Resolution 142-2006
RESOLUTION NO. 142 - 2006
A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNTY,
FLORIDA, AMENDING RESOLUTION NO. 359A-2005 AUTHORIZING THE
SUBMISSION OF A GRANT APPLICATION TO THE FLORIDA DEPARTMENT OF
STATE, DIVISION OF LIBRARY SERVICES 2006 PUBLIC LIBRARY
CONSTRUCTION GRANTS PROGRAM
WHEREAS, the Florida Department of State, Division of Library and Information
Services (FDLlS), has announced the Fiscal Year 2006 funding cycle of the Public
Library Construction Grants (PLCG) program; and
WHEREAS, on September 21,2005, the Monroe County Board of
Commissioners agreed to serve as the coordinating unit of government in the
preparation of the grant proposal and in the distribution of funds allocated to Monroe
County in the maximum amount under the terms of the grant ($500,000) with an
additional dollar-for-dollar match requirement; and
WHEREAS, a working partnership committee consisting of Monroe County and
City of Marathon officials and staff has met, with concern given to the need for building
a new library facility to serve the citizens of Monroe County and City of Marathon, has
recommended that an application be submitted to FDLlS by April 1 ,2006, for PLCG;
and
WHEREAS, on September 28,2005, the Monroe County Board of County
Commissioners of Monroe County, Florida, adopted Resolution 359a-2005 to authorize
that application be made for the Public Library Construction Grant; and
WHEREAS, it is desirable to add assurances as to the project covered by
Resolution 359a-2005 to meet FDLlS Fiscal Year 2006 application requirements for
PLCG;
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY, FLORIDA, that Resolution 329a-2005
shall be amended to read as follows:
1. The Board of County Commissioners concurs with the working partnership
committee that grant and other funds should be sought for this important project;
2. The County Administrator is hereby authorized to sign and submit the application
packet for the Fiscal Year 2006 grant funds to the Florida Department of Library and
Information Services; and that
PLCG Marathon
1
3. The Board of County Commissioners assures that the required match of a dollar-for-
dollar of the grant request will be available and unencumbered at the time of grant
award;
4. The Board of County Commissioners assures that funding is sufficient and will be
available in order that the project will result in a completed library building;
5. The Board of County Commissioners assures that upon completion of the project,
sufficient funds will be available to operate the facility;
6. The Board of County Commissioners assures that the building will be used
exclusively for the public library purposes for which constructed, and will submit
proposed changes tin use to FDLlS for approval if within 20 years of completion of
the construction project; and
7. The Board of County Commissioners certifies that the County will enter into an
interlocal agreement with the City of Marathon which shall provide for any
construction contracts to be awarded in compliance with applicable municipal or
county ordinances and applicable State laws, including but not limited to Section
255.20, FS, and Section 287.055, FS.
8. This resolution shall become effective immediately upon adoption by the Board of
County commissioners and execution by the Clerk.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe Coun,!X,
Florida, at a regular meeting of said Board held on the 15th day of March, 200Q:, g
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Mayor McCoy
Mayor Pro Tem Nelson
Commissioner Neugent
Commissioner Rice
Commissioner Spehar
(Seal)'
AttesC7~A~
Clerk of Court
PLCG Marathon
Yes
Yes
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Yes
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RESOLUTION NO. 359.
- 2005
Admin. Services
A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNTY,
FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPliCATION TO THE
FLORIDA DEPARTMENT OF STATE, DIVISION OF LIBRARY SERVICES 2006
PUBLIC LIBRARY CONSTRUCTION GRANTS PROGRAM
WHEREAS, the Florida Department of State, Division of Library and Information
Services will soon announce the Fiscal Year 2006 funding cycle of the Public Library
Construction Grants program (PLCG); and
WHEREAS, on September 21, 2005, the Monroe County Board of
Commissioners agreed to serve as the coordinating unit of government in the
preparation of the grant proposal and in the distribution of funds allocated to Monroe
County in the maximum amount allowed under the terms of 1he grant (typically
$500,000) with an additional doIlar-for-dollar match requirement.
WHEREAS, a working partnership committee consisting of Monroe County and
City of Marathon officials and staff has met, with concern given to the need for the
building of a new library facility to serve the citizens of the County and the City of
Marathon, has recommended an application be submitted in the next round of
competition for the PLCG; now therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA. that:
1. The Board of County Commissione~ con~r:s, with the library working
partnership committee that gra~~.iInd qt~~-:- funds should be SO!fhtJpr" -r'I
important project; :z ~ en ?
2. The County Administratqr. is ..h~..... ~.',"::~ ".' sign and subiJplj, a ;:;
application packet ftktftf Pf~'tt:*~2~funds to the ~ - 6
Depart~nt of Library andlnrormaoon' ~~~~. Division of Libf8~ N ;0
Information Se~'~_ J . ,.,_to ~o:2 :I ~
3. This resolution shall ~ ~~mly upon adoptiftth~ g
Board of County Commlss n", . . n by the Clerk. ~ ~ N ~
. ~'-;;,,>'} b.mi!) tt..:) . \D
PASSED AND ADOPTE~ by ~~9aAil afCountyo~rs of Monroe County,
Florida, at a regular meeting of said Board held on the 28th clay of Septellber. 2005
Mayor Spehar Yes
Mayor Pro Tem McCoy Yes
Commissioner Neugent Yes
Commissioner Rice Yes
Commissioner Nelson Yes
(Seal) ~ Monroe C,o~ ,Bo;J:; eorri~ners
A4.~St <>.c.By: -'/JF . ~
C i1< of Court ' Mayor
PUBLIC LIBRARY
CONSTRUCTION GRANTS
GUIDELINES
and
APPLICA liON
Application Deadline: &Jril1, 2006
Florida Department of State
Division of Library and Information Services
R.A. Gray Building, Tallahassee, Florida 32399-0250
Effective: 1/9/2003
Submit or postmark the application by April}. 2006. Send to:
Grants Office
Division of Library and Information Services
R. A. Gray Building
500 S. Bronough Street
Tallahassee, Florida 32399-0250
These Guidelines and Application are also available electronically at
http://dlis.dos.state.t1.uslbld/e:rants/Construction/Construction.html
and can be made available in alternative formats.
For additional assistance or information not addressed here, contact the Marian Deeney, Library
Program Administrator at 850-245-6620 or SUNCOM 205-6620, voice; 850-922-4085, TDD;
850-245-6643, fax; or email mdeeney@dos.state.f1.us.
Public Library Construction Grant Program
Effective 1/912003
CONTENTS
GUIDELINES
I.
II.
III.
IV.
V.
VI.
VII.
VIII.
IX.
x.
XI.
XII.
XIII.
FORMS
Overview
Definitions
Eligibility
Timeline
Application
Application Review
Criteria for Evaluating and Ranking Applications
Maximum Grant Award
Administration of Grants
A. Grant Agreement.
B. Project Manager.
C. Additional Required Documents.
D. Planning Assistance.
E. Architectural Drawings and Specifications.
F. Architectural Supervision
G. Accessibility
H. Timeline for Competitive Awards.
I. Project Publicity
J. Final Inspection.
K. Project Completion.
L. Project Audit
M. Withdrawal of Project
N. Payments.
Allowable Uses of Grant Funds
Matching Funds
Unallowable Use of Grant and Matching Funds
Operation and Use of Facility
Application
Payment Request #1
Payment Request #2
Payment Request #3
Payment Request #4
Closeout Report
Page
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7
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14
14
14
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19
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20
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(Form # DLlS/PLC01, effective 1/9/2003)
(Form # DLlS/PLC02, effective 1/9/2003)
(Form # DLlS/PLC03, effective 1/9/2003)
(Form # DLlS/PLC04, effective 1/9/2003)
(Form # DLlS/PLC05, effective 1/9/2003)
(Form # DLlS/PLC06, effective 1/9/2003)
LAW AND RULE
Chapter 257, Florida Statutes
Rule 18-2.011, Florida Administrative Code, Library Grant Programs
Public Library Construction Grant Program
Effective 1/9/2003
PUBLIC LIBRARY CONSTRUCTION GRANTS
GUIDELINES
I. OVERVIEW
The Department of State, Division of Library and Information Services, provides state
funds to governments to construct public libraries. Funds are awarded on a dollar for
dollar match of the grant amount to selected governments after evaluation of applications
postmarked on or before April 1. The Legislature determines the amount appropriated
annually for the program. These guidelines specify program policies and procedures.
