ARPA Grants to CT Public Libraries

Grants will be distributed though the Connecticut State Library following the provisions for State Grants described in Regulations of Connecticut State Agencies, Sec. 11-24b-3.

Eligibility

• All Connecticut principal public libraries are eligible. 
• Library director must attend an information session prior to application. Library Director is the primary contact and responsible for the submission of the grant. Additional staff are also invited to attend.
• Library must submit an application by the established deadline in order to receive funds.
• Funds allocated to libraries that do not submit applications will be reallocated.
• Spending priorities are subject to the approval of the CSL grant administrators.

Complete the grant application, providing estimates of grant spending in each category and a description of what you intend to purchase. Applications must have a handwritten, not typed, signature.

Applications should be emailed in pdf format by close of business June 30th, 2021 to your designated contact, either Maria Bernier (maria.bernier@ct.gov) for the Western part of the state or Dawn La Valle (dawn.lavalle@ct.gov) for the Eastern part of the state. 

More Qs and As will be added regularly! Last updated March 22, 2022.

1. How do I set up an ACH account to get my grant money transferred quickly to my bank account?
Visit the State Comptroller's page to set up a Direct Deposit (ACH) account, using the Enrollment Form either for Companies (association libraries) or Towns (municipal libraries). Follow the instructions on the form for submission. Grant payments will be issued only through direct deposit, not through checks.

2. Do I actually have to spend all the money by the deadline on March 31, 2022, or I can I just encumber it for future expenses?
The grant funds must be spent. The state fiscal department will not accept encumbrances of the funds.

3. Do I need to get bids or quotes for expenses?
For purchases of less than $10,000 total, you do not need to compare quotes. For purchases of $10,000 or more, you must compare at least three quotes from qualified sources. (Federal rule, 2 CFR §200.320) You do not need to go through a formal RFP process.

4. How did you arrive at these grant amounts?
Principal public libraries that had received grants through Governor Lamont's Everybody Learns initiative received a lump sum of $3,000 each. For the remaining principal public libraries, we used the formula for State Aid grants as set forth in state statute (CGS 11-24b), but with a base amount of $15,000 per library instead of $1,200.

5. Can I use this grant to pay for past purchases?
No, it can be used only for future purchase. You can't use it to reimburse the library or municipality.

6. Do you have a sample press release I can adapt for my library?
The sample press release is available in the Documents & Forms box to left.

7. What are the deadlines again?

• June 30, 2021 – application due to Dawn or Maria (send to person assigned to your region)
• February 28, 2022 – soft deadline for spending
• March 31, 2022 – hard deadline for spending. All funds must be SPENT (not just encumbered) by this date
• June 1, 2022 – report due. OK to submit sooner!

8. Will the grant pay for shipping & handling? Installation? Sales tax?
Yes to shipping & handling. No to installation of fixed equipment and sales tax.

9. What will I need to submit with the final report?
A form indicating how you spent the money and the impact of the improvements on your community as well as proof of expenditures in the form of invoices, receipts, photocopies of checks, payment confirmations, etc.

10. Why are you asking about things that cost $5,000 or more?
Under Federal regulations (2 CFR §200.439), any single item that costs over $5,000 needs prior approval from IMLS. We'll ask you for information on what the item is, who it is for, for what purpose (as related to at least one of the three high priority spending categories established by IMLS for ARPA funding), cost, and what goal it contributes to in CSL's LSTA five-year plan. Also attach a copy of the quote in Word (not pdf) and a product brochure or website about the item.

11. If I use my grant funds to pay for internet service or hotspots and laptops to loan out, does that mean my whole library has to be CIPA compliant?
Yes. CIPA compliance is required when using federal funds to pay internet fees or to purchase any device that provides access to the internet, including laptops, tablets, and hotspots Also see this helpful guidance from ALA on how CIPA applies to these purchases.

