Loading...
HomeMy WebLinkAbout15723 ORD - 08/27/1980• AN ORDINANCE AUTHORIZING EXECUTION CSF A CONTRACT WITH THE TEXAS STATE LIBRARY FOR THE PROVISION OF INTERLIBRARY LOAN SERVICES FROM SEPTEMBER 1, 1980 TO AUGUST 31, 1981, A SUBSTANTIAL COPY OF WHICH IS ATTACHED HERETO, MARKED EXHIBIT "A" AND MADE A PART HEREOF; THE CONTRACT PROVIDES $90,899 FOR THIS SERVICE; AND DECLARING AN EMERGENCY. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CORPUS CHRISTI, TEXAS: SECTION 1. That the City Manager be and he is hereby authorized to execute a contract with the Texas State Library for the provision of Inter- library Loan Services from September 1, 1980 to August 31, 1981, a substantial copy of which is attached hereto, marked Exhibit "A" and made a part hereof. The contract provides $90,899 for this service. SECTION 2. The necessity to authorize execution of the aforesaid contract at the earliest practicable date creates a public emergency and an imperative public necessity requiring the suspension of the Charter rule that no ordinance or resolution shall be passed finally on the date of its intro- duction but that such ordinance or resolution shall be read at three several meetings of the City Council, and the Mayor having declared that such emergency and necessity exist, and having requested the suspension of the Charter rule and that this ordinance be passed finally on the date of its introduction and take effect and be in full force and effect from and after its passage, IT IS ACCORDINGLY SO ORDAINED, this the `/ day of August, 1980. ATTEST: C09/'�tary `AP/PROVED: )(D DAY OF AUGUST, 1980: J. BRUCE AYCOCK, CITY ATTORNEY MAY1 15723 THE 'ITY OF CORPUS CHRISTI, TEXAS itiniaMED • Contract 125b CONTRACT FOR INTERLIBRARY LOAN SERVICES This Contract and Agreement is entered into by and between the Texas State Library and Archives Commission and the Local Governmental Unit pursuant to the authority granted and in compliance with the provisions of the "Library Systems Act," Article 5446a V.C.S.; the "Rules and Regulations for the Library Systems Act;" "The Powers and Duties of the Commission, Director and Librarian," Article 5436 V.C.S.; and the "Library Services and Construction Act," Public Law 84-597, as amended by 95-123. I. CONTRACTING PARTIES: The Receiving Agency: Texas State Library and Archives Commission The Performing Agency: City of Corpus Christi II. STATEMENT OF SERVICES TO BE PERFORMED: A. The Receiving Agency will reimburse the Performing Agency for expenses incurred in processing and filling interlibrary loan requests for library materials and information from designated libraries and for processing Interlibrary loan requests originating with the Performing Agency. B. The Performing Agency will provide free interlibrary loan and reference services according to the operating procedures set by the Receiving Agency. C. The Performing Agency may charge expenditures against this grant only if they are for reimbursement of expenses incurred or obligated during the grant period. Grant funds may not be encumbered after August 31, I981. By November 30, 1981, all obligations of the grant period must have been paid. An audit will then be submitted to the Receiving Agency and all unexpended funds will be returned or a final request for any funds due will be submitted. D. The Performing Agency agrees to audit the status of accounts as of November 30, 1981, for all funds received under this contract. Audit Requirements: I. This grant must be identified by Contract #125b. 2. Federal and State funds must be audited separately. Federalfunds by fiscal year must be audited separately. 3. The audit for this grant must determine an unobligated fund balance and a cash balance of grant accounts and of program income accounts as of August 31, 1981, and a final fund balance as of November 30, 1981. 4. Expenditures must be identified by the categories specified under Paragraph V. of this contract. 5. All audits must be conducted by an independent certified public accountant or a public accountant licensed by the Texas State Board of Public Accountancy. 6. The audit must identify the maximum allowable expense for indirect costs, if any, as determined by the indirect cost rate specified in this contract, applied to the direct expenditures verified in the audit. 7. The audit must identify the amount of interest earned on this grant, if any. All interest earned must be refunded to the Receiving Agency at the completion of the audit. (page 1 of 5) • £xhild- f1 " 8. The audit must identify the amount of program income earned as a result of this grant, if any, and must verify that the income was properly credited to the grant account. Unexpended program income funds must be refunded to the Receiving Agency at the completion of this audit. 