HomeMy WebLinkAboutC2005-201 - 4/12/2005 - ApprovedTEXAS STATE LIBRARY AND ARCHIVES COMMISSION
GATES "STAYING CONNECTED" GRANT
Grant Number: 431-05013
1. CONTRACTING PARTIES
Grantor: Texas State Library and Archives Commission (TSLAC)
Grantee: City of Corpus Christi, Corpus Christi Public Libraries
805 Comanche St
Corpus Christi, Texas 78401
H. TERM OF GRANT
March 1,2005, to July 31, 2005
III. STATEMENT OF PURPOSE AND GRANTEE RESPONSIBILITIES
ORIGINAL
The Bill and Melinda Gates Foundation (the Foundation), through the Texas State Library and Archives
Commission, is providing funds to designated libraries in Texas in order to purchase and install upgraded
computer systems (including pre-installed software) as replacements for systems originally provided by the
Foundation. These funds are part of the "Staying Connected" grant program (the Program), which is being
administered in Texas by TSLAC. Eligible libraries have been authorized to receive partial funding for
one or more upgraded computer system(s), at a cost not to exceed $2,400 per authorized computer system.
The Program will provide partial reimbursement (two-thirds) to the eligible libraries, up to a maximum of
$1,600 per author/zed computer. The Program requires the eligible libraries to provide the remaining one-
third cost per authorized computer in local match.
To facilitate the distribution of the computers and the grant funds, TSLAC has negotiated an agreement
with a single source vendor to provide computer systems and pre-installed software that meet all minimum
specifications required by the Program ('Gates Model'). The designated vendor is Austin Ribbon and
Computer (ARC).
A. Under the terms of the Program, Grantee is eligible to receive partial funding for the purchase of 10
Gates Model' computer system(s). Grantee agrees to purchase 10 of the approved 'Gates Model'
computer system(s) from Austin Ribbon and Computer, at a cost of $1,888.00 each. Per the Grantee's
signed Letter of Intent to Purchase, Grantee will be purchasing Dell brand computers. The approved
Letter of Intent to Purchase submitted by Grantee becomes part of ~his contract by this reference. The
Grantee hereby agrees to provide the mandatory one-third match for each author[zed computer
system in this Program.
B. Grantee must order 'Gates Model' computer systems on or before April 30, 2005. The Grantee may
not obligate grant funds after April 30, 2005. All obligations must be liquidated on or before July 15,
2005. If Grantee is unable to meet these deadlines, Grantee will risk forfeiture of grant award, and
should immediately contact Marilyn Johnson, Program Manager, at 512-463-6627.
C. Grantee agrees to immediately install the 'Gates Model' computer(s) purchased as part of this
Program. Upon installation, Grantee will verify that the operating system and all pre-loaded software
2005-201
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Tx State Library and Archives 1 of 9 ARC Local Match
D. Grantee further acknowledges that 'Gates Model' computer systems purchased under this Program
must be used solely as public access computers, and may not be located in a restricted-access area of
the library.
E. Grantee agrees to comply with all other requirements stated in this contract.
IV. GRANT AMOUNTS AND DISBURSEMENT REQUIREMENTS
A. The total amount of the computers ordered shall not exceed: $18,880.00
B. Source of funds:
(2/3) TSLAC Gates Foundation "Staying Connected" Grant, State FY 2005 $12,587.00
(1/3) Required Local Matching Funds, Provided by Grantee $6,293.00
C. Grantor will process payments for Gates Grant funds to Grantee under this Program using the direct
deposit or other payment information provided by Grantee for the Loan Star Librar/es grant payments.
Should Grantee require payments to be made to a different Texas Identification Number (TIN),
Grantee must submit required TIN to TSLAC on invoice(s) when submitted for reimbursement.
D. Grantor will process payment for the 2/3 portion of grant upon delivery to Grantor of a valid invoice
from ARC. Authorized signature from Grantee on invoice will serve as certification by Grantee that
each authorized computer system has been installed and meets ALL the minimum hardware and
software specification requirements of the Program, as outlined in Attachment A. Grantee should
receive payment within 15 drays after Grantor receives the signed, approved invoice, provided all other
Program requirements have been fulfilled.
