ML20151V477

Cooperative Agreement: Maint & Operation of Lpdr, Awarded to Wharton County Community College

ML20151V477
Person / Time
Issue date:	04/18/1988
From:	Niemeyer E, Norton P NRC, WHARTON COUNTY COMMUNITY COLLEGE, WHARTON, TX
To:
Shared Package
ML20151V417	List: ML20151V412 ML20151V477
References
CON-FIN-D-2416, CON-NRC-39-88-239 NUDOCS 8805030071
Download: ML20151V477 (22)

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$0TICE OF COOPERATIVE AGREEMENT

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l. COOPERATIVE AGREEMENT. NUMBER.

2t. MODIFICATION NUMBER

3. COOPERATIVE AGREEMENT PERIO:

NRC-39-8.8-239 FROM:.3/15/88-T0:. 3/14/89 4.., AUTHORITY Secti.on 31a,and 141b of Atomic Energy Act-

5. TYPE.OF AWARD

6. COOPERATOR ' TYPE <

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j'of.1954,asamended.'-

' Cooperative Agreement -

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' 7dOO.PIRATOR,'NAME hND '.AUDRESS

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Wharton County bomunity College J.M.' Hodgds Learning Center -

.?Ma'intenance. and.0pera't. ion of The-Local Public.Do' cum.ent Roo.m (LPDR)"

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,911 Boling Hiijhway

'Wharton, TX.

77488

9. PROJECT:WILL BE CONDUCTED PER;

10. 'TECNNICAL REPOR1'S AR$. REQUIRED:

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,' C00PERATORS PROPOS L,(S)- '

. PROGRESS AND. FINAL :.

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'A APPEN' DIX A NPROJECT C60 PERATIVE AGREEMENT:

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PROVISIONS

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.11. PRINCIPAL 1 INVESTIGATOR (S) NAME AND 12 ARC"PROGRAM 0FFICE-(NAME AND ADDRESS)

'x ADDRESS U.S. Nuclear Regulatory Commission Same as Block 7

' LP.DR Branch ATTN: Jona L. Souder, Chiet Division of Rules ~&. Records Office of. Adm., Wash., DC 20555

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.13. ACCOUNTING.AND. APPROPRIATION' DATA.

14.-METHOD-0F PAYl4ENTL

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' REIMBURSEM'ENT BY' TREASURY-ADVANCE'BY TREASURY CHECK

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. LETTER OF, CREDIT

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OT'HER _(SPECIF.Y)

- j 15.' FUNDING' SOURCES SOURCE AMOU!qT NRC:

TH1'S COOPERATIVE'

$. 2,914.00 (.4 Quarters'at $716.00, plus'$50.00 for miscellaneous AGREEMENT ~

, charges)

PREVIOUSLY' O.00

.0BLIGATED

'C00PERATOR SHARE:

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.,. AGREEMENT PRIOR. COOPERATIVE 0.00 AGREEMENT TOTAL FUNDING

$ _ 2,914.00

16. AMOUNT OBLIGATED BY THIS. COOPERATIVE 2',914.00

~ AGREEMENT ACTION:

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8805030071 880315 PDR CONTR NRC-39-88-239 PDR

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17. NRC 155U!NG OfflCE (luJ4E AND ADDI ESS)

UlS. Nuclear Regulatory Comission Div'ision of. Contracts /Offic.e.of Admin.is' tration -

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'19. iiRC GRAN.T.0FFICER>

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NAME (TYPED) Patsy Norton Eileen Niemeyer TITLE:

. Director.' J. M. ' Hodneb' L' earning:.Cen,(er, f.3

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20. COOPERATIVE AGRE'EMENT PAYMENT INFORMATION' A

.Payaent will be made within ' thirty.'('30')ldays. afte~r re~ceipt of'the hilling unless.the billing i

is. improper:or.' the. cooperator.'has faile'd to comply with: thi program object'ives,. cooperative' agreement award conditions. Federal re~ porting requirements or.other condi.tions spec,ified in~

.0MB Circular 'A-102/A-1.10; whichever' is' epplicable..-

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j Payment will be.ma'de by:

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U. S. Nuclear Regulatory Comnission-Of f. ice of Resource' Managementi Division 'of 'Acc' unting and Finance,.

o ATT GOV Wasgingto/COM Ag gTS n, DC Vouchers should be submitted <in an original..'and one (1) copy to the above address, on Form #270-"Request for Advance. or Reimbursem.ent" (copy attached).

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21. Attached is a copy of the "NRC. Project. Cooperative Agreement Provisions for Institutions of Higher Education' and Other Nonprofit' orginiza'tions'cand ' State / Local Governments ?' '7 Acceptance. 01;

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these terms and conditions. is acknowledged 'whenf federal funds are used on' this fcooper'ative,'

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agreement project.

