HomeMy WebLinkAboutD-1 Staff Report - Building Forward Grant Acceptance and Local Fund RequirementsSCHEDULED ITEM
D-1
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: LEILA HASSEN
DATE: NOVEMBER 20, 2023
SUBJECT: ACCEPTANCE OF BUILDING FORWARD FUNDS FROM THE CA STATE
LIBRARY AND AUTHORIZATION OF LOCAL MATCH
BACKGROUND:
The Azusa City Library has been awarded a $6,497,703 grant through the California State Library
Building Forward Facilities Improvement Program. This grant program funds capital projects for
public library buildings that address critical maintenance needs, safety upgrades, improve energy
efficiency and sustainability, extend digital access, and expand physical access to library facilities.
Priorities were given to projects that directly address life safety and/or critical maintenance needs
and critical infrastructure.
Building Forward grant awards are contingent upon the availability of local matching funds. The
match commitment for the City of Azusa is 50% of the proposed award, totaling $3,248,847. City
Council has already designated $2,000,000 in General Fund reserves for Library CIP projects,
which leaves $1,248,000 to be identified.
RECOMMENDATIONS:
Staff recommends that the City Council take the following actions:
1)Approve Resolution No. 2023-C67 to receive $6,497,703 from the California State Library
for the Building Forward Grant for the Azusa City Library Equitable and Inclusive
Improvements Project; and
2)Authorize the City Manager to execute the Grant Agreement between the City of Azusa
and California State Library in a form acceptable to the City Attorney; and
Approved
City Council
November 20, 2023
Acceptance of Building Forward Funds
November 20, 2023
Page 2
3) Authorize the match for a total of 3,248,847 to meet the required condition of the grant
agreement; and
4) Authorize the use of $2,000,000 already earmarked for the Library Capital Improvement
Project; and
5) Authorize the use of $500,000 of funds from the General Fund Excess Reserves; and
6) Authorize the use of $748,847 from the Light & Water Public Benefit Fund as a local match
to meet the required condition of the grant agreement.
ANALYSIS:
The current Azusa City Library building opened in 1959. While the building has undergone some
upgrades in the last 64 years, various critical maintenance, energy efficiency, accessibility, and
infrastructure improvements are necessary to ensure long-term continuity of programs and quality
services for the community. These improvements are expected to result in a modernized Library
building with increased energy savings for lower operating costs, seismic retrofit, equitable access,
and reimagined library spaces.
City Staff from the Library and Public Works Departments collaborated with a consulting firm,
Global-Urban Strategies, Inc., to apply for grant funding through the California State Library
Building Forward Library Facilities Improvement Program in May of 2023. In order to determine
infrastructure and critical maintenance needs, the City conducted an assessment through IDS, an
architectural and engineering firm that has worked on multiple municipal building projects. The
methodology IDS utilized to determine priorities included: onsite visits and reviews, visual
assessments, and the study of available facility documents and records.
The City was notified in October of 2023 that the application for the Azusa City Library Equitable
and Inclusive Improvements Project had been awarded state funding for the entire requested
amount of $6,497,703. The Building Forward grant program represents California’s largest single
investment in local public libraries. During this competitive grant cycle, the State Library received
148 applications from library systems with nearly $500 million in funding requests. Only 34
infrastructure projects, totaling $172 million, were approved for funding in this round.
A dollar-for-dollar match is required by grantees in order to receive the grant award. The City of
Azusa requested, and received, a 50% reduction in the required local match in accordance with
conditions included in the California Budget Act of 2022 AB 179 (Chapter 249, 2022 Statutes).
The City of Azusa will be required to fund $3,248,847 in project outputs in order to receive the
full grant award. Local match contributions must be a cash match. In-kind contributions will not
be considered as an eligible source of match funds. Funds expended before or after the grant period
are not considered an allowable match. Matching funds can only be used for costs eligible under
the grant program.
