October 19, 2022
Harry Black
City Manager
■■ CALIFORNIAaa STATE LIBRARY
City of Stockton on behalf of the Stockton-San Joaquin County Public Library 605 N El Dorado St
Stockton, CA 95202
Subject: Building Forward, Library Infrastructure Grant
STOCKTON-SAN JOAQUIN COUNTY PUBLIC LIBRARY
Cesar Chavez Central Library
Grant No. BF-1-21-061
Dear Harry Black:
This letter confirms the California State Library's award of $10,000,000 in Building Forward grant funds to the City of Stockton on behalf of the Stockton-San Joaquin County Public Library for the Cesar Chavez Central Library Remodel project at the Cesar Chavez Central Library. These grant funds are intended to be used toward the project components detailed in the Intent to Fund letter dated September 12, 2022, and on the last page of this letter.
The State Library has also reviewed and approved your request for a 50% reduction in the required local match contribution for your project. Per your application and the requirements set forth in SB 129 (2021 ), the City of Stockton on behalf of the Stockton San Joaquin County Public Library will contribute $5,000,000 toward the project. Match funds are subject to the same restrictions as grant funds; may not be spent on any unallowable costs; and must be spent during the grant period at the same rate as grant funds.
This grant is governed by the Grant Agreement and Certification of Compliance. These documents, along with the first allocation claim form, will be sent separately to your organization's authorized representative by email through DocuSign and they must be signed using the DocuSign system.
The following supporting documents are also required and must be submitted through the State Library's online grant portal at: https://webportalapp.com/sp/buildingforward:
Library - Courts Building
P O Box 942837
Sacramento, CA 94237-0001
916-323-9759
[email protected]
www.library.ca.gov
Attachment A
Building Forward Library Infrastructure Grant Program
BF-1-21-061
• Final Project Budget
• Final Project Implementation Plan
• A resolution from the grantee organization's governing body approving acceptance of grant funds and designating an Authorized Representative allowed to enter into agreements on behalf of the organization
• If applicable: A letter from the grantee organization's Chief Financial Officer, Finance Director, or equivalent confirming availability of matching funds (Required for all grantees contributing local match funds.) • If applicable: A current facility lease with a term extending at least ten years after the end of the grant period. (Required for all projects involving leased buildings.) The City of Stockton on behalf of the Stockton-San Joaquin County Public Library will receive $5,000,000 of the award following the submission and approval of all required documents. The remaining funds will be made available following the grantee's completion of the requirements outlined in the Grant Agreement and Certification of Compliance document included in the Award Packet, and in accordance with the payment schedule.
Please complete and submit all supporting documents within 30 days of receipt of this letter. Contact your grant monitor if you are not able to provide all documentation by that time.
The State Library grant monitor for this project is Libby Carlson. Your grant monitor can be reached by email at [email protected] or phone at (916) 603-6705. Your grant monitor will be available to assist you throughout your grant period.
Hard copies of this correspondence will not follow. Please keep the entirety of this correspondence for your files and consider these award materials as your original documents.
Best i/,hes for
i
successful project.
Ref !ttully y r•
h Greg L cas
Library - rts Building
P O Box 942837
Sacramento, CA 94237-0001
.........
916-323-9759
[email protected]
www.library.ca.gov
Attachment A
Building Forward Library Infrastructure Grant Program
BF-1-21-061
Enclosures: Grant Agreement (for reference only)
Final Project Budget Form and List of Unallowable Costs Final Project Implementation Plan Form
Sample Authorizing Resolution
CC: Libby Carlson
Annly Roman
Reed Strege
State Library Fiscal Office
Library - Courts Building
P O Box 942837
Sacramento, CA 94237-0001
916-323-9759
[email protected]
www.library.ca.gov
Attachment A
THE BASICS - YOUR GRANT AWARD
The following provides all the basic information about your grant and managing your grant.
Grant#: BF-1-21-061
Organization: City of Stockton on behalf of the Stockton-San Joaquin County Public Librarv
Library: STOCKTON-SAN JOAQUIN COUNTY PUBLIC LIBRARY -
Cesar Chavez Central Library
Project Title: Cesar Chavez Central Librarv Remodel
Grant Award Amount: $10,000,000
Local Match Amount: $5,000,000
Total Project Budget: $15,000,000
Grant Period Start Date: Upon execution of Grant Agreement Grant Period End Date: No later than March 2026
Approved Uses (Outputs): Interior Partitions
Openings-Doors
Ceiling Finishes
Floor Finishes
Interior Plumbing
HVAC System
Electrical Distribution System
Interior Lighting
Exterior Lighting
Fire Alarm
Intrusion Alarm
Technology-information-data
Public Address/clocks
Seismic Bracing
Life Safety-Code Compliance
ADA Compliance
HAZMAT
Site work- Concrete
Please understand that it can take from six to eight weeks after a completed claim form with no errors has been received before grant funds are delivered. If you have not received your payment after eight weeks, please contact your grant monitor.
