CM-2015-709 - 3/6/2015City of Round Rock
TEXAS ROCK Agenda Item Summary
Agenda Number:
Title: Consider authorizing an application to The Edge Reimbursement Program
offered by 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 -Edge Reimbursement Agenda -3.6.15, Edge Reimbursement
Program -Agenda -3.6.15
Department: Library Department
Text of Legislative File CM -2015-709
"Accredited public libraries serving populations up to 25,000 are eligible for up to $5,000 in
reimbursement costs. Libraries serving populations over 25,000 are eligible for up to
$10,000. Equipment and supplies purchased with Edge funds include public workstations,
servers, laptops, tablets, 3-D printers, supplies, scanners, computers carrels, and more."
Staff Approval
Chyor Rounaeocx Peas 1 Printed—VWm05
CITY OF ROUND ROCK
CONTRACT MANAGEMENT SECT
CONTRACT APPROVAL FORM FOR CITY MANAGER ACTION
Required for Submission of Specific City Manager Items
Department Name: library Project Name: Applirabon for Edge Reimbursement Program
Project Mgr/Resource: Michelle Cervantes
City Manager Approval
ContractorlVendor: Texas State Library and Archives Commission
CMA Wording
Consider authonzing an application to The Edge Reimbursement Program offered by The Texas State Library and Archives
Commission.
Approval
XREmployee EE Bowden Date February 20, 2015
Edge Reimbursement Program
The Edge initiative helps libraries assess their operations and plan for the future, and
demonstrate the library's impact on the community and community needs. With the vision that
.all people have the opportunity to improve their lives through the technology services available
in public libraries," Edge uses benchmarks to help libraries evaluate themselves. It goes a step
further by offering training and tools to build capacity and improve services. (For more
and :Archiccs
information visit libraryedge.org.)
Commission The goal of the Edge Reimbursement Program is to help public libraries meet the public access
technology needs of their community. The agency will provide assistance through a
reimbursement program to public libraries that have identified areas of improvement using
the Edge assessment, and who are using the training provided to Edge libraries for training and
continuing education.
Who is Eligible?
Accredited public libraries that have:
a) submitted the Edge assessment at libraryedge.org
b) used the Action Plan tool on the Edge website to prioritize community needs
c) commit to sharing their Edge findings and promoting equipment purchases to their community
Libraries that participated in the first round of funding of the Edge Implementation Reimbursement Program
are eligible for this round of funding.
How Much Money Is Available?
Libraries serving populations up to 25,000 are eligible for up to $5,000 in reimbursement costs for the
purchase of equipment and supplies that supports the improvement of public access technology identified by
the Edge assessment. Libraries serving populations over 25,000 are eligible for up to $10,000. The program is
available on a jlrst-come, first-served basis until funds are depleted.
How Will the Edge Reimbursement Program Work?
Libraries will submit this application to the State Library beginning now through February 17, 2015. The
agency will review and notify applicants in writing of approval/non-approval by March 27, 2015. Upon
approval, libraries may purchase the equipment described in their application. A paid receipt (not a Purchase
Order or order form) for the equipment must be provided to the Texas State Library and Archives Commission
by May 29, 2015, at the very latest.
What Can I Buy?
Computer equipment such as monitors and laptops, software (stand-alone only), servers or routers, printers,
assistive equipment, presentation and multimedia equipment, computer furniture, and computer supplies
related to the equipment purchase. All purchases must relate to improving Edge indicators on your Action
Plan. (Please be aware of ADA -compliance issues relating to the purchase of e -Readers and Tablets:
http://bit.ly/ImrtgU). Due to source of funds, subscriptions, separately -purchased service contracts for
eauiDment, and subscription cloud -based software fie.. Adobe Dreamweaver. DeeoFreeze. Airwatch. Norton
Utilities. Mango, and others) are not authorized. Questions? Contactlennifer Peters atjpetea@tst.texas.gov
EDGE REIMBURSEMENT PROGRAM page 1 FAIN: LS -00-14-0044-14
CFDA Number: 45.310
C Aa -aol5 - -10q
APPLICATION FOR EDGE REIMBURSEMENT PROGRAM
Use the Action Plan you developed using your Edge assessment (www.librarvedge.org) to complete this
form.
Name of Library Round Rock Public Library
Library contact person, phone & email: Michelle Cervantes. 512-218-7010.
mcervantes(a)roundrocktexas.gov
Legal Entity & Mailing Address: City of Round Rock, 216 E. Main St., Round Rock, TX 78664
DUNS # 102740792 SAM Exp. date 8/18/2015
1. My Library has completed and submitted the Edge assessment at libraryedge.org. Yes
2. My Library has developed an Action Plan using the Edge assessment. Yes
3. My Library serves a population of ❑ Under 25,000 (eligible for up to $5,000)
® Over 25,000 (eligible for up to $10,000)
4. What specific equipment will you purchase? Provide approximate cost estimate(s), with documentation
if appropriate. Reimbursement will be provided for expenses up to $5,000 for libraries serving populations
under 25,000, and up to $10,000 for libraries serving populations over 25,000. Please be aware that all
funding requests must be approved byTSLAC staff to ensure that they meet federal requirements.
4!Pads, iPad holders, iPad screen Protectors. Ipad screen protector and installation protectors, iPad
holders, iPad screen protectors and cleaning kit, digital frame and SD card, brushbot kits pod Nano, case.
&_speaker, !Pad covers, iPad overs (detailed spreadsheet attached)
5. Describe Edge indicator(s) that you are trying to address as described in the Edge Action Plan: leg., 2.1:
Ensure photo editing software is available in at least 50% of locations, 9.2: Increase and manage your
bandwidth to optimize the speed of your connection and improve the patron's Internet experience.)
