Guiding Documents
Process and Steps
Awarded libraries will undertake the following process:
- Municipal Vote to Approve Application and Appropriate Funding for Construction
- Milestone: Sign Contract with MBLC / First Construction Payment
- Complete Design Development (DD)
- Complete Construction Documents (CD)
- Milestone: Final Construction Documents Accepted by MBLC / Second Construction Payment
- Bid for Construction Work
- Milestone: Sign Contract with General Contractor, Obtain Building Permit / Third Construction Payment
- Groundbreaking Ceremony
- Demolition, including hazardous materials mitigation
- Construction
- MBLC staff conduct quarterly site visits while construction is active
- Milestone: Open New Library to the Public / Fourth Construction Payment
- Milestone: Submit Final Report for Construction Phase / Fifth Construction Payment
- (If applicable) Pandemic Escalation Contract and Payment
- (If applicable) Apply For and Receive LEED Certification / Green Library Incentive Contract & Payment
Reporting
All reporting will be completed in the Amplifund grant management software. For assistance, contact your appointed MBLC staff person. Log in to Amplifund.
Monthly Reporting
Projects are required to submit monthly reports to the MBLC as a condition of receiving grant funding. Reports are due by the first day of the month two months after the reporting period (for instance, January reports are due by March 1).
Final Report
Once the new building has opened and all contracts related to the construction have been closed, grantees will complete the Final Report in Amplifund. This report is due within six months of the new building’s opening date.
In this report, grantees provide basic information about the project, evaluate the success and impact of the new building and the MPLCP process, rate the quality of the building in a number of areas based on initial experiences, certify that the required contractor evaluation has been filed with the Division of Capital Asset Maintenance and Management, and provide audit documents and financial information.
Additional items submitted with the final report are:
- A copy of the final Certificate of Occupancy (a temporary CO is not sufficient)
- Certification that the construction contracts are complete
- A letter from the municipality stating "This letter serves as notification that construction is complete on the [insert municipality here] library project, the building is open to the public, and the final eligible costs have been determined and verified."
- As-built drawings