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Massachusetts Board of Library Commissioners Resource Guide Collection

ARPA Grant Management Guide: Contract materials

About

The MBLC will send the library a contract packet containing several documents that must be completed in order to receive the grant.

 

Acceptable Signatures

Update Policy: as of June 15, 2021, electronic signatures are now acceptable. As of December 2021, MBLC will be sending contract documents via DocuSign. Hard copy contracts will no longer need to be physically mailed back.

Commonwealth of Massachusetts Contractor Authorized Signatory Listing (CASL) Form

The Commonwealth of Massachusetts Contractor Authorized Signatory Listing (CASL) Form is a required state document that tells us who is allowed to sign documents for your organization. This form is used to verify that the person(s) signing the contractual documents are specifically authorized to execute and bind the organization into a contractual relationship with the MBLC. The information provided on this form will be confirmed by the MBLC by comparing the names and titles provided on this form (CASL) against the other contractual forms that have been signed for the life of this grant.

In the section titled “Authorized Signatory Name” and “Title,” list the names and titles of those individuals authorized to execute contracts and other legally binding documents on behalf of the library for the life of this grant. The number of individuals listed will vary and there is no recommended amount. It is fine just to have one individual.

ONLY an individual listed on the CASL Form can sign the other contract forms

ANY individual listed on the CASL Form can sign the other contract forms

FAQs for Commonwealth of Massachusetts Contractor Authorized Signatory Listing (CASL) Form

Question: What is the legal name?
Answer: The legal name must match the Commonweath of Massachusetts Standard Contract so you must use the "Contractor Legal Name" from the contract.

Question: What is the vendor code and where do I find this information?
Answer: The vendor code is the record in MMARS (Massachusetts Management Accounting and Reporting System - the state accounting system) that identifies your entity. Your vendor code can be found on the contract under your email address.

Question: The contract manager (for the library) is not an authorized signatory - is that okay?
Answer: Yes, that is okay. The contract manager does not need to be an authorized signatory.

Question: Who signs this document?
Answer: That all depends on how your municipality handles these types of situations. Some municipalities allow the library director to sign all library related contracts. In other cases, we have seen that the municipality insists on being the signatory.

Question: Why should I list other people on this document?
Answer: If you only had one person listed and that person was not available to sign a contract amendment, then this document authorizes other individuals to sign on their behalf.

Question: What if someone who is authorized quits, retires, etc.?
Answer: This document can and must be updated any time there is a change. Simply complete it and resubmit to tanesha.deane@mass.gov

Question: I completed one of these forms before. Can you just use that one again?
Answer: The Commonwealth requires a new CASL with each new contract.

Question: I am the library director but I am not listed (by the municipality) as an authorized signatory - can I still sign the contract?
Answer: No. If you are not listed on the CASL as an authorized signatory, you cannot sign any of the contract documents.

Commonweath of Massachusetts Standard Contract Form

The Commonwealth of Massachusetts Standard Contract Form is the contract required by the state of Massachusetts. 

The person that signs this document MUST be one of the people listed as an authorized signatory on the CASL form.

FAQs for Commonweath of Massachusetts Standard Contract Form

Question: The contract lists the contractor legal name as the municipality we are located in - can you change this to be our library name?
Answer: No. This is treated just like your state aid in which the money is sent to the municipality and it is your responsibility to work with the municipality to ensure you receive these funds.

Question: Who signs this document?
Answer: That all depends on how your municipality handles these types of situations. Some municipality allow the library director to sign all library related contracts. In other cases, we have seen that the municipality insists on being the signatory. Only people listed on the CASL may sign any or all of the contract documents.

MBLC Agreement

The MBLC Agreement covers the requirements that must be met according to federal statutes and regulations. Grant recipients must comply with all applicable statutes and regulations included in the following certifications and as may otherwise be required by law:

  • Civil Rights - Nondiscrimination
  • Debarment and Suspension
  • Lobbying
  • Internet Safety Certification (if applicable to the grant)
  • Trafficking in Persons

More detail on applicable statutes, regulations, and certifications may be found here.

Of particular note:

  • Any federal funds received must be used specifically for instituting new services or supplementing present services. They may not be used to replace local funding.
  • If any interest is earned on federal money, it must be returned to the federal government. Because of this, grant funds should be kept in a non-interest bearing account.
  • Federal money also has to be separately accounted for, and copies of paid invoices and documentation, such as cancelled checks, kept accessible for three years. Be sure your financial office understands this before the project even begins.
  • Any publication (book, manual, article, website, etc.) resulting from the project must: acknowledge that it does not necessarily reflect the position or policy of the granting agency; recognize both IMLS and the MBLC as funding sources; and be submitted to us electronically.

The person that signs this document MUST be one of the people listed as an authorized signatory on the CASL form.

Children's Internet Protection Act (CIPA) Form

The Children's Internet Protection Act (CIPA) is a federal law that requires library computers to be filtered as well as have an Internet Safety policy in place. CIPA only applies to public libraries and k-12 schools. If a library uses federal funds (such as ARPA) to purchase computers (including tablets) used to access the Internet, or to pay for direct costs (e.g your monthly internet bill) associated with accessing the Internet, then the library would need to be CIPA-compliant. More information about CIPA can be found on the MBLC website.

All libraries must fill out the CIPA form. There are three options to select from:

1. The library is CIPA-compliant

2. The library is currently not CIPA-compliant but will be within the year

3. The library is not CIPA-compliant and will not be using funds for anything that would require them to be compliant

This document should be signed by a library representative who can accurately certify the library's CIPA status. This individual does not need to be listed on the CASL form.

FAQs for CIPA

Question: If we filter the computers in the Children's Room, does this mean we are CIPA-compliant?
Answer: No. Filtering computers is just one part of CIPA and applies to more than just the Children's Room. Every library computer, including staff computers, must have an internet filtering solution and the library would need to adopt and enforce an internet safety policy.

Question: Does CIPA only apply to computers we purchase with federal funds?
Answer: No. If you use federal funds in a way that requires CIPA-compliancy, all library computers need an internet filtering solution. The library would need an internet safety policy as well.

Question: Who signs this document?
Answer: This document should be signed by someone who can accurately certify the library's CIPA status. This will frequently be the library director, though other staff may be qualified as well. The individual signing this form does not need to be listed on the CASL form.

Federal Funding Accountability and Transparency Act (FFATA) Form

The Federal Funding Accountability and Transparency Act (FFATA) requires that information on federal awards be made available to the public.

MBLC must report on all grant awards equal to or over $30,000. The FFATA form includes all the information we must report: your organization's name, the amount of the grant, and your DUNS number. If you are a municipal department, the DUNS number would be your municipality's number. If you are a non-profit, you should have a DUNS number for your organization.

Only libraries that receive $30,000 or more in funding will be required to fill out this form. The form can be completed and signed by anyone affiliated with the library or municipality who would know the requested information. This individual does not need to be listed on the CASL form.

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