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HomeMy WebLinkAbout2010 01 11 Regular 603 Approving Task Order #1 Architectural Services Agreement With CPH Engineers, Inc. COMMISSION AGENDA CONSENT INFORMATIONAL ITEM 603 PUBLIC HEARING REGULAR X January 11, 2010 MGR /DEPT V Meeting Authorization REQUEST: The Public Works Department Requests the City Commission Review and Consider Approving Task Order #1 to the Architectural Services Agreement with CPH Engineers, Inc. for preparing and submitting an application to the Florida Energy and Climate Commission for an Energy Efficiency and Conservation Block Grant PURPOSE: The Public Works Department Requests the City Commission Review and Consider Approving Task Order #1 to the Architectural Services Agreement with CPH Engineers, Inc. for preparing and submitting an application to the Florida Energy and Climate Commission for an Energy Efficiency and Conservation Block Grant in the amount of up to $17,500 funded by the General Fund. CONSIDERATIONS: The Governor's Energy Office and the Florida Energy and Climate Commission (FECC) recently announced it will distribute $18.6 million in federal funds to local governments for creating and implementing strategies to reduce fossil fuel emissions, reduce total energy use, and improve energy efficiency. The federal funding is from the American Recovery and Reinvestment Act of 2009 (Economic Stimulus Plan). The FECC has issued an application package for local governments to apply for the Energy Efficiency and Conservation Block Grants with a submittal deadline of February 12, 2010. Grants will be awarded on a competitive basis with award amounts of up to $1.24 million for a single local government. The grants fund all costs associated with projects including up to 10% for administrative costs. No matching funds are required; however, the availability of matching funds is part of the scoring system used to rank applications. Staff does not plan on proposing any matching funds as part of the application. This grant program is only available to cities having populations less than 35,000, which Winter Springs qualifies for with a population of 34,390 per the Comprehensive Plan. Regular Agenda Item #603 January 11, 2010 Page 2 of 3 Staff has identified the following three potential projects that are proposed to be included in the grant application: 1. Police Department and City Hall building retrofits including energy efficient air conditioning units, water heaters, and lighting improvements (approx. $400,000) 2. A City -wide energy audit and master plan, consisting of a review of all City energy consumption (buildings, vehicles, lights, etc.) and preparation of a master plan that identifies inefficiencies and prioritizes long -term energy savings capital improvements and other projects (approx. $50,000) 3. Replacement of existing outdoor lights at City facilities with energy efficient LED lights at various locations (approx. $400,000) City Staff has discussed these three projects with FECC Staff prior to the release of the application package and was given positive feedback about the eligibility of these projects and the likelihood that they could be selected for funding. Additional projects can be added to the application as long as the total amount of the grant request does not exceed $1.24 million. The grant application requires detailed project information including an estimate of the average annual energy savings and renewable production, and an estimate of the average annual greenhouse gas reduction using the Department of Energy's Metrics Calculator. Staff does not have the expertise in -house to accurately perform the analysis needed to complete the grant application. Considering the amount of information needed on the application, the technical analysis required, and the relatively short turn- around time, Staff recommends using an architectural consultant to complete and submit the application on the City's behalf. If the City is selected to be a finalist for a grant, a brief presentation to the Florida Energy and Climate Commission in Tallahassee will be required as part of the final ranking process. CONSULTANT SELECTION PROCESS: Staff issued Request for Qualifications (RFQ) #011 /09/KL in May 2009 for Continuing Architectural Services. A total of six firms submitted their qualifications for review by a selection committee comprised of City Staff. Three architectural consultants, including CPH Engineers, Inc., were recommended by the selection committee and approved by the City Commission for Continuing Services Agreements at the August 24, 2009 City Commission meeting. Staff recommends CPH Engineers, Inc. for this assignment because of their timely and thorough response to the City's request for a proposal to complete the energy grant application. Regular Agenda Item #603 January 11, 2010 Page 3 of 3 FUNDING: CPH's proposed fee to complete and submit the grant application is up to $17,500 and would be funded by the General Fund. In preparing the grant application, Staff would work with CPH to lower the $17,500 fee to the extent possible. RECOMMENDATION: Staff recommends the City Commission review and consider approving Task Order #1 to the Architectural Services Agreement with CPH Engineers, Inc. for preparing and submitting an application to the Florida Energy and Climate Commission for an Energy Efficiency and Conservation Block Grant in the amount of up to $17,500 funded by the General Fund. ATTACHMENTS: 1. Energy Efficiency and Conservation Block Grant Application Guidelines (pages 1 -16) 2. CPH Proposal dated January 4, 2010 COMMISSION ACTION: t darne� fir 71110111 tt v 4 Lp0c0> AMERICAN RECOVERY AND REINVESTMENT ACT OF 2009 ENERGY EFFICIENCY AND CONSERVATION BLOCK GRANT GRANT APPI 1( 1 PROCESS FOR No\-E111111111:\ F CITIES n117 COUI FIES Specific Authority: American Recovery and Reinvestment Act of 2009 (Public Law 111 -5); Section 377.703 (2)(b), Florida Statutes Request Issued By Executive