Guiding Documents
- 2022 Regulations
- 2023-2024 Standard Grant Round Program Notice
- 2023-2024 Small Population Grant Round Program Notice
Process and Steps
- Board of Library Commissioners Vote on Provisional Construction Phase Award
- Municipal Vote to Appropriate Funding for Construction
- Milestone: Sign Contract with MBLC / First Construction Payment
- Complete Schematic Design (SD)
- MBLC staff review every iteration of design to 100% Schematic Design
- Complete Design Development (DD)
- MBLC staff review 50%, 75%, 90%, and 100% Design Development documents
- Complete Construction Documents (CD)
- Due within one year of executing a construction contract with the MBLC
- MBLC staff review 50%, 90%, and 100% Construction Documents and bid package plans
- Milestone: Final Construction Documents Accepted by MBLC / Second Construction Payment
- Bid for Construction Work
- Milestone: Sign Contract with General Contractor, Obtain Building Permit (within six months of CDs accepted by the MBLC) / 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 (within six months of completion) / Fifth Construction Payment
- (If applicable) Receive Certification/Verification That the Project Has Met One of the Requirements to Receive the Green Library Incentive / Green Library Incentive Contract and Payment
Reporting
All reporting will be completed by logging into the Amplifund grant management software.
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).
Design Iteration Reporting
Due to the large size of the files, design iterations should be submitted to MBLC staff by email, along with an updated copy of the Estimated Space Summary Chart showing comparisons between the current iteration and the Building Plan. In addition to the submission of documents by email, projects must complete an Area Tabulations Reporting form within Amplifund for each design iteration that includes changes to any of the tracked metrics. The Area Tabulations Reporting form should also be completed with information from the Estimated Space Summary Chart for the Building Program when an architect is contracted for the project.
Per MPLCP regulations, projects are required to submit designs for MBLC staff review at the following points:
- Every iteration of schematic design
- 100% Schematic
- 50% Design Development
- 75% Design Development
- 90% Design Development
- 100% Design Development
- 50% Construction Documents
- 90% Construction Documents
- 100% Construction Documents
- Bid Package plans (should be submitted and approved by MBLC before the project goes out to bid)
Construction Phase Final Report
Once the new building has opened and all contracts related to the construction have been closed, projects will complete the Construction Phase 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.
Local Funding
For the Construction phase, municipalities will be required to appropriate funding for the estimated total project cost of the construction project based on the MPLCP Level of Design.
Historically, awardees have used a variety of funding sources as part of their local funding for MPLCP projects. Read the Municipal Support page for more information on required votes and potential funding approaches.