Authorize the County Administrative Officer to submit an application to the California State Library for the Building Forward Library Infrastructure Project Round Two grant, "Accessibility for All - New South Davis Branch Library," in the amount up to $1,216,600 and required local match amount up to $912,450 for a total Project Budget of $2,129,050; and approve the draft Board Letter of Support and direct staff to work with the Board Chair to submit the final Letter with the Building Forward Round Two grant application. (No general fund impact) (Lopez)

 

Project History and Timeline
The Board of Supervisors received a presentation and accepted the new South Davis Branch Library project at the February 21, 2023, Board meeting (Attachment A) and directed staff to review other grant opportunities and return with an update.

The pre-pandemic data showed that the services, resources, and programs offered at the Mary L. Stephens Davis Branch Library, situated in North Davis, were at capacity. Data from 2018 showed high library usage with frequent use of meeting rooms and parking spaces. Ultimately, this data coincides with the experience of staff, who often find individuals crowding at tables or sitting on the floor. The 2014 Strategic Space Utilization Study also found that the Davis Branch Library has reached maximum capacity in terms of space.
 

In line with this and consistent with a long-term community vision, constructing a library in South Davis is the predominant strategy to reduce library facility capacity issues, expand services to a growing Davis community, and provide access for those who have difficulty traveling to the Mary L. Stephens Davis Branch Library. This unique opportunity benefits the entire community as it can mitigate the overflow and potentially serve new community members who previously faced geographic barriers to library access. 

The Library included this facility in its 2017 facilities master plan, which targeted a 2025 date for this facility. That plan also contains facility needs for another facility in West Sacramento in 2030 and possible expansions of facilities in Winters and Esparto in 2035.

In February 2022, Yolo County applied for and, in October 2022, received $8,873,400 million in grant funding from the California State Library's Building Forward Library Infrastructure Grant program. In February 2023, the Board adopted a resolution authorizing acceptance of the funds and directing the CAO to sign the Grant Agreement. The fully executed Agreement was received from the State Library in April 2023, and the first payment of $4,391,700 will be issued approximately six weeks from the date of execution. In May 2023, the General Services Department will seek Board approval of a budget resolution of approximately $1.3 million to proceed with CEQA and Architectural & Engineering contracts.

Grant Terms and Conditions
In March 2023, the California State Library announced they would be accepting applications for Building Forward Project Round Two grants; the deadline is noon on May 18, 2023 (Attachments B and C). The cost projection in 2022 dollars for a 12,000-square-foot library facility is $21.3 million. In Round One, allowable costs for the new South Davis Branch Library grant were estimated to be $17.2 million, leaving a gap in funding of $4.1 million. Round Two changes the categories of allowable costs; this grant will reduce the $4.1 million gap if awarded. In February, the Board directed staff to identify other funds, including other grant funding opportunities.

In partnership with the County, the City of Davis has taken two actions to help reduce or eliminate the $4.1 million gap in funding for the new South Davis Branch Library. The first was to announce their intent to provide $1 - $1.5 million in city funds toward the project; a final decision will be part of the city's FY 2022-23 budget process. The second was to apply for $4 million in federal appropriation funding through Congressional Representative Mike Thompson's Office. Assuming that the city of Davis approves up to $1.5 million in the next fiscal year budget for the South Davis Library construction, these funds will be utilized for the required 75% match in the Round Two grant application. 

At the South Davis Library Ad-Hoc Subcommittee's recommendation and contingent on Board approval, application for up to $1.2 million in grant funds with a 75% local match of $912,450 will be submitted by the May 18, 2023, deadline. The maximum amount of grant funding allowed for each facility is $10 million. Round One funding already awarded, plus the Round Two funding request meets this threshold.  

If awarded, as part of the Round Two grant, the County would have until June 30, 2027, to expend the new funds on items that generally follow construction (Internet connectivity and technology equipment, shelving, and furniture secured/bolted to the building; landscaping, walkways, paths, patios and bollards that make the facility more accessible and support library programs and activities). The June 30, 2027, deadline for the expenditure of funds is set in state law and not subject to change unless the legislature later adjusts that deadline. 

The grant requires a 75% local cash match, which is lower than the Round One dollar-for-dollar requirement. The County's local 75% match would be $912,450. At the time of award, a letter from the Chief Financial Officer on the availability of match funding will be required as part of grant acceptance. As part of the grant application, the County has requested a Letter of Commitment from the City of Davis to provide $1 - $1.5 million and will identify these funds as the source of the local matching funds.

New South Davis Branch Library Project

Facility
Based on discussions with WMB Architects, the project size will be approximately 12,000 square feet. Copies of the original conceptual design and the revised floor plan are attached (Attachments D and E). 
 

Construction Budget
The Round One project costs from WMB represent $17.9 million in 2022 dollars. That figure is inclusive of a 10% contingency in the project. However, given that construction isn't expected to start until mid to late 2024 and not be completed until early 2026, it is a best practice to escalate construction dollars out to the mid-point of construction. As a result, staff previously escalated costs out to 2025 dollars, resulting in additional escalation for three years resulting in $21.7 million.

This Round Two project is different from Round One in that some previously unallowable costs are now allowable (furnishings attached to the building, internet connectivity technology equipment, landscaping, walkways, paths, patios with shade structures, bollards, etc.) Based on current estimates, up to $1.2 million of project costs are grant eligible for this project. If maximizing the entire $1.2 million grant, the County must come up with $912,450 in local matching funds (City of Davis contribution) and approximately $2 million for unallowable costs to complete the project's construction. Staff anticipates total project eligible costs to be closer to $714,000 with $408,000 in grant funding and a 75% local match requirement of $306,000. Round Two awards will be announced in October 2023.

Construction Timeline
General Services staff worked with WMB Architects to prepare a proposed construction timeline targeting completion of the library structure by the Round One grant deadline of March 31, 2026. If awarded this Round Two grant, the Library will work with General Services to ensure the Round Two project is completed prior to the Round Two deadline of June 30, 2027, without impacting the construction of the library structure construction schedule.

Recommended Actions
Staff recommends that the Board authorize the CAO to submit an application to the California State Library for a Building Forward Library Infrastructure Project Round Two grant which, if awarded, will reduce the project budget gap. And the Board approves the Board Letter of Support and directs staff to work with the Board Chair to submit the final Letter with the Building Forward Round Two grant application.

Yolo County Library Advisory Board
Yolo County Board of Supervisors' South Davis Library Ad Hoc Subcommittee
Yolo County Grants Oversight Committee
City of Davis
Davis Joint Unified School District