Office of the Governor and Florida Energy and Climate Commission Request Issued On: December 15, 2009 Application Due Date: February 12, 2010 at 5 PM Eastern Standard Time (EST) Application Process: Applicants must submit at least one (1) clearly marked original, five (5) additional hard copies and one (1) PDF copy on a non- rewritable CD of the application and all supplemental materials using a shipping service that provides tracking such as the Postal Service (USPS), UPS, DHL, or Federal Express (FedEx) or hand delivered to: Florida Energy and Climate Commission ATTN: EECBG Subgrants Executive Office of the Governor 600 South Calhoun Street, Room 251 Tallahassee, FL 32399 -0001 General Questions: Questions regarding this grant solicitation must be submitted in writing by fax or email and contain EECBG" in the subject line. Please direct inquiries to: Florida Energy and Climate Commission Executive Office of the Governor ATTN: Alexander Mack, EECBG 600 South Calhoun Street, Room 251 Tallahassee, FL 32399 -0001 FAX: (850) 922 -9701 EMAIL: energy@eog.myflorida.com Answers will be posted weekly to: http: /www.myfloridadimate.com Energy Efficiency and Conservation Block Grant Application Application Guidelines Page 1 of 38 TABLE OF CONTENTS 1. PURPOSE OF GUIDELINES .PAGE 3 2. BACKGROUND PAGE 3 3. FUNDING OVERVIEW PAGE 4 a. Funding Purpose b. Desired Outcomes c. Funding Period d. Available Funds e. Other Activity Funds 4. ELIGIBILITY OVERVIEW PAGE 6 a. Eligible Activities b. Limitations on Eligible Activities /Costs c. Ineligible Activities 5. REQUIREMENTS PAGE 8 a. Registration Requirements b. Federal Requirements c. FECC Requirements 6. APPLICATION REVIEW PROCESS .PAGE 10 a. Application Completeness Review b. Eligibility Review c. Scoring 7. FINAL RANKING PROCESS PAGE 14 8. APPLICATION SUBMITTAL PAGE 14 9. FECC PROCEDURES FOR MOTION OF RECONSIDERATION PAGE 15 10. QUESTIONS PAGE 16 ATTACHMENT A GRANT APPLICATION FORM ATTACHMENT B ARRA ENVIRONMENTAL CHECKLIST ATTACHMENT C —FEDERAL REGULATIONS ATTACHMENT D —FEDERAL FUNDING GRANTEE, SUBGRANTEE AND CONTRACTOR PROVISIONS ATTACHMENT E —MONTHLY PROGRESS REPORT Energy Efficiency and Conservation Block Grant Application Application Guidelines Page 2 of 38 1. Purpose of Guidelines These guidelines are provided to competitively solicit grant applications from qualified entities for creating and implementing strategies to: 1. reduce fossil fuel emissions in a manner that is environmentally sustainable, and to the maximum extent practicable, maximizes benefits for local and regional communities; 2. reduce the total energy use of the eligible entities; and 3. improve energy efficiency in the building sector, building envelope, the transportation sector, and other appropriate sectors. These stated purposes describe the overall intent of the Energy Efficiency and Conservation Block Grant Program (EECBG). Entities may develop various initiatives and projects that address one or more of the purposes; each activity an entity undertakes is not required to meet all of the stated purposes. Entities are encouraged to develop many different new and innovative approaches within the framework of the American Recovery and Reinvestment Act of 2009 P.L. 111 -5 (Recovery Act or Act) and the guidance provided herein to serve the purposes described above. However, each entity is required to use these grant funds in a cost effective manner that is of maximum benefit to the population of that entity and in a manner that will yield continuous benefits over time in terms of energy and emission reductions. The Florida Energy and Climate Commission (FECC) strongly recommends the applicant consult with its Regional Planning Council (RPC) to maximize regional coordinating plans. 2. Background The FECC, within the Executive Office of the Governor, will administer the U.S. Department of Energy (DOE) EECBG program funds through special funding from the Recovery Act. The FECC is dedicated to ensuring Floridians have a sustainable, diverse and clean energy portfolio that reduces greenhouse gases and benefits both Florida's economy and its unmatched environment. In focusing the government's policy and efforts to benefit and protect our state, its citizens, and its resources, the FECC encourages all applicants to follow the policy of the State of Florida. As defined in s. 377.601 F.S., it is the policy of the State of Florida to: o Develop and promote the effective use of energy in the state, discourage all forms of energy waste, and recognize and address the potential of global climate change wherever possible. o Play a leading role in developing and instituting energy management programs aimed at promoting energy conservation, energy security, and the reduction of greenhouse gas emissions. o Include energy considerations in all state, regional, and local planning. o Utilize and manage effectively energy resources used within state agencies. o Encourage local governments to include energy considerations in all planning and to support their work in promoting energy management programs. o Include the full participation of citizens in the development and implementation of energy programs. Energy Efficiency and Conservation Block Grant Application Application Guidelines Page 3 of 38 o Consider in its decisions the energy needs of each economic sector, including residential, industrial, commercial, agricultural, and governmental uses, and reduce those needs whenever possible. o Promote energy education and the public dissemination of information on energy and its environmental, economic, and social impact. o Encourage the research, development, demonstration, and application of alternative energy resources, particularly renewable energy resources. o Consider, in its decisionmaking, the social, economic, and environmental impacts of energy- related activities, including the whole life -cycle impacts of any potential energy use choices, so that detrimental effects of these activities are understood and minimized. o Develop and maintain energy emergency preparedness plans to minimize the effects of an energy shortage within Florida. 