REPORTING
The City of Stockton on behalf of the Stockton-San Joaquin County Public Library is required to provide financial and narrative reports throughout the grant period as outlined in the Grant Agreement and Certificate of Compliance. A final financial and narrative report will be due within 30 days after the project is complete. Grantees will also be required to provide updates throughout the grant period upon request. Progress documentation (e.g. photos or video of grant-funded work) will be required with each report. Reports should be submitted to your grant monitor.
PAYMENTS
Attachment A
Building Forward Library Infrastructure Grant Program
BF-1-21-061
Grant payments will be made based on the payment schedule specified in the Grant Agreement.
Ten percent (10%) of the full grant award will be withheld until the end of the project period. It is payable only if the grant recipient fulfills all project reporting requirements and expends all funds, or returns all unspent grant funds, by the time specified in the grant terms and conditions. Note: This 10% is separate from the project contingency (if one was included in the budget).
GRANT MONITOR CONTACT
We want your project to be successful. Please work with your grant monitor through out implementation of your project.
Grant Monitor:
Email Address:
Phone Number:
Library - Courts Building
P O Box 942837
Sacramento, CA 94237-0001
Libby Carlson
[email protected]
(916) 603-6705
916-323-9759
[email protected]
www.library.ca.gov
Attachment A
• General c
osts 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, other pre-construction costs • Grant writing, fundraising, or lobbying
• Improvements to facilities that do not qualify as public library outlets • Indirect costs
• Moving or storage costs
• Open+
• Operation and ongoing maintenance – including extended warranties • Playgrounds and play structures (internal or external) • Programming
• Public art
• Real estate – purchase of land, structures, and any related fees • Removal/disposal of functional items
• Spaces not specifically for library use, such as general municipal services • Tangible property to support program operations and service delivery, such as tables, chairs, shelves, computers, servers, books, AV equipment/systems, televisions, vehicles, automatic book sorting systems, and self-check machines
Any expenditure not part of the approved grant budget is also considered unallowable. Any project activity not associated with an approved output is not allowable. Any modifications to the project budget must be reviewed and approved by the State Library.
If a grantee is unsure whether a cost is allowable or unallowable, they should contact the State Library before committing any funds and/or starting work.
Questions should be emailed to [email protected].
Attachment A
Building Forward Grant Program
Unallowable Costs: Round 1
Updated 10/03/2022
This document outlines costs that are not allowable under the Building Forward Grant Program.
No grant funds or required local matching funds may be spent on unallowable costs.
Unallowable Costs include, but are not limited to:
• Bidding/advertising
• Book drops if not directly attached or built into the library building • Book lockers
• Community engagement, planning meetings, or workshops • Costs incurred outside of the grant period
• Entertainment or meals
• Escalation in addition to the project contingency
• Establishment of a reserve fund
• Exterior elements not attached to building, including but not limited to:
o Consultants or contractors engaged specifically for exterior elements/grounds (e.g. landscape designers, landscapers, planners), unless the work is directly associated with a funded project output and approved by the State Library o Electric vehicle charging stations
o Fences or Gates, installation and/or repair, unless directly attached to building, addressing an immediate life safety issue, and approved by the State Library o Fountains or other water features
o Landscaping
o Outdoor areas and access to these areas, including program space, courtyards, patios, benches/furniture, sitting areas, shade structures, and pergolas o Hardscape, outdoor walkways/paths of travel - including curbs, sidewalks, and walkways o Parking lots – creation, maintenance, reconfiguration, repair, sealing, resurfacing, and/or restriping
o Security cameras and/or lighting not directly attached to building o Shade structures
o Sprinklers or sprinkler repair
• Federal or state taxes
• Furniture (including accessible furniture) and furnishings Attachment A
• Gen
eral 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, other pre-construction costs • Grant writing, fundraising, or lobbying
• Improvements to facilities that do not qualify as public library outlets • Indirect costs
• Moving or storage costs
• Open+
• Operation and ongoing maintenance – including extended warranties • Playgrounds and play structures (internal or external) • Programming
• Public art
• Real estate – purchase of land, structures, and any related fees • Removal/disposal of functional items
• Spaces not specifically for library use, such as general municipal services • Tangible property to support program operations and service delivery, such as tables, chairs, shelves, computers, servers, books, AV equipment/systems, televisions, vehicles, automatic book sorting systems, and self-check machines
Any expenditure not part of the approved grant budget is also considered unallowable. Any project activity not associated with an approved output is not allowable. Any modifications to the project budget must be reviewed and approved by the State Library.
If a grantee is unsure whether a cost is allowable or unallowable, they should contact the State Library before committing any funds and/or starting work.
Questions should be emailed to [email protected].
Attachment A