{2.'0RDER0FPRECEDENCE

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In the event of a conflict between the cooperator's proposal and this Notice of Cooperative Agreement Award, the. terms of the Notice o'f Cooperative Agreuent Award shall prevail.

23.. By this Cooperative Agreement Award; the' cooperator' certifies 'that paynent 'o'r any. audit-.

related debt will. not. reduce the level,.of.performa'nce.of any f'ederal Program.

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STATEMENT OF WORK COOPERATIVE AGREEMENT (LPDR) 1.

BACKGROUND The Local Public Docnent Room Branch within the Division of Rules and Records, Office of Administration, U. S. Nuclear Regulatory Comission (NRC), is responsible for the overall ' establishment and maintenance of local public document rooms (LPDRs). The LPDR Branch recomends, develops, and implements programs, plans, objectives, and activities of local public document rooms, as well as coordinates the distribution of documents to LPDRs.

The LPDR program provides scientific and technical information relatino to nuclear power plants. The document collections pemit and encourage the free exchange of ideas and criticisms by the general public in the i

licensing of nuclear power plant construction and operation. The LPDRs are located in libraries maintained by state / local gnvernrients, institutions of hi i

the "Cooperator") gher education and nonprofit organizations (hereinaf ter, in the vicinity of proposed nuclear power plants.

The LPDR Branch has established a cooperative agreement program to provide financial remuneration for services performed by the LPDRs and to insure that a uniform program of document maintenance and infomation services is provided for LPDR patrons.

2.

PERIOD OF PERFORMANCE a.

The period of perfomance hereunde shall commence on 3 /$

and shall continue through

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, unless scener teminated or extended.

b.

The Cooperator and the NRC, by mutual agreement, may extend the period of perfomance through the execution of supplemental agreements to this cooperative agreement, not to exceed a total of i

l five (5) years. At the end of each year the Cooperator will be required to submit a cost proposal to the NRC for the following year.

3.

NRC RESPONSIBILITY The NRC anticipates that they will provide documents on a weekly basis to be added to each local public document room collection (collection). NRC i

will provide file folders, binders, labels, postcards for reporting pissing documents, envelopes for use in comunicating with NRC, a User's Guide, filing and document retention instructions, etc. Also, the hRC, ETn~ notified by a library, will promptly replace any documents found missing from the collection. NRC will periodically visit each library to review the collection, provide guidance and instructions to the library staff, monitor contractor perfomance, and identify /rcsolvr problens er discrepncies.

Incorporate into resultant Cocperative Agreerrent.

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4.

MAINTENANCE AND OPERATION OF THE LPDR The Cooperator shall perform the following services relative to the maintenance and operaticr. of the LPDR:

l a.

Properly file paper copy documents or microfiche received from NRC within one week of receipt in accordance with the filing system provided by NRC. To meet the particula needs of library patrons, this filino deadline may be extended upon the expressed approval of the Program Officer.

e b.

Pefile docueents or microfiche used by patrons within the next business day.

c.

Prepare file folders and folder labels.when necessary.

d.

Promptly file as well as display reference tools and finding aids provided by NRC (such as the LPDR HOTLINE toll free labels and signs j

which identify the collection) as instructed.

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e.

Maintain a file of explanatory and instructional material sent to the LPDR library by the NRC.

f.

Documents in the collection are not allowed to leave the LPDR library unless instructed to do so by the LPDR Branch, NRC.

9 Vork with the LPDR Branch staff and other NRC representatives, as necessary, to answer cuestions and provide informaticn en the avs ilability of documents and services, return documents sent in error, make arrangements for handling non-routine matters as they arise, such as Freedom of Information Act responses.

h.

Maintain the local public document room collection and NRC-fJrnishr.d equipment as a physically unified collection.

i.

Report promptly to the Program Officer the identification of docunents found or reported to be missing from the collection.

5.

USER ASSISTANCE a.

Provides patrons with reference assistance in locating documents and sufficient instructions to familiarize users with the filing system, the local public docurent room collection, the collection's reference tools and finding aids, the indexing system used for paper copies and microfiche copies of the collection, and use of the microfiche reader printer.

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Provide users access to operable reproduction equipment for making paper copies of the collection, as needed.

6.

ADMINISTRATIVE SERVICES a.

Insure that the NRC microfiche reader printer is in good operating condition.

In the event the equipment requires repair or servicing, the library staff shall arrange to have an authorized service representative repair or service the equipment. The invoice of charges should be forwarded for payment to the NRC in accordance with the instructions in USNRC LPDR Branch Newsletter entitled "LPDR UPDATE" (ATTACHMENT 1). A copy of the sioned werk order should be submitted with the quarterly report and advance / reimbursement Form

1. 270.