II. DEFINITIONS
A. Applicant means the government requesting a Public Library Construction Grant and
which will own or have the unconditional use of the library building to be constructed,
expanded, or remodeled and the site on which it is located.
B. Application means a completed Public Library Construction Grant application form
consisting of a complete project proposal and all other required documents.
C. Application Correction Period means the period of time to allow applicants to complete
and correct application deficiencies. Applicants will have 30 days after the notification
date to complete and correct deficiencies. All corrections must be postmarked on or
before the last day of the correction period specified by the Division. Failure to correct
identified deficiencies within the 3D-day period shall automatically make the application
ineligible.
D. Application Submission Period means the formally announced period of time in a
funding cycle for the submission of an application for a Public Library Construction
Grant.
E. Audit means the annual audit of the government for that year carried out in accordance
with the requirements of Section 215.97, Florida Statutes, and Chapter 10.550 Rules of
the Auditor General, and generally accepted accounting principles.
F. Building Program means a narrative, in-depth description of the library's service
philosophy and programs as they relate to the function and contribute to the design of the
library building for which a Public Library Construction Grant is being sought.
Public Library Construction Grant Program
Effective 1/9/2003
G. Competitively Award means to award contracts based on the submission of sealed bids,
proposals submitted in response to a request for proposal, proposals submitted in
response to a request for qualifications, or proposals submitted for competitive
negotiations in accordance with Section 255.20, Florida Statutes. This also includes
contracts for construction management services or design-build contracts. Such awards to
a private sector contractor must be permitted by applicable municipal or county
ordinance, by special district resolution or by state law including Section 255.20, Florida
Statutes. If competitive negotiations are used, the award shall be in accordance with
Section 287.055, Florida Statutes.
H. Construction Project means the construction of new buildings, and the acquisition,
expansion, or remodeling of existing buildings to be used for public library service. The
project shall result in a completed library building on the specified site. Beginning with
applications submitted for FY 2003-2004, a construction project may begin up to 12
months prior to the date of grant award. The project shall include the bidding or
competitive negotiations; award of the construction contract; construction of the facility;
submission of required documents; expenditure of all grant and local funds for the
project; completion of the building; and submission and approval of the audit.
I. Department means the Department of State.
J. Division means the Division of Library and Information Services of the Department of
State.
K. Expansion means adding square feet to an existing library facility.
L. Free Public Library Services means an established program of free public library
services and resources which is maintained to provide library service without
discrimination to all permanent residents of the service area taxed for library purposes.
M. Funding Cycle means the interval of time between the start of an announced application
submission period and the date of grant award.
N. Government means a county, municipality, special district, or, special taxing district.
o. Governing Body means the governing body of a county; the governing body of a
municipality; or the governing body of a special district or special taxing district.
P. Grant Agreement means a written document setting forth the terms and conditions under
which a grant is provided to an applicant by the Department, including the rights and
responsibilities of each party to the agreement, which is approved and signed by the
Department and an authorized representative of the applicant. The grant agreement must
be signed between the grantee and the Department prior to February 1 of the second fiscal
year after the grant award. If the agreement is not executed by this date, the grant funds
shall revert to the Legislature (216.301(3) Florida Statutes).
Public Library Construction Grant Program
Effective 1/9/2003
2
Q. Grant Award means funding provided to the applicant by the legislature for the
construction project. The date of grant award shall be July 1.
R. Grantee means the government to which a grant is awarded.
S. Project Closeout means the submission and approval by the Division of all project
documents, reports and payment requests.
T. Remodeling means any structural alteration to the permanent interior walls, floors,
ceilings or exterior shell of a previously completed building. The term does not include
maintenance or repairs such as repainting, replacing worn carpet, repairing leaky roofs,
replacing HV AC, or paving parking lots unless they are part of an eligible construction
project.
U. Site Evaluation means a narrative analysis of the suitability of the location for the library
building.
v. Unconditional Use means that the building to be remodeled, expanded or constructed
and the site of such building are or will be owned by or under lease to the applicant. This
must occur no later than 90 days after the date of the grant award, or, at the time of
application submission if the applicant anticipates starting a project prior to the date of the
grant award. Such ownership or lease interest must be continuous and for at least 20
years from completion of the remodeling, expansion or construction of the building.
Leases shall not be revocable at will. Release from the unconditional use requirement
may be requested and will be granted if a situation arises which will provide a library
facility to serve the same community that will result in a higher level of service. The
request shall be submitted in writing to the Director of the Division of Library and
Information Services. If the facility is not maintained as a public library for the 20-year
period, and release from the unconditional use requirement has not been requested and
approved, the grant funds shall be repaid as follows: for each year that the facility is
maintained as a public library, reduce the amount to be repaid by 5% per year. The 20-
year period begins on the date of project closeout.
Public Library Construction Grant Program
Effective 1/9/2003
3
III.ELIGIBILITY
To be eligible to apply for or to receive a library construction grant:
A. Applications must be filed with the Division using the Public Library Construction Grant
Application form (DLIS/PLCOI effective 1/9/2003) and postmarked on or before April 1
to receive consideration. The Division will reject applications not postmarked on or
before April I.
B. The applicant for a library construction grant must be a county, municipality, special
district, or special tax district.
C. The applicant requesting a Public Library Construction Grant shall either own or have
unconditional use of the library building to be constructed, expanded, or remodeled and
the site on which it is located. Assurance of unconditional use by the applicant's
governing body must be submitted to the Division no later than 90 days after the grant
award. If an applicant anticipates starting a project prior to the date of the grant award, the
assurance of unconditional use must be submitted at the time of application submission.
Unconditional use means that the building to be remodeled, expanded or constructed and
the site of such building are or will be owned by or under lease to the applicant. This
must occur no later than 90 days after the date of the grant award, or, at the time of
application submission if the applicant anticipates starting a project prior to the date of the
grant award. Such ownership or lease interest must be continuous and for at least 20
years from completion of the remodeling, expansion or construction of the building.
Leases shall not be revocable at will.
D. An applicant for a Public Library Construction Grant shall be eligible to receive funding
for a construction project from more than one state-funding source provided that the
following criteria are met:
1. The additional state funding source(s) must be based on a statutorily approved process
administered by another state agency, and
2. The applicant must demonstrate that the project will provide a higher level of service
to residents or that the project is in partnership with another organization or agency.
E. A government receiving a library construction grant must have an established program of
free public library services and resources which is maintained to provide library service
without discrimination to all permanent residents of the service area taxed for library
purposes.
F. Library construction grants will be awarded on a matching basis only and the applicant
shall assure the Division that local matching funds will be available and unencumbered at
the time of grant award.
Public Library Construction Grant Program
Effective 1/9/2003
4
G. The applicant shall employ a professional librarian, who has completed a library
education program accredited by the American Library Association, functioning as a
building consultant to prepare the site evaluation and the building program and to serve as
a consultant to the applicant and its architect throughout the design and construction of
the project. The professional librarian functioning as the building consultant may be a
library staff member and may also be the project manager.
H. A project will not be eligible for a grant when:
3. The state portion of the project will be less than $10,000;
4. The project will result in a total building of less than 3,000 square feet; or
5. The project will not result in a complete library facility.
Public Library Construction Grant Program
Effective 1/9/2003
5
IV. TIMELINE
Year 1 April 1 Applications due. Applications must be postmarked to the
Division on or before this date.
April Division Staff review.
May Application correction period. Applicants will have 30
days after the notification date to complete and correct
deficiencies. All corrections must be postmarked on or
before the last day of the correction period specified by the
Division. Failure to correct identified deficiencies within
the 30-day period shall automatically make the application
ineligible.
May and June Division Legislative Budget request developed for
inclusion in the Department of State's Budget Request.
July 1 Projects may begin prior to the grant award, if desired. If
the project begins prior to the grant award, all required
documents listed in Section IX. C., must be submitted at
the time of application submission.
Year 2 January - Legislative committees hear budget requests and make
February recommendations as part of the overall budget.
May-June Legislature approves budget.
July 1 Orant A ward.
Year 3 December 23 540 days after grant award, the grantee must place the
construction project under contract. No waivers or
extensions will be provided unless there is pending
litigation.