E. Any interest accrued above $100 must be returned to Grantor, per requu-ements in Uniform Grant
Management Standards (UGMS). All unexpended funds in excess of $25.00 must also be returned to
the Grantor, along with the Final Financial Status Report (FSR) See Section VII.B. of this contract
for FSR due dates.
F. Per the approved Letter of Intent to Purchase, funds are approved according to the following budget.
Indirect costs are NOT allowed for the purpose of this Program.
Equipment/Property $18,880.00
Total Program Costs $18,880.00
V. WR1TI?EN PRIOR APPROVALS FOR FISCAL AND PROGRAMMATIC CHANGES
The Grantee must request written prior approval for fiscal and/or programmatic changes as outlined in this
Section. Under no condition can a Grantee request to exceed the total grant amount, nor can Grantee use
funds under this Program except to purchase authorized 'Gates Model' computer systems. Grantor must
receive all prior requests on or before April 30, 2005. Requests received aBrer this date will be
considered on a case-by-case basis.
A. Fiscal changes must have written pr/or approval under the following conditions:
I. Making a change to reduce the number of 'Gates Model' computer systems purchased under this
Program; and/or,
2. Making a change to the computer brand ordered.
B. Programmatic changes to the approved Letter of lntent to Purchase must have written prior approval
under any conditions.
FY 2005 Gates Grant 2 of 9 ARC Local Match
All changes to the items listed under the following cost categories, if any, must have written prior
approval. Written prior approval is also required if an item's cost or features are substantially different
from what the approved Letter of Intent to Purchase specifies or from a previously approved Prior
Approval Request.
COST CATEGORIES
1. Ecluipment/Pro~errv
EQUIPMENT AND PROPERTY REQUIREMENTS
$18,880.00
A. The Grantee agrees to maintain records on all equipment/property with an acquisition cost above
governing entity' s capitalization level Subject to the obligations and conditions set forth in the
Uniform Grant Management Standards (UGMS) Section III, Subpart C.32 (a), title to equipment
acquired under a grant will vest in the Grantee upon acquisition.
B. EquipmentA?roperty is hereby defined as an article of nonexpendable, tangible personal property
having a useful life of more than one year, and an acquisition cost that equals or exceeds the
capitalization amount established by Grantee's governing entity. Grantee must furnish a statement to
Grantor certifying the governing entity's capitalization level with each Prior Approval Request Form
for equipment and/or property.
The UGMS Subpart C, Sec. 32, (d) (3) requires certain items of equipment (stereo systems, still and
video cameras, facsimile machines, VCRs and VCR/TV combinations, and cellular and portable
telephones) to be maintained on inventory if the item's cost is above $500, or if the item could be
easily lost or stolen.
D. When properly is vested in the Grantee, the Grantee will dispose of equipment/property in
accordance with the UGMS Subpart C, Sec. 32, (e).
E. The Grantee must include any equipment/property acquired with grant funds in the required bi-
annual property inventory, and follow UGMS guidelines for property disposal. The Grantee agrees
to submit the Equipment/Property Acquired Form by August 1, 2005, for all equipment/property
purchased during the current grant year. This list must balance the equipment/property purchased
with prior approval amounts and amounts on Financial Status Report.
F. The UGMS Subpar~ C, Sec. 32, (d) requires the Grantee to reconcile the equipment/property records
with a physical inventory of the equipment/property every two years. This biennial inventory does
not need to be submitted to the Grantor, but must be maintained by the Grantee and will be subject to
review by the Grantor.
G. All changes to items listed in the Equipment/Property category outlined in Section V.C. 1. of this
contract require written prior approval. This category includes equipment, furniture, library
materials, etc. purchased wholly or in part with grant funds. The prior approval amount listed in that
Section is the total approved capital expenditure amount, which is defined as the cost of the
equipment and/or property, including any cost necessary to put the item into service, such as the cost
of any modifications, attachments, accessories, or auxiliary apparatus necessary to make the item
usable for the purpose for which it is acquired. Ancillary charges, such as taxes, duty, protective in-
transit insurance, freight, and installation may be included in, or excluded from, capital expenditure
cost in accordance with the Grantee's regular accounting practices.
