TO: HONORABLE MAYOR FROM: Jill Bourne
AND CITY COUNCIL
SUBJECT: SEE BELOW DATE: October 3, 2022
Approved Date
10/13/22
SUBJECT: GRANT AGREEMENT WITH THE CALIFORNIA STATE LIBRARY FOR
BUILDING FORWARD LIBRARY INFRASTRUCTURE GRANTS
RECOMMENDATION
Adopt a resolution authorizing the City Manager to accept Building Forward Library Infrastructure grants and negotiate and execute a grant agreement with the California State Library, for a total award of $8,668,887 to fund repairs at nine San José Public Library branches.
OUTCOME
Approval of the recommendation will allow the San José Public Library to begin work to repair and replace major infrastructure and equipment systems at nine branches.
BACKGROUND
The San José Public Library (Department) is comprised of one main library, and 24 library branches throughout San José, of varying ages and sizes. The Budget Act of 2021 (Senate Bill 129) allocated $439 million in one-time funds to the California State Library Building Forward Library Infrastructure Program to address life-safety and critical maintenance needs of public library facilities throughout California, prioritized for high poverty areas of the state. In addition to prioritizing a small subset of potential projects, the grant also requires that applicants provide a 50% local match of the total project cost. Grant funds must be fully expended by June 30, 2026. The maximum grant amount for this competitive program was $10 million per public library building. Nine City library branch projects were submitted as part of the first round of applications based on the criteria described below.
COUNCIL AGENDA: 10/25/22
FILE: 22-1571
ITEM: 7.1
HONORABLE MAYOR AND CITY COUNCIL
October 3, 2022
Subject: Grant Agreement With The California State Library For Building Forward Library Infrastructure Grants
ANALYSIS
The first application period closed on March 21, 2022. In referencing the State’s application guidelines for this grant, the Department was required to select branch locations based on the California Poverty Measure Index, which ranked all California public library locations by the poverty measure, relative to each other. The Department also utilized the internal Library Equity Index, as well as the Branch Conditions Assessments to inform the prioritization of branches for the initial round of applications.
Grant awards were announced by the California State Library on Tuesday, September 13, 2022.
The total grant amount, requested by the Department, was $23,078,124. All nine San José Public Library applications were awarded a portion of requested funding, totaling $8,668,887. Table 1 provides an overview of the awarded projects by branch, as well as the required match funding commitment. The Attachment to this memorandum provides the project list by Library Branch.
Table 1 – Grant Funding and Match Obligation by Library Branch
Library Branch Grant Fund Awarded Library Match Obligation Alviso Branch Library $614,374.00 $614,374.00
Bascom Branch Library $652,746.00 $652,746.00
Biblioteca Latinoamericana Branch
Library
$3,625,045.00 $3,625,045.00
East San José Carnegie Branch
Library
$654,945.00 $654,945.00
Educational Park Branch Library $515,729.00 $515,729.00 Hillview Branch Library $265,021.00 $265,021.00
Joyce Ellington Branch Library $705,664.00 $705,664.00 Seven Trees Branch Library $1,487,606.00 $1,487,606.00 Tully Community Branch Library $147,757.00 $147,757.00 Total $8,668,887 $8,668,887
The Biblioteca Latinoamericana Branch received the largest share of grant funding than any of the Department’s other eight branches. The Biblioteca Latinoamericana Branch is one of San José’s oldest branches. This branch has not received a major renovation or reconstruction and is slated to undergo a major renovation funded by the last Library bond issuance. The bond-funded renovation project is in the early conceptualization stage and is slated to begin community engagement and design development in the fall of 2022. Preliminary cost estimates of desired renovation will exceed the $6.6 million Library Bond funding available for the project. The $3.6 million grant from the Building Forward Library Infrastructure will significantly supplement
HONORABLE MAYOR AND CITY COUNCIL
October 3, 2022
Subject: Grant Agreement With The California State Library For Building Forward Library Infrastructure Grants
necessary funding for critical upgrades to the building, especially as inflation will undoubtedly impact supply, materials, equipment, and labor costs.
To comply with the grant regulations, the Department will be required to dedicate capital funding of 50% of project costs, up to the total amount of grant funding awarded by location. As more information about the grant award timeline becomes available, the Department will return to City Council to make changes in its Five-Year Capital Improvement Plan to balance the grant funds and match obligation.
