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Massachusetts Board of Library Commissioners Resource Guide Collection

2023-2024 Grant Round: Planning & Design Phase: Small Population Grant Type Planning Process

Small Population Post-Award Planning Process

Once the contract with the MBLC is executed, the Pre-Planning and Planning and Design Processes can begin:

The Pre-Planning Process

  1. Form your committee (strongly suggest composing the committee during the Summer of 2024, contingent upon acceptance into the grant round)
  2. Hire your Building Consultant (if needed)
  3. Hire a firm to conduct a Condition Assessment of an existing building (if needed)
  4. Complete the community and facility Needs Assessment, incorporating community input
  5. If a joint project (two municipalities providing joint library services in one building) or a shared facility (two or more municipal departments operating separately within one building), write a comprehensive Management Plan
  6. Write the Building Program, synthesizing the library's Strategic Plan and the facility Needs Assessment. Determine your space requirements, independent of site or location
  7. Receive approval of the Library Building Program from the Library Board of Trustees

The Planning and Design Process

  1. Assemble the Design Team (strongly recommend doing this while the building program and condition assessment work is completed)
    • Hire the Owner's Project Manager (OPM)
    • Hire the Architect
  2. Work with the Architect
    • Determine the building site
    • Execute engineering and geotechnical studies
    • Choose delivery method: Design, Bid, Build, or Construction Management at Risk
    • Complete Schematic Design through the MPLCP Level of Design, as defined in 605 CMR 6.08 (2)(a).
    • Undergo evaluation of the MPLCP Level of Design by an independent review team using the criteria found in the Program Notice.
  3. Work with an independent cost estimator
    • Prepare a preliminary cost estimate
    • Perform value engineering, and re-estimate, if necessary
  4. Secure local funding for total project cost

Throughout the Planning and Design Phase, raise public awareness and build support by keeping local officials and the community informed. Staying ahead of misinformation is key. Check out the MPLCP's podcast Building Literacy for episodes in the "Advocacy Stories" series