VII. REPORTING REQUIREMENTS
The Bill and Melinda Gates Foundation has charged the Grantor with submitting periodic reports relating
to this Program. In accepting these grant funds, the Grantee acknowledges responsibility to provide
information to the Grantor to ensure compliance with Program requirements. To comply with these
FY 2005 Gates Grant 3 of 9 ARC Local Match
requirements, the Grantee agrees to submit reports that are timely, accurate, auditable, and consistent with
de£mitions.
A. The Grantee agrees to submit the invoice documentation detailing the 'Gates Model' computer
specifications on all authorized computers purchased under this Program. Invoices must be signed and
subnntted to the Grantor within 48 hours of receiving a valid invoice from the vendor, ARC. In
addition, Grantee must submit a final Performance Report once all grant funds are expended and all
program requirements are accomplished. The Performance Report should consist ora narrative report
that describes when the 'Gates Model' computer(s) were received, where the computer(s) are located
within the library, and how the computer(s) are being utilized at the library. Grantee should mark the
Performance Report as "final," and not submit any subsequent Performance Report forms.
Rel~ortlnt, Period Due Date
March 1, 2005 - July 31,2005 On or Before August 1, 2005
B. The Grantee will submit a single, final Financial Status Report (FSR) to Grantor not later than 30 days
after receiving grant payment. The Grantee will show local match as "local funds" in addition to the
funds provided by the grant. The source and amount of the local funds must be reported in box 7.b of
the final FSR. The Grantee agrees to submit a single FSR for the project(s) funded under this contract
on or before the due dates listed in the following schedule, or within 30 days of all grant funds being
expended. Grantee should mark the FSR as final, and not submit any subsequent FSR forms.
Rel>ortinl! Period Due Date
March 1, 2005 - July 31, 2005 On or Before August 1, 2005
VIII. GENERAL TERMS AND CONDITIONS
A. The Grantee will comply with all terms outlined in this contract.
B. The Grantee will comply with the Rules for Administering the Library Systems Act, Texas
Administrative Code, Chapters 1.91 1.97.
C. The Grantee will comply with the following three parts of the Governor's Office of Budget and
Planning, Uniform Grant Management Standards (UGMS), revised June 2004, located at
http..//www.g~vern~r.state.tx.us/divisi~ns/stategrants/guidelines/~~es/UGMS~62~~4.d~c.
1. Cost Principles for State and Local Governments and Other Affected Entities
(Ad~pted from OMB Circular A-87)
2.State Uniform Adrminstrative Requirements for Grants and Cooperative Agreements
(Adapted from OMB Circular A-102)
3. State of Texas Single Audit Circular
(Adapted from OMB Circular A-133)
D. All publicity relating to the ~ant award must include acknowledgement of the Bill and Melinda Gates
Foundation and the Texas State Library and Archives CornnUssion whenever possible and practical.
Publicity includes, but is not limited to, press releases, media events, public events, displays in the
benefiting library, announcements on the Grantee's Website, and materials distributed through the
grant project. The Grantee will provide the Grantor with one set of all public relations materials
produced under this grant.
E. Grantee understands that acceptance of funds under this contract acts as acceptance of the authority of
the State Auditor's Office, or any successor agency, to conduct an audit or investigation in connection
with those funds. Grantee 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.
FY 2005 Gates Grant 4 of 9 ARC Local Match
Grantee will ensure that this clause concerning the authority to audit funds received indirectly by Sub-
grantees through Grantee, and the requirement to cooperate, is included in any sub-grant awarded.
F. The Grantee agrees to maintain all financial and programmatic records, supporting documents,
statistical records, and other records relating to this grant award according to Section II, Subpart C.42
of UGMS. In general, Grantees must maintain records for a minimum of three years from the date the
Grantee submits to Grantor the last single audit or audit report for the grant period.