Acceptance of Building Forward Funds
November 20, 2023
Page 3
Grant and local funds may only be expended on allowable costs associated with the approved
project. Any project activity not associated with an approved output is not allowable. The
following outputs have been approved for funding through this project:
1. Diaphragm Connection and Sheathing
2. Electrical Switchgear and Sub-Panels
3. Roofing, Drains, and Overhangs
4. Book Stacks
5. ADA Compliance and Expanding Access
6. Entry Vestibule
7. Slab on Grade Cracks
8. Steel Columns and Rated Corridor
9. Masonry Walls Reinforcement
10. Fire Safety
11. Lighting Control System, Back-up System, and Light Fixtures
12. Power Locations
13. Glazing System
14. Flooring
15. Windows
16. Plumbing Systems and Fixtures
17. Digital Access
18. Foundation
19. High Roof Diaphragm
The City of Azusa must submit supporting documents to the California State Library by January
18, 2024, in order to receive the proposed grant award. Documents not received by the deadline
will result in forfeiture of the award. Project implementation cannot begin until all paperwork has
been submitted and approved by the State Library. The deadline for project completion is June
30th, 2027. The required documents to receive the grant award and begin implementation are as
follows:
• A Resolution from the Azusa City Council approving acceptance of grant funds and
designating an Authorized Representative;
• Project Implementation Plan;
• Project Budget Estimate;
• Letter from the Administrative Services Director confirming the availability of matching
funds.
Following the execution of the grant agreement with the State Library, the following project next
steps are anticipated:
• RFQ for Architectural Services/Construction Management
• Selection of Architectural/Construction Firm, Project Manager, and Consultants
• Renovation Site Plan and Concept Design
• Construction Documents/Agency Review
• Notice for Bids and Bid Awards
• Project Construction
Acceptance of Building Forward Funds
November 20, 2023
Page 4
FISCAL IMPACT:
Project costs are anticipated at $9,746,550. Of the $9,746,550, $6,497,703 will be funded through
the California State Library Grant. $2,000,000 is already included in the approved FY2023-24 CIP
Budget under 1080000510-7125/51023A-7125; $500,000 will be allocated from the General Fund
Excess Reserves, and $748,852 from the Public Benefit Fund. Upon Council approval, staff will
prepare a budget amendment and increase the budgets by $6,497,703 under account 2830511086-
7125/51024A-7125, $500,000 under account 1080000510-7125/51023A-7125, and $748,852
under account 24-40-739-082-6625/51024B-6625 for the Building Forward Library Project.
Prepared by: Reviewed by:
Leila Hassen Nico De Anda-Scaia
Library Services Manager Deputy City Manager
Fiscal Review by: Reviewed and Approved by:
Talika M. Johnson Sergio Gonzalez
Director of Administrative Services City Manager
Attachments:
1) Building Forward Award Letter
2) Resolution Authorizing City Council Acceptance of Building Forward Grant Funds
3) Project Budget Estimate
4) Local Match Commitment Letter
5) List of Allowable Costs
6) List of Unallowable Costs
Library – Courts Building
P.O. Box 942837
Sacramento, CA 94237-0001
916-323-9759
csl-adm@library.ca.gov
www.library.ca.gov
October 9, 2023
Sergio Gonzales
City Manager
City of Azusa
213 Foothill Blvd
Azusa CA, 91702
Subject: Building Forward Library Facilities Improvement Program
Jurisdiction/Library: AZUSA CITY LIBRARY - AZUSA CITY LIBRARY
Project: Azusa City Library Equitable and Inclusive Improvements Project
Dear Sergio Gonzales,
The California State Library is pleased to notify you of our intent to award a Building
Forward grant for the project submitted for AZUSA CITY LIBRARY - AZUSA CITY LIBRARY --
pending satisfactory completion of the conditions laid out below. Your proposed grant
award is: $6,497,703.00.
Receipt of this letter does not constitute the awarding of grant funds or the start of your
grant period. Funds will be awarded and the grant period will begin only after all
conditions of funding have been satisfactorily met and approved, supporting
documents have been received and approved, and the Grant Agreement and
Certification of Compliance have been signed by both parties.
Documents not received within 90 days will result in the forfeiture of this proposed
award. Details on requirements are below.
The State Library has also reviewed and approved your request for a 25% reduction in
the required local match contribution for your project. Your organization will be
required to provide a matching amount of $3,248,847.00 to support this project. Match
funds must be expended during the grant period and at the same rate as state grant
funds. Neither grant funds nor match funds may be spent on unallowable costs, which
include work done outside of the grant period and costs associated with outputs not
listed below.
