The building committee must obtain all of the funding necessary to complete the project, carrying construction costs until state reimbursement begins in the year after its completion. They may want to hire a professional fundraiser to work with the committee and the library director in securing the necessary pledges, gifts, grants and/or local bond funds. Professional help in preparing the needed materials and presentations for fundraising efforts is also essential. If a local bond issue must be passed to raise part of the funds, these materials can also be used with local officials in gaining their support, placing the bond issue on the ballot, and securing voter approval. When all of the funds necessary to complete the project have been raised, documentation of the amounts and sources of funds is sent to OLIS. The Chief Information Officer then obtains clearance from the Director of the Department of Administration, and enters into a construction agreement with the library.
The OLIS library construction consultant will continue to work with the architect, the library director and the building committee as the final plans and specifications are completed, reviewing the assurances, requirements and procedures for Equal Employment Opportunity, Minority Business Enterprises, and the Drug-Free Workplace, including items which must be covered at the pre-bid conference. As the final plans and specifications are developed, they should be reviewed by all of the members of the building team, including the library building consultant and the major stakeholders, including the library staff. The final plans and specifications are submitted to OLIS for final review and approval. When this review is completed, OLIS notifies the library in writing that the project is ready to go out to bid. The schedule for the bid process can then be established, including the dates for the pre-bid conference.
Once the bids have been received and opened, the library submits a tabulation to OLIS. If all of the bids are too high, it may be necessary to revise the project, obtain additional funding, and/or revise the construction agreement with OLIS. Once the building committee has decided to accept a bid, it issues a letter to the successful bidder, tentatively awarding the bid, subject to the bidder's compliance with the EEO and Minority Business Enterprises requirements. When this compliance has been certified, the bid award documents are signed, and the project can begin construction.
The ground-breaking ceremony is the first physical signal to the community that the project is underway. As the project moves forward, the OLIS library construction consultant will continue to meet with the building team and to document the project's progress. (Note: Along with all the daily monitoring and ongoing collaborative work of the building team as the project becomes a reality, take some time to plan your open house. This, along with all of the articles and news items about the project, is a superb public relations opportunity for the library. Make the most of your sparkling new contribution to the community.)
Once the architect issues a Certificate of Substantial Completion, the library can move in to the new space. A copy of the certificate is filed with OLIS, the OLIS library consultant makes an inspection visit, and the library makes arrangements for an independent audit of the project. When the audit is completed, OLIS will work out the reimbursement schedule for state funds with the library and/or town financial officer. Reimbursement will begin in the state fiscal year following the completion of the project and its acceptance by OLIS as completed and audited.
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