Added April 22:

12. OK, what does CIPA compliance include?
Check out this page from DLD on CIPA.

13. How do I filter hotspots?
Check with your hotspot vendor. They should be familiar with this concept.

14. How much grant money can I get?
The amounts have already been calculated for each library using the formula for State Aid grants. Check the List of Recipients and Grant Amounts to see the award for your library. Then send us a grant application with a plan for how you will spend ALL of that money.

15. How and when do I actually get the money?
First, make sure you have a direct deposit account set up with the state (see #1 above). Once your grant application has been approved, we will ask the state finance office (Department of Administrative Services) to release your grant funds to that bank account. Depending on when you submit your application, you should have the funds by early August at the latest.

16. How does the grant application approval process work?
After you submit your grant application to either Dawn or Maria, we'll review it to confirm that your expenses are eligible and are addressing the high priority spending categories defined by IMLS. If so, we should be able to approve your application within a day or two and notify you by email. If not, we'll get back in touch with you to ask for a revised spending plan. If you want this grant money for your library, it's yours, but you do need to meet all the Federal and state requirements in order for the funds to be released to your library, and you must continue to adhere to those requirements throughout the project. The State Library Board does not need to approve these grant awards.

17. Does my board need to approve this grant application?
No.

18. Is there a match requirement?
No, you do not need to spend any matching funds for this grant.

19. What if we want to spend more than the grant award?
Go ahead! This is a great opportunity to combine grant funds with library, municipal, or private funds to purchase something even bigger and better. But be aware that your total grant award will not increase no matter how much you spend.

20. What were some of the things that libraries bought with their Everybody Learns grants?
Detailed information about the Everybody Learns grants is available in the Final Project Report to Governor Lamont.

Added April 23:

21. We're a municipal library. Can I use my town's DUNS number, or do I need to set up a unique number especially for my library?
Municipal libraries may use their town's or city's DUNS number if they don't already have one of their own.

22. How do I find out if we already have a DUNS number or register for a new one?
See the DUNS number box in the left column on this page.

23. I want to buy something that costs more than the $10,000 threshold, but it's available from one source only. How do I satisfy the requirement for three quotes?
If you can document that the item is available only from a single source, you can purchase that item without having to get additional quotes.

Added April 27:

24. What do I do if I have money left over? How do I give it back to you?
Just SPEND IT. All of it. Down to $0.00. Don't give anything back.

25. Can we apply for less than the amount allocated to us?
Well, sure, but wouldn't you rather spend all of it? Get suggestions from staff, board members, and library Friends, who might come up with ideas you haven't thought of. Or attend the biweekly drop-in sessions to get ideas from other libraries.

Added April 28:

26. If our library decides to go through the steps to be CIPA compliant, what's the timeframe?
Your library must be fully CIPA compliant prior to activating or using the new internet accessible devices that you purchased with ARPA grant funds. For example, if you're buying hotspots or laptops with ARPA funds, the library must be CIPA compliant before anyone can use them.

27. Do we need to prove that our library is CIPA compliant?
Both the grant application and final report form will include a statement to this effect: "If the applicant intends to use any ARPA funds to purchase computers or peripherals used to access the Internet or to pay for direct costs associated with accessing the Internet, the applicant must comply with the requirements of the Children's Internet Protection Act (CIPA). Signature below certifies that they are in compliance with CIPA or are not using ARPA funds for such purposes." The director's signature on the form is sufficient for the purposes of this project. However, you should retain all your documentation about CIPA compliance permanently in your files.

28. We already lend out hotspots. Can we use the grant funds to prepay the monthly subscription costs through Sept. 2022?
Yes. But your library must be CIPA compliant, including filtering all library-owned public access and staff computers with Internet access.

29. After I put together my projected budget for the grant application, I have a little bit of money left over. Can I just put that in the indirect costs line?
No, you need to allocate either 0%, 10%, or a specific negotiated rate for indirect costs. It can't be any other percentage.