If the cost estimate exceeds $200.00, the Cooperator staff shall first contact the Program Officer by calling the toll free nunber 800-638-8081.

b.

Promptly inform'the LPDR Branch of the NRC, either by the toll free telephone number (800-638-8081) or in writing, of problems regarding the use or maintenance of the collection.

c.

As the need arises, the Cooperator shall acquire necessary miscellaneous office supplies (storage boxes, hole punches, etc.) for l

performance of the work required under this coccerative agreement.

j Approval of the NRC Program Officer is required prior to purchase of these supplies. Payment should be requested on the next quarterly j

advance / reimbursement Form #270. Receipts fir the supplies must j

accompany Form #270. Charges for paper and %mps for the NRC l

microfiche reader printer are not allowable exper.ditures and will not 1

be reimbursed.

7.

SPACE RE0UIREMENTS Provide the following:

a.

Adequate shelf or other filino space to maintsir the local public-document collectlen.

b.

Adecuate space near the dtcurent collection tc ltcate a microfiche reader printer, a table for the reader printer, a microfiche file cabinet (s), and table and chairs for patrons using the collection.

c.

Adequate reading space, lighting, heating and cooling, for users to review the documents in the collection.

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SUPPLY REQUIREMENTS Maintain adequate supply of paper for the microfiche reader printer, a.

b.

Maintain adequate supply of electric lamps for the microfiche reader printer.

(~Thh libron.{ does not hue. A orc 9.

GOVERNMENT FURNISHED PROPERTY The following items are to be furnished to the Cooperator, as needed, to support the collection.

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M 3M "800 microfiche reader printer, Model No.

. Serial No.

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(1ea.)

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Vertical visible upright cabinet fer cards and microfiche, 4x6 size, 7-drawers, 40" high,16" wide, 27" de'ep, with hich leg base, steel, 12" high, Shaw-Walker, Model C-1419. (_

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Reader printer sit-down stand, 30" high, top 36" x 30", Bell &

Howell, Catalog No.

123002.

(1ea.)

For newly established LPDRS or LPORS receiving a microfiche reader printer for the first time, the NRC will provide the initial box of paper and an r.:

extra lamp for the microf tete reader printer.

Thereafter, responsibility to maintain an adequate supply of paper and electric lamps rests with the Cooperator.

(Paper: 3M Dry Silver Paper, Type 795, 8 1/2 x 250, 4 rolls per carton; Lamps: 3M Order No. 78-8012-3601-5.) NRC authorizes the

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Cooperator to charge fer copies made on the reader printer, to recoup expenses for paper and lamps.

The Cooperator is autherized, without cost to NPC, tc install a coin operated attachment to the reader printer; however, the cost a Cooperator may charge for copies from microfiche may not exceed 10.25 per page copy, unless it can be demonstrated to the Program Officer that operating costs require a higher per-page cost.

10. REPORTING REQUIREMENTS a.

Performance Reports A quarterly perfomance report, utilizing the format as specified in shall be submitted within 20 days after each quarter's end to the addressees listed below.

is requested the quarterly advance /reimbursementFor administrative purpose submitted simultaneously w.ith this perfomance rep (ort, along with a Form #270) be receipts for. miscellaneous supplies and signed work orders covering Incorporate into resultant Cooperative Agreement.

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. repairs or servicing of NRC furnished microfiche reader printer.

However, for Cooperators who qualify for advance payment, the first quarterly report will be submitted with Form #270 for payment of second quarter.

U.S. Nuclear Regulatory Commission ATTH: Jona L. Souder. Chief Local Public Document Room Branch Division of Rules & Records Office of Administration Washington, DC 20555 U.S. Nuclear Regulatory Commission Small Purchases & Regional Operations Branch Division of Contracts Office of Administration Washington, DC 20555 U.S. Nuclear Regulatory Commission Division of Accounting & Finance ATTN: GOV /COM Accounts Section Office of Resource Management Washington, DC 20555 b.

Financial Reports In accordance with OMB Circulars A-110. Attachment G and/or A-102, Attachment H, as applicable, the Cooperator shall use the Standardized Financial Status Report to report the status of funds for all nonconstruction projects or programs. Please note the NRC will exercise the option to waive the filing of the Standardized Financial Status Report since the Request for Advance or Reimbursement and/or Report of Federal Cash Transactions has been determined to provide adequate inforration, except that a final Financial Status Report shall be required at the completion of th; project when the Request for Advance or Reimbursenent fort. is used only for advances.

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APPENDIX A NRC PROJECT COOPERATIVE AGREEMENT PROVISIONS FOR STATE AND LOCAL GOVERNMENTS / NONPROFIT ORGANIZATIONS /

EDUCATIONAL INSTITUTIONS This cooperative agreement is subject to the following provisions:

1.

Definitions a.