3. Funding Overview Florida intends to distribute approximately $18.6 million in EECBG Program funds to local governments that are not eligible for direct formula EECBG (i.e. entitlement communities) funding through DOE. Grants will be awarded through a competitive process. 3A. Funding Purpose Projects under this announcement will be funded, in whole or partially funded, with funds appropriated by the Recovery Act. The Act was enacted to preserve and create jobs and promote economic recovery; to assist those most impacted by the current economic recession; to provide investments needed to increase economic efficiency by spurring technological advances in science and health; to invest in transportation, environmental protection, and other infrastructure that will provide long -term economic benefits; and to stabilize State and local government budgets, in order to minimize and avoid reductions in essential services and counterproductive state and local tax increases. 3B. Desired Outcomes As stated in the Independence and Security Act (EISA) of 2007, the desired outcomes of the EECBG Program include: a. Increased energy efficiency, reduced energy consumption and reduced energy costs through efficiency improvements in the building, transportation and other appropriate sectors; b. New jobs and increased productivity to spur economic growth and community development; c. Accelerated deployment of market -ready distributed renewable energy technologies, including wind, solar, geothermal, hydropower, biomass and hydrogen technologies; d. Improved air quality and related environmental and health indicators associated with the reduction of fossil fuel emissions; e. Improved coordination of energy related policies and programs across jurisdictional levels of governance and with other local and community level programs in order to maximize the impact of this program on long -term local priorities; f. Increased security, resilience, and reliability of energy generation and transmission infrastructure; Energy Efficiency and Conservation Block Grant Application Application Guidelines Page 4 of 38 g. Leveraging of the resources of federal, state and local governments, utilities and utility regulators, private sector and non profit organizations to maximize the resulting energy, economic and environmental benefits; and h. Widespread use of innovative financial mechanisms that transform markets. 3C. Funding Period The period of performance for awarded applicants will be twenty -four (24) months from the date the grant agreement is executed. All projects and activities awarded EECBG funds through this grant solicitation must be completed and the funds must be expended by April 30, 2012. In keeping with the agenda of the Recovery Act, and supporting the goal of immediate investment in the economy, entities are required to obligate /commit all funds within twelve (12) months from the date the grant agreement is executed. In the event funds are not obligated/committed within twelve (12) months, the FECC reserves the right to cancel the award and alternatively fund the next highest ranked grant proposal in the same Application Category (as described below). 3D. Available Funds An eligible applicant can submit only one application for EECBG funding, either under Category 1 or Category 2. The intended Application Category must be stated on the Grant Application Form, Attachment A. Applicants may apply for multiple activities in the application. If multiple applications are submitted by an entity, only the first submitted application will be considered. Category 1: Two -thirds ($12.4 million) of the available grant funds will be made available on a competitive basis to all eligible local governments. Requested grant funding from any single applicant may not exceed 10% ($1.24 million) of the available grant funds. Category 2: The remaining one -third ($6.2 million) of the available grant funds will be dedicated to assist small counties and cities. For purposes of this funding category, a "small county" is considered to be a county with an unincorporated population of less than 50,000, while a "small city" is a municipality with a population of 15,000 or less. These funds will be allocated on a competitive basis and the maximum award amount may not exceed $250,000. Regardless of the size of the eligible local government, any eligible local government applying for more than $250,000 must apply under Category 1. If eligible jurisdictions choose to partner in their application, the maximum per partner may not exceed 10% ($1.24 million) of the available grant funds with a total of $4 million per collaborative application. Applicants are encouraged to partner with other eligible jurisdictions, if appropriate to the activity. A lead grantee must be designated in the application. All payments shall be made to the lead grantee and under no circumstances shall the FECC make payments or be liable to any partners. 3E. Other Activity Funds match is not required. However, applications will be awarded extra points for using match funding. Other sources of funds (cash, goods, and services) that relate to the project can come from Energy Efficiency and Conservation Block Grant Application Application Guidelines Page 5 of 38 the applicant and other partners, including but not limited to: other cities or counties, special purpose local governments, regional governments, state agencies, utilities, private for profit and nonprofit organizations, etc. Documentation of funding must be included in the application by a signed letter of commitment from the organization providing the matching funds, with detail for the matching funds. Funds committed as leverage must be documented to the same standards as federal funds and will require submission of source documentation such as invoices, canceled checks, bank