This proposed award is intended to fund the following project outputs and related
activities listed in the application’s budget:
Attachment 1
Building Forward Library Facilities Improvement Program
Page 2
Library – Courts Building
P.O. Box 942837
Sacramento, CA 94237-0001
916-323-9759
csl-adm@library.ca.gov
www.library.ca.gov
1. Diaphragm Connection and Sheathing
2. Electrical Switchgear and Sub-Panels
3. Roofing, Drains, and Overhangs
4. Book Stacks
5. ADA Compliance and Expanding Access
6. Entry Vestibule
7. Slab on Grade Cracks
8. Steel Columns and Rated Corridor
9. Masonry Walls Reinforcement
10. Fire Safety
11. Lighting Control System, Back-up System, and Light Fixtures
12. Power Locations
13. Glazing System
14. Flooring
15. Windows
16. Plumbing Systems and Fixtures
17. Digital Access
18. Foundation
19. High Roof Diaphragm
In order to accept this proposed award, the following special funding conditions must
be met:
No additional conditions are required however, please note that: In order to be an
allowable expense, service desks must be attached or anchored to the wall or floor.
In addition, final supporting documents must be submitted before the State Library will
approve this proposed award. Once supporting documents are received and
approved by the California State Library, an Award Letter, Grant Agreement, and
Certification of Compliance will be distributed. The Grant Agreement and Certification
of Compliance must be signed by the designated Authorizing Representative and the
State Librarian through DocuSign.
The following supporting documents must be submitted through the State Library’s
online grant portal at: https://webportalapp.com/sp/buildingforwardround2:
Final Project Budget (attached)
Final Project Implementation Plan (attached)
A resolution from the appropriate grantee organization’s governing body
approving acceptance of grant funds and designating an Authorized
Representative who is allowed to enter into agreements on behalf of the
organization
Attachment 2
RESOLUTION NO. 2023-C67
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA,
CALIFORNIA, AUTHORIZING THE GRANT APPLICATION, ACCEPTANCE,
AND EXECUTION OF THE GRANT FUNDS FROM THE STATE OF
CALIFORNIA
WHEREAS, the Legislature and Governor of the State of California have provided funds
for the program shown above; and
WHEREAS, the California State Library has been delegated the responsibility for the
administration of this grant program, establishing necessary procedures; and
WHEREAS, said procedures established by the California State Library require a
resolution certifying the approval by the potential grantee’s governing board either before
submission of said application to the State or prior to execution of the grant agreement; and
WHEREAS, the Applicant/Grantee, if selected, will enter into an agreement with the State
of California to carry out the project
WHEREAS, the City of Azusa proposes to implement the Azusa City Library Equitable
and Inclusive Improvements Project;
NOW THEREFORE BE IT RESOLVED by the City of Azusa, with acknowledgement of the
City of Azusa Library, as follows:
SECTION 1. That pursuant and subject to all of the terms and provisions of the California
Budget Act, the City of Azusa, City Manager Sergio Gonzalez, or designee is hereby authorized
and directed to prepare and file an application for funding with the California State Library, and
take such other actions necessary or appropriate to obtain grant funding.
SECTION 2. The City of Azusa, City Manager Sergio Gonzalez, or designee is hereby
authorized and directed to execute the funding agreement with the California State Library and
any amendments thereto.
SECTION 3. The City of Azusa, City Manager Sergio Gonzalez, or designee is hereby
authorized and directed to submit any required documents, funding requests, and reports required
to obtain grant funding.
SECTION 4. Certifies that the project will comply with any laws and regulations
including, but not limited to, the California Environmental Quality Act (CEQA), legal Page 16 of
16 requirements for building codes, health and safety codes, the California Labor Code, disabled
access laws, and, that prior to commencement of the project, all applicable permits will have been
obtained; and
Attachment 2
PASSED, APPROVED and ADOPTED this 20th day of November, 2023.
Robert Gonzales
Mayor
ATTEST:
Jeffrey Lawrence Cornejo, Jr.