Year 3 February 1 18 months after the grant award, the grant agreement must
be signed between the grantee and the Department. If the
agreement is not executed prior to this date, the grant funds
shall revert to the State.
Year 5 The construction project shall be completed within 24
or later months of the date of issuance of the Certificate of
Substantial Completion (AlA Document 0704). An
extension of this time period shall be granted by the
Division due to litigation or disputes over expenditures.
Failure to complete the project within the 24-month period
will result in the loss of the final 10% of the total grant
award.
Public Library Construction Grant Program
Effective 1/912003
6
v. APPLICATION
A. Applications must be filed with the Division using the Public Library Construction Grant
Application form (DLISIPLC01, effective 1/9/2003) and postmarked on or before April 1
to receive consideration. The Division will reject applications not postmarked on or
before April 1.
B. Application availability will be announced in the Florida Administrative Weekly.
C. An applicant for a Public Library Construction Grant shall be eligible to receive funding
for a construction project from more than one state-funding source provided that the
following criteria are met:
1. The additional state funding source(s) must be based on a statutorily approved process
administered by another state agency, and
2. The applicant must demonstrate that the project will provide a higher level of service
to residents or that the project is in partnership with another organization or agency.
c. An applicant whose project was partially funded during a funding cycle may not reapply
in the subsequent funding cycles for funds to add to the previous award.
D. An applicant that receives a grant to build a new library, expand or remodel an existing
library may not apply for a grant to expand the same library until the original project has
been closed out with the Division.
E. Only one grant will be awarded to a government until all other eligible applicants have
been awarded a grant during the funding cycle.
F. The following documents must be submitted at the time of application and should be
assembled, labeled and submitted in the order listed below:
1. Certification of Application. The chair of the governing body of a county; the
governing body of a municipality; or the governing body of a special district or
special taxing district that will own or have unconditional use of the building to be
constructed, expanded, or remodeled must sign the Certificate of Application.
2. An ordinance, an adopted and certified resolution, or an approved agenda item from the
governing body of the county, municipality, special district or special taxing district
including:
a. Authorization for submission of the application;
b. Name or position title of person authorized to sign the application and provide
required certifications;
c. Assurance that the required match of a dollar for dollar of the grant request will be
available and unencumbered at the time of grant award;
Public Library Construction Grant Program
Effective 1/9/2003
7
d. Assurance that funding is sufficient and will be available in order that the project
will result in a completed library building;
e. Assurance that upon completion of the project, sufficient funds will be available to
operate the facility; and
f. Assurance that the building will be used exclusively for the public library purposes
for which constructed or altered, and submit proposed changes in use to the Division
for approval if within 20 years of the completion of the construction project.
3. Copy of documents that establish the library, such as a contract, resolution, or ordinance
of the government. A copy of the interlocal agreement(s) for library cooperatives and
multicounty libraries may be used to meet this requirement.
4. A narrative description of the construction project, prepared and signed by a
professional library staff member who has completed a library education program
accredited by the American Library Association. The narrative statement must describe:
a. How the building will function in a currently established multicounty, county, or
municipal library. This includes, but is not limited to, programs, services, and
governance;
b. How the construction project will contribute to new or improved services in the
area it will serve; and
c. The effects of staffing, maintaining, and costs of operating the proposed facility.
5. A detailed written building program, prepared and signed by a professional librarian,
who has completed a library education program accredited by the American Library
Association, functioning as a building consultant. The professional librarian functioning
as the building consultant may be a library staff member. The building program must
include:
a. A brief overview of the library including a historical perspective, mission and
goals (or roles) of the library;
b. A description of how library functions relate to each other in terms of space,
including a description of patron use and work flow patterns; and
c. Projection of future needs based upon anticipated future demographics.
6. If an applicant is applying for funding for a construction project from more than one
state funding source, the following information must be provided:
a. Identify all additional state funding sources being applied for. Include the name
of the funding program and the state agency administering the program, and
Public Library Construction Grant Program
Effective 1/9/2003
8
b. Describe how:
I. The multiple funding sources will result in a project to provide a higher level
of service to residents; or
2. The project is in partnership with another organization or agency and how it
will provide a higher level of service to residents; or
3. Each funding source will be used to accomplish a different or unique portion
of the entire construction project.
7. If an applicant anticipates starting a project prior to the date of the grant award, the
additional documentation required in Section IX. c., must be submitted at the time of
application submission.
H. The applicant may withdraw applications at any time prior to grant award without
penalty .
If any library construction project that has previously been awarded a grant that is later
withdrawn or vacated files a new application during the next application submission
period for substantially the same project, the project shall be considered only after the
Division has acted upon all other applications during the funding cycle.
I. An applicant whose project was not funded during the previous funding cycle may either
update the application already on file or submit a new one. If an applicant intends to
update or resubmit an application, a letter of intent should be submitted to the Division
within 30 days of the end of the Legislative session. The updated information specified
in Section V. 1.2., shall be submitted within 60 days after the end of the Legislative
session. Failure to meet this deadline shall result in rejection of this application.
1. If a new application is submitted by the application submission date, it will be
reviewed for eligibility and completeness, and evaluated.
2. If the applicant requests that the application already on file be considered for funding,
it will not be reevaluated. The point values assigned during the previous review
period will remain unchanged. The application will be included in the ranked listing
along with new applications. Using the Public Library Construction Grant
Application form (DLIS/PLCOI, effective 1/9/2003), the applicant must update and
provide the following information:
a. Applicant Information;
b. Certification of Application; and
c. Ordinance or an adopted and certified resolution from the governing body of the
government as required and described in Section V. G.2.
Public Library Construction Grant Program
Effective 1/9/2003
9
VI. APPLICATION REVIEW
Following the close of the application submission period, all applications will be
reviewed for eligibility and completeness. In reviewing applications, the Division has the
authority to ensure compliance with these guidelines. The Division will determine the
eligibility of an applicant, the sufficiency of the application, and the eligibility of a project
element or expense.
A. The Division will notify applicants in writing of any application deficiencies. Eligible
applicants will have an application correction period of up to 30 days after
notification date to correct deficiencies. Insufficient applications or the failure to
correct the identified deficiencies shall result in rejection of the application. All
corrections must be postmarked on or before the last day of the correction period
specified by the Division. Since the purpose of this period is to determine eligibility,
point totals already assigned to applications will not be changed during the correction
period unless there is a change in the square feet of the building.
The Division will evaluate eligible applications in accordance with the Section VII,
Criteria for Evaluating and Ranking Grant Applications, and assign a total point score
to each application. Applications will be ranked based on the point score with the
applications with the most points ranked highest.
B. The Secretary of State shall have final authority to approve or deny all grant
applications and to award grants based on the Division's evaluation and ranking.
Such approval or denial is the final agency action for purposes of requesting a hearing
under the Administrative Procedures Act, Chapter 120, Florida Statutes.
c. Applications that are approved by the Secretary of State will be included in the
Department of State's Legislative Budget Request for consideration by the
Legislature.
Public Library Construction Grant Program
Effective 1/9/2003
10
VII. CRITERIA FOR EVALUATING AND RANKING
APPLICATIONS
1. An application can receive a maximum of 100 points. Applications will be ranked
based on the point score with the most points ranked the highest.
2. If multiple applications are submitted by one government, then the application with
the higher point total will be placed in the higher ranked position. If multiple
applications from one government receive the same score, the applicant will be asked
to rank. the applications. The higher ranked application will be placed in the higher
ranked position. The other application(s) shall be placed at the bottom of the
rankings. For those application(s) placed at the bottom of the rankings, the
application with the higher point totals will be ranked before those with a lower point
totals.
3. If two or more applications from different applicants receive the same score, the
applicant having the most need based on the Community Need, Section VII. 4.D., will
receive the higher ranking. If two or more applications remain tied, the applicant
having received the lowest amount of construction funds within 5 years of the
application date will receive the higher ranking.