statements, etc. when reporting to the FECC. Matching funds may include project related expenditures from November 24, 2009 through April 30, 2012, including, but not limited to: o Utility incentives o Public borrowing or general funds o Private borrowing o Private equity o Other federal and state funds o Other ARRA funds, including State Energy Program funds 4. Eligibility Overview Pursuant to federal guidelines, eligible applicants are local governments that were not directly funded by DOE through the EECBG formula program, if the following conditions are met: o The government is included in the latest available Census of Governments as a currently incorporated government; o The government has a governance structure with an elected official and governing body; o The government has the authority to implement the eligible activities under this program; and o The government meets the population thresholds in Title V, Subtitle E of the Energy Independence and Security Act of 2007 (EISA) as further defined in the Federal Register. 4A. Eligible Activities All projects receiving Recovery Act funding from the DOE through the EECBG program must comply with the National Environmental Policy Act (NEPA) of 1969 42 U.S.C. Section 4321 et seq. Therefore, only projects and activities that DOE has determined will be excluded from NEPA review through a Categorical Exclusion (CE or sometimes CX) will be deemed eligible projects by the FECC under this solicitation. Categorical Exclusion means a category of actions for which neither an Environmental Assessment (EA) nor an Environmental Impact Statement (EIS) is normally required. Although a final determination must be made by the DOE NEPA Compliance Officer upon review of the Environmental Questionnaire (as described in Attachment B), DOE has determined activities that fall within the following categories can often be categorically excluded: I. Building retrofits, energy education outreach, solar outdoor lighting, and photovoltaic emergency back -up power (on existing structures or within existing facilities) II. Retrofits of existing industrial buildings and facilities such as energy efficient lighting controls /sensors, chillers, furnaces, boilers, heat recovery III. Development and implementation of anenergy efficiency strategy Energy Efficiency and Conservation Block Grant Application Application Guidelines Page 6 of 38 IV. Retaining technical consultant services to assist the eligible entity in the development of such V. Residential and commercial building energy audits VI. Development and implementation of energy efficiency programs for buildings and facilities VII. Development and implementation of programs to conserve energy used in transportation, including: a. Use of flex time by employers b. Satellite work center c. Development and promotion of zoning guidelines or requirements that promote energy efficient development d. Synchronization of traffic signals e. Other measure that increase energy efficiency and decrease energy consumption VIII. Development and implementation of building codes and inspections to promote building energy efficiency IX. Replacement of traffic sipna Is and street lighting with energy efficient light technologies in hiding: a. Light emitting diodes b. Any other technology of equal or greater energy efficiency The FECC reserves the right to limit the release of grant funds for reimbursement to ten percent of the award amount prior to a fmal determination of NEPA Categorical Exclusion by the DOE NEPA Compliance Officer. If a project that is initially selected for a grant award under this solicitation is determined by the DOE NEPA Compliance Officer to not qualify for a Categorical Exclusion, the FECC reserves the right to terminate the grant award and alternatively fund the next highest ranked grant proposal in the same Category. 4B. Limitations on Eligible Activities /Costs Reimbursement of Costs The Executive Office of the Governor will issue payment(s) upon acceptance and approval of required reports, services and invoices by the assigned EOG Grant Manager in compliance with applicable Florida Statutes, Florida Department of Financial Services rules and/or U.S. Government requirements, subject to limitations described in Section 4. Administrative Costs The federal guidance states that u. to 10 ercent of ant funds ma be used for administrative expenses, excluding the cost of meeting the reporting requirements of the program. Administrative costs are the allowable, reasonable, and allocable direct and indirect costs related to overall management of the awarded grant. Administrative costs must be identified in the Total Project Budget in Section X of the Grant Application Form, Attachment A. Costs Incurred Prior to Award/Effective Date of Contract Costs incurred by a city or county prior to the date the grant agreement is executed will not be reimbursed. Energy Efficiency and Conservation Block Grant Application Application Guidelines Page 7 of 38 Energy Efficiency and Conservation Strategy Costs U. to $20,000 of ant funds may be used to develo. an Ener Effie -lc s Conservation Strategy. If costs exceed $20,000, the additional costs may be used as match and application evaluation points will be given accordingly under match criteria. Revolving Loan Funds The federal guidance states that cities and counties may not use more than 20 percent of the awarded grant funds or $250,000, whichever is greater, for the establishment of revolving loan funds. Subgrants The federal guidance states that cities and counties may not use more than 20 percent of the awarded grant funds for the provision of subgrants to non governmental organizations for the purpose of assisting in the implementation of the energy efficiency and conservation strategy of the applicant. These costs should be captured and summarized for each activity under the project budget within the application. 