City Clerk
Attachment 2
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF AZUSA )
I HEREBY CERTIFY that the foregoing Resolution No. 2023-CXX was duly
adopted by the City Council of the City of Azusa, at a meeting thereof held on the 20th day
of November, 2023, by the following vote of the Council:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
Jeffrey Lawrence Cornejo, Jr.
City Clerk
APPROVED AS TO FORM:
Marco Martinez
City Attorney
Best Best & Krieger LLP
Building Forward Round Two - Project Budget
Before you begin, please review the Instructions and Example Tabs.
Part 1: Project
Grant Number:
Organization:City of Azusa
Library Jurisdiction:Azusa
Library Facility:Azusa City Library
Project Title:Azusa City Library Equitable and Inclusive Improvements Project
Approved Match Reduction:50% Reduction Select from dropdown list. Selection must match what is listed in your Intent to Fund Letter.
Building Forward Library Facilities Improvement Program: Round Two 1 of 13
Attachment 3
Part 2: Project Outputs
List all approved outputs of your project from your Intent to Fund letter.
Include only costs that will be funded by the Building Forward Grant and local matching funds. If you have questions about
what outputs or activities may be included, please refer to your Intent to Fund letter and the List of Unallowable Costs.
Project Outputs Includes
Diaphragm Connection and Sheathing Equipment, materials, parts, labor, permits, and inspection costs.
Electrical Switchgear and Sub-Panels Equipment, labor, parts, wiring, materials, permits, inspection
Roofing, Drains, and Overhangs Equipment, labor, materials, permits
Book Stacks Equipment, labor, and inspections
ADA Compliance and Expanding Access Equipment, labor, permits, inspection
Entry Vestibule Equipment, hardscape materials, labor, reconstruct for energy efficiency
Slab on Grade Cracks Masonry, labor, hardscape materials, equipment, permits, inspection
Steel Columns and Rated Corridor Equipment, parts, materials, labor, permits, inspection
Masonry Walls Reinforcement Masonry, permits, materials, labor, equipment, inspection
Fire Safety Labor, installation, parts, equipment, permits, inspection
Lighting Control System, Back-Up, Light Fixtures Labor, installation, equipment, parts, materials, permits, inspection
Power Locations Labor, installation, equipment, materials, parts, permits, inspection
Glazing System Labor, installation, materials, equipment, parts, permits, inspection
Flooring Labor, installation, equipment, parts, permits, inspection
Plumbing Systems and Fixtures Inspection costs, equipment, parts, permits, labor
Digital Access Cabling, wiring, installation, labor, equipment, parts, permits, inspection
Foundation Equipment, hardscape, parts, labor, permits, inspection
High Roof Diaphragm Equipment, materials, parts, labor, permits, inspection
Windows Equipment, materials, parts, labor, permits, inspection
Building Forward Library Facilities Improvement Program: Round Two 2 of 13
Part 3: Grant Administrative Costs
Enter any grant administration costs that will be incurred. Administrative costs are limited 10% of the grand
total. Costs must be split between grant and local required match at the rate approved in the Intent to Fund letter.
Please refer to grant documentation to determine whether a cost is allowed under this grant.
Grant Administrative Costs are directly related to administration of grant and local matching funds. The Cost Detail
should include the positions, FTE, hourly rates and how they contribute to the project for staff working on the grant.
Item Building Forward Local Match Total Cost Detail
Project Staff Implementation $590,700 $295,350 $886,050 Staff time required for
procurement activities, oversight,
design and project review, project
facilitation, and general grant
management.
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Total Administrative Costs $590,700.00 $295,350.00 $886,050.00
Building Forward Library Facilities Improvement Program: Round Two 3 of 13
Part 4: Salaries/Wages/Benefits
Salaries/Wages/Benefits should represent costs, such as those associated with internal staff performing project related
work. This may include public works staff providing direct project work, internal planning, project management, etc. Costs
included in this section should represent salaries, wages, and benefits paid directly by your organization; employment
related costs paid by any contractor or subrecipient should be listed in part 5 as applicable. Staff time devoted to the
award or grant funds should be listed in part 3. The Cost Detail should include positions, FTE, hourly rates and how they
contribute to the project.