The tem "grant officer" means the person executing this cooperative agreement on behalf of the Government and includes his successors or any duly authorized representative of any such person.

b.

The term "cooperator" means the party entering into this cooperative agreement with the U.S. Nuclear Regulatory Comission (NRC).

c.

The term "program officer" means the person in NRC Headquarters who is responsible for the technical aspects ~of this cooperative agreement.

d.

The tem "Circular A-102" refers to Office of Management & Budget Circular A-102 (Revised) Uniforrn Requirements for Assistance to State and Local Governments (January 1981).

e.

The term "Circular A-87" refers to Office of Management & Budnet Circular A-87, Cost Principles for State and Local Governments (January 28,1981).

f.

The term "Circular A-110" refers to Office of Management & Budget Circular A-110. Unifonn Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations (July 30,1976).

g.

The term "Circular A-21" refers to Office of Management & Budget Circular A-21 (Revised), Cost Principles for Educational Institutions (February 26,1979) and A-21 (Revised) Transmittal Memorandum No. 2, Cost Principles for Educational Institutions (June 4,1986),

h.

The term "Circular A-122" refers to Office of Management & Budget Circular A-122, Cost Principles for Nonprofit Organizations (July 8, 1980).

2.

General a.

This cooperative agreement is composed of a cooperative agreement face page (which may incorporate the Cooperator's proposal by reference) and the NRC Project Cooperative Agreement Provisions for State and Local governments / Nonprofit Organizations / Educational Institutions.

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2 b.

This award constitutes acceptance by the NRC of the Cooperator's proposal and budget unless otherwise indicated on the face page, c.

The Cooperator is obligated to conduct such project oversight as may be appropriate, to manage the funds with prudence, and to comply with the provisions outlined herein. Within this framework, the Principal Investigator (PI) named on the cooperative agreement face page is responsible for the scientific or technical direction of the project and for preparation of the project performance reports.

d.

This cooperative agreenient is funded on a cost reimbursenent basis not to exceed the amount awarded as indicated on the face page and is subject to a refund of unexpended funds to NRC.

e.

This cooperative agreement award is subject to the Unifom Administrative Requirements & Cost Principids of the following applicable Office of Management and Budget (OMB) Circulars which are hereby incorporated by reference as though fully set forth herein. A copy of these circulars are hereby attached for your reference.

A-102 (Revised)

"Uniform Reovirements for Assistance to State and Local Governments" (January 1981)

A-87 "Cost Principles for State and Local Governments" (Janua ry 28,1981) 3 A-110 "Unifom Administrative Requirements inr Grants and Agreements w%h Institutions of Higher Education Hospitals, and Other Psnprofit Organizations" (July 30,1976)

A-21 (Revised). "Cost Principles for Educational Institutions" (February 26,1979) and A-21 (Revised) Transmittal Memorandum No. 2 "Cost Principles for Educational Institutions" (June 4, 1986)

A-122 "Cost Principles for Nonprofit Organizations" (July 8, 1980) 3.

Reportino Prooram Technical Perfomance i

Cooperator is responsible for the perfomance under this cooperative agreement and other agreements and, where appropriate, ensures that time schedules are being met, projected work units by time priods are being accorplished, and other perfomance goals are being achieved.

4 Suspension or Temination for Cause a.

When, in the opinion of NRC, a Cooperator has failed to compl with'the tems and conditions of a cooperative agreement, NRC may (y) suspend the cooperative agreement or (2) teminate the 1

3 cooperative agreement for cause, in accordance with OMB Circulars -

i A-102. Attachment L and/or Ael10. Attachment L, as applicable.

b.

NRC prefers that deficiencies be corrected whenever practicable.

When it is believed that a Cooperator has failed to comply with one or more of the tems and conditions of a cooperative agreement, the Grant Officer will advise the Cooperator by letter of the nature of the problem and that failure to correct the deficiency may result in suspension or temination of the cooperative agreement. The l

Cooperator will be requested to respond in writing within 30 days of receipt of such letter, describing the action taken or the plan

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designed to correct the deficiency. Copies of such correspondence 1

will be furnished to the Principal Investigator (PI) and to the NRC Program Officer. If a satisfactory response is not received within

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30 days of receipt of such a letter, the Grant Officer may issue a notice suspending authority to further obligate cooperative agreement funds, in whole or in part. The notice'of suspension will be sent by certified mail (return receipt requested) to the Cooperator with a copy to the Pl. The notice will set forth the activities covered by the suspension and its effective date, and the corrective action required by the Cooperator in order to lift the suspension. However, this policy does not preclude innediate suspension or termination i

when such action is reasonable under the circumstances and necessary to protect the interests of the Government.

c.