4. The points for each section are:
A. Type Library Building. Only one category can apply to an application:
1. Headquarters for a multicounty or library cooperative - 20;
2. Headquarters for a single county library not in a multicounty -IS;
3. Headquarters for a single county library in a multicounty - 12;
4. Branch or member of a multicounty library that represents the only library
facility in a county - 8;
5. Branch or member library that is part of a county or multicounty, or, a
municipal library and its branches operating independently of a county or
multicounty library - 4;
B. Project Narrative, prepared and signed by the library director. The narrative
statement must describe:
I. How the building will function in a currently established multicounty, county,
or municipal library. This includes, but is not limited to, programs, services,
and governance - 5;
2. How the construction project will contribute to new or improved services in
the area it will serve - 10; and
Public Library Construction Grant Program
Effective 1/9/2003
II
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3. The effects of staffing, maintaining, and operating the proposed facility - 5.
C. Building Program prepared and signed by a professional librarian, who has
completed a library education program accredited by the American Library
Association, functioning as a building consultant. The building program must
include:
1. A brief overview of the library including a historical perspective of the library
system (if applicable) and the facility covered by the application, the mission,
and the goals (or roles) of the library - 5;
2. A description of how library functions relate to each other in terms of space,
including a description of patron use and workflow patterns - 20; and
3. Projection of future needs based upon anticipated future demographics - 5.
D. Community Need. Points are awarded based on the extent to which the
applicant's present or existing facilities meet the standard of .6 square foot per
capita for total floor space in its multicounty, county, or municipal library. The
total square feet will be taken from the most current Annual Statistical Report
Form for Public Libraries on file with the Division of Library and Information
Services. The report is available free of charge from the Director, Division of
Library and Information Services, R.A. Gray Building, Tallahassee, Florida
32399-0250. The population served will be taken from the most current Florida
Estimates of Population, University of Florida.
The following describes how the square feet and population will be determined
for each type oflibrary. The calculation of the square footage is based upon the
type of library:
For cooperative libraries consisting of a countywide system and/or municipal
libraries:
· For the countywide library system, the population and square feet for only
the legal (taxed) service area of the countywide system will be used.
· For a municipal library, the population and square feet for only the legal
(taxed) service area of the municipal library will be used.
· For a multicounty library, the population and square feet for the applicable
county will be used.
For consolidated single county libraries
· The population and square feet for the legal (taxed) service area of the
county applying for the grant will be used. This includes consolidated
multicounty libraries.
Public Library Construction Grant Program
Effective 1/9/2003
12
0-25
26 - 50
51 - 70
71 - 90
91 - 100
percent of standard -
percent of standard -
percent of standard -
percent of standard -
percent of standard -
30 points;
25 points;
20 points;
15 points;
10 points.
VIII. MAXIMUM GRANT AWARD
The total maximum grant award is $500,000.
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IX. ADMINISTRATION OF GRANTS
A. Grant Agreement. The application, if approved, will become a part of the grant
agreement between the Department of State, Division of Library and Information
Services, and the grantee. The Division shall be responsible for preparing a grant
agreement. Grant agreements, incorporated herein by reference, will be sent to
grantees along with the grant award. Beginning with applications submitted for
FY2003-2004, a construction project may be initiated 12 months or less prior to the
grant award. However, the Division shall not release any grant funds to the applicant
before the grant funds have been appropriated by the Legislature and the grant
agreement is executed between the Division and the grantee.
B. Project Manager. The project manager is the applicant's single authorized
representative for all contact with the Division regarding the project. This includes all
written and verbal communications with the Division, processing grant-related
paperwork, receipt of grant payments, etc. If the project manager changes from the
information provided in the application, the applicant or grantee must notify the
Division in writing of this change. The project manager may be the same person as
the applicant's building consultant.
C. Additional Required Documents. The following material shall be submitted to the
Division for approval no later than 90 days after the date of grant award. If the
applicant anticipates starting the construction project prior to the date of the grant
award, the following material must be submitted for approval at the time of
application submission. These documents will become a part of the grant application.
1. Specific location of site and a narrative evaluation of the site of the building to be
constructed, expanded, or remodeled that is prepared and signed by a professional
librarian, who has completed a library education program accredited by the
American Library Association, functioning as a building consultant. The
professional librarian functioning as the building consultant may be a library staff
member and may also be the project manager. The site evaluation should justify the
choice of site considering:
a. Plans for future expansion or growth;
b. Community growth and traffic pattern projections for the future;
c. Adequate parking, taking into consideration local zoning and building codes,
or standards;
d. Convenient access to major pedestrian and vehicular traffic routes; and
e. Physical characteristics of the site.
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Effective 1/9/2003
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2. Assurances, such as a deed, showing that the applicant has legal title to the property
and building, a long-term lease of not less than 20 years or a resolution adopted by
the applicant's go\'eming body, that the applicant has unconditional use of the site
and the building. If a resolution is used as proof, it shall state whether the applicant
owns or leases the site and building. Release from the unconditional use
requirement may be requested and will be granted if a situation arises which will
provide a library facility to serve the same community that will result in a higher
level of service. The request shall be submitted in writing to the Director of the
Division of Library and Information Services. If the facility is not maintained as a
public library for the 20-year period, and release from the unconditional use
requirement has not been requested and approved, the grant funds shall be repaid
as follows: for each year that the facility is maintained as a public library, reduce
the amount to be repaid by 5% per year. The 20-year period begins on the date of
project closeout.
3. A comparison of the proposed project to .6 square feet per capita for total floor
space and standards for library facilities and services. Cite standards used and the
source of standards. This shall include at a minimum:
a. Total floor space;
b. The amount and kind of space required for all library functions, including both
public and staff areas, meeting space, and space for specific services;
c. Shelving required;
d. Staffing required;
e. Lighting required; and
f. Telecommunications and electrical requirements.
4. A list of the kind and amount of initial furniture and equipment needed for the
project.
5. Subsurface soil analysis. This analysis, which involves soil borings, is to assure that
the site can support the weight of a library building. The analysis is required for the
following:
a. New construction;
b. Expansion of existing library facility onto previously unbuilt land, including
parking lots; or
c. Projects involving an existing building that was not previously used as a library
building.
If problems are identified in the analysis, the Division must be informed of how the
problems will be corrected.
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6. Certification that the construction project will be in compliance with Federal
Executive Order 11988 Floodplain Management, as amended by Executive Order
12148, which are incorporated herein by reference, including certification that the
use of flood plains in connection with the construction will be avoided as far as
practicable.
Regulations governing the use of state funds for construction require that
evaluations be made of the potential effect of any proposed construction in relation
to flood hazards. Each applicant filing an application for construction funds must
request an evaluation ofthe proposed site of construction from the u.s. Army Corps
of Engineers. When submitting requests, the following information should be
included regarding the project:
a. A legal description of the site, giving exact boundaries, a location map showing
the site, and a street address if available;
b. The need for the evaluation in order to receive construction funds from the
Division of Library and Information Services, Department of State, State of
Florida; and
c. The date by which the evaluation is needed. Allow at least two weeks to receive
this evaluation prior to the additional required documents filing date.
Address requests to:
For areas east of Jefferson County:
Chief, Floodplain Management Services
u.S. Army Corps of Engineers
Jacksonville District
Post Office Box 4970
Jacksonville, Florida 32232-0019
Attention: CESAJ-PD-PF
PHONE: (904) 232-2232
For areas west of Jefferson
County, including Jefferson County:
Chief FPM/SS
u.S. Army Corps of Engineers
Mobile District
Post Office Box 2288
Mobile, Alabama 36628-0001
PHONE: (205) 690-2500
Ifproblems are identified, the Division must be informed of how the problems will
be corrected.
Copies of the evaluation reports and the plans for correction, if applicable, must be
submitted for each application.
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7. Assurance that the site selected for the construction project does not interfere with
the protection of properties listed in the National Register of Historic Places in
accordance with Section 267.061, Florida Statutes. This assurance can be obtained
from the Department of State, Division of Historical Resources.
Regulations governing the use of state funds for construction require that
evaluations be made of the potential effect of any proposed construction in relation
to historic sites. Each applicant filing an application for construction funds must
request an evaluation of the proposed site of construction from the agency listed.