4C. Ineligible Activities Prohibited Activities under the Recovery Act The Recovery Act prohibits the use of funds for swimming pools, gambling establishments, aquariums, zoos, and golf courses. No funds can be used for any activity whatsoever at a prohibited establishment. Any activities at facilities that are adjacent to any of the prohibited establishments and benefit any of the prohibited establishments are also prohibited. Land Acquisitions Acquisitions of land are not an eligible activity for reimbursement with grant funds. Supplanting of Funds Grantees must use federal Recovery Act funds to supplement existing state and local funds for program activities, and must not replace (supplant) state or local funds that they have appropriated or allocated for the same purpose. Low Income Weatherization Use of funds for low- income weatherization is not allowed because there is a separate funding program under the Recovery Act for those activities. Other Federally Prohibited Activities Any other activities prohibited by federal law. 5. Requirements All applicants awarded EECBG funds must meet federal requirements related to Recovery Act funding and all state requirements as stated in this solicitation document. 5A. Registration Requirements There are several one -time actions that must be completed as part of the application process in order to receive federal funds and enter into a Grant Agreement with the State. Applicants should allow at Energy Efficiency and Conservation Block Grant Application Application Guidelines Page 8 of 38 least 10 days to complete these requirements. Applicants must obtain a Dun and Bradstreet Data Universal Numbering System (DUNS) number. 1").°2-j1 DUNS website: http: /www.dnb.com/US /duns update/ Applicants must register with the Central Contract Registry (CCR). CCR website: -C" http: /www.ccr.gov/ Applicants must register with MyFloridaMarketPlace (MFMP). MFMP website: www.mfmp.vendor.org 5B. Federal Requirements All projects receiving ARRA funding from the DOE through the EECBG program must submit an Environmental Questionnaire as provided in Attachment B to the DOE and must meet federal and state requirements as described in Attachment C, Federal Regulations and Attachment D, Federal Funding, Grantee, Subgrantee and Contractor Provisions. 5C. FECC Requirements Accountability and Transparency Not later than 3 days after the end of each calendar month, each recipient shall submit an electronic Monthly Progress Report (as described in Attachment E of this solicitation) to the FECC. All Progress Reports must include all reporting requirements as specified by the State of Florida and ARRA. The FECC reserves the right to modify Attachment E, Monthly Progress Reports, or request additional Progress Reports or other reports on any aspect(s) of the proposed activities, as needed. Each recipient shall submit an Annual Report not later than 15 calendar days after the end of the first year of the project, if the term of the project exceeds one year. The Annual Report shall provide a narrative detailing and evaluating the accomplishments and impact of the project in the prior twelve months. The Annual Report shall follow the format described in Attachment E, Monthly Progress Report. Each recipient shall also submit a Final Report 15 calendar days prior to the expiration date of the Grant Agreement resulting from this solicitation. The Final Report shall provide a final narrative detailing and evaluating the accomplishments and impact of the project. The final Report shall include an evaluation of the energy savings directly attributable to the project, projections of estimated energy savings expected to accrue from the project and policy recommendations, which may be helpful in implementing other projects of a similar nature. For the final reimbursement, no less than 10% of the total grant award will be withheld until receipt and approval of the Final Report. After the award announcement, FECC staff will work with each successful applicant to prepare an EECBG Subgrant Grant Agreement. FECC staff will send funding recipients a Grant Agreement and a scope of work based on the original application. Funding recipients must return the signed Agreement to FECC staff within 14 calendar days of the postmark date. For a copy of the current Grant Agreement template, please go to MvFloridaClimate.com. Energy Efficiency and Conservation Block Grant Application Application Guidelines Page 9 of 38 6. Application Review Process NOTICE: Applicants are prohibited from contacting any and all independent evaluators selected by the FECC's executive director, as well as, any FECC Commissioners and ex- officio FECC Commission members involved with the grant award selection process. Applications for grant funding must be submitted on the Grant Application Form as described in Attachment A, with additional documentation, as applicable. Please refer to Section 8 for information on application submittal. FECC staff will perform a Completeness and Eligibility review on all grant applications. Once a grant application is deemed complete and eligible, the application will be scored based on the criteria in 5C by no less than 3 independent evaluators appointed by the FECC's executive director. 