If a cooperative agreement is suspended pursuant to this article, no obligations incurred by the Cooperator durir.g the period of suspension will be allowable under the suspended cooperative agreement other than necessary and proper rosts that the Cooperator could not reasonably avoid during the period of suspension; provided that such costs would otherwise be allowable under the applicable Federal cost principles.

d.

The suspension will remain in effect for a maximum of 90 days during which time the Cooperator will take corrective action to the satisfaction of NRC or give assurances satisfactory to NRC that corrective action will be taken.

In that event, the Grant Officer will issue a notification, to the Cooperator, that the suspension is

lifted, e.

In the event the deficiency is not corrected to the satisfaction'of NRC, the Grant Officer may issue a notice of temination. The notice will state the reason (s) for the termination and its effective date. The effective date shall reflect the fact that NRC may require a minimum of ninety (90) days to relocate the document collection.

f.

If a cooperative agreement is teminated pursuant to this article, financial obligations incurred by the Cooperator prior to the

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effective date of temination shall be allowable to the extent they would have been allowable had the cooperative agreement not ber n terminated, except that no oblication incurred durino the period in which the cooperative agreenent was suspended (except those allowed pursuant to c., above) will be allowed. The settlement of termination costs will be in accordance with the applicable Federal cost principles.

9 Within ninety (90) days of the effective date of temination, the Cooperator will furnish an itemized accounting of funds expended for allowable costs prior to the effective date of temination and the unexpended cooperative agreement balance.

S.

Termination for Convenience a.

Circumstances may arise in which either NRC or the Cooperator wishes to teminate the cooperative agreement in whole or in part. If both parties agree, the cooperative agreement may be teminated by mutual agreement, in accordance with OMB Circulars A-102, Attachment L and/or A-110, Attachment L, as applicable.

b.

If the Cooperator wishes to teminate the cooperative acreement, he/she shall advise the NRC Grant Officer, in writing, with a copy to the cogni: ant NRC Program Officer.

c.

If NRC wishes to teminate the cooperative agreement, the Grant Officer will advise the Cooperator, in writing, with copies to the PI and the cognizant NPC p egram Officer, d.

Within ten (10) days aftec ret?ipt of a request fron either party for temination by mutual apenent, the other party will provide a written response agreeing or disagreeing with the request for termination.

In the event of disagreement, the Grant Officer will make a final decision and will give written notice to the Cooperator.

If the decision is to teminate, the Grant Officer will also advise the Cooperator of the effective date of the temination. The effective date shall reflect the fact that NRC may recuire a minir,um of nirety (90) dayr to relocate the documcot c(11ectier.. The final decisier. shell bc sutject to the review procedures described in Article 6 entitled, "Dispute Review procedure," below.

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e.

The Cooperator shall not incur new obligations for the teminated cooperative agreenent (or the teminated portion thereof, a3 the case may be) after the effective date, and shall cancel as many outstanding obligations as possible. The NRC shall allow full credit to the Cooperator for the Federal share of the noncancellable obligations, properly incurred by the Cooperator prior to temination..

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. 6.

Dispute Review Procedure a.

The Cooperator may request a review of a notice of termination or other adverse decision. The request should be in writing and addressed to the Grant Officer.

It must be postmarked no later than thirty (30) days after the postmarked date of the notice of termination, b.

The request for review must contain a full statement of the Cooperator's position and the pertinent facts and reasons in support of such position.

c.

The Grant Officer will promptly acknowledge receipt of the request for review and shall forward it to the Director, Office of Administration, who shall appoint a review comittee consistino of a minimum of three persons.

d.

If the request for review has not beeEfesolved by the effective date of the temination set by the Grant Officer, the NRC may withhold or defer payments under the cooperative agreement until the review has been resolved, e.

The termination review committee w e.1 request the Grant Officer who issued the notice of termination to provide copies of all i

relevant background materials and documents.

It may, at its discretion, invite representatives of the Cooperator and the NRC program office to discus's pertinent issues and t's submit such additional infomation as it deems appropriate. The chairman of the review comittee will insure that all review activities or proceedings are adequately documented, f.

Based on its review, the committee will prepare its reconsnendations to the Director Office of Administration, who will advise the parties concerned of his/her decision. If the decision is to sustain the termination, the Of rector, Office of Ade.inistration, may reaffirtr the effective date for termination set by the Grant Officer or may establish a new termination date.

7.

Allowable Costs a.

The allowability of costs and cost allocation trethods for work performed under this cooperative agreement, up to the amount specified in the cooperative agreement instrument, shall be determined in accordance with the applicable Federal Cost Prir.ciples in effect on the effective date of the cooperative agreement and the terms of the cooperative agreemer.t.

i b.

The Federal ~ Cost Principles applicable to (1) State and Local governments, (2) Nonprofit Organizations, and (3) Education?I institution cooperators are respectively as follows:

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6-(1) Circular A-87 (2) Circular A-122 (3) Circular A-21 8.