IX. ENFORCEMENT
A. Remedies for noncomvliance. If a Grantee or Sub-grantee materially fails to comply with any term of
an award, whether stated in a federal or state statute or regulation, an assurance, in a state plan or
application, a notice of award, or elsewhere, the Grantor may take one or more of the following
actions, or impose other sanctions, as appropriate in the circumstances:
1. Temporarily withhold cash payments pending correction of the deficiency by the Grantee or Sub-
grantee, or more severe enforcement action by the Grantor;
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 award for the Grantee's or Sub-grantee's
program;
4. Withhold further awards for the program; or
5. Take other remedies that may be legally available.
B. Hearings, al>veals. In taking an enforcement action, the Grantor will provide the Grantee or Sub-
grantee an opportunity for such hearing, appeal, or other administrative proceeding to which the
Grantee or Sub-grantee is entitled under any statute or regulation applicable to the action involved.
C. Effects of susl~ension and termination. Costs of Grantee or Sub-grantee resulting from obligations
incurred by the Grantee or Sub-grantee during a suspension or after terrmnation of an award are not
allowable unless the Grantor expressly authorizes them in the notice of suspension or termination, or
subsequently. Other Grantee or Sub-grantee costs during suspension or after termination which are
necessary, and not reasonably avoidable, are allowable iff
1. The costs resulting from obligations which were properly incurred by the Grantee or Sub-grantee
before the effective date of suspension or termination are not in anticipation of it and, in the case
of a termination, are noncancelable; 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. Relationshiv to Debarment and Susvension. The enforcement remedies identified in this section,
including suspension and termination, do not preclude Grantee or Sub-grantee from being subject to
"Debarment and Suspension" under E.O. 12549 (see UGMS Section m, Subpart C, Sec. 35) and state
law.
X. CONTACTS AT TSLAC
Questions or concerns about pro,aromatic issues, Performance Reports, and Prior Approval Requests
should be directed to this grant's Project Manager:
FY 2005 Gates Grant 5 of 9 ARC Local Match
Questions
Gates "Staying Connected" Grant Coordinator
Phone: 512-463-6627
Fax: 512463-8800
E-mail: gates.ld~tsl.state.tx.us
or concerns about regulatory or financial issues should be directed to:
Manager, Accounting and Grants Department
Phone: 512-463-6626
Fax: 512475-0185
E-mail: gates.accountin~(~,tsl.state.tx.us
Documentation relating to required Financial Status Reports, annual Property/Inventory Reports, and any
other miscellaneous forms and reports should be directed to:
Grants Accountant
Phone: 512-463-5472
Fax: 512475-0185
E-mail: eates.accountine~tsl.state.tx.us
X1. APPLICABLE AND GOVERNING LAW
A. The laws of the State of Texas shall govern this grant. All duties of either party shall be legally
performable in Texas. The applicable law for any legal disputes ar/sing out of this contract shall be
the law of, and all actions hereunder shall be brought in, the State of Texas, and the forum and venue
for such disputes shall be Travis County, District Court.
B. ~his grant is subject to availability of funds.
XII. GRANT CERTIFICATIONS
A. The Grantor certifies that: (1) the services specified in this contract are necessary and essential for
activities that are properly within the statutory functions and programs of the affected organizations;
(2) the services, supplies or mater/als 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 grant is in
compliance with Texas Government Code § 44l .006, General Powers and Duties, Texas Government
Code § 441.135 Grants (Systems Act), the State Plan for the LSTA in Texas, and the Uniform Grant
Management Standards (UGMS).
B. The Grantee certifies by this contract that it will comply with assurances listed in UGMS, Subpart
B.14.
C. The Grantee affirms that it has not given, offered to give, nor intends to give at any time hereafter, any
econormc opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to
a public servant in connection with this contract. The Grantee further affirms that its employees or
agents shall neither solicit nor accept gratuities, favors or anything of monetary value fi-om contractors,
potential contractors, or parties to any sub-agreements.
D. The Grantee certifies that a vailid signature will be entered on all invoices submitted for
reimbursement under this Program. Grantee further acknowledges that said signature will serve as
Grantee's certification that all authorized 'Gates Model' computer systems have been installed, are
operational, and meet or exceed ALL minimum specifications as outlined in Attachment A.
