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HomeMy WebLinkAboutItem 37 - Building Forward Library Facilities Improvement Program Grant for the Newhope LibraryLibrary www.santa-ana.org/library Item # 37 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report November 7, 2023 TOPIC: Building Forward Library Facilities Improvement Program Grant for the Newhope Library AGENDA TITLE Resolution Authorizing the Grant Application, Acceptance, and Execution of Grant Funds from the California State Library's Building Forward Library Facilities Improvement Program in a Proposed Grant Amount of $1,086,754 RESOLUTION NO. 2023-XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE GRANT APPLICATION, ACCEPTANCE, AND EXECUTION OF THE GRANT FUNDS FROM THE STATE OF CALIFORNIA BUDGET ACT OF 2022 (AB 178) OR THE STATE OF CALIFORNIA BUDGET ACT OF 2023 (SB 101) RECOMMENDED ACTION Adopt a resolution authorizing the application, acceptance, and execution of grant funds from the California State Library's Building Forward Library Facilities Improvement Program, approval to implement the awarded project, and designate Library Services Director, Brian Sternberg, as the Authorized Representative to enter into the grant agreement GOVERNMENT CODE §84308 APPLIES: No DISCUSSION In April 2023, the California State Library announced it was accepting applications for its Building Forward Library Facilities Improvement Program Round Two, where $175 million in competitive grants would be available to cities, counties, or special library districts for critical maintenance and improvement projects. The Library Services Agency ("Library") submitted a grant application for the Newhope Library to fund HVAC, electrical, and plumbing upgrades; fire protection system improvements; and repair and replacement of interior and storefront doors. The grant scope would be incorporated into the larger Newhope Library Renovation Project, which includes retrofitting the branch with vibrant reading areas, expanded study spaces, reimagined outdoor patio, state-of-the-art technology, community gathering spots, and a Building Forward Library Facilities Improvement Program Grant for the Newhope Library November 7, 2023 Page 2 new Innovation Center equipped to provide STEM learning opportunities for the entire family. The overall Newhope Library Renovation Project is expected to be completed by fall 2024. In October 2023, the California State Library notified the Library of its intent to award the full grant request of $1,086,754. The Library will need to provide supporting documentation, including a Resolution to authorize the application, acceptance, and execution of grant funds prior to formal grant award. Following approval of the supporting documents by the California State Library, the Library will return to the City Council for approval of the grant agreement and to appropriate the grant funds. While the grant requires a dollar -for -dollar match, the City's Local Income Per Capita (LIPC) made it eligible for a 75% reduction in the local match requirement. The City will only be required to provide a match of $271,688, which is within the project's existing budget and will not require additional budget appropriation. All grant funds must be fully expended by June 30, 2027. FISCAL IMPACT There is no fiscal impact associated with this action. The Library Services Agency will return to the City Council for approval of the grant agreement and to recognize and appropriate grant funds in the amount of $1,086,754. EXHIBIT(S) 1. Resolution 2. Intent to Award Letter Submitted By: Brian Sternberg, Executive Director of Library Services Approved By: Steven A. Mendoza, Acting City Manager RESOLUTION NO. 2023-XXX A RESOLUTON OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE GRANT APPLICATION, ACCEPTANCE, AND EXECUTION OF THE GRANT FUNDS FROM THE STATE OF CALIFORNIA BUDGET ACT OF 2022 (AB 178) OR THE STATE OF CALIFORNIA BUDGET ACT OF 2023 (SB 101) 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(s) to the State or prior to execution of the grant agreement; and WHEREAS, the City of Santa Ana will enter into an agreement with the State of California to carry out the project described below; and WHEREAS, the City of Santa Ana proposes to implement the Newhope Library Renovation Project; and WHEREAS, the City of Santa Ana has the legal authority and is authorized to enter into a funding agreement with the State of California; and WHEREAS, the City of Santa Ana intends to receive grant funding from the California State Library for the Newhope Library Renovation Project. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1. The City Council of the City of Santa Ana hereby finds, determines and declares as follows: A. Pursuant and subject to all of the terms and provisions of the California Budget Act of 2022 or the California Budget Act of 2023, the City of Santa Ana's Executive Director of Library Services, or their designee, is hereby authorized and directed to prepare and file an application for funding with Resolution No. 2023-XXX Page 1 of 3 the California State Library, and take such other actions necessary or appropriate to obtain grant funding. B. The City of Santa Ana's Executive Director of Library Services, or their designee, is hereby authorized and directed to execute the funding agreement with the California State Library and any amendments thereto. C. The City of Santa Ana's Executive Director of Library Services, or their designee, is hereby authorized and directed to submit any required documents, funding requests, and reports required to obtain grant funding. D. The City of Santa Ana certifies that the project will comply with any laws and regulations including, but not