30. I'm at a library system with more than one location/building. Can I use these funds to buy things for my branches?
Yes! Spend your money where it will have the most impact according to the spending priorities.

Added May 4:

31. Can I send you my grant application by fax or mail?
We can accept these applications only by email in pdf format.

Added May 7:
32. Is it OK if we work with partner organizations?
Yes! Leveraging your existing partner network and finding new partners is a great idea. The things you purchase with ARPA funds can be loaned out by or housed at partner locations. For example, a community center can loan out laptops you provide them, or you could put a WiFi-enabled charging station at the senior center.

Added May 18:
33. Do you have a sample grant narrative of a digital inclusion project that we could look at?
Yes! Check out this example from the Henry Carter Hull Library in Clinton about their outdoor annex in support of workforce development and community resilience. Take a look at the other Sample Approved Applications as well.

34. When do I need to gather the quotes?
You need to get at least three bids for purchases of $10,000 or more prior to submitting your grant application to Dawn or Maria.

Added May 19:
35. What does the first IMLS high priority spending category mean by "digital inclusion"?
From the National Digital Inclusion Alliance: Digital inclusion "refers to the activities necessary to ensure that all individuals and communities, including the most disadvantaged, have access to and use of Information and Communication Technologies. This includes 5 elements: 1) affordable, robust broadband internet service; 2) internet-enabled devices that meet the needs of the user; 3) access to digital literacy training; 4) quality technical support; and 5) applications and online content designed to enable and encourage self-sufficiency, participation and collaboration. Digital Inclusion requires intentional strategies and investments to reduce and eliminate historical, institutional and structural barriers to access and use technology."

36. You mentioned IMLS funds can't be spent on "construction." What does that mean?
IMLS has these criteria for whether something qualifies as construction or not:

1. 1. How permanent is it? Is it movable/flexible/modular and a staff member could take it with them to another location? [this would be allowable]
   2. Is there a construction-related trade involved? Would it need contract labor? [this would not be allowable] Or would a staff member be able to assemble it with some basic tools like a screwdriver? [this would be allowable]

Added May 20:
37. Do you have any sample grant applications I could look at?
We do! Many thanks to the libraries who were willing to share these samples of approved applications.

Added May 21:
38. What if we can't find an American manufacturer for the things we want to get?
If you can document that you've done your due diligence with no success in finding an American product, then you can purchase an item produced overseas.

Added June 2:
39. What if prices change from our original proposed budget or an item is no longer available?
If the thing you had planned to purchase is no longer available, then we'd expect you to purchase something else similar that does the same thing. If prices go up, then you'll either need to absorb the extra cost from your library budget, or not purchase something you had planned to purchase. If you have money left over unexpectedly, get in touch with your grant contact (Dawn or Maria) and let us know how you'd like to spend it. We'll let you know if it's eligible. We do expect grantees to adhere to their original spending plan, contacting us if something changes.

Added June 8:
40. Can I use my ARPA funds to purchase a three-year license or lease?
Any services paid for with ARPA grant funds have to end by Sept. 30, 2022, or have the portion of service beyond that period paid for by other funds.

Added March 22, 2022:
41. What's the CFDA number for this funding?
CFDA 45.310

If your question isn't answered here, please ASK US.

All expenses should support the Purpose described above. Items in red font below are Federal requirements.

As appropriate and to the extent consistent with law, the grantee should, to the greatest extent practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States.