6A. Application Completeness Review The following items constitute a complete application, as further described in Attachment A, Grant Application Form: A. PROJECT INFORMATION: Provide the project information as indicated in Attachment A. B. PROJECT BACKGROUND: Provide a summary of the project and the background justification supporting the need for the FECC to fund the project. Include experience and qualifications of the project team for their assigned role with the project. C. DESIRED OUTCOMES: Provide a list of outcomes, in bullet format, expected to be achieved as a result of completing this project. D. PROJECT DESCRIPTION: Indicate the eligible activity(ies) selected and provide a detailed description of the work to be performed for the project. Include maps, graphs, charts, etc. to support project activities. Project descriptions should consist of a list of major tasks for accomplishing the project with specific sub activities detailed within each task heading. E. PROJECT MILESTONES/DELIVERABLES /OUTPUTS: Identify the month of the project during which each task will start and be completed. Identify in which months of the project the outputs /deliverables will be accomplished. F. PROJECT BUDGET SUMMARY: Summarize the Total Project Cost budget (including both requested grant funds and match/leveraged funds) by Budget Category and round the subtotals for each Budget Category subtotal amount to the nearest whole dollar value. G. BUDGET DETAIL: Provide a detailed, line -item Total Project Cost budget. Provide accurate calculations to justify the cost of each budget line -item. Round only the subtotals for each Budget Category amount to the nearest whole dollar value. Pages, including attachments, should be number sequentially. 6B. Eligibility Review All applications will be reviewed for eligibility. Eligibility is based on whether the: o Applicant is eligible (as described in Section 4) o Activity or activities are eligible (as described in Section 4A) o Activities can be completed, funds can be obligated/committed within 12 months of Grant Agreement execution and all funds can be expended by April 30, 2012. o Application is complete (as described in Section 6A) Energy Efficiency and Conservation Block Grant Application Application Guidelines Page 10 of 38 If the FECC staff determines that an application or proposed activities are ineligible, they will be removed from further consideration and the applicant will be notified. Determination of eligibility is at the sole discretion of the FECC staff. An application that includes several activities, some of which are determined ineligible, will be considered after the ineligible activities are removed. The application will be evaluated based on the remaining eligible activities. 6C. Scoring Each independent evaluator will evaluate all complete, eligible applications and score them using the following criteria (weight noted parenthetically). Scores will be assigned utilizing whole numbers only. Applications will be scored in accordance with the criteria detailed below: Project Plan: 0- 20 points Project Team: 0 -10 points Matching/Leveraging Funds: 0 -10 points Jobs: 0 -10 points Energy Savings and Renewable Energy Production: 0-40 points Greenhouse Gas Reduction: 0 -10 points Special Community Designations: 0 -10 points Project Plan (0 -20 points) Each independent evaluator will score the quality of the project plan with a view to the following criteria. To what degree does the applicant have a well- considered plan with a clear schedule to produce tangible results? To what extent will the applicant deploy proven technologies and strategies that have a high chance of generating the forecasted savings or renewable power? To what extent does the applicant demonstrate the financial and management capacity to absorb set -backs to the proposed project plan? To what extent can the project transition to a sustainable business model that will persist after Recovery Act funds are expended and contribute to the growth of the clean energy sector in Florida? To what extent is the budget sufficiently detailed and reasonable in anticipating project costs? To what degree the applicant has incorporated its plan with the RPC? Project Team (0 -10 points) Each independent evaluator will score the experience and qualifications of the project team for their assigned role with the project. Relevant work experience and qualifications for team members as well as the completeness of the team for the proposed work program will be reviewed. Energy Efficiency and Conservation Block Grant Application Application Guidelines Page 11 of 38 Matching/Leveraging Funds (0 -10 points) The FECC wants to encourage applicants to use other sources of funding (i.e match/leveraging funds) in combination with EECBG funding. Each independent evaluator will assess the application using the following scoring scale for Match/Leveraging Funds as a percentage of Total Project Cost: 0 points $1.00 up to and including 1% of the Total Project Cost. 1 points Greater than 1% up to and including 10% of the Total Project Cost. 2 points Greater than 10% up to and including 20% of the Total Project Cost. 3 points Greater than 20% up to and including 30% of the Total Project Cost. 4 points Greater than 30% up to and including 40% of the Total Project Cost. 5 points Greater than 40% up to and including 50% of the Total Project Cost. 6 points Greater than 50% up to and including 60% of the Total Project Cost. 7 points Greater than 60% up to and including 70% of the Total Project Cost. 8 points Greater than 70% up to and including 80% of the Total Project Cost. 9 points Greater than 80% up to and including 90% of Total Project Cost. 10 points Greater than 90% of Total Project Cost. Jobs (0 -10 points) The May 2009 report, "Estimates of Job Creation from the American Recovery and Reinvestment Act of 2009" from the Executive Office of the President and Council of Economic Advisors, estimates for the job -years created by direct government spending that it takes approximately $92,000 of spending to create one job -year. Each independent evaluator will score projects higher if they create or retain more jobs per $92,000 of EECBG funding. For example, a project that creates or retains 1 job per $92,000 of EECBG funding will score a 1 and a project that creates or retains 10 jobs per $92,000 of EECBG money will score a 10. Applicants must estimate the total short-term and long term jobs and provide justification of all job creation/retention estimates. Short-term: Document the number of year -long (2080 hours per year), full -time equivalent jobs created or retained directly by the project in the twelve months following the full -legal commitment of EECBG funds to the project. Long -term: Document the number of year -long (2080 hours per year), full -time equivalent jobs that will be created or retained in efforts related to the project in calendar year 2012. Use the total jobs estimated above to calculate jobs created or retained per $92,000 of EECBG funding: 1. Divide the total EECBG funds requested by $92,000. 