9. The audit will be conducted according to an audit manual sent to the local fiscal officer designated in this contract. The audit will be provided to the Receiving Agency by February 1, 1982. The cost of the audit if received after this date must be paid from local funds. E. The Performing Agency may not use monies received under this grant to replace local funds during the period of the grant. F. The Performing Agency must retain time records for reimbursement of personnel services charged to the grant account. Reimbursement of prorated personnel services may be charged to the grant account if the percentage of time expended on the grant program is clearly specified on the time records. G. The Performing Agency agrees to maintain financial records and other evidence pertaining to all costs incurred and revenues or other applicable credits in accordance with generally accepted accounting principles. Records must be retained for a period of five years and shall .be made available to the Secretary of Health, Education and Welfare and the Comptroller General of the United States and the State of Texas or their duly authorized representatives for the purpose of audit and examination of any books, documents, papers and records of the Performing Agency at all reasonable times during the five year retention period. H. The Performing Agency agrees to maintain continuing inventory records of all equipment purchased with funds from federal grants and to conduct annual inventories of such equipment according to federal guidelines and procedures as provided by the. Receiving Agency and agrees that any equipment acquired with funds from this grant shall become the property of the Texas State Library in the event that the Performing Agency ceases to be a network referral library. I. The Performing Agency agrees to reimburse travel and per diem expenses either at the rate currently in effect for the State of Texas or at the rate currently adopted by the local Performing Agency. The State of Texas rate, if adopted by the Performing Agency, is currently reimbursed al 20 cents per mile and $40 per day for in-state travel and actual expenses not to exceed $40 per day for out-of-state travel. Travel outside the system service area must be approved in advance by the Receiving Agency. J. Any publication or presentation resulting from or primarily related to the work conducted under this contract shall contain the following disclaimer: The activity which is the subject of this report was supported in whole or in part by the U.S. Department of Education. However, the opinions expressed herein do not necessarily reflect the position or policy of the U.S. Department of Education and no official endorsement by the U.S. Department of Education should be inferred. Promotional materials, bibliographies, and other such short pieces should give the following acknowledgement: Published with funds granted under the Library Services and Con- struction Act, Title I (P.L. 84-597, as amended by P.L. 95-123)- K. If this contract results in copyrightable material, the Performing Agency is free to copyright the work but the Receiving Agency reserves a royalty - free, nonexclusive and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use the work for government purposes. (page 2 of 5) • L. The Performing Agency certifies that it is in full compliance with Title VI of the Civil Rights Act of 1964 as indicated by the completed HEW -441 form on file. The Performing Agency certifies by this contract that it is in full compliance with Title IX of the Education Amendments of 1972 prohibiting sex discrimination. The Performing Agency certifies by this contract that it is in full compliance with Section 504 of the Rehabilitation Act of 1973 and the Age Discrimination Act 42 U.S.C. 6101 et. seq.). M. The Performing Agency will submit monthly statistical reports of activity and response time reports within five working days following the end of a month, and will create a record of each interlibrary loan request (transaction sheet) and make this record available to the Receiving Agency upon demand. N. The Performing Agency agrees to submit four (4) expenditure reports of federal and program income accounts for the following periods: (1) September 1, 1980 to December1, 1980 to February 28,er 3119819by� March 15, 981;ecember3(3) MarOch (1, 1981 to May 31, 1981, by June 30, 1981; and (4) June 1, 1981 to August 31, 1981 by September 15, 1981. O. The Performing Agency shall not subcontract any part of this contract to another person or agency wlthout the prior written approval of the Receiving Agency. P. The Performing Agency agrees to provide the Receiving Agency with two sets of all promotional materials produced under this contract. Q. The Performing Agency will add the following staff whose work assign- ments are exclusively to provide interlibrary loan services: (1) Librarian II (2) Principal Library Aide (1) Senior Library Aide R. The Performing Agency will provide office equipment, one OCLC terminal and printer, one microfiche reader, 2 telephone line(s) directly into the interlibrary loan office, and a telephone extension to local library telephones. 