Libraries may spend their grant funds in the following categories; however, purchases must directly support the IMLS High Priority Spending Categories, ordering in bulk or pre-paying as needed:

• Personal protective equipment (PPE): such as masks, face shields, disposable gloves, plexiglass barriers at service desks, plexiglass or other physical barriers between computers; shipping and handling
• Furniture and Equipment necessary to reopen indoor space: such as modular/movable furniture with hard, easy to clean surfaces; tables; easier-to-clean chairs; movable shelving to replace fixed stacks; fans; air filters or purifiers; signage; partitions/moveable walls; patron counters; easier-to-clean carpet; touchless water bottle stations; book drops; shipping and handling
• IT Equipment, Software, Systems, and Consulting - as related to the thee spending priorities from IMLS
  • CIPA compliance not required: IT consultants to set up new equipment and WiFi, reconfigure network, and train library staff; web cams; microphones; software to manage WiFi and track usage; software to track computer/laptop usage/sessions; wireless printing system; printer; all-in-one printer-scanner-copier; disposable keyboard covers; disposable mouse covers; credit card payment system; self-checkout stations; RFID; appointment/reservation scheduling software; filtering software or equipment; network switches; charging station for devices; shipping and handling.
  • CIPA compliance required (NOTE: CIPA compliance is required when using these federal funds to purchase internet access or any device that provides access to the internet): desktop computers; laptop computers; tablets; hotspots and pre-paid service plans; WiFi router; WiFi access points; faster commercial internet speed (e.g. Charter, Frontier, Comcast, Atlantic Broadband, Thames Valley); increased CEN internet capacity; prepaid internet service; WiFi-enabled charging station for devices.
  • Note: You cannot use grant funds to obtain equipment, services, or systems that use telecommunications equipment produced by Huawei Telecommunications Company or ZTE Corporation (or any of their subsidiaries or affiliates); video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any of their subsidiaries or affiliates); or telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense believes to be an entity connected to the government of a covered foreign country.
• Cleaning and Supplies: such as an increased number of visits by cleaning contractors (cannot be library or town staff), contractor assigned to cleaning restrooms frequently throughout the day, touchless sanitizer dispensers (not including installation), sanitizer, soap, touchless soap dispensers (not including installation), disinfectant wipes, disinfectant spray, paper towels, touchless towel dispensers (not including installation), batteries for all the touchless devices, shipping and handling
• Security: such as locked storage for outdoor furniture; locked storage for laptops, tablets, hotspots; security cameras (for very specific uses, please consult with your grant administrator); shipping and handling
• Other: explain in your budget plan how these items will help your library to improve access and services for your patrons. This might include a Digital Navigator, staff training, automated materials handling systems, lockers for outdoor pickup, etc.
• Indirect costs: Use either your library's federally approved rate or 10% of the total grant amount or 0%. Typical examples of indirect costs are depreciation on buildings and equipment, the costs of operating and maintaining facilities, and general administration and general expenses, such as the salaries and expenses of executive officers, personnel administration, and accounting.
• All equipment with a unit cost over $5,000 must be pre-approved by DLD (DLD must get IMLS approval).

Ineligible expenses: staff; capital improvements or construction (involving construction trades or contract labor); installation costs for fixed equipment such as toilets and HVAC equipment; delivery service between libraries; consortium fees; circulating library materials (both physical and electronic); database subscriptions; streaming services such as Kanopy, Hoopla etc; websites; town-wide mailings; reimbursements for previous expenses; sales tax; equipment to support outdoor programs.

Nifty ideas:

• Automated laptop checkout kiosk, such as the one available from Laptops Anytime, which you can see in action at Cromwell Belden Public Library.
• NanoSeptic self-cleaning surfaces for touch points like door handles, switches, elevator buttons, mouse pads, etc, which you can see in action at New Britain Public Library.
• Grab and Go PPE kits for patrons, such as the "Keeping our Community Healthy" project from Torrington Library.
• Pod/room for telehealth services, such as the one inside the Pottsboro (TX) Public Library. Learn more about the logistics in this recorded webinar from the National Library of Medicine.
• Secure charging locker for laptops and phones, such as the multi-device locker that you can see in action at New Britain Public Library.
• A popup library to reach underserved neighborhoods, maybe using a book bike (models from both http://haleytricycles.com/ and http://pedalpositive.com/ are under consideration by Simsbury Public Library) or a covered scooter trailer (under consideration by E.C. Scranton Library). Learn how other libraries rolled out their book bikes in these articles from American Libraries and the Pima County Public Library.
• An enclosed mobile seating booth with table, such as this Nook Huddle Pod being considered by Edith Wheeler Memorial Library, for small meetings or one-to-one training and tech help. Its smaller sibling, the Nook Solo Booth with an optional door, can provide privacy for online interviews or telehealth appointments.
• Ledyard Public Library is getting an enclosed one-person booth from Room, and Windsor Locks Public Library is getting a similar TalkBox Booth.
• A modular meeting room such as the Air3 acoustic pod from Orangebox, under consideration by West Hartford Public Library.
• A solar-powered charging station with picnic table such as the one selected by Southington Public Library, or a solar-powered table that also provides a WiFi signal such as the one proposed by Levi E. Coe Library in in Middlefield.