Major Outputs Building Forward Local Match Total Cost Detail
Diaphragm Connection and
Sheathing
$0 $0
Electrical Switchgear and Sub-
Panels
$0 $0
Roofing, Drains, and Overhangs $0 $0
Book Stacks $0 $0
ADA Compliance and Expanding
Access
$0 $0
Entry Vestibule $0 $0
Slab on Grade Cracks $0 $0
Steel Columns and Rated
Corridor
$0 $0
Masonry Walls Reinforcement $0 $0
Fire Safety $0 $0
Lighting Control System, Back-Up,
Light Fixtures
$0 $0
Power Locations $0 $0
Glazing System $0 $0
Flooring $0 $0
Plumbing Systems and Fixtures $0 $0
Digital Access $0 $0
Foundation $0 $0
High Roof Diaphragm $0 $0
Windows $0 $0
Building Forward Library Facilities Improvement Program: Round Two 4 of 13
$0 $0
$0 $0
$0 $0
$0 $0
$0 $0
Total Salaries/Wages/Benefits $0.00 $0.00 $0.00
Building Forward Library Facilities Improvement Program: Round Two 5 of 13
Part 5: Consultant/Contractor Fees
Consultant/Contractor fees are costs related to external contractors, subrecipients, organizations, providing
services, general contracting, planning, design, construction/project management, inspections, reviews, and other
services required to accomplish outputs.
Major Outputs Building Forward Local Match Total Cost Detail
Diaphragm Connection and
Sheathing
$0 $0
Electrical Switchgear and Sub-
Panels
$0 $0
Roofing, Drains, and Overhangs $0 $0
Book Stacks $0 $0
ADA Compliance and Expanding
Access
$0 $0
Entry Vestibule $0 $0
Slab on Grade Cracks $0 $0
Steel Columns and Rated
Corridor
$0 $0
Masonry Walls Reinforcement $0 $0
Fire Safety $0 $0
Lighting Control System, Back-Up,
Light Fixtures
$0 $0
Power Locations $0 $0
Glazing System $0 $0
Flooring $0 $0
Plumbing Systems and Fixtures $0 $0
Digital Access $0 $0
Foundation $0 $0
High Roof Diaphragm $0 $0
Windows $0 $0
$0 $0
$0 $0
Building Forward Library Facilities Improvement Program: Round Two 6 of 13
$0 $0
$0 $0
$0 $0
Total Consultant Fees $0.00 $0.00 $0.00
Building Forward Library Facilities Improvement Program: Round Two 7 of 13
Part 6: Supplies/Materials/Equipment
Supplies/Materials/Equipment are costs for necessary supplies, materials, or equipment required to complete the
project outputs. This may include equipment, building materials, tools, and related costs.
Major Outputs Building Forward Local Match Total Cost Detail
Diaphragm Connection and
Sheathing
$1,850,000 $925,000 $2,775,000 Add new connections and
continuity ties; current ones are
seismically deficient with out of
plane roof connections.
Electrical Switchgear and Sub-
Panels
$66,666 $33,333 $99,999 Replace outdated / obsolete
electrical distribution system and
panels with new MCC
switchboard and sub-panels.
Roofing, Drains, and Overhangs $616,666 $308,333 $924,999 Replace existing roofing and slope
for proper drainage. Add
insulation for energy efficiency for
heating and cooling.
Book Stacks $83,333 $41,667 $125,000 Seismically anchor new stacks as
required. Layout with ADA
clearance and better visibility for
safety and security.
ADA Compliance and Expanding
Access
$213,333 $106,667 $320,000 Create ADA compliant path of
travel to the main building, code
compliant egress/ingress and ADA
signage,
Entry Vestibule $33,333 $16,667 $50,000 Entry vestibule should be
constructed with new doorway to
reduce the loss of conditioned
air/temperature control.
Building Forward Library Facilities Improvement Program: Round Two 8 of 13
Slab on Grade Cracks $50,000 $25,000 $75,000 Injected cracks with epoxy and
provide epoxy coating at areas
exposed to weather.
Steel Columns and Rated
Corridor
$270,000 $135,000 $405,000 Size of columns need to be
increased with adequate
connections to the roof wood
beams for seismic uprgades.