Retention and Custodial Requirements for Records Cooperators shall retain and permit examination of records in accordance with OMB Circulars A-102, Attschment C and/or A-110. Attachment C, as applicable. Cooperators shall place appropriate requirements on sub-cooperators as specified by that attachment.

l a.

Audit and Records j

Financial records, supporting documents, statistical records, and

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other records pertinent to this cooperative agreement shall be retained by the Cooperator for a period of three (3) years from submission of the Final Report.

(1) Records that relate to audits, appeals, litigation, or the settlement of claims arising out of the performance cf the i

project shall be retained until such audits, appeals,

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litigation, or claims have been disposed of, but in any event not less than three (3) years af ter final report submission.

(2) Records relating to projects subject to special project income provisions shall be retained until three (3) years from the end of the cooperator's fiscal year in which the cooperative agreement instrument requirement for reporting income expires.

(3) The NRC and the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any pertinent books, documents, papers, and records of the Cooperator's organization, and of the performing organization, if different, to make audits, examinations, excerpts and transcripts.

Further, any contract in excess of

$10,000, made by the Cooperator shall include a provision to the effect that the cooperator, NRC, the Comptroller General, or any of their duly authorized representatives, shall have access to pertinent records for similar purposes.

(4) In order to avoid duplicate recordkeeping, NRC may make special arrangements with cooperators to retain any records that are needed for joint use.

NRC may request transfer to its custody of records not needed by the Cooperator when it determines that the records possess long-tern retention value. When the records e

• l are transferred to or maintained by NRC, the three (3) year retention requirement is not applicable to the Cooperator. In the event that these provisions are exercised. NRC will negotiate a mutually agreeable arrangement with the Cooperator regarding reimbursement of costs.

9.

Payment and Financial Reportino Requirements Papnents by NRC will be made by the method indicated on the face page.

Cooperator requests for payment,'NRC payments, and Cooperator financial reporting requirements shall be made in accordance with the following appif cable OMB Circtriars A-10?, Attachments H and J and/or A-110 Attachments G and I, as applicable.

4.

Methods of Payment 1

1.

Letters of Credit The letter of credit system may be used to provide funds to Cooperator organizations only under the following conditions.

When these conditions exist, use of the letter of credit method of payment is mandatory, except as noted below:

o the cooperative agreement must be for a period of at least

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twelve (12) months; o

the cooperative agreement (or cooperative agreements) from a Federal grantor agency to a Cooperator organization must total at least $120,000. Note: The direct Treasury check method of payment must be used, in lieu of the letter of credit method, when the total of cooperative agreement (s) is between $120,000 and $250,000 and where the Federal grantor agency and the Treasury Dcpartr.ent find a strong basis for waiving the generel rule.

o the Cocperator has established (or demonstrated its-willingness to establish) procedures that will ninimize the tire elapsing between the receipt of Federal funds and.

their disbursement by the Cooperator; o

the Cooperator's financial management system meets the standards for fund control and accountability prescribed in Attachment G to OMB Circular A-102, revised, for State and local governeents, or Attachment F to Circular A-110 for institutions of higher education, hospitals, and other nonprofit organizations; and

.s.

o the Cooperator agrees in writing to withdraw cash only when actually needed for its disbursement, and to timely report cash disbursements and balances to the Federal grantor agency, and to impose the same standards for time and amount of withdrawals on any subcooperator oroanizations with the understanding that failure to adhere to these provisions is just cause for revocation of the unobligated balance of the letter of credit.

2.

Direct Treasury Check (Advance Payment)

The direct Treasury check method (advance payment) is to be used under the following conditions:

the coop (erative agreement is for a period of less than12) months, or o

twelve single Federal grantor agency total less than $120,000 (or less than $250,000 if the orantor and the Department of the Treasury agree on a waiver);

i o

the Cooperator has established (or demonstrated its willingness to establish) procedures that will minimize the time elapsing between the receipt of Federal funds and their disbursement by the grantee; k

the Cooperator agrees 'to impose the sar.e standards for amount and timing of withdrawals on any subccoperator organizations, and; o

the Cooperator's financial management system meets the standards for fund control an't accountability as prescribed in Attachment G to OMB Circular A-102, revised, for State and Local Governments, or Attachment F to Circular A-110 for institutions of higher education, hospitals, and other nonprofit organizations, whichever is applicable.

3.

Direct Treasury Check (Reimbursement Basis)

Refrbursement by Treasury check is the preferred r ethW cf -

paying a Cooperator organization whenever either:

o it has not established (or demonstrated its willingness to establish) procedures that will minimize the time elapsing between the receipt of Federal funds and their disbursement by the Cooperator; or o

its financial management system does not meet the standards for fund control and accountability prescribed in Attachment G to OMB Circular A-102, revised, for State and

9 Local Governments, or Attachment F to Circular A-!!O for institutions of higher education, hospitals, and other nonprofit organizations.

