CM-2015-701 - 3/6/2015City of Round Rock
Ce�ne Ra[K Agenda Item Summary
IR
Agenda Number:
Title: Consider authorizing an Interlibrary Loan Reimbursement Program
Participation Agreement with The Texas State Library and Archives
Commission.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 3/6/2015
Dept Director: Michelle Cervantes
Cost:
Indexes:
Attachments: CMA -Agenda, 3.6.15, Interlibrary Loan Reimbursement Program -3.6.15
Department: Library Department
Text of Legislative File CM -2015-701
Texas Stale Library and Archives Commission's FY2015 Interlibrary Loan Lending
Reimbursement Program. This is a new round of reimbursements for lending activity taking
place during SFY2015, September 1, 2014 -August 31, 2015. The reimbursement program
helps support and encourage libraries in statewide resource sharing activity by reimbursing
actual, direct costs associated with participation. The Texas State Library appreciates your
contribution to helping Texans meet their information needs and funds this program to help
offset costs incurred in doing so.
Staff Approval
CH, ff.dR f,I Piinhul on NWW15
CITY OF ROUND ROCK
CONTRACT MANAGEMENT SECTION
CONTRACT APPROVAL FORM FOR CITY MANAGER ACTION
Required for Submission of Specific City Manager Items
Department
Project Mgr/Resource: Michelle Cervantes
Q City Manager Approval
Interlibrary Loan Reimbursement Pregram
Project Name: Participation Agreement
Contractornrendor: Texas Slab Dbrary and Archives Commission
CMA Wording
Consider authorizing an Intedibrary Loan Reimbursement Program Perticipstion Agreement with The Texas State Library and
Archives Commission.
Approval
XPEmployee EE Bowden Date February 23, 2015
INTERLIBRARY
(�LOAN
�REIMBURSEMENT
� �PROG IRAM� �PARTICIPATION AGREEMENT
Name of Library p �/�[r��%VpJ�.�it•Ill(� ' W.Ti L lel WLI Qpr &A, A
Library Contact Person 1 Y 1k�y t kl Q-
Email address('B;�JG12S�iNOLIi�(%G'�—'�,5 .4�DJ
Telephone number
Library's Legal Entity L+m IY�14EJll�lf
Legal Entity's DUNS numberk'0271+00 Z SAM expiration date _!K/AS/_2P 'S'
Legal En'ty's TINS '❑ I'�"b n ��'� ��' (� O
e library and legal entity agree to the attached LSTA Terms & Conditions.
y/ AND
NJ The library will submit a Reimbursement Request form with supporting documentation of direct
costs associated with the statewide interlibrary loan program to the TSLAC by September 30,
2015.
OR
❑ The library declines to participate in the SFY2015 Interlibrary Loan Lending Reimbursement
Program.
CERTIFICATION: To the best of my knowledge and belief, data in this form are true and comet. I am
responsible for ensuringthat this process meets my local purchasing requirements.
LQLlv�2 1-6Lak eyimQ*.;. %A0.,nnnev
Name & Title of Authoriz d Represeative•
Signa' Date
*Must be an individual authorized to enter into contract on behalf ofthe library's legal entity
Program Deadlines:
• Participation agreement form due to TSLAC on or before March 31, 2015
• Reimbursement Request Form, Expenditure Documentation Form, and supporting
documentation due to TSLAC on or before September 30, 2015
Supporting documentation submitted after September 30, 2015, will not be reimbursed.
Return this form to: Sara Hayes, Interlibrary Loan Program Coordinator
By email: shavesgul.teaas.eov
or
By fax: 512-936-2306
ILL REIMBURSEMENT PROGRAM FAIN: LS -00-14-0044-14
CPDA Number: 45.310
c+,A- a401s-16�
Texas State Library and Archives Commission
LSTA Terms and Conditions
1. GENERAL TERMS AND CONDITIONS
A. The Subrecipient will comply with the following parts of the Texas Comptroller of Public
Accounts UGMS n viscdlune 2004, located at: w . overnor.state. U..wlfilerLrtate-
prants1UGMS062004.doc.
Part I. Cost Principles far State and Local Governments and Indian Tribal Govemments (2
CFR 225), Cost Principles for Non -Profit Organizations (2 CFR 230), Cost Principles for
Educational Institutions (2 CFR 220), m Federal Acquisition Regulation (FAR) 31.2, as
appBcable.
PartII. State Uniform Administrative Requirements for Grants and Cooperative
Agreements (Adapted from OMB Circulars A-102 and A-122)
PartIII. Stam of Texas Single Audit Circular (Adapted from OMB Circular A-133)
B. The Subrecipicat will comply with the IMLS' 45 Code of Federal Regulations, Part 1183,
Uniform Administrative Requirements for Grants and Cooperative Agreements to States and
Local Governments (adapted from OMB Circular A-1 02) or 2 CFR, Pan 215, Uniform
Administrative Requirements for Grants and Agreements with hu elutions of Higher Educations,
Hospitals, and other Non -Profit Organizations (adapted from OMB Circular A-110), as
applicable.
a Subrecipients 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
1X 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 Aga
Discrimination Act of 1974, as amended (42 U.S.O. §§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 at
seq.), as amended, relating to nondiscrimination in the sale, rental or fmancing 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 Subrccipient, if a private entity, will comply with Federal law pertaining to trafficking in
persons. Subrecipient and its employees may not
1. Engage in severe fortis 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
ILL REIMBURSEMENT PROGRAM FAM: LS -00-14-0044-14
CFDA Number: 45.310
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 on 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 fiers (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 certifies by this contract that neither it nor its principals me presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in this program by any Federal department or agency, as required by the
regulations implementing Executive Order 12549, Debarment and Suspension, 34 CFR Part
85, Section 85.510, Participants responsibilities, 2 CFR Part 180 Subchapter C. 180.335.
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 maderstands that acceptance of funds under this contract acts as acceptance of the
authority of the Texas State Audimr's Office, or any successor agency, to conduct an audit or
investigation in connection with those fonds. 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 fends 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 year after
the last State Program Report for the Texas LSTA 5 -Year Plan 20013-2017, is submitted on
December 31, 2018. The Contractor will maintain thew records through December 31, 2021.
1. 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.
IL ENFORCEMENT
A. Remedies for noncompliance. if Subrecipient materially fails to comply with any term of the
contract, whether stated in a state or federal stators 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 crib payments pending correction of the deficiency by the
Subrecipient, or more severe enforcement action by TSLAC;
ILL REIMBURSEMENT PROGRAM FAIN: LS -00-14-0044-14
CFDA Number: 45.310
2. Disallow (that is, deny both use of funds and marching 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
s. Take other remedies that may be legally available.
B. Hearines. anneals. 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 arc 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, aro allowable if:
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.
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 Par III,
Subpar C, Sec 35) and state law.
ILL REIMBURSEMENT PROGRAM FAIN: LS -00-14-0044-14
CFDA Number: 45.310