Please contact us with questions about eligible expenses! dawn.lavalle@ct.gov or maria.bernier@ct.gov

You can use the vendors of your choice. The information provided below is not an endorsement or recommendation of these companies or services; these are merely places to start your search.

For purchases with an aggregate dollar amount above $10,000, you must get price or rate quotations from at least three sources.

Recommendations from fellow librarians:

Get on the phone to vendors to negotiate prices.

• Free-standing sanitizer stands: Home Depot, Staples
• Air purifiers: Air Doctor has them in stock - from Voluntown PL; also try Winix - from Babcock Library, Ashford
• Air scrubbers: Demco provided one-time pricing for an order of 5 units which is lower than contract/sale pricing - from Deep River PL
• Furniture: The Library Store has good prices - from Slater Library, Griswold
• Touchless faucets: The Granite Group has them available - from Slater Library, Griswold
• Computers: Bibliomation members can purchase computers, installation, and support through Biblio
• Hotspots: results depend on the coverage in your geographic area. From Stratford Library: T-mobile has a governmental pricing program for libraries to buy hotspots for circulation. The rep I worked with was Henry Novelo 203.909.1005 / Henry.Novelo@t-mobile.com. T-mobile is also used by Howard Whittemore Library, Naugatuck. From Russell Library, Middletown: If you are eligible to purchase from Techsoup, you can request 10 hot spots per year. There is a small administrative fee to Techsoup. Once you've placed a request with Techsoup, you contact Mobile Beacon. They provide the devices and the service. It is T-mobile. CIPA filtering is available. We pay for the service upfront on an annual basis - $10/month/device or $120.00 per year. Here are a few useful links: https://www.techsoup.org/mobile-beacon, https://www.mobilebeacon.org/wp-content/uploads/2017/11/Hotspot-Lending-Brochure.pdf,  https://www.mobilebeacon.org/techsoup/
• Outdoor bench (and PPE supplies): Global Industrial - from Voluntown PL. "He got me a great price, processed our tax exempt form very quickly, and reduced our shipping cost greatly. He will also price match or find items at lesser costs if contacted directly." CT rep: David Cook, (516) 608-766, DCook@globalindustrial.com
• Outdoor lockers: From The Ferguson Library: Store More Store has lockers that can be used outside, if protected from the weather. They are digital and can be reprogrammed. From the Plainville Public Library: the LuxerOne smart locker system is offering the same pricing to all CT libraries; contact Camilo Asturias: 916.249.1175 or camiloa@luxerone.com. Other options are Bibliotheca, and SmartGuard.
• Patron counters: From The Ferguson Library: We use a Wireless Alert System with Counter from the Library Store at some of our branches. From Waterford Public Library: A counter from We Count People has options for battery vs. electric and either Wifi or wired reporting capabilities. From Fairfield Public Library: We recently started using SenSource and are very happy with all the reports we can get from it, broken down any way we want very easily. Avon Free Public Library is getting a Spectrum series counter from Traf-Sys.
• Filtering: From North Haven Memorial Library: Using CleanBrowsing filtering
• Modular study rooms: Easton Public Library looked at examples such as the Zenbooth Quad, Decibel Double Meeting Booth from Spaceworx, NookPod, and Hush Meet Pod. Ledyard Public Library looked at a Room single phone booth.