10. Property Nanagement Standards Property shall be accounted for and managed in accordance with OMB Circulars A-102, Attachment N and/or A-110. Attachment N, as applicable.

11. Procurement Standards NRC Cooperators shall follow the requirements of the following a.

applicable ONB Circulars: A-102, Attachment 0; A-110 Attachment O.

b.

In addition, unless these provisions provide otherwise, prior written approval shall be obtained from the NRC Grant Officer before:

(1) Any of the research or other substantive project effort is contracted or otherwise transferred.

(2) Contracting for the comercial production or distribution of books, films, or similar materials.

l c.

NRC approvals will be made by the Grant Officer, who will specify which requirements of this cooperative aereenent must be flowed-down to satisfy the purposes of OMB Circulars A-102, Attachrent 0 and/or A-110, Attachment 0, as applicable.

d.

Cooptrator recuests for approvals shall include en explanation of the need for the contracting, a proposed perfornnce statement, justification for the price or estimated cost (including a detailed budget for cost-reimbursement type arrangements), and the basis for selecting the contractor.

12. Revision of Financial Plans Cooperative agreement budget activity under this cooperative agreement is subject to the requirements of OMB Circulars A-102, Attachment K and/or A-110, Attachment J, as applicable.

13. Program income i

Program income is subject to the policy prescribed by OMP Circulars A-102, Attachment E and/or A-110 Attachment D, as applicable.

I

---~---en

. ~

,, l i

14 Statutory Requirements a.

Civil Rights This cooperative agreement is subject to Title VI of the Civil Rights Act of 1964 (P.L.88-352); Title !Y, Sex Discrimination, of the Energy Reorganization Act of 1974, and Executive Order 11246, as amended, Parts II, Ill, and !Y (for cooperative agreements over

$10,000 within a twelve month period).

m i

The Cooperator agrees that no person in the United States shall, on the ground of race, sex, color or national origin, be excluded from participation in, be deprived the benefits of, or be otherwise subjected to discrimination under any program or activity for which the cooperator receives financial support from NRC.

b.

Nondiscrimination Under Cooperative Agreements This cooperative agreement is subject to the provisions of the Rehabilitation Act of 1973, Public Law 93-112. The Cooperator therefore agrees that, "No otherwise qualified handicapped individual in the United States (as defined in section 7(6) of the Act), shall solely by reason of his handicap, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under.any program or activity Federal financial assistance.'

l 1

I Further, this cooperative agreement is subject to the provisions of the Age Discrimination Act of 1975 (42 U.S.C. 6101). The Cooperator therefore agrees that no age discrimination will occur under this

~

Federally assisted program.

j

15. Liability and Losses NRC ass 9mes no liability with respect to any damages or loss arising out of any activities undertaken with the financial support of this cooperative agreement.

16. Site Visits The PRC, through authorized representatives, has the right, at all reasonable times, to make site visits to review project accomplishnents and management control systems and to provide such technical assistance as ray be required. If any site visit is made by the NRC on the premises of the Cooperator or a contractor urder a cooperative acreement, the Cooperator shall provide and shall require his contractors to provide all reasonable facilities and assistance for the safety and convenience of th' Government representatives in the perfomance of their duties. All site visits and evaluations shall be ~ performed in such a manner as will not unduly delay the w'ork.

, D.

Title t, equipment Unless otherwise specified in the cooperative agreement instrument, title to equipment purchased or fabricated with NRC cooperative agreement funds by a college or university, other nonprofit organization, or a unit of State or local Government shall vest in the Cooperator institution, with the understanding that such equipment (or a suitable replacemet.t obtained as a trade in) will remain in use for the specific project for which it was obtrined.

18. Oroanizational Prior Approval System a.

In order to carry out its responsibilities for monitoring project performance and for adhering to cooperative agreerrent terms and conditions, each performing organization shall have a system to ensure that appropriate authorized officials provide necessary organizational reviews and approvals in advance of any action that would result in either the performance or modification of an h1tC-tupported activity where such approvals are required by the cooperative agreement instrument, including the obligation or espenditure of funds where the governing cost principles either prescribe conditions or require approvals.

b.

The organization shall designate an appropriate official or officials to review and approve the types of actions described in a., above.

a Preferably, the official (s) should be the same official (s) who sign (s) or countersign (s) those types of requests that require submission to and approval by NRC. The designated official (s) shall not be the principal investigator or any official having direct responsibility for the actual conduct of the project, or a sub:!rdinate of such individual.