Confirm existing rating of corridor
or redesign to meet code.
Masonry Walls Reinforcement $200,000 $100,000 $300,000 Walls are not adequately
reinforced leading to deficient
lateral resisting system and seismic
capacity. Strengthen walls with
concrete shotcrete to increase
strength.
Fire Safety $190,000 $95,000 $285,000 New Fire Alarm panel. New/
additional Pull Switches at all
doors. New horns/strobes, heat
and smoke detection devices
within the mechanical, storage
and electrical rooms. Install
sprinklers. Upgrade to NFPA
standards.
Building Forward Library Facilities Improvement Program: Round Two 9 of 13
Lighting Control System, Back-Up,
Light Fixtures
$273,333 $136,667 $410,000 No Emergency battery backup
lighting systems are installed. Light
fixtures throughout the usable
areas burnt out, broken, or not
working. Install new emergency
inverter system, battery backup
exit signage, and lights. New LED
fixtures for efficiency. Install
lighting system with dimming
control. Light harvesting control
system in public and outdoor
areas.
Power Locations $100,000 $50,000 $150,000 Existing power and data
connections not safely located.
Accessible and safe power and
data to be installed in all usable
areas.
Glazing System $433,333 $216,667 $650,000 Replace exterior single pane
glazing with dual pane, low-e
glass in frames that provide a
thermal brake to reduce heat
transfer. Glass should be
tempered as required by location.
Building Forward Library Facilities Improvement Program: Round Two 10 of 13
Flooring $166,666 $83,333 $249,999 Replace existing LVT flooring with
new sustainable flooring material
appropriate for the area.
Recycled nylon carpet tiles to be
used in some areas for noise
mitigation.
Plumbing Systems and Fixtures $300,000 $150,000 $450,000 Underground waste piping
configuration led to backups and
flooding in usable areas.
Trenching and digging up the
underground waste piping.
Existing cast iron currently beyond
usable life expectancy. Upgrade
gas water heater.
Digital Access $23,333 $11,667 $35,000 LAN Wi-Fi upgrades. Improve
building wiring, electricity, outlets,
and access points for digital
devices. Add wireless access
points or boosters
Foundation $300,000 $150,000 $450,000 Building foundations need
thorough investigation to
determine capacity. Based on
age, and lack of existing as-built
drawings extensive testing
programming is required. Masonry
wall footing needs strengthening
for seismic capacity.
Building Forward Library Facilities Improvement Program: Round Two 11 of 13
High Roof Diaphragm $66,666 $33,333 $99,999 High roof diaphragm of the
building is not continuous to
provide seismic load path. It is
expected that the short columns
supporting the higher roof will
sheer off in seismic events which
may lead to collapse or severe
damage. Upgrades will close
some of the open glass areas to
transfer seismic sheer.
Windows $133,333 $66,667 $200,000 Windows not adequately
attached to masonry walls.
Replace with new windows and
strengthen attachments.
$0 $0
$0 $0
$0 $0
$0 $0
$0 $0
Total Supplies/Materials $5,369,995.00 $2,684,998.00 $8,054,993.00
Building Forward Library Facilities Improvement Program: Round Two 12 of 13
Part 7: Contingency
Contingency is limited 10% of the subtotal. Costs must be split between grant and local required match at the rate
approved in the Intent to Fund letter.
Item Grant Funded Match Funded Total
Contingency $536,999 $268,500 $805,499
Total Contingency $536,999.00 $268,500.00 $805,499.00
Part 8: Totals
Please verify that Grand Totals Match your Intent to Fund Letter.
Subtotal
Item Grant Funded Match Funded Total
Subtotal $5,960,695.00 $2,980,348.00 $8,941,043.00
Grand Total
Item Grant Funding Match Funding Grand Total
Grand total $6,497,694.00 $3,248,848.00 $9,746,542.00
Review Check
Item Grant Funding Match Funding Status Check
Maximum Administration Costs $649,769 $324,885 Okay
Maximum Contingency Costs $596,070 $298,035 Okay
Minimum Allowable Match N/A $3,248,847 Okay
Building Forward Library Facilities Improvement Program: Round Two 13 of 13
Attachment 4
Building Forward Library Facilities Improvement Program:
Round Two Guidelines and Application Requirements 2023
ALLOWABLE COSTS
Allowable and unallowable costs apply to the use of both grant and local matching funds.