When submitting requests, the following information should be included regarding
the project:
a. State that an evaluation is needed in order to receive construction funds from
the Division of Library and Information Services, Department of State, State
of Florida;
b. Provide the name, address and/or the tax parcel identification for the project;
c. Provide a detailed written description of the proposed project, including
related activities, which will be carried out in conjunction with the project. For
example, the proposed rehabilitation (include specific details) or demolition of
a building or structure, or the extent of proposed land clearing or ground
disturbing activities;
d. Provide the section, township and range coordinates from the legal
description. Provide a site map(s) with dimensions and/or scale and the total
project study area acreage;
e. Provide a general project study area/project site location map. Provide an
USGS Quadrangle map (to scale - additional enlargements may be included)
depiction of the study area and project site. Depict the project study area on an
aerial photograph (current and/or past), when available. Provide a detailed
topographic map of the study, when available;
f. Provide photograph(s) of the project site if available (no photocopies). Provide
aerial photographs (current or past) of the project study area and project site
are recommended, when available. Ifa project does or may involve building(s)
or structure(s) 50 years of age or older, photographs must be provided of the
exterior and interior (as appropriate). Provide photographs of specific
elements of the building(s) affected by the project if applicable. All
photographs should be keyed to a project or building sketch plan;
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g. For new construction projects, describe the present condition of the project
study area and a history of the past land use activities, Le., agriculture or
silvaculture. Describe any manmade improvements in the study area. Provide
information on the study area drainage, wetlands, soils, vegetation, etc.,
information describing the natural environment(s) (biological and geological);
h. Describe any surrounding buildings or structures (include photographs of such
improvements keyed to a map). Indicate the recorded or estimated
construction dates for each building or structure; and
1. Indicate the date by which you need the evaluation. Allow ample time to
receive this evaluation prior to the additional required documents filing date.
Allow at least 30 days for the historic site evaluation.
Address requests to:
Director, Division of Historical Resources
R. A. Gray Building, 4th Floor
500 S. Bronough Street
Tallahassee, Florida 32399-0250
PHONE: (850) 245-6333;
SUNCOM: 205-2333
Copies of the letters of evaluation must be submitted for each application. If the
project is covered in the protection of properties listed in the National Register of
Historic Places in accordance with Section 267.061, Florida Statutes, the
applicant must obtain written approval from the Division of Historic Preservation
before the project is let for bid.
8. Certification by grantee's governing body such as a resolution, or, a signed
document from the person or position designated by the grantee's governing body
in the resolution submitted with the application, that the grantee will
competitively award construction contracts based on the submission of sealed
bids, proposals submitted in response to a request for proposal, proposals
submitted in response to a request for qualifications, or proposals submitted for
competitive negotiations. This also includes contracts for construction
management services or design-build contracts. Such awards to a private sector
contractor must be permitted by applicable municipal or county ordinance, by
special district resolution or by state law including Section 255.20, Florida
Statutes. If competitive negotiations are used, the award shall be in accordance
with Section 287.055, Florida Statutes.
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D. Planning Assistance. Division staff are available to provide planning assistance as
the plans for the construction project are being developed. It is recommended that
Division staffbe involved during several points in the development of project plans:
when the initial drawings have been completed based on the building program;
approximately halfway through design development; and, when the furniture and
equipment plan for the facility is being developed.
E. Architectural Drawings and Specifications. The grantee shall provide the Division
the following material no less than 30 days prior to the construction project being let
for bid or Guaranteed Maximum Price being awarded. This also includes contracts
for construction management services, or design-build contracts.
1. Final floor plan with furnishings and equipment;
2. Final site plan; and
3. Final elevations.
Submit two sets of drawings prepared by a licensed architect. Once set of these plans
shall be 24" x 36" or 30" x 42" and the other shall be 11" x 14".
If there are changes in the design or size of the building, the grantee shall provide
revised floor plans, site plans, and elevations to the Division. An example of when
this might occur would be if project bids exceed available funding necessitating a
revision to project plans.
F. Architectural Supervision. The grantee shall provide engineering or architectural
supervision and inspection to ensure that the completed work conforms with the
approved plans and specifications.
G. Accessibility. All facilities constructed must comply fully with Sections 255.21 and
553.501-. 513, Florida Statutes, relating to accessibility by persons with disabilities,
and the Americans with Disabilities Act of 1990.
H. Timeline for Competitive Awards. The grantee must place the construction project
under contract within 540 days from the date of grant award. No waivers or
extensions will be provided unless there is pending litigation. If there is pending
litigation, the grantee may request that the 540-day timeline be tolled until the
litigation is resolved. A request to toll the 540-day timeline will be granted by the
Division due to pending litigation. This request must be made in writing to the
Division.
The grantee shall competitively award construction contracts based on the submission
of sealed bids, proposals submitted in response to a request for proposal, proposals
submitted in response to a request for qualifications, or proposals submitted for
competitive negotiations. This also includes contracts for construction management
services or design-build contracts. Such awards to a private sector contractor must be
Public Library Construction Grant Program
Effective 1/9/2003
19
permitted by applicable municipal or county ordinance, by special district resolution
or by state law including Section 255.20, Florida Statutes. If competitive
negotiations are used, the award shall be in accordance with Section 287.055, Florida
Statutes.
All procurement of goods and services must be made in a manner so as to provide
maximum free competition.
I. Project Publi~ity. If a library construction site sign is erected, other publicity is done
for the project, or if specifications call for a plaque in the completed building
indicating the date of completion and source of funds, the grantee shall give credit as
follows: This project is funded in part from the [year Le., 2002] Florida Legislature
through the Florida Department of State.
J. Final Inspe~tion. The grantee should notify the Division of the date and time of final
inspection so that the Division may participate in such inspection for the purpose of
concurring in the final acceptance of the building. The grantee shall also provide the
Division with a copy ofthe Certificate of Substantial Completion (AlA Document
G704).
K. Project Completion. The construction project shall be completed within 24 months
of the date of issuance of the Certificate of Substantial Completion (AlA Document
G704). An extension of this time period shall be granted by the Division due to
litigation or disputes over expenditures. This extension must be requested in writing
to the Division. Failure to complete the project within the 24-month period will result
in the loss of the final 10% of the total grant award.
L. Project Audit. A financial audit of the government carried out in accordance with
the requirements of Section 215.97, Florida Statutes, and Chapter 10.550 Rules of the
Auditor General, and generally accepted accounting principles must be submitted.
If desired, a grantee may submit a project specific audit in lieu of the annual audit.
The project specific audit must be carried out in accordance with the requirements of
Section 215.97, Florida Statutes, and Chapter 10.550 Rules of the Auditor General,
and generally accepted accounting principles.
M. Withdrawal of Project. The applicant may withdraw applications at any time prior
to grant award without penalty.
If any library construction project that has previously been awarded a grant which is
later withdrawn or vacated and files a new application during the next application
submission period for substantially the same project, the project shall be considered
only after the Division has acted upon all other applications during the funding cycle.
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Effective 1/9/2003
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N. Payments. A maximum of four payments of grant funds will be made on a
reimbursement basis.
1. The first payment of 30%, of the grant award, will be made upon 30%
completion of construction and after receipt and approval of the following
required documents. The percent of the construction completed is based on the
Application and Certificate for Payment (AIA Document G702) and Continuation
Sheet (AlA Document G703), or its equivalent. The following documents must
be either on file with the Division or completed and submitted for payment 1:
a. Public Library Construction Grant Program Payment Request # 1 form
(DLIS/PLC02) certified by the project manager or authorized official and the
chief financial officer of the grantee's governing body or authorized official
assuring that at least 30% of the construction funds have been expended;
b. Material required in Section IX. C., and Section IX. E;
c. Executed contract for architectural services between the owner and architect;
d. Certification by grantee's (county, municipality, special district, or, special
taxing district) governing body such as a resolution, or, a signed document
from the person or position designated by the grantee's governing body in the
resolution submitted with the application, that the project was competitively
bid and awarded in accordance with Section 255.20, Florida Statutes, and
local bidding requirements. If competitive negotiations are used, the
certification shall include that the contract was awarded in accordance with
Section 287.055, Florida Statutes;
e. Complete and executed contract(s) for construction that shows the total cost to
construct the facility or the guaranteed maximum price;
f. Application and Certificate for Payment (AlA Document G702) and
Continuation Sheet (AlA Document G703), or the equivalent showing at least
30% of the construction completed;
2. The second payment of 30%, of the grant award, will be made upon 60%
completion of construction and after receipt and approval of the following
required documents. The percent of the construction completed is based on the
Application and Certificate for Payment (AlA Document G702) and Continuation
Sheet (AlA Document G703), or its equivalent. The following documents must
be either on file with the Division or completed and submitted for payment 2:
a. Public Library Construction Grant Program Payment Request # 2 form
(DLIS/PLC03) certified by the project manager or authorized official and the
chief financial officer or authorized official of the grantee's governing body
assuring that at least 60% of the construction funds have been expended;
b. Application and Certificate For Payment (AlA Document G702) and
Continuation Sheet (AlA Document G703), or the equivalent;
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Effective 1/9/2003
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3. The third payment of 30%, of the grant award, will be made upon 100%
completion of construction and after receipt and approval of the following
required documents. The percent of the construction completed is based on the
Application and Certificate for Payment (AlA Document G702) and Continuation
Sheet (AlA Document G703), or its equivalent. The following documents must
be either on file with the Division or completed and submitted for payment 3:
a. Public Library Construction Grant Program Payment Request # 3 form
(DLISIPLC04) certified by the project manager or authorized official and the
chief financial officer or authorized official of the grantee's governing body
assuring that 100% of the construction and other project funds have been
expended;
b. Certificate of Substantial Completion (AlA Document G704); and
c. Application and Certificate for Payment (AlA Document G702) and
Continuation Sheet (AlA Document G703) or the equivalent. The G702 form
must show that all construction funds have been expended, and must show a
zero balance on line 9.