5. The Performing Agency will provide access to the complete LC -NUC series, CBI, BIP, and OCLC. T. The Performing Agency's budget allocations under this contract are predicated upon the following performance objectives: 1. Fill 6,570 interlibrary loan requests from the Performing Agency's resources. 2. Process 18,900 interlibrary loan transactions. 3. Maintain an average response time of one calendar day for inter- library loan requests. U. The Contracting Parties may terminate this contract if either party for any reason violates any of the terms of this contract, or fails to carry out the various tasks set forth in this contract, by giving written notice at least thirty (30) days prior to the effective dates of such termination. The Performing Agency shall be entitled to receive reimbursement for all expenses incurred prior to the effective date of termination. III. PAYMENT FOR SERVICES: The Receiving Agency shall pay for services received from federal appropriation Items or accounts of the Receiving Agency from which like expenditures would normally be paid, based upon a "Request for Funds" submitted by the Performing Agency on Texas State Library form 51-10. The request will be - ily for the amount of funds required to meet disbursement needs for a one -mon -'1 period, but should not be less than $250 per request. (page 3 of 5) • IV. TERM OF CONTRACT: • This Contract is to begin September 1, 1980 and shall terminate August 31, 1981. V. BASES FOR CALCULATING REIMBURSABLE COST: Code Category Amount 101 Salaries $ 50,771 109 Retirement Fund/Social Security 6,890 389 Health Insurance/Workers' Comp. 1,812 301 Communications (OCLC) 12,532 344 Telephone 6,875 244 Photocopying/Supplies/printing 2,550 328 Postage & Postal Insurance 2,970 352 Memberships & Training 245 353 Operational Travel 270 347 Equipment Service Contracts 355 301 Audit 1,200 514 Inventory (Lost Books) 100 TOTAL DIRECT COSTS 472 Total Indirect Costs (596 of Direct Expenditures) $ 86,570 4,329 TOTAL CONTRACT AMOUNT $ 90,899 Expenditures in excess of the above amounts for a particular expense category are allowable without prior approval of the Receiving Agency if the additional charges do not exceed 1596 of the budgeted amount. This provision does not allow the total amount of the contract to be exceeded. (page 4 of 5) CONTRACT AMOUNT: The total amount of this Contract shall not exceed: $90,899 Ninety tho.«nd, P4ghr hundrt d and ninety-nine dollars. Source of Funds in this Contract: FY 1980 LSCA Title I The undersigned Receiving Agency does hereby certify that (1) the services specified above are necessary and essential for activities that are properly within the statutory functions and programs of the affected agencies of state and local governments; (2) the services, supplies or materials contracted for are not required by Section 21 of Article 16 of the Constitution of Texas to be supplied under contract given to the lowest bidder; and (3) the arrangements and payments contracted for are in compliance with the Provisions for Programs of the Department of H.E.W., Office of Education, the Rules and Regulations and the General Provisions of the Library Services and Construction Act, P.L. 84-597, as amended by P.L. 95-123, and the State Library Plan for operation under the Library Services and Construction Act. By: RECEIVING AGENCY Texas State Library ignature Dorman H. Winfrey Typewritten Name Above Director and Librarian PERFORMING AGENCY By: Signature (Must be an official empowered to enter into contracts) R. Marvin Townsend Typewritten or Printed Name Above City Manager Title Title 7—tv73 Date Date Type or print name of local fiscal officer responsible for account into which these funds are to be paid: Harold F. Zick Name of Fiscal Officer Director of Finance Title (Must be an official of the city or county government) P.O. Box 9277 Corpus Christi, Texas 78408 Address 512/884-3011 Telephone Number ATTEST: City Secretary APPROVED: DAY OF , 1980: J. BRUCE AYCOCK, CITY ATTORNEY By Assistant City Attorney Director of Finance (page 5 of 5) Corpus Christi, Texas 444/ . 1920 TO THE MEMBERS OF THE CITY COUNCIL Corpus Christi, Texas For the reasons set forth in the emergency clause of the foregoing ordinance, a public emergency and imperative necessity exist for the suspension of the Charter rule or requirement that no ordinance or resolution shall be passed finally on the date it is introduced, and that such ordinance or resolution shall be read at three meetings of the City Council; I, therefore, request that you suspend said Charter rule or requirement and pass this ordinance finally on the date it is introduced, or at the present meeting of the City Council. Respectfully, 1 MAYIRir THE TY OF CORPUS CHRISTI. TEXAS The Charter rule was suspended by the Luther Jones Edward L. Sample Dr. Jack Best David Diaz Jack K. Dumphy Betty N. Turner Cliff Zarsky following vote: The above ordinance was passed by the following vote: Luther Jones Edward L. Sample Dr. Jack Best David Diaz Jack K. Dumphy Betty N. Turner Cliff Zarsky 15723