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03/15/2006 Agreement DANNY L. KOLHAGE CLERK OF THE CIRCUIT COURT DATE: March 24, 2006 TO: Thomas Willi County Administrator ATTN: FROM: Deb Barsell Pamela G. Ha'~ Deputy Clerk 'e::P At the March 15, 2006, Board of County Commissioners meeting the Board adopted Resolution No. 142-2006 that amends Resolution No, 359a-2005 - authorizing the submission of a grant application to Florida Department of State, Division of Library and Information Services (FDLIS), Public Library Construction Grants (PLCG) - to meet additional specific Fiscal Year 2006 application requirements that the County assure and lor certify the following: dollar for dollar cash match, sufficient funding availability to complete project, sufficient funding to operate completed library, use of building as a library for at least 20 years, and compliance with local and state laws governing construction contracts procured by governmental entities. Enclosed is a duplicate original of the Certification of Application and a certified copy of the subject Resolution for your handling. Should you have any questions please do not hesitate to contact this office, cc: County Attorney Finance File/' Florida Department of State, Division of Library and Information Services CERTIFICATION OF APPLICATION I certify that this Library Construction Grant Application ofthe Monroe County Board of County Commissioners (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 $ 2,642.612. {1arch 15, \\:te 0,'- .' ,\.:~: DANNY-It KOLHAGE, Clerk Clerk ~f.tirCuit Court or Other Appropriate Officer March 15, 2006 Date 3: ~ 0 c::) ...., 0 c::) 2: J.> CI'" :;:0 z ::J: r- 0('")2: ~ m rrlr--< ::0 a :x: N -rt ('"). r- 0(")' .s:- o ?E~2 ;;0 ]>. ;;0 -i ~) r" ::z IT1 -< .',.. . :-t ::- n -rJ ~ \D 0 .. r- rrl <:) ;.u ::> 0 .... Charles "Sonnv" McCov Typed Name of Official Public Library Construction Grant Application DLlS/PLC01, Effective 1/9/2003 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 FDUS 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~, Florida, at a regular meeting of said Board held on the 15th day of March, 2COfb g 8 .... - ..... ~ ::J: ;:0 C") :r: :J:Ia or-;;Z: :::0 rr1:;x-< n- r- N o~~ .. C__~'- :7: ~ c :z:- --..; " r- :x -<--;:L: . . J...~ \D "'1 GJ .. r- rr1 0 f Commis~oners U1 , , . 1 \ , Mayor McCoy Mayor Pro Tem Nelson Commissioner Neugent Commissioner Rice Commissioner Spehar (Seal)" Atlea~~ Clerk of Court PLCG Marathon Yes , Yes Yes Yes Yes By: 2 ..." - r- rr1 o ..." <..'J :;0 ;u rr1 n C) ::0 a 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 1118 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 offidals and staff has met. with concern given to the need for the building of a new library facifity 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 Commissioners concur:a with ttle library working partnership committee that graQ.~JIPd qt~ fUnds should be so\fh~r tl -r1 important project; :z ~ ;= 2. The County Adminlstratqr." Is .,,~~. .. _ ....: 'fe".' sign and subll:Jit B 8 application packet ftiftftf PI~'I.~~~~funds to the ~ _ ~ Depa~nt of Library and In ormatiOn' ~;~~ Division of Lib!l~ N ;g Information Se~~~ · . rl.M', ....or- :J ~ 3. This resolution shall ~ effective ~,_, upon adoptiftthElSi g Board of County Commiss .. " . n by the Clerk. ~ ~ N ~ l";';,:>'.} blWbl) 11..a " . \0 PASSED AND ADOPTED by ~ 8eaIiG efQ)UAty C9"'Mi~ers of Monroe County, Florida, at a regular meeting of SilId Board held on the 2S'th day of SePtellber. 2005 Mayor Spehar Yes Mayor Pro Tem McCoy Yes Commissioner Neugent Yes Commissioner Rice Yea Commissioner Nelson Yes >- I w zz: aCE: ....~ .... ~. ::>-t: _:r~ ::'":~ ".~ .~ (Seal) ~ Monroec.o'f.Y.B?n~= A~'~ ".c.By: ijJ/U . C i'k 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 1 1 4 6 7 10 11 13 14 14 14 14 19 19 19 19 19 20 20 20 20 20 21 23 23 24 24 (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 ,. ... ,fIj# ~~ 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. Public Library Construction Grant Program Effective 1/9/2003 13 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. Public Library Construction Grant Program Effective 1/9/2003 14 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. Public Library Construction Grant Program Effective 1/9/2003 15 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. Public Library Construction Grant Program Effective 1/9/2003 16 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; Public Library Construction Grant Program Effective 1/9/2003 17 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. Public Library Construction Grant Program Effective 1/9/2003 18 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. Public Library Construction Grant Program Effective 1/9/2003 20 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; Public Library Construction Grant Program Effective 1/9/2003 21 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. Public Library Construction Grant Program Effective 1/9/2003 22 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. Public Library Construction Grant Program Effective 1/9/2003 24 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