2. Divide the Total Jobs number by the results of #1 above. This number will serve as the jobs score, rounded to the nearest whole number. Energy Efficiency and Conservation Block Grant Application Application Guidelines Page 12 of 38 Energy Savings and Renewable Energy Production (0 -40 points) All grant applications shall include an estimate of the average annual energy savings and renewable energy production from January 2011 to December 2020 and calculate the annual energy saved and/or renewable energy produced per dollar of EECBG funds invested. FECC staff will rank projects according to their energy savings per dollar of EECBG funds invested and scored. A project in the bottom five percent of projects for energy savings /production will score 2 point, and a project in the second five percent will score a 4 and so on up to 40 points for the projects in the top five percent. Applicants must use the DOE Metrics Calculator for State Energy Program and Energy Efficiency and Conservation Block Grant Program located on the FECC's Web site, MyFloridaClimate.com, for all calculations. Greenhouse Gas Reduction (0 -10 points) All grant applications shall include an estimate of the average greenhouse gas reduction from January 2011 to December 2020 and calculate the annual greenhouse gas reduction per dollar of EECBG funds invested. FECC staff will rank projects according to their greenhouse gas reduction per dollar of EECBG funds invested and scored. A project in bottom ten percent of projects for energy savings /generation will score 1 point, and a project in the second ten percent will score a 2 and so on up to 10 points for the projects in the top 10 percent. Applicants must use the DOE Metrics Calculator for State Energy Program and Energy Efficiency and Conservation Block Grant Program located on the FECC's Web site, MyFloridaClimate.com, for all calculations. Special Community Designations: 0 or 10 points Applications will receive 10 points if the proposed project is located within any of the boundaries of the following designated areas. Applicants must state their Special Community Designation(s) and provide documentation for any Special Community Designation claimed on the application and such designation must be verifiable with the appropriate agency. o Empowerment Zone, Enterprise Community, or Champion Community, pursuant to the Economic Empowerment Act of 1993 o Rural Area of Critical Economic Concern designated by the Governor o Area of Critical State Concern pursuant to Chapter 380.05, F.S. o Florida Enterprise Zone pursuant to Chapter 290.0065, F.S. o HUD- designated Renewal Community o Florida Front Porch Community o A city or county located within a fiscally constrained county pursuant to Chapter 218.67 (1), F.S. Energy Efficiency and Conservation Block Grant Application Application Guidelines Page 13 of 38 7. Final Ranking Process Final Ranking for Category 1 Category 1, two- thirds ($12.4 million) of the available grant funds will be based upon the highest averaged ranking, the FECC's final decision, and availability of funding. After the grant applications are scored by each independent evaluator, the FECC's executive director will add each applicant's score from the individual evaluators and divide that number by the total number of individual evaluators. The FECC's executive director will then develop a ranking list for applications based on the highest ranking averaged scores for each Category. For example, the top scored application in Category 1 will be assigned a ranking number of 1, the second highest scored application in Category 1 will be assigned a ranking number of 2, the third highest scored application in Category 1 will be assigned a ranking number of 3, and so on, until all eligible applications in Category 1 are ranked. The FECC's executive director will request that representatives of the top ranked proposals provide brief presentations to the FECC. Following the recommendations from the FECC's executive director and presentations by the applicants, the FECC Members will have the opportunity to finalize the ranking of Category 1 proposals. The FECC's final decision to award grant funding will be based upon highest averaged final ranking and availability of funding. Grants will be awarded up to the total amount of funding available. Final Ranking for Category 2 Category 2, one -third ($6.2 million) of the available grant funds dedicated to assist small cities and counties, will be based upon highest averaged ranking and availability of funding. After the grant applications are scored by each independent evaluator, the FECC's executive director will add each applicant's score from the individual evaluators and divide that number by the total number of individual evaluators. The FECC's executive director will then develop a ranking list for applications based on the highest ranking averaged scores for each Category. For example, the top scored application in Category 2 will be assigned a ranking number of 1, the second highest scored application in Category 2 will be assigned a ranking number of 2, the third highest scored application in Category 2 will be assigned a ranking number of 3, and so on, until all eligible applications in Category 2 are ranked. Grants will be awarded up to the total amount of funding available. 