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Construction Grants

The Public Library Facilities Construction Fund (PLFC)

KDLA is occasionally able to offer construction grants.  Grants are awarded through a competitive process and awardees receive a payment every year to be used to help pay down construction borrowing.  Public Library Facility Construction Fund grants may not be used to pay any design or construction cost directly.  They can only be used to pay down loans or bonds.

A Brief Overview of the PLFC Process

Prepare:

  • Is your library legally established?
  • Does your library provide free countywide services, without discrimination, to the citizens of your county?
  • Is the director certified by the Kentucky Board for the Certification of Librarians?

Hire an Architect:

  • Construction must be designed and supervised by an architect who is registered in Kentucky and approved by KDLA.
  • Have the architect prepare a feasibility study including a basic floor plan idea and rough cost estimate.
  • Create a construction budget including all architect and design fees, bidding costs, legal fees, construction costs, and furnishing expenses.

Find Funding:

  • What combination of cash, loans/bonds, revenue, and grants (including PLFC grants) will you need pay for the project.
  • Don't over-estimate the amount of money you will receive in donations.

Apply for KDLA Funds:

  • Submit the Notification of Intent.
  • Contact the construction consultant.
  • Have site approved by the construction consultant – it must be owned by the library or have confirmed 20 year usage.
  • Submit a State Public Library Construction Program Application.

After Approval:

  • If selected, attend recipient meeting.
  • Sign the Memorandum of Agreement.
  • Establish a separate bank account for deposit of all PLFC funds.  PLFC funds cannot be comingled with any other construction or library funds of any kind.

Design:

  • Have the architect complete all design work and bid documents.
  • Have the plans approved by the Construction Consultant before advertising for bids.

Advertise for Bids:

  • After the LRC approves the Memorandum of Agreement and the KDLA Construction Consultant approves the plans, the library can advertise for bids.
  • Comply with bid laws.
  • Comply with prevailing wage laws.

Awarding the Contract:

  • Generally, the architect will handle the opening of the bids and inspection of each to ensure that all requirements of the construction bid specifications are met.
  • The architect will make a recommendation based on his/her assessment of the bids received.
  • There are strong legal reasons for accepting the lowest bid.
  • The Board will officially accept the bid, keeping in mind the provisions of KRS 45A.365

Borrow Money/Sell Bonds:

  • If selling bonds, do so after you get a firm bid.

Build:

  • Have the Construction Consultant inspect the work when the foundation is completed.
  • Have the Construction Consultant inspect the work during roofing.
  • Note items that need to be included in the punch list, before the architect checks the building.

Reports:

    • A 3-page report is submitted to the KDLA Construction Consultant every six months until your project is complete and audited.
    • A 1-page report is submitted to the KDLA Construction Consultant every year until the grant ends.

Final Inspection

  • Have the Construction Consultant complete the final inspection by attending the punch-list meeting.
  • Submit final report.

Project Closeout:

  • The library sends a copy of the Certificate of Occupancy to KDLA.
  • The library submits the Final Report to KDLA.
  • The library submits an audit to KDLA.
  • The library continues to submit the required annual report until the debt is retired.

For Construction Grant information contact Beth Milburn at Beth.Milburn@ky.gov or at 502-564-8325.