4. The final payment, 10% of the total grant amount, shall be made only after
successful completion of the project and agreement obligations. The following
documents must be either on file with the Division or completed and submitted
for payment 4:
a. Public Library Construction Grant Program Payment Request # 4 form
(DLIS/PLC05) certified by the project manager or authorized official and the
chief financial officer of the grantee's governing body that the project and all
obligations have been completed;
b. Audit in compliance with the requirements of Section 215.97, Florida
Statutes, and Chapter 10.550 Rules of the Auditor General, and generally
accepted accounting principles;
c. Library Construction Closeout Report form (DLIS/PLC06) certified by the
project manager and chief financial officer of the applicant's governing body
assuring that all project funds have been expended and that the project has
been closed out.
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Effective 1/9/2003
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X. ALLOWABLE USES OF GRANT FUNDS
Funds provided under a library construction grant may be used to cover costs of any of
the following, as long as the construction project results in a completed library facility:
A. Architectural services;
B. New construction;
C. Expansion;
D. Remodeling;
E. Site preparation, including the provision of parking spaces;
F. Engineering costs and legal fees directly related to the construction ofthe library;
G. Initial or fixed equipment, including shelving, tables, chairs, information and
building technologies, video and telecommunications equipment, machinery,
utilities, built-in equipment and enclosures or structures necessary to house them,
and all other items necessary to furnish and operate a new or improved facility for
the provision of library services;
H. Opening day collections.
XI. MATCHING FUNDS
Matching funds must equal the grant amount, dollar for dollar.
Eligible matching funds include cash, governmental appropriation, negotiable and non-
negotiable securities, bonds sold or validated, funds used for advance plans, estimates, or
the cost of the land for the construction or acquisition of a building not already in use as a
public library.
For new construction, the current appraised fair market value of a currently owned site
may be included as a part of the local matching portion. For remodeling and expansion
projects, the current appraised fair market value of the site, building or portion of a
building currently not being used as a public library and that will be become part of the
library as a result of the project may be included towards the local matching porti.on. The
appraisal shall be prepared by an independent licensed appraiser.
There is no time limit prior to submitting the application when applicant must have
ownership of the site being used toward match. However, if the site is being used
towards match, the applicant must own the site no later than the time of grant award.
Funds expended to furnish and equip the facility such as shelving, computers, tables and
chairs, and opening day collections may be used towards match as long as the funds are
Public Library Construction Grant Program
Effective 1/9/2003f
23
expended less than 12 months prior to the date of grant award or before the project is
closed out.
All funds, including local matching and donated funds used toward the project, must be
administered by the grantee.
XII. UNALLOWABLE USE OF GRANT AND MATCHING
FUNDS
Funds are allowed for grant or matching expenditures only as specifically stated in
Sections X. and XI. In addition, the following are not allowed as grant or matching
expenditures:
A. In kind services may not be used for grant or matching expenditures.
XIII. OPERATION AND USE OF FACILITY
A facility that will be constructed, remodeled or expanded using state grant funds
must be maintained as a public library for a period of 20 years. Failure to
maintain the facility as a public library for the 20-year period will result in
repayment of all or a portion of the grant funds. The 20-year period begins on the
date of project closeout.
If the facility is not maintained as a public library for the 20-year period, and
release from the unconditional use requirement has not been requested and
approved, the repayment schedule is as follows:
For each year that the facility is maintained as a public library, reduce the
amount to be repaid by 5% per year, i.e., I year - 95% of the grant funds,
5 years -75% of the grant funds, 10 years - 50% of the grant funds, etc.
Release from the unconditional use requirement may be requested and will be granted if a
situation arises which will provide a library facility to serve the same community that will
result in a higher level of service. The request shall be submitted in writing to the
Director of the Division of Library and Information Services.
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Effective 1/9/2003
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Florida Department of State, Division of Library and Infonnatlon Services
PUBLIC LIBRARY CONSTRUCTION GRANT
APPLICATION
Application Deadline: ADril1. 2006
I. APPLICANT INFORMATION
A. LEGAL NAME OF APPLICANT (Government)
Street
City
Zip
County
Name of Chairman of Applicant's Governing Authority
Federal Employer Identification (FEID) Number
B. NAME OF LIBRARY DIRECTOR
Telephone (
)
Fax
E-mail
Library
Street
City
Zip
C. NAME OF PROJECT MANAGER
Title
Agency, organization or governmental unit
Street
City
Zip
Telephone ( )
Fax
E-mail
D. NAME OF BUILDING CONSULTANT (MLS degree)
Street
City
Zip
Telephone ( )
E. NAME OF REGISTERED ARCHITECT
Street
City
Zip
Telephone ( )
Registration Number
F. INDICATE IF CONSIDERING STARTING THE CONSTRUCTION PROJECT
PRIOR TO THE GRANT AWARD YES___ NO
Public Library Construction Grant Application
DLlS/PLC01, Effective 1/9/2003
II. PROPOSED PROJECT
A. Name of Proposed Facility
B. Type Construction Project (check one):
_ New Building _ Expansion
_ Remodeling
C. Building to be Used as (check one):
Single county library headquarters
_ Single county branch or library
cooperative member
_ Independent municipal library
(headquarters)
_ Independent municipal library (branch)
Multicounty or library cooperative
headquarters
Multicounty or library cooperative branch or
member (more than one library in county)
Multicounty or library cooperative branch or
member (only library in county)
III. PROJECT DATA
A. Floor Area in Square Feet
1. Facility prior to project (Check one and give square feet where applicable):
_a. No facility currently exists
_b. A facility currently exists, but will not be used as a library
after project completion
c. A facility currently exists and will be used by library after
project (may be present library or another building)
sq. ft.
sq. ft.
2. New facility to be constructed
sq. ft.
3. Expansion of existing facility
Square footage of existing building
Square footage of the portion of building to be expanded
Total square feet of building after expansion
sq. ft.
sq. ft.
sq. ft.
4. Remodeling of existing facility (not included in # 3)
sq. ft.
B. Geographical Area And Population To Be Served By Proposed Facility:
1. Name of city(s), county(s) or region. (If the service area does not conform to city or county
boundaries, give the location and population by census tracts.)
2. Current population
The population should be from the most current Florida Estimates of Population, University of Florida
Public Library Construction Grant Application
DLlS/PLC01, Effective 1/9/2003
2
IV. ESTIMATED COST OF PROJECT
A. Funds By Category (Indicate project cost by applicable categories):
1. Architect's Fees (include planning costs) $
2. Site Acquisition $
3. Acquisition cost of building $
4. New Construction $
5. Expansion of existing building $
6. Remodeling of existing building $
7. Initial Equipment $
8. Other (Specify) $
9. TOTAL (Must equal 8.4)
$
B. Source of Funds:
1. Local funds available $
2. Amount of funds requested from the Public Library $
Construction Grant Program (State General Revenue)
3. Amount of funds requested from other State sources $
4. TOTAL (Must equal A.9) $
If total above includes funds already spent, please specify amounts, type and dates of
expenditures. (Appraisal costs and incidental purchase costs such as surveys, title insurance,
legal fees, etc., are not eligible expenditures and are not reimbursable.)