limited to, the California Environmental Quality Act (CEQA), legal 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. Section 2. This Resolution shall take effect immediately upon its adoption by the City Council and the Clerk of the Council shall attest to and certify the vote adopting this Resolution. ADOPTED this day of November, 2023 APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney By: _ ;� ndon Salvatierra Deputy City Attorney AYES- NOES - ABSTAIN: NOT PRESENT Councilmembers Councilmembers Councilmembers Councilmembers Valerie Amezcua Mayor Resolution No. 2023-XXX Page 2 of 3 CERTIFICATE OF ATTESTATION AND ORIRGINALITY I, Jennifer L. Hall, City Clerk, do hereby attest to and certify the attached Resolution No. 2023- to be the original resolution adopted by the City Council of the City of Santa Ana on November 2023. Date: City Clerk City of Santa Ana Resolution No. 2023-XXX Page 3 of 3 CALIFORNIA, ' STATE LIBRARY October 9, 2023 Brian Sternberg Library Services Director City of Santa Ana 20 Civic Center Plaza Santa Ana CA, 92701 Subject: Building Forward Library Facilities Improvement Program Jurisdiction/Library: SANTA ANA PUBLIC LIBRARY - NEWHOPE LIBRARY LEARNING CENTER Project: Newhope Library Renovation Project Dear Brian Sternberg, The California State Library is pleased to notify you of our intent to award a Building Forward grant for the project submitted for SANTA ANA PUBLIC LIBRARY - NEWHOPE LIBRARY LEARNING CENTER -- pending satisfactory completion of the conditions laid out below. Your proposed grant award is: $1,086,754.00. 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 75% reduction in the required local match contribution for your project. Your organization will be required to provide a matching amount of $271,688.00 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. Library — Courts Building 916-323-9759 P.O. Box 942837 csl-adm@library.ca.gov Sacramento, CA 94237-0001 www.library.ca.gov Building Forward Library Facilities Improvement Program Page 2 This proposed award is intended to fund the following project outputs and related activities listed in the application's budget: 1. HVAC Upgrades and Modernization 2. Upgrade Electrical Systems 3. Upgrade Fundamental Plumbing Systems 4. Fire Protection System Improvements 5. Repair and Replace Nonfunctional Interior Doors 6. Repair/Upgrade Storefront Doors and Install New Openers In order to accept this proposed award, the following special funding conditions must be met: (1) Applicant must verify their Authorizing Representative prior to award. 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: httl2s://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 • Verification of updated contact information (submitted through the online grant portal) • A letter from the grantee organization's Chief Financial Officer, Finance Director, or equivalent confirming (1) the immediate availability of matching funds and the detailing the sources of matching funds (required for all grantees required to contribute local matching funds) and/or (2) the immediate availability of any additional funds outside of the grant and match which will be required to complete the project [required for all grantees with projects costs greater than the grant and match amounts or with projects which area single component of a larger project (e.g., construction of a new library building or major renovation)] Library — Courts Building 916-323-9759 P.O. Box 942837 csl-adm@library.ca.gov Sacramento, CA 94237-0001 www.library.ca.gov Building Forward Library Facilities Improvement Program Page 3 • If applicable: Current lease(s), including any related ground/land leases, with terms extending at least ten years after the end of the grant period. This is required for all projects involving leased properties • If applicable: Certification form and report confirming compliance with Executive Order N-6-22 (required for all projects with awards of $5 million or more) Final supporting documents must be submitted and any funding conditions addressed by January 18, 2024. Documents not received within 90 days will result in the forfeiture of this proposed award. Grant and match -funded work cannot begin -- or costs be incurred -- prior to the grant start date. The grant start date begins once both parties have signed the Grant Agreement and Certification of Compliance, and the grantee has received a fully executed document. If you have any questions about this, please reach out to your grant monitor. At this time, please acknowledge receipt of this Intent to Award letter by email to your grant monitor no later than October 16, 2023. Please include a detailed plan and timeline for providing the documents or addressing any special funding conditions listed above. The State Library grant monitor for this project is Libby Carlson. Your grant monitor can be reached by email at libby.carlson@library.ca.gov 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 this Intent to Award correspondence as part of your official files. If you have any questions, please contact your Gra- t Monitor Lookin. forward io Respe tfully you"rs/ 1 Greg Lu a$1 , California Stag elping bring this project to completion. G i� rian Enclosures: Final Project Budget Form Final Project Implementation Plan Form List of Unallowable Costs Sample Authorizing Resolution Quarterly Report Summary Library — Courts Building 916-323-9759 P.O. Box 942837 csl-adm@library.ca.gov Sacramento, CA 94237-0001 www.library.ca.gov Building Forward Library Facilities Improvement Program Page 4 cc: Annly Roman Reed Strege Libby Carlson Library — Courts Building 916-323-9759 P.O. Box 942837 csl-adm@library.ca.gov Sacramento, CA 94237-0001 www.library.ca.gov