number.-
State:-agencies:will be asked.for additional information by TSLAC's grants accountant.
Thotd's�no requiremerit for cost sharing, rnatching funds, or cost.-participation with this program.
Application and Submission Information
i TSLAC recommends potenfiai participants discuss:.this.program;with.the.ac"counting ofFce of"their Legal
entitydue to:tfe payments�-offederal funds arriving after the close of"the:state.fscal year ending August.
31";,'201:6.
Application Components:
i
1. Opt in to program through the Grant Management System portal
w
Complete,and.submit.Grant Agreeme itform in GMS byJune.30, 2016
I *Signed by Legal Entity.(C'ity;County, Library Board)
3: Complete:a,dsubmit Performance Certifcation:in."GMS by September-30, 201:6.after receiving
award'amount from TSLAC.
*Signed by-Library Director
i
Required forms are available through the GMS portal at arants.tsi.texas.00v.
To reque6t.iJdht.copie8 of these forms, please contact Sara Hayes,at shaves ZDtsl.texas.gov or 512
463-5406:
i
FormS;su"bmitted'after hated deadlines may not be considered for reimbursement.
Applicants--will receive,email notification,when their documentation has been received.by TSLAC,
1 Submit forms:
Through GMS'portal at arants.tsl.texas.gov.
Proaram Timeline
April,2016 Libraries able to opt into program through GMS portal
June:30,2016 Signed Grant Agreements due in GMS
I
September 1;9,.2016 Participants.receive amount of:reimbursement from TSLAC
1 September.30;12016 Participation Certification forms due by midnight CST
October-November 2016 Payments dispersed
QUESTIONS?
Contact" ra Hayes, ILL Program Coordinator,at shaves@faI.texas.cjov or 612-463-6406
SFY10161LL 1:ENDING REIMBURSEMEIIIT'PROGRAM
FAIN:LS-00-15-0044-15 CFDANU.MBER:45.310
Texas State Library and Archives Commission-TSLAC GMS Pagel of 2
Non Competitive Grant Application Form
Grant ILL Lending Reimbursement
Program:
Application 900029
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 Director Michelle Cervantes Number.
Contact: Geeta Halley DUNS 102740792
Email: ghalley@roundrocktexa&gov Number.
Phone Number.5122187000 SAM 6/15/2016
CFDA Number. 45.310 Grants to States Expiration
Date:
Federal Award LS-00-15-004415
Number.
❑ The library and legal entity agree to the Texas State Library and Archives Commission's FY2016 ILL
Lending Reimbursement Program guidelines and LSTA Terms&Conditions and understand funds will be
dispersed after the end of SFY2016.
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.)
Name: LSE -4 ml.Ey
Title:
Signature: Alu�I/ -(
Date:
https://gmnts.tst.texas.gov/Modules/View.aspx?cm=cl ccOa77-35ea-e5l l-8OfD-c4346bac3990&id=de0aac98-781... 5/3/2016
City of Round Rock
ROUND ROCK
TEXAS Agenda Item Summary
Agenda Number:
Title: Consider authorizing a Non Competitive Grant Application Form with the
Texas State Library and Archives Commission for ILL Lending
Reimbursement Program.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 5/13/2016
Dept Director: Michelle Cervantes
Cost:
Indexes:
Attachments: CMA-Non Competitive Grant Application Form, Non Competitive Grant
Application Form for CM Agenda 5.13.16
Department: Library Department
Text of Legislative File CM-2016-1108
Requesting City Manager signature for the Inter-Library Loan reimbursement program for
FY 2016. This reimbursement program is facilitated by Texas State Library and Archives
Commission.
Staff recommends approval
City of Round Rock Page 1 Printed on 511212016
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CONTRACT APPROVAL FORM 1FOR CITY ilf1ARlAGER ACTIOi�"l
'Regpired,for§ubrnissibn of Specific City Manager-items,
Department Name: Library Project Name: Non Competitive Grant Application Form
Project Mgr]Resource: Michelle Cervantes ContractorNendor:Texas State Library and Archives Commission
TJCity Manager Approval
CMA Wording �--
ConWer authorizing a Non Competitive"Grant Application Form with the Texas_State Library and Archives Commission for ILL
Lending Reimbursement Program:
Approval
XX Employee E:E. (Ric)Bowden r' ----Date'May 5,2016
Notes/Comments
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