19. Standards for Financial Manacement Systems Cooparators shall have financial management systems that reet the requirements of OMB Circulars A-102, Attachtnent G and/or A-110. Attachment F, as applicable.

e

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e e

v-

NUREG/BR-0057. Vol. 4. No. 3 l A Lt.1987

)

8 t

L LPDR UPDATE l

U.S.NRC local Public Docun;ent Room Branch Jona L Souder, Chief Teresa D. Linton. Editor _

i-Revised Billing Procedures For Microfiche Repairs t

8 I

ji A new purchase order when placing the call.

by an authorized Independ-j.

number has been a s s.l enet The LpDR Ilbrarian is to ent dealer (not 3-M),

the j

for the repair of NRC-?ur-call 3-M.

If lhere is not dealer should send the in-nished microfiche reader /

a 3-M dealer in the area, voice directly to the NRC.

i printers. The new number 3-M will tell the librarian The address 1st U.S. NRC, i -

le DR-88-0054 and is offec-who the local authorized Office of Administration 1

tive October 8,

1987 independent dealer is for and Resources Management, j

i through September 30, 1988.

service.

3-M has a na-Division of Accounting and In addition to the new tional toll-free number to

Finance, Washington, DC parchase order number, the call to find out where the 20555.

procedures for requesting nearest authorized dealer In either case, the in-service on the hRC equip-is located. That nusber is voice should reference the ment have recently been (800) 328-5901.

purchase order number, the modified.

If the service is dcne sertal number, aad NRC tag 2

! I As before, each LPDR by a 3-M dealer, 3-M should number of the equipment.

}i librarian is authorized to send the invoice tos Bill If the repairman es-place calls to 3-M and the Joaes, 3-M Business Prod-timates that the repale l

6 local authorized independ-ucts Service Co.it e r, 5301 cost will be ov-r

$200, 4

ent dealars for service.

Greensboro

Delve, McLean, please call you=- LPDR Coor-l 6 The librarian should refer-Virginia 22102.

dinator first for prior.p-j ence the new porchase order If the service is dono proval.

3 i-O i

n j'

1 s

J ll

.i b

QUARTERLY REPORT LOCAL PUBLIC DOCUMENT ROOM COLLECTION Library Name/ City / State:

Cooperative Agreement No.

Quarter No.:

Dates Covered:

A.

Use of the C0ection: 1. Estimate the number of persons using the collection or the frequency of use of the documents during the last quarter. i Comments: 2. Estimate number of copies made during tSe quarter.

1) From paper copies:

2) From microfiche:

B. Condition of the LPDR Collection: 1. Has filing been kept up-to-date (filed within one week of receipt from NRC and within one business day after use by patron? If not, what actions are being taken to ' maintain an up-to-date collection? l 2. Have documents been reported missing during the quarter? If so, list missing documents below. Also, please indicate below if the LPDR Branch has or has not been notified. 1 i { C. Filing and Assistance: 1. Please indicate the average amount of time spent each week during l this quarter:

1) Filing hardcopy documents and microfiche received from NRC.

Hours Minutes / Per week

2) Refiling hardcopy documents and microfiche used by patrons.

Hours Minutes / Per week 2. Please indicate amount of time spent each week assisting patrons to use and/or locate documents and microfiche in the collection. . Hours Minutes / Per week

s D. Equipment Maintenance: 1. Is the NRC furnished microfiche reader / printer operational? Y N 2. If not, has your local 3M representative been notified? Y N 3. If not, give reason. 4. Please estimate the number of days the reader / printer was not operational during the quarter. days 5. Is the microfiche reader / printer paper outdated? Y N 6. If yes, is additional paper being purchased?* Y N 7. List the cost of required maintenance for the NRC microfiche reader printer, date of the service, and describe the problems requiring the service. COST DATE PROBLEM E. Corrections: Please indicate below, where necessary, any information which has changed this quarter: 1. Person who signs cooperative agreement: 2. Collection recipient: 3. Person who handles reference questions: 4. Person who does the filing: 5. Telephone number: 6. Address: ) 7. Hours of operation: l

• Library is responsible for purchasing paper and bulbs.

.\\ 3. 4 F. Problems: Please describe any problems that have occurred with the maintenance and use of the c611ection which have not been reported to, or resolved by, the LPDR Branch, G. Suggestions: Please list below any ideas or suggestions you may have that would help us improve the LPDR Program. DATE SIGRATURE TITLE Submit original and (1) additional copy of the quarterly report and invoice to: U. S. Nuclear Regulatory Commission Office of Administration and Resources Management Division of Accounting and Finance ATTN: GOV /COM ACCOUNTS Washington, D.C. 20555 Submit (1) copy of quarterly report and invoice to: Jona L. Souder, Chief Local Public Document Room Branch U. S. Nuclear Regulatory Commission Washington, D.C. 20555 ) 9 .}}