Allowable costs include, but are not limited to:
• Construction and/or installation
• Consultant fees for plans, specifications, construction documents, cost estimates or design
• Grant administration (maximum of 10 percent of the total grant amount, excluding the grant
administration amount, is allowed)
• Insurance and hazard liability bond premiums
• Permit and inspection fees
• Project contingency (a maximum of 10 percent is allowed)
• Project management of the construction or installation
• Work related to approved project outputs
• Building fixtures that are permanently attached to the building
• Exterior Spaces for library services, programs, and accessible paths of travel if joined to the
building
Attachment 5
Note: Projects must be directly related to library buildings or spaces instead of addressing
general municipal needs. Projects related to or serving multiple municipal buildings or
complexes are not eligible. Exterior activities or work must either be directly related to
providing library activities, designated exterior library areas, or the specific library building. This
includes but is not limited to landscaping, patios, seating, shade structures, fencing, bollards, or
walkways**.
*General perimeter fencing is not allowable under this grant opportunity.
** The repair or replacement of exterior walkways is allowable from the facilities access points to curbs
or parking lot.
Page 1 of 2
Building Forward Grant Program
Unallowable Costs: Round Two
Updated 09/13/2023
This document outlines costs that are not allowable under the Building Forward Round Two
Grant Program. No grant funds or required local matching funds may be spent on
unallowable costs.
Any expenditure not part of the approved grant budget is also unallowable. Any project
activity not associated with an approved output is not allowable. Any modifications to
the project budget and/or implementation plan must be reviewed and approved by
the State Library.
Unallowable Costs include, but are not limited to:
•Any expenditure not part of the approved grant budget
•Bidding/advertising
•Book drops if not directly attached or built into the library building
•Building space not directly related to library operations (e.g., cafés, friends of the
library spaces, general municipal services)
•Contractor burden
•Contractor or supply escalation costs or markups outside of the designated
project contingency (limited at 10%)
•Community planning meetings or workshops
•Costs incurred outside of the grant period (the grant period begins upon the
execution of the grant agreement by the grantee and the State Library)
•Counters or desks which are movable or unattached to the building
•Entertainment or meals
•Establishment of a reserve fund
•Electric vehicle charging stations
•Federal or state taxes (not including sales tax)
•Furniture (including accessible furniture) and furnishings
•General costs directly related to unallowable project components (or portion
thereof), including, but not limited to planning, construction/project
management, consultant fees, design, architecture and engineering services,
permits and fees, or other pre-construction costs
•Grant writing, fundraising, advertising, or lobbying
•Improvements to facilities that do not qualify as public library outlets
Attachment 6
Page 2 of 2
• Indirect or in-kind (e.g., non-cash contribution such as goods, services, and
equipment) costs
• Moving or storage costs
• Land acquisition or related fees (including the purchase of land, structures, and
any related fees)
• Operation and ongoing maintenance – including extended warranties
• Physical hardware or equipment which is not a component of the essential
building system, including but not limited to:
o Appliances
o Audio visual equipment
o Automated materials handling or sorting machines
o Book vending machines or lockers (including Open+ system fees)
o Computers
o Computer or device vending technology
o Material security enhancements (e.g., RFID, tattle tape, material security
gates)
o Program or collection equipment (e.g., makerspace technology or
material processing equipment, book sorting machines)
o Self-check machines
• Playgrounds and play structures (internal or external)
• Programming
• Public art
• Regularly scheduled maintenance
• Removal/disposal of functional items
• Shelving which is not attached to the building
• Tangible property to support program operations (e.g., tables, chairs, computers,
or vehicles)
• Warranties, agreements, or contracts with terms extending beyond the grant
period
• Work related to parking lots and related features (including but not limited to
creation, maintenance, reconfiguration, repair, sealing, resurfacing, and/or
restriping)
If a grantee is unsure whether a cost is allowable or unallowable, they should contact
their grant monitor before committing any funds and/or starting work.
Questions should be emailed your grant monitor.