The Western half of the state will work with Maria Bernier, maria.bernier@ct.gov. The Eastern half of the state will work with Dawn La Valle, dawn.lavalle@ct.gov. You can also scroll over each town in the grant map below to see the contact name listed.

Use these acknowledgements for all spoken, online, and printed promotional materials, including interviews, websites, emails, discussion list posts, flyers, advertisements, presentations, slideshows, evaluation forms, newsletters, and press releases.

Use the following wording:

"This project is made possible by the Institute of Museum and Library Services under the provisions of the American Rescue Plan Act, administered by the Connecticut State Library.”

Include the CSL logo and IMLS logo, which are available for download at the bottom of this box. For online materials, link the logos to www.ctstatelibrary.org and www.imls.gov.

When to use acknowledgements:

• Public Events: Acknowledgement and logos should be included on signage, and both CSL and IMLS should be mentioned at the beginning of public presentations.
• Press Events: Include the written acknowledgement in your press releases and press kits, and include the dollar amount of LSTA funds received. At press conferences acknowledge CSL and IMLS orally.
• Printed Materials: Use the logos and written acknowledgement. Remember to include it on PowerPoint presentations.
• Web Sites: Post the acknowledgement with CSL and IMLS logos, and link the logos back to www.ctstatelibrary.org and www.imls.gov.
• Advertisements: Use the logos and written acknowledgment.
• Public Service Announcements: Include acknowledgement at the end of your PSA.

On social media, use @US_IMLS and #IMLSgrant on all platforms when promoting your project.

Final Grant Report

The grant report form is available as a Word document above or in the Documents & Forms box on the left-hand side of this page. Download and fill out the form, and sign it.

Send this information to maria.bernier@ct.gov by 4:00 pm on June 1, 2022:

• Completed and signed final report form [pdf or Word]
• Answers to narrative questions on a separate page [Word]
• Proof of expenditures [pdf or image files] - described below
• If you have been tracking your expenses in a spreadsheet, financial software, or other method, attach a copy of the spreadsheet or report.

All the grant money must be spent, not just encumbered. The soft deadline for spending is February 28, 2022, with a hard deadline of March 31, 2022. Be sure to spend ALL the money, down to zero.

With your narrative responses, be sure to indicate how you improved digital inclusion for your patrons, whether through expanded WiFi, more laptops and hotspots, safe places for computer use, etc. If you have any anecdotes from happy patrons, or before and after photos, please include them!

“Proof of expenditures” can include copies of order confirmation emails from an online store where you paid with a credit card, receipts, quotations or invoices marked “paid,” copies of checks, etc. On the printouts or in the pdf filenames, indicate what budget category those expenses fall into, such as a handwritten notation on the invoices that they’re for PPE or indoor furniture, or pdf file names such as “IT” or “cleaning.”

Do not include sales tax in your expenses – that’s not an allowable use of the grant funds.

As a reminder, you are required to credit the Connecticut State Library and the Institute of Museum and Library Services in your press releases, newsletter articles, social media posts, etc, about this project. See the Acknowledgement Guidelines tab at the top of this box for specific wording, and see the Documents and Forms box at left for a press packet and press release template.

Deadlines for ARPA grants from CT State Library:

• June 30, 2021 – application due to Dawn or Maria (send to person assigned to your region)
• February 28, 2022 – soft deadline for spending
• March 31, 2022 – hard deadline for spending. All funds must be SPENT (not just encumbered) by this date
• June 1, 2022, 4:00 pm – report due to Maria. OK to submit sooner!

These approved applications and narratives provide you with examples of how to describe your project so it adheres to the three IMLS high priority spending categories of digital inclusion, safe pandemic response, implementation of public health protocols, and library services that meet the needs of your communities. Updated 6/10/2021.