FY 2005 Gates Grant 6 of 9 ARC Local Match
SIGNATURES
GRANTOR
Texas State Library and Archives Commission
Libraries /' ~. /
Ed rd Seidenberg, Assistant State Librari~
Donna Osborne, Chief Fiscal Officer
Date
Program Comac. t_ Aflluinjs=fitor
Datc
GRANTEE
i~~gl4atul~'(Must ~ rll tl 'fl c i ill SmpCil iiii~ublic
to enter into contraCs)
Typewritten or Printed Name
Title
Date
S C t -rA
FY 2005 Gates Grant 7 of 9 ARC Local Match
ATTACHMENT A
'GATES MODEL' COMPUTER HARDWARE AND SOFTV~ARE SPECIFICATIONS
The minimum specifications for computer equipment, service, and software are outlined below. All
components must be equivalent or superior to any component listed in this specification. Brands other
than Dell, Gateway, or IBM will not be considered compliant with specifications. Computers and/or
software that do not meet ALL specifications contained in this Attachment A will NOT be eligible for
reimbursement under this Program.
A. Computer Equipment
Description
Pentium® 4 Processor 550 with HT
Technology (3.40GHz, 800FSB)
with components shown below.
Make and Model
Dell, Gateway, or
IBM
Pricing
Must not exceed $2,400
when combined with
cost of required
software programs
Operating System:
Memo~:
Keyboard:
Monitor:
Video Cards:
Hard Drive:
Floppy Drive and Additional Storage
Devices:
Mouse:
Network Interface:
Modem:
Document Management:
CD or DVD Drive:
Sound Card:
Speakers:
Productivity Software:
Security Software:
Digital Music:
Digital Photography:
Limited WarranW, Services and Support
Options:
Internet Access Services:
Media:
Specifications of Computer Equipment
Microsoft® Windows® XP
Professional
IGB Dual Channel DDR2 SDP, AM at
400MHz (4x256M)
Keyboard, Dell Quietkey~ or equal
17 inch 1704FPT UltrasharpTM
Digital Display or equal
Integrated Intel® Graphics Media
Accelerator 900 or equal
160GB Serial ATA Hard Drive
(7200RPM)
3,5 inch Floppy Drivc
Optical USB Mouse
Integrated Intel® PRO 10/100
Ethernet
No Modem
Adobe® Acrobat® Reader 6.0
Single Drive: 16X DVD-ROM Drive
Integrated 5.1 Channel Audio
Speakers
No Microsoft Office
No Virus Protection
Easy-to-use music CD burning
software
Paint ShopTM Pro® Trial plus Photo
AlbumTM Starter Edition
4 Year Limited Warranty plus 4
Years On-Site Service
No ISP
Dell Media Experience or equal
FY 2005 Gates Grant 8 of 9 ARC Local Match
The required soft, yarc to be installed on each of the computers is shown below. Substitutions, if
necessary, should be equivalent or exceed educational standards of the software on the list below
(documentation may be required). Appropriate age group(s) and educational scope should be
considered as well (i.e., Reader Rabbit's Math would be a suitable substitution for Arthur's Math
Games).
Required Software
Encarta Premium Suite (2005) - includes:
Encyclopedia
World Atlas
World English Dictionary
Researcher Tool
Streets and Trips (2005)
Price
See above
PRODUCTIVITY
Word 2003
Excel 2003
PowerPoint 2003
Access 2003
FrontPage 2003
Publisher 2003
OTHER
Norton Antivirus
Internet Explorer 6
CHILDREN / YOUTH
(although the educational titles below are preferred,
suitable substitutions may be accepted)
The New Way Things Work
Achieve! Math & Science
Achieve! Writing & Language Arts
Little Monster at School
Just Grandma and Me
Green Eggs and Ham
The Cat in the Hat
Reader Rabbit Sparkle Star Rescue
StudyWorks! Teaching Pro: Science Complete
StudyWorlcs! Teaching Pro: Middle & HS Math
ClueFinders Search and Solve Adventures
GeoSafari History
GeoSafari Geography
Arthur's Math Games
Arthur's Thinkang Games
Arthur's Computer Adventure
FY 2005 Gates Grant 9 of 9 ARC Local Match