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Item B27M C ounty of f Monroe ELj » °o � BOARD OF COUNTY COMMISSIONERS /� r i � �� Mayor George Neugent, District 2 The Florida. Ke Se y I Mayor Pro Tern David Rice, District 4 Danny L. Kolhage, District I Heather Carruthers, District 3 Sylvia J. Murphy, District 5 County Commission Meeting October 18, 2017 Agenda Item Number: B.27 Agenda Item Summary #3444 BULK ITEM: Yes DEPARTMENT: Public Libraries TIME APPROXIMATE: STAFF CONTACT: Norma Kula (305) 853 -7349 N/A AGENDA ITEM WORDING: Approval of the filing of a grant application and agreement for State Aid to Libraries from the Florida Department of State, Division of Library and Information Services, and execution of same with the proper County authorities. ITEM BACKGROUND: This is an annual application process to receive State Financial Aid for the Library system. PREVIOUS RELEVANT BOCC ACTION: Board approved prior application at the September 21, 2016, meeting. CONTRACT /AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval DOCUMENTATION: State Aid to Libraries Grant Agreement 2018 FINANCIAL IMPACT: Effective Date: October 1, 2017 Expiration Date: September 30, 2018 Total Dollar Value of Contract: $ 80,000.00 Total Cost to County: N/A Current Year Portion: $ 80,000.00 Budgeted: Yes Source of Funds: State Grant CPI: No Indirect Costs: N/A Estimated Ongoing Costs Not Included in above dollar amounts: N/A Revenue Producing: Yes If yes, amount: $ 80,000.00 Grant: State Aid to Libraries, Florida Department of State, Division of Library & Information Services County Match: N/A Insurance Required: N/A Additional Details: N/A REVIEWED BY: Norma Kula Completed 09/29/2017 4:43 PM Patricia Eables Completed 10/02/2017 11:56 AM Budget and Finance Completed 10/02/2017 12:04 PM Maria Slavik Completed 10/03/2017 8:39 AM Kathy Peters Completed 10/03/2017 7:16 PM Board of County Commissioners Pending 10/18/2017 9:00 AM I Q a. The Grantee shall perform the following Scope of Work as identified in Section 257.17, Florida Statutes: L rarj service 1 ega service area. Grantee Sul: I 1. Have a single administrative head employed full time by the library's governing body-, 2. Provide free library service, including loaning materials available for circulation free charge and providing reference and information services free of charge; 3. Provide access to materials, information and services for all residents of the area servel- and 4. Have at least one library, branch library or member library open 40 bours or more each week b. The Grantee agrees to provide the following Deliveirables related to the Scope of Work for payments to be awarded. 0 it Payment will be a fixed price in the armunt of 100% of the grant award. The Grantee will. • Adopt or approve current year library budget; • Have at least one library, branch library or member library open 40 hours or more each week (excluding holidays) during the grantee's fiscal year; and o Adopt or approve the Annual Plan of Service for the grantee's fiscal year. State Aid to Libraries Orunt A (FormDU&SA02) Charter I3-7-61u2XA),,F7arIda Adad rust radiv Code, Effective D72017 Page I of 19 State AW to Elbrafics Ghmt A (rOTMDLLQJSAM) Chapter IB-2-011(2)(a), Florida Administrative Code, Effective ol.2o17 Page 2 of 15 Lrs Per ffee& It W I It JUJIgcr 0t; UJIWUIC LO FmCITC 'mm tuw" lJoral g Met I M funding will be reduced to zem 9. Credit Line(s) to Acknoiviedge Grant Funding. The Division requires public acknowledgernent of State Aid to Libraries Grant loading for activities and publications supported by grant fimds. Any announcernents� information, press releases, publications, brochures, videos, web pages, programs, etc. created as part of a State Aid to Libraries Grant project must include an acknowledgment that State Aid to Libraries Grant fiands were used to create thert. MT4. mm m E 3 mm- M State Aid to 1.1turka (Seat A (FoemE)MSAM) Charter 13-2,01 1(2)(a), Florida Administrative Code, Efledive 07-2017. Vogo3o[`15 State Aid to Librazics Ciant, fl al (EzbrrnDII&SA02) Cbepter IB-2-011(2X*),F7oHdaAdmdnistratim Code, Effective 07-2017. Pagc4of]5 19 Accounting Requirernents. The Grantee must maintain an accounting system that provides a complete record of the use of all grant finxis as follows: receipt� maintenance and expenditure of state funds; xuhuon my be used for revenues and expenses described in the Scope of Work and detailed in the Estimated Project Budget; ftuids, property and other assets; and State Aid ea Ldraries Gent Agt==t (Form DUS Chapter 1B.'