Amount
Dates
Advance plans
Estimates
Acquisition of Lands
Other (Specify)
$
$
$
$
Public Library Construction Grant Application
DLlS/PLC01, Effective 1/9/2003
3
v. REQUIRED DOCUMENTS
One copy of each of the following documents is required to be submitted as a part of the
application for public library construction grant funds. Assemble, label and submit
documents in the order listed below.
A. Certification of Application. The chair of the governing body of a county; the governing
body of a municipality; or the governing body of a special district or special taxing
district that will own or have unconditional use of the building to be constructed,
expanded, or remodeled must sign the Certificate of Application.
B. An ordinance or an adopted and certified resolution from the governing body of the county,
municipality, special district or special taxing district including:
1. Authorization for submission of the application;
2. Name or position title of person authorized to sign the application and provide required
certifications;
3. Assurance that the required match ofa dollar for dollar of the grant request will be
available and unencumbered at the time of grant award;
4. Assurance that funding is sufficient and will be available in order that the project will
result in a completed library building;
5. Assurance that upon completion of the project, sufficient funds will be available to
operate the facility; and
6. Assurance that the building will be used exclusively for the public library purposes for
which constructed or altered, and submit proposed changes in use to the Division for
approval if within 20 years of the completion of the construction project.
c. Copy of documents that establish the library, such as a contract, resolution, or ordinance of
the government. A copy of the interlocal agreement(s) for library cooperatives and
multicounty libraries may be used to meet this requirement.
D. A narrative description of the construction project, prepared and signed by a professional
library staff member who has completed a library education program accredited by the
American Library Association. The narrative statement must describe:
1. How the building will function in a currently established multicounty, county, or
municipal library. This includes, but is not limited to programs, services and
governance;
2. How the construction project will contribute to new or improved services in the area it
will serve; and
3. The effects of staffing, maintaining, and costs of operating the proposed facility.
Public Library Construction Grant Application
DLlS/PLC01, Effective 1/9/2003
4
E. A detailed written building program, prepared and signed by a professional librarian , who
has completed a library education program accredited by the American Library
Association, functioning as a library building consultant. The professional librarian
functioning as the building consultant may be a library staff member. The building program
must include:
1. A brief overview of the library including a historical perspective, mission and goals
(or roles) of the library;
2. A description of how library functions relate to each other in terms of space, including
a description of patron use and work flow patterns; and
3. Projection of future needs based on anticipated future demographics.
F. If an applicant is applying for funding for a construction project from more than one state
funding source, the following information must be provided:
1. IdentifY all additional state funding sources being applied for. Include the name of the
funding program and the state agency administering the program, and
2. Describe how:
a. The multiple funding sources will result in a project to provide a higher level of
service to residents; or
b. The project is in partnership with another organization or agency and how it will
provide a higher level of service to residents; or
c. Each funding source will be used to accomplish a different or unique portion of
the entire construction project.
Public Library Construction Grant Application
m 1~/PlC01. Effective 1/9/2003
5
One copy of each of the following documents is required to be submitted to the Division
for approval no later than 90 days after the date of grant award.
If the applicant anticipates starting the construction project prior to the date of the
grant award, the following material must be submitted for approval at the time of
application submission.
Assemble, label and submit documents in the order listed below.
A. Specific location of site and a narrative evaluation of the site of the building to be
constructed, expanded, or remodeled that is prepared and signed by a professional librarian,
who has completed a library education program accredited by the American Library
Association, functioning as a library building consultant. The professional librarian
functioning as the building consultant may be a library staff member. The site evaluation
should justify the choice of site considering:
1. Plans for future expansion or growth;
2. Community growth and traffic pattern projections for the future;
3. Adequate parking, taking into consideration local zoning and building codes, or
standards;
4. Convenient access to major pedestrian and vehicular traffic routes; and
5. Physical characteristics of the site.
B. Assurances, such as a deed, showing that the applicant has legal title to the property and
building, a long-term lease of not less than 20 years or a resolution adopted by the
applicant's governing body, that the applicant has unconditional use of the site and the
building. If a resolution is used as proof, it shall state whether the applicant owns or leases
the site and building.
C. A comparison of the proposed project to .6 square feet per capita for total floor space and
standards for library facilities and services. Cite standards used and the source of standards.
This shall include at a minimum:
1. Total floor space;
2. The amount and kind of space required for all library functions, including both public
and staff areas, meeting space, and space for specific services;
3. Shelving required;
4. Staffing required;
5. Lighting required; and
6. Telecommunications and electrical requirements
D. A list of the kind and amount of initial furniture and equipment needed for the project.
Public Library Construction Grant Application
DLlS/PLC01, Effective 1/9/2003
6
E. Subsurface soil analysis. This analysis, which involves soil borings, is to assure that the site
can support the weight of a library building. The analysis is required for the following:
1. New construction;
2. Expansion of existing library facility onto previously unbuilt land, including parking
lots; or
3. Projects involving an existing building that was not previously used as a library
building.
If problems are identified in the analysis, the Division must be informed of how the
problems will be corrected.
F. Certification that the construction project will be in compliance with Federal Executive
Order 11988 Floodplain Management, as amended by Executive Order 12148, which are
incorporated herein by reference, including certification that the use of flood plains in
connection with the construction will be avoided as far as practicable. Certification can be
obtained from the U.S. Army Corps of Engineers. If problems are identified, the Division
must be informed of how the problems will be corrected. Include copies of the evaluation
report and the plans for correction, if applicable.
G. Assurance that the site selected for the construction project does not interfere with the
protection of properties listed in the National Register of Historic Places in accordance with
Section 267.061, Florida Statutes. Include a copy of the letter of evaluation. If the project
is covered in the protection of properties listed in the National Register of Historic Places
in accordance with Section 267.061, Florida Statutes, the applicant must obtain written
approval from the Division of Historic Preservation before the project is let for bid.
H. Assurances, such as a deed, showing that the applicant has legal title to the property and
building, a long-term lease of not less than 20 years or a resolution adopted by the
applicant's governing body, that the applicant has unconditional use of the site and the
building. If a resolution is used as proof, it shall state whether the applicant owns or leases
the site and building.
I. Certification by grantee's governing body such as a resolution, or, a signed document
from the person or position designated by the grantee's governing body in the resolution
submitted with the application, that the grantee will competitively award construction
contracts based on the submission of sealed bids, proposals submitted in response to a
request for proposal, proposals submitted in response to a request for qualifications, or
proposals submitted for competitive negotiations. This also includes contracts for
construction management services or design-build contracts.
Public Library Construction Grant Application
DlIS/PLC01, Effective 1/9/2003
7
Florida Department of State, Division of Library and Infonnation Services
CERTIFICATION OF APPLICATION
I certify that this Library Construction Grant Application of the
(name of applicant)
is true and accurate to the best of my knowledge, that the applicant will comply with the standards
established pursuant to Section 257.15, Florida Statutes; will furnish such reports and information and
follow such procedures as will be required by the Department of State, Division of Library and Information
Services; that all funds received for the project will be expended solely for the purposes for which granted
and any such funds not so expended, including funds lost or diverted to other purposes, shall be paid to the
Department of State, Division of Library and Information Services; and that the current annual
appropriation for library service is $
Signature of Chair of Governing Body
Typed Name of Official
Date
Clerk of Circuit Court or Other Appropriate Officer
Date
Public Library Construction Grant Application
DLlS/PLC01, Effective 1/9/2003
Florida Department of State, Division of Library and Information Services
R.A. Gray Building, 500 South Bronough Street, Tallahassee, FL 32399-0250
Public Library Construction Grant Program
Payment Request #1
At least 30% of the construction costs must be expended before this payment request can be
submitted. Complete this form and submit along with the following items, or indicate that the
items are already on file with the Division.
Organization Name:
Project Number:
Project Name:
On File
With
Required Document the Not
Division Attached Applicable
1. Specific location of site and a narrative evaluation of the site of
the building to be constructed, expanded, or remodeled that is
prepared and signed by a professional librarian functioning as a
library building consultant. The site evaluation should justify
the choice of site considering:
a. Community growth and traffic pattern projections for the
future;
b. Adequate parking, taking into consideration local zoning
and building codes;
c. Convenient access to major pedestrian and vehicular
traffic routes; and
d. Physical characteristics of the site.
