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IMLS ARPA Grants to Public Libraries for Collections and Equipment Purchases

The Vermont Department of Libraries (VTLIB) issued a second round of the IMLS ARPA Grants to public libraries for specific purchases. For this second round of grants, the Department of Libraries made over $300,000 in grant funding available to public libraries to make one-time collections, equipment, and supply purchases. 139 libraries applied and received a total of $264,804.77.

Collections

We strongly encouraged libraries to use this round of funding for one-time (non-subscription) purchases for creating or enhancing collections that focus on

  • Equity, Diversity, and Inclusion

  • ADA accessible items

  • New American collections (e.g. Welcoming Library)

  • Multilingual collections

  • Formal diversity audits from a reputable company with prior VTLIB approval

Individual book titles were not required in the grant application.

Libraries were referred to the VTLIB EDI Collection Development Resource List for ideas on where to start.

Other allowable items included:

  • Outdoor programming/placemaking items, such as canopies and tents, white boards, dividers, sound systems, etc. Outdoor furniture is allowable if it is used to advance or keep operational library services like summer programming or improve access to library wi-fi. 

  • Indoor furniture for COVID response, such as dividers, furniture that is not upholstered, mobile charging stations, smaller tables for separation, sneeze guards, lockers, etc., or furniture with embedded digital/electrical components, or tables, chairs, shelves with built-in chargers or outlets. Furniture had to be wipeable and could not be upholstered.

  • Standalone HVAC augmentation, e.g., HEPA air filters, purifiers, etc. not requiring construction.

  • Robotics for kids’ programming (Ozobots, Sphero, Osmo, SnapCircuits, Raspberry Pi).

  • Makerspace equipment and content.

  • Video production equipment, such as green screens, cameras, video and audio equipment, tripods, portable recording studios, etc.

  • Technology products, such as electronic office equipment including printers, scanners, 3D printers, document cameras, self-checkout systems, single-purchase software, Owl cameras and other webinar technology, and one-time tech setup costs.

  • Accessibility devices and tools such as hearing support, magnifiers, etc. (no construction allowed).

  • Dedicated space for social worker/employment specialist/telemedicine etc. (could purchase cubical type of walls, desks, chairs, computers--no construction of permanent walls). Library is responsible for personnel costs.

  • Library purchases of PPE (VTLIB did not make bulk purchases of PPE).

  • One-time tech setup services

We urged libraries to consider the Massachusetts Higher Education Consortium (MHEC) purchasing program for purchases.

We suggested use of the state’s established list of statewide contracts. While libraries did not have access to state-negotiated pricing, these suppliers have been vetted by the Vermont Office of Purchasing and Contracts (OPC) These suppliers are often willing to work with other entities of the state and offer competitive pricing.

Construction and subscription costs were not allowed. Libraries would be responsible for maintaining any subscription fees and add on components that resulted from purchases.

This VTLIB grant was for collections, equipment/supply purchases only and did not pay for personnel except for hiring a one-time contractor for tech setup or a diversity audit.

*Per 2 CFR § 200.439 - Equipment and other capital expenditures, all equipment purchases of $5,000/unit or more had to be approved by IMLS via VTLIB ahead of time.

Allocation to Public Libraries

Review chart of funding by library here - Google Sheets | Excel

Funds were allocated based on a formula that included a base dollar amount per person served, poverty and unemployment factors in the library’s service area, and broadband availability. The base allocation starts at $500 for every library.

Note that VTLIB did not make bulk purchases for libraries.

VTLIB, State, IMLS, and Federal Compliance Requirements

Note that for a public library to receive these funds, the library must have

  • a Unique Entity Identifier (UEI) number (this number replaced the DUNS number); municipal libraries used their town’s UEI. We encouraged review of these SAM.gov training materials: a PowerPoint presentation for UEI and an audio recording.

  • submitted an application and budget by the deadline;

  • signed a grant agreement with VTLIB;

  • acknowledged funding from VTLIB and IMLS in any communications about the award, per these attribution guidelines; and

  • provided required final report (including receipts) detailing how the funds were spent.

Attending the grant webinar or reviewing the webinar recording was highly recommended.

Webinar

Webinar recording, April 15, 2022 (57 min.)

Webinar slides (PDF)

Press Release and Attribution

We recommended libraries send a press release to local media outlets to share the news of the grant once they had a signed grant agreement. We provided a press release template (Word). We encouraged promotion through social media channels and to tag VTLIB (attribution guidelines).

Whenever possible, we asked they follow the guidance in §200.321 Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms and §200.322   Domestic preferences for procurements.

Additional IMLS 2021 Guidance for grantees and subrecipients.

Libraries and their municipalities (where applicable) had to be in good standing with subrecipient state and federal annual reporting and all state single audit requests. Grantees had to have been found to be in a low or moderate risk assessment (page 13) and be in compliance with all previous grant requirements.

Application

Link to application: https://appengine.egov.com/apps/vt/libraries/equipment_supplies_grant_round2

Timeline

The planned timeline for the grant was:

  • Grant period: June 1 – September 30, 2022
  • Application deadline: May 18, 2022 (extended from May 11, 2022)
  • Grant agreements issued: June 1, 2022
  • Grant agreement signed by libraries: no later than June 6, 2022
  • Payment issued: no later than June 30, 2022
  • Deadline extended to October 17, 2022: Funds must be spent, and report submitted

We noted that libraries could not make purchases until the grant agreement has been fully executed (signed by the director of the library and the State Librarian). Any purchases made prior to the date of execution were excluded from eligibility.

We recommended that libraries start making plans on what to purchase as soon as they could, so they could be ready to submit the application and budget when they're due. We offered these worksheets to gather all needed information:
Worksheet (Word)
Worksheet (PDF)

Need ideas on what to purchase?

We created a listserv dedicated to discussions about ARPA and other grants. We invited libraries to sign up and swap ideas there. We let libraries know that VTLIB would not regularly monitor this listserv, and we invited specific questions for us be submit through the form.

Reporting

The reporting form for this grant: https://appengine.egov.com/apps/vt/arpa_reporting_round_2.

  • Libraries were to spend the funds and submit this report no later than October 17, 2022 (new deadline).
  • Due to our own reporting deadlines, we were unable to offer additional reporting extensions.
  • We asked that libraries spend all funds down to the penny, and not to carry a balance even if it’s small.

Questions?

We asked libraries review this page again and consult our Frequently Asked Question page before contacting us. If the Q&A didn't answer the question, we invited emails at LIB.VTLibArpaGrants@vermont.gov, requesting that VTLIB staff not be emailed directly.