? 019(2 )(# }, Florida Adminkeraffiv Code, Effective 07-2017. Page 5 of 15 24. liability. The Division will not assurne any liability for the acts� ornissions to act or negligence of the Grantee, its agents, servants or enTloyees; nor inay the Grantee exclude liability for its own acts, ornissions to act or negligence to ft Division. � 77tsions -- Tees, or cost T ivision a no enatnerora orney tees, Interest, I ate cnarges or service 'i collection related to this Agreement. State Aid to Libraries (Sent Agmm=t (T SISA02) Page 6or 13 Chapter 15.1011oant Florida kodnistrafire Code, Effectivo 07-2017. MEW procurement rnethod described below: 1. Purchases Up to $2,500: Procurement of goods and services where individual purchases do not exceed $2,500 do not'require competition and may be conducted at the Grantee's discretion. 2. Purchases or Contract Arnounts Between $2,500 and $35,000: Goods and services costing between $2,500 and $35,000 require informal compedtion and may be procured by purchase order, acceptance of vender proposals or other appropriate procurement doc nt. MWIl" Negotiate and may be procured by purchase order, acceptance of vendor proposals or other appropriate procurement document. State Aid to Labwks Grunt A ('onaDUSISA02) P2800M Chaptcr IB-101 1(2Xa), F'IoKda.4dnWnkAaflve Cade, Wectin 07-2017 ME=l iiiiiiiiiiiiiiii IN I 1111 ilillillillillillililill IIIIIII Stair Aid to Unities Gent A (FannDUSISAO Page 8 of 15 Chapter [B-ZOl 1(2Xa), MorldoAdministralliv Code, Effictive 97-2017 The Grantee hereby certifies that they have read this entire Agree and %iU comply vvith an of Its requirements, Date Oil " AT011j,,p— T-77 PATRICIA EABLES ASSISTANT COUNTY ATTORNEY DATE: MEMMEEM m BEEMMEM SULIC Aid to 11brmics (gunt Agmement(FonnDUSISA02) (lapter Ul-101 1(2Xa� Florida AdminUtratha Code. Effective 07-2017 Page 9 of 1 5 ATTACHMENT A FEDERAL AND STATE OF FLORIDA SINGLE AUDIT ACT REQUIREMENTS T'he adninistration of resources awarded by the Deparhmnt of State to the Grantee =y be subject to - �m 2�1 � This nart is « a. if the reci .9 . 61k & , v defined in 2 CFR 200-90, 200.64 & 200.70 as revised. Accountability Office (GAO). text of this agreement and the interpretation of compliance issues, IN 1!1 I� 111m:111111 I MOM# State Aid to LArtarics Chm Agmenaent obrar DUSIA02) Chapter 111-2.01 te-ha), FInrldhAdidmirtrative Code, Effective 07-2017 Page 1t of IS Tw� 1 . Copies of reporting packages for audits conducted in accordance with OMB Circular A-] 33, as revised, and required by PART I of this agreement shall be submitted, when required by Section .320 (d), OMB Circular A- 133, as revised, by or on behalf of the recipient directly to each of the following: 1131 Ex 111111111 Office of Inspector General Florida Department of State V 0 A 1. Grai Buildinz Room I 14A B. The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (the nutriber of copies required by Sections .320 (d)(1) and (2), OMB Circular A-133, as revised, should be submitted to the Federal Audit Clearinghouse), at the following address: Bureau of the Census 1201 East 10th Street Jeffersonville, IN 47132 C, Other Federal agencies and pass-through entities in accordance with Sections .320 (e) and W, OMB Circular A- 13 3, as revised. 2. Copies of financial reporting packages required by PART H of this agreermnt shall be submitted by or on behalf of the recipient dirccay to each of the following: - ME I IF. - =tv 500 South Bronough St. Tallahassee, FL 32399-0250 Auditor General's Office Aoorn401, Pepper Building I I I West Madison Street TaI16--assee, Florida 32399-1459 fin accordance with ONM Circular A-133 or Chapters 10,550 (local governnsental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, should indicate the 40.4 . MUTAJ�' Aimail-l-wAr—V State Aid to Ibradw Chnt AS sat {FormDUSISADo Njc 13 or 15 cliapta 1 13- 011(2Xac Florlda Adyninistrodw Code, Fgcc&c 07-2017. 4 � . . . I MMMMMES AI Al I M SIX. R.. v III 414 91 ......... . . . . . . . . . .. .......... .......... &U, w m .......... ....................... ....... I I � Attacli=ut B. MIRMAM 51 ON: State Aid to libraries Gletat Agar (Form DLISISA02) Chapter 1B -2,OIIC�X4 f7oridaAdm 'as wmiite CadrEffeclive07-2017 Page 14 of 0 LIAMMIt [Fiscal Year 2017-18 State Aid to Libraries Final Grants to be attached by the Division upon execution of the agreement] Stau:Ad to Ubtarks 0mapt A bra: cn=t(r`ormDUS`SA02) Chapter 1 S-ZOI Inca), Florida Adadnistraffiv Code, piledive 07-2017 NBC ISON5