The Department’s FY 2022-23 Adopted Capital Budget includes $6.6 million in Library Bond funds, remaining from the previously issued bond program and $19.9 million in Construction and Conveyance Tax funding. The remaining Library Bond and Construction and Conveyance Tax funding can be used in part to supplement our grant match commitment. Nine of the 25 locations were awarded funding, which will require the Department to commit capital funds to support branches that were not included in the grant awards.
The Department will work with the City Manager’s Budget Office and Department of Public Works to address budgeted capital funding impacts, project implementation capacity, and develop a multi-year strategy to incorporate project funding to meet the requirements of the award.
Upon approval of this resolution, the Department will continue coordinating with the Departments of Public Works and Parks, Recreation and Neighborhood Services to establish project timelines for each location that align with City and Department priorities, maximize efficiency, and minimize impacts to public access.
CONCLUSION
Approval of this resolution will allow San José Public Library to advance critical infrastructure projects that will ensure the Department branches continue to provide safe, well-maintained environments for the public’s exploration, learning, and discovery.
EVALUATION AND FOLLOW-UP
The Department will report on the ongoing capital program to the Library and Education Commission.
HONORABLE MAYOR AND CITY COUNCIL
October 3, 2022
Subject: Grant Agreement With The California State Library For Building Forward Library Infrastructure Grants
CLIMATE SMART SAN JOSÉ
The recommendation in this memorandum aligns with one or more Climate Smart San José energy, water, or mobility goals.
PUBLIC OUTREACH
This memorandum will be posted on the City’s website for the October 18, 2022 City Council meeting.
COORDINATION
This memorandum has been coordinated with the City Attorney’s Office, and the City Manager’s Budget Office.
COMMISSION RECOMMENDATION/INPUT
The Library and Education Commission receives reports on the Library Capital Program but has not provided input on this specific action.
FISCAL/POLICY ALIGNMENT
This action is consistent with the FY 2022-2023 Adopted Capital Budget and Capital Improvement Program Policy.
COST SUMMARY/IMPLICATIONS
The resolution authorizes a grant agreement between the City of San José and the California State Library in the amount of $8,668,887. The Department will return to City Council for approval to recognize and allocate the State grant funds and Library Capital funds to meet the match requirements of the State Infrastructure grant or will request the recognition and allocation of such funding in the Mid-Year Budget Review Report for FY 2022-2023.
HONORABLE MAYOR AND CITY COUNCIL
October 3, 2022
Subject: Grant Agreement With The California State Library For Building Forward Library Infrastructure Grants
CEQA
Not a Project, File No. PP17-004, Government Funding Mechanism or Fiscal Activity with no commitment to a specific project which may result in a potentially significant physical impact on the environment.
/s/
JILL BOURNE
Library Director
For questions, please contact Anh Tran, Library Capital Manager, at [email protected].
Attachment: Project List by Library Branch
Attachment – Project List by Library Branch
Branch Award Project
Alviso Branch Library
(D4)
$614,374 Replace & Install Additional Security Cameras
HVAC Replacements AC-1 and AC-2, 4
Replacement Roof and Building Envelope
Replacement of Entrance Doors to Improve Accessibility
Add/Replace Lighting Throughout Library Interior
Bascom Branch Library
(D6)
$652,746 PA System replacement
Partial roof replacement
HVAC - boiler replacement
Marquee Sign
Biblioteca Latinoamericana
Branch Library (D3)
$3,625,045 Full roof system replacement
Provide storefront Front Entry doors
Replace HVAC system
Assess existing security system and provide additional
video monitoring system
as needed
Reconfigure existing space to centralize work/office areas, make room for new automated material handling area and
provide storage solutions throughout the branch.
Repair/replace fixtures in existing restrooms
Provide new book drop inlet at Library exterior and
automated materials handling
area inside library; Close existing standalone book drop.
Create Lactation room/family restroom
Evaluate lighting throughout
East San José Carnegie
Branch Library (D3)
$654,945 Roof Replacement
HVAC Replacement
Educational Park Branch
Library (D5)
$515,729 Full Emergency Exit Door Frame Repair
Roof Replacement
Hillview Branch Library
(D5)
$265,021 Chiller Replacement
Air Handling Unit Upgrades
Joyce Ellington Branch
Library (D3)
$705,664 Replace HVAC Pack Units
Roof Replacement
Replace AV Equipment
Replacement of Carpet/Flooring
Seven Trees Branch
Library (D7)
$1,487,606 HVAC: Replacement of Air Handling Unit, Tower/Chiller and Boiler
Roof Replacement
Tully Community Branch
(D7)
$ 147,757
HVAC: Motor Replacement
Full Roof Replacement