2. Certification that the construction project will be in compliance
with Federal Executive Order 11988 Floodplain Management,
as amended by Executive Order 12148, including certification
that the use of flood plains in connection with the construction
will be avoided as far as practicable. If problems are identified
in the analysis, the Division must be informed of how the
problems will be corrected.
3. Assurance that the site selected for the construction project does
not interfere with the protection of properties listed in the
National Register of Historic Places in accordance with Section
267.061, Florida Statutes. Ifproblems are identified in the
analysis, the Division must be informed of how the problems
will be corrected.
Public Library Construction Grant Program
Payment Request # I (DLIS/PLC02), Effective: 1/9/2003
Page 1 of3
On File
With
Required Document the Not
Division Attached ADDlicable
4. Assurances, such as a deed, showing that the applicant has legal
title to the property and building, a long-term lease of not less
than 20 years or a resolution adopted by the applicant's
governing body, that the applicant has unconditional use of the
site and the building. If a resolution is used as proof, it shall
state whether the applicant owns or leases the site and building.
5. Subsurface soil analysis. If problems are identified in the
analysis, the Division must be informed of how the problems
will be corrected.
6. A comparison of the proposed project to .6 square feet per
capita for total floor space and standards for library facilities
and services. Cite standards used and the source of standards.
This shall include at a minimum:
1. Total floor space;
2. The amount and kind of space required for all library
functions, in~luding both public and staff areas, meeting
space, and space for specific services;
3. The amount of parking required for library, patron, and
staff vehicles;
4. Shelving required;
5. Staffing required;
6. Lighting required; and
7. Telecommunications and electrical requirements.
7. A list of the kind and amount of initial furniture and
equipment needed for the project.
8. Final floor plan with furnishings and equipment.
9. Final site plan.
10. Final elevations.
11. Changes in the final floor plan, site plan and elevations after
the project has been let for bid.
Public Library Construction Grant Program
Payment Request # 1 (DLlS/PLC02). Effective: 1/9/2003
Page 2 of3
On File
With
Required Document the Not
Division Attached Applicable
12. Certification that the project was competitively bid and
awarded in accordance with Section 255.20, Florida Statutes,
and local bidding requirements. If competitive negotiations
are used, the certification shall include that the contract was
awarded in accordance with Section 287.055 Florida Statutes.
13. Executed contract for architectural services between the
owner and architect.
14. Complete and executed contract(s) for construction that shows
the total cost to construct the facility or the guaranteed
. .
mID{1mUm pnce.
15. Application and Certificate for Payment (AlA Document
0702) and Continuation Sheet (AlA Document 0703), or the
equivalent showing at least 30% of the construction
completed.
I hereby certifY that the information provided is accurate to the best of my knowledge; that all
provisions of the library construction guidelines and the grant agreement have been met; that
sufficient local matchingfunds have been disbursed, obligated, or are currently available. and at
least 30% of the construction costs have been expended.
Signature:
Signature:
Project Manager or Authorized Official
Chief Financial Officer of Governing Body
Print/Type Name
Print/Type Name
Title
Title
Name of Agency
Name of Agency
Date
Date
Public Library Construction Grant Program
Payment Request # I (DLlS/PLC02), Effective: 1/9/2003
Page 3 of3
Florida Department of State, Division of Library and Information Services
R.A. Gray Building, 500 South Bronough Street, Tallahassee, FL 32399-0250
Public Library Construction Grant Program
Payment Request #2
At least 60% of the construction costs must be expended before this payment request can be
submitted. Complete this form and submit along with the following items, or indicate that the
items are already on file with the Division.
Organization Name:
Project Number:
Project Name:
On File With
Required Document the Division Attached
1. Application and Certificate for Payment and
Continuation Sheet (AlA Docwnents 0702 and 0703
or its equivalent) showing at least 60% of the
construction completed.
I hereby certify that the information provided is accurate to the best of my knowledge; that all
provisions of the library construction guidelines and the grant agreement have been met; that
sufficient local matchingfunds have been disbursed, obligated, or are currently available, and at
least 60% of the construction costs have been expended.
Signature:
Signature:
Chief Financial Officer of Goyeming Body
Project Manager or Authorized Official
Print/Type Name
Print/Type Name
Title
Title
Name of Agency
Name of Agency
Date
Date
Public Library Construction Grant Program
Payment Request #2 (DLlS/PLC03), Effective: 1/9/2003
Page I of I
Florida Department of State, Division of Library and Information Services
R.A. Gray Building, 500 South Bronough Street, Tallahassee, FL 32399-0250
Public Library Construction Grant Program
Payment Request #3
100% of the construction costs must be expended before this payment request can be submitted.
Complete this form and submit along with the following items, or indicate that the items are
already on file with the Division.
Organization Name:
Project Number:
Project Name:
On File With the
Required Document Division Attached
1. Certificate of Substantial Completion (AlA
Document 0704).
2. Application and certificate for Payment and
Continuation Sheet (AlA Documents 0702 & 0703
or its equivalent). The 0702 form must show that all
construction funds have been expended, and must
show a zero balance on line 9.
I hereby certify that the information provided is accurate to the best of my knowledge; that all
provisions of the library construction guidelines and the grant agreement have been met; that
sufficient local matchingfimds have been disbursed, obligated, or are currently available. and
100% of the construction costs have been expended.
Signature:
Signature:
Project Manager or Authorized Official
Chief Financial Officer of Governing Body
Print/Type Name
Print/Type Name
Title
Title
Name of Agency
Name of Agency
Date
Date
Public Library Construction Grant Program
Payment Request #3 (DLlS/PLC04), Effective:
Page 1 of 1
Florida Department of State, Division of Library and Information Services
R.A. Gray Building, 500 South Bronaugh Street, Tallahassee, FL 32399-0250
Public Library Construction Grant Program
Payment Request #4
All construction costs must be expended and the project completed before this payment request
can be submitted. Complete this form and submit along with the following items, or indicate that
the items are already on file with the Division.
Organization Name:
Project Number:
Project Name:
On File With
Required Document the Division Attached
1. Audit in compliance with Section 215.97, Florida
Statutes, and Chapter 10.550, Rules of the Auditor
General.
2. Library Construction Closeout Report (form
DLIS/PLC06).
I hereby certify that the information provided is accurate to the best of my knowledge; that all
provisions of the library construction guidelines and the grant agreement have been met; and that the
construction project has been completed.
Signature:
Signature:
Chief Financial Officer of Goveming Body
Project Manager or Authorized Official
Print/Type Name
Print/Type Name
Title
Title
Name of Agency
Name of Agency
Date
Date
Public Library Construction Grant Program
Payment Request #4 (DLlS/PLC05), Effective: 1/9/2003
Page I of I
Florida Department of State, Division of Library and Infonnatlon Services
R.A. Gray Building. 500 South Bronough Street, Tallaha..... FL 32399..()250
PUBLIC LIBRARY CONSTRUCTION
CLOSEOUT REPORT
NAME OF LIBRARY
ADDRESS
Number/Street
City
Zip Code
PROJECT NUMBER:
PROJECT CONSTRUCTION DATES (month, day, year)
Started Completed
TYPE PROJECT 0 New 0 Expansion 0 Remodeling SIZE OF FACILITY
sq. ft.
PROJECT EXPENDITURES (bv source) PROJECT EXPENDITURES (bv tvDeJ
Line 5 of Expenditures by Source must equal line 6 of Expenditures by Type.
1. Local $
2. State $
3. Federal $
4. Other $
1. Architectural Fees $
2. Construction $
3. Site $
4. Furniture & $
Equipment
5. Other $
6. TOTAL $
5. TOTAL $
NARRATIVE
Attach a narrative report for the project. Summarize the project in terms of its accomplishments, special
features of building, problems encountered, comparison of the current facility and services with previous
ones, etc. Identify benefits and/or programs which resulted from the project. Please include photographs
or other items of interest.
I hereby certify that the construction project has been completed and all project funds have been
expended.
PROJECT MANAGER OR AUTHORIZED OFFICIAL
SIGNA TURE
DATE
NAME AND TITLE (type or print)
CHIEF FINANCIAL OFFICER
SIGNATURE
DATE
NAME AND TITLE (type or print)
Public Library Construction Grant Program