4.4. Increase effectiveness of digital literacy programs and services to meet the community technology
needs; 9.1 Improve patron computer access during peak demand times by increasing the number of
6. Describe how the equipment to be purchased will impact the indicator described above and how it will
improve public access technology in your community.
iPad station for older children and parents. The app on this station will allow users to find out the reading
level of books. iPad for children's Programming- staff will use early literacy apps in storvtimes and can
demonstrate online services at outreach events. Digital frame advertises Programs and services in the
library and SD card stores the content. Equipment used for tween robotics Program, will be used for music
fo�grams (storytlmes, parties. Puppet shows. etc.).
7. Describe how you will promote your Edge results and this equipment to your community.
EDGE REIMBURSEMENT PROGRAM page 2 FAIN: LS -00-14-0044-14
CFDA Number: 45.310
Web site. digital frames announcements during storytimes eNewsletter social media notify local
preschools and school district
8. 1 will display the following acknowledgement for this equipment in my library: Funded by the U.S.
Institute of Museum and Library Services through a grant to the Texas State Library and Archives
Commission.
15
9. Applicant agrees service contracts, subscriptions, or cloud -based subscription software will not be
purchased with these funds. Yes IK
10. Applicant agrees to comply with all LSTA Terms & Conditions. (See pp. 5-7). Yes
CERTIFICATION: To the best of my knowledge and belief, data in this form are true and correct. I am
resp Ible fore uring that this process meets
my local purchasing requirements.
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Name & Title (local LegaWntity Authorized to Enter ind Contra6d) SignatureU Date
Other Materials Required:
Signed Children's Internet Protection Act (CIPA) Form (attached), required for purchases of
equipment that will access the Internet
Timeline:
• Application due: now through February 27, 2015
• Written notification of approval of application from TSLAC: now through March 27, 2015
• Reimbursement requests and receipts due to State Library: now through May 29, 2015
• Final Day to submit reimbursement form and paid receipt: May 29, 2015
• Receipts and forms submitted after May 29 will not be reimbursed.
Submit this form, along with the attached signed CIPA form, to Jennifer Peters, Community
Engagement Administrator, at ipeters(Mtsl.texas.gov or by fax to 512-936-2306.
EDGE REIMBURSEMENT PROGRAM page FAIN: LS -00-14-0044-14
CFDA Number: 45.310
INTERNET SAFETY CERTIFICATION
(Children's Internet Protection Act CIPA Form)
FOR FEDERALLY FUNDED
TEXAS STATE LIBRARY & ARCHIVES COMMISSION PROGRAMS
FEDERAL PROGRAM YEAR 2014 (TEXAS STATE FISCAL YEAR 2015)
EDGE IMPLEMENTATION REIMBURSEMENT PROGRAM
As the duly authorized representative of the applicant/grantee, I hereby certify that (check only one of the
following boxes):
® The applicant/grantee public library has complied with the requirements of Section 9134(f)(1) of the
Library Services and Technology Act.
❑The applicant/grantee public library seeks a waiver of the certification required in A., above, because State
or local procurement rules or regulations or competitive bidding requirements prevent the applicant/grantee
library from certifying compliance with Section 9134(f)(1) of the Library Services and Technology Act. The
applicant/ grantee public library certifies that the library will comply with the requirements of Section
9134(f)(1) before the start of Program Year in which funds are expended.
❑ The requirements of Section 9134(f) of the Library Services and Technology Act do not apply to the
applicant/grantee library because no funds made available under the LSTA program will be used to purchase
computers used to access the Internet or to pay for direct costs associated with accessing the Internet for a
public library or public elementary school or secondary school library that does not receive discounted E -Rate
services under the Communications Act of 1934,as amended.
❑ The applicant/grantee is not a public library.
I further certify that one of the following is true: either no LSTA funds from the award will be used by the
applicant to purchase computers used to access the Internet or to pay for direct costs associated with
accessing the Internet for a public library or public elementary school or secondary school library served by
the applicant/grantee; or, if any part of the LSTA funds are used for such purposes, applicant will obtain the
appropriate certifications from libraries receiving such purchases or payments.
Round Rock Public Library
Nof Applicant Library
Signature of Auth rized Repregentative
Lamm- N adl eq
Printed Name of Authorized Representative
�.iti,) Maylnn eV
Title of Authorized Rep sentative
Date
EDGE REIMBURSEMENT PROGRAM page FAIN: LS -00-14-0044-14
CFDA Number: 45.310
Texas State Library and Archives Commission
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: www.aovernor.state.tx.us/files/state-
aran is/UGMS062004. doc.
Part I. Cost Principles for State and Local Governments and Indian Tribal Governments (2 CFR
225), Cost Principles for Non -Profit Organizations (2 CFR 230), Cost Principles for Educational
Institutions (2 CFR 220), or Federal Acquisition Regulation (FAR) 31.2, as applicable.
Part 11. State Uniform Administrative Requirements for Grants and Cooperative Agreements
(Adapted from OMB Circulars A-102 and A-122)
PartIII. State of Texas Single Audit Circular (Adapted from OMB Circular A-133)
B. The Subrecipient 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-102) or 2 CFR, Part 215, Uniform Administrative
Requirements for Grants and Agreements with Institutions of Higher Educations, Hospitals, and
other Non -Profit Organizations (adapted from OMB Circular A-110), as applicable.
c. 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 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
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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 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.
P. Subrecipient certifies by this contract that neither it nor its principals are 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, Participant's 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 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 20013-2017, is submitted on December 31, 2018.
The Contractor will maintain their records through December 31, 2021.
L 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.
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:
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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 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.
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CFDA Number: 45.310
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