8. Application Submittal Any material submitted in response to this application process will become a public record pursuant to Chapter 119, Florida Statutes. Any claim of confidentiality is waived upon submission, unless addressed as set forth below. DISCLOSURE AND OWNERSHIP OF PLAN CONTENTS: An applicant's response to this application process shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of Chapter 119, Florida Statutes. All information in an Energy Efficiency and Conservation Block Grant Application Application Guidelines Page 14 of 38 application (including, without limitation, technical and price information), and any Grant Agreement resulting from this application process, which will incorporate the successful application, will be a matter of public record, subject to the provisions of Florida's Public Records Act, Chapter 119, Florida Statutes, regardless of copyright status. Submission of an application shall constitute a waiver of any copyright protection which might otherwise apply to the FECC's production, disclosure, inspection and copying of such application and Grant Agreement, or any part thereof, except those parts asserted to be exempt under Chapter 119, Florida Statutes. The application, upon submission, and the Grant Agreement shall be the property of the FECC. The FECC reserves the right to use any and all information contained in an application received to this application process. Any content submitted to the FECC which is asserted to be exempt under Chapter 119, Florida Statutes, shall be set forth on a page or pages separate from the rest of the application, and clearly marked "exempt," "confidential," or "trade secret" (as applicable), with the statutory basis for such claim of exemption, confidentiality, or trade secret specifically identified in writing on each and every such page. Failure to segregate and so identify any such content shall constitute a waiver of any claimed exemption, confidentiality, or trade secret as applied to the portion of the application or other document in which the content is set forth. Any exemption asserted must meet the requirements of the underlying statute cited in order to be exempt. Applications must be submitted in sealed envelopes /packages, the face referencing EECBG APPLICANT FOR NON ENTITLED CITIES AND COUNTIES with the date and time of the submittal deadline. Submit at least one clearly marked ORIGINAL, five (5) additional copies and one digital format on a non- rewriteable CD, preferably PDF, of the application and all supplemental materials. Each applicant is responsible for ensuring its application is received and delivered at the proper time and to the proper place. The FECC shall not consider late proposals. To be considered, SEALED APPLICATIONS MUST BE RECEIVED BY FECC STAFF BEFORE FEBRUARY 12, 2010 AT 5 PM EST. Any person requiring a special accommodation because of a disability should call the FECC at (850) 487 -3800 at least five (5) workdays prior to the scheduled event. If you are hearing or speech impaired, please contact the FECC by using the Florida Relay Service at (800) 955 -8771 (TDD). Applications must be delivered by February 12, 2010 at 5 PM EST to: Florida Energy Climate Commission Executive Office of the Governor EECBG Subrants 600 S. Calhoun Street, Suite 251 Tallahassee, FL 32399 -0001 9. FECC Procedures for Motion of Reconsideration a. Any applicant to this grant program who is adversely affected by an order and/or decision of the FECC may file a motion for reconsideration of that order and/or decision. The Energy Efficiency and Conservation Block Grant Application Application Guidelines Page 15 of 38 FECC will not entertain any motion for reconsideration of any order that disposes of a motion for reconsideration. b. An applicant or agency may file a response to a motion for reconsideration and may file a cross motion for reconsideration. A party may file a response to a cross motion for reconsideration. c. A final order or decision by the FECC shall not be deemed rendered for the purpose of judicial review until the FECC disposes of any motion and cross motion for reconsideration of that order, but this provision does not serve automatically to stay the effectiveness of any such final order. The time period for filing a motion for reconsideration is not tolled by the filing of any other motion for reconsideration. d. Failure to file a timely motion for reconsideration, cross motion for reconsideration, or response, shall constitute waiver of the right to do so. e. Any motion for reconsideration or response to a motion filed pursuant to the procedure approved by the FECC shall contain a concise statement of the grounds for reconsideration A motion for reconsideration of a final order or final decision of the FECC shall be filed within 10 days after issuance of the order. A response to a motion for reconsideration or a cross motion for reconsideration shall be served within 7 days of service of the motion for reconsideration to which the response or cross motion is directed. A response to a cross motion for reconsideration shall be filed within 7 days of service of the cross motion. 10. Questions Questions regarding this solicitation must be submitted in writing by either fax or email and will only be answered in writing. Direct all questions to energva,eog.myflorida.com or (850) 922 -9701 (fax) with the subject line "EECBG" or: Florida Energy Climate Commission Executive Office of the Governor Attn: Alexander Mack, EECBG 600 S. Calhoun Street, Suite 251 Tallahassee, FL 32399 -0001 Answers will be posted weekly to: http: /www.myfloridaclimate.com The FECC is not bound by any verbal information or by any written information not contained within the solicitation document(s) formally noticed and issued by the FECC, or ultimately included in the grant agreement. Energy Efficiency and Conservation Block Grant Application Application Guidelines Page 16 of 38 January 4 2010 500 West Fulton Street Mr. Brian Fields P.E. Sanford, Florida 32771 City Engineer P.O. Box 2808 City of Winter Springs Sanford, Florida 32772 -2808 Phone: 407.322.6841 Re: Proposal to Assist the City of Winter Springs with the Fax: 407.330.0639 Application for an Energy Efficiency and Conservation AA e Yl}Y47U1,Cpjt l'.YY�4'"L'i18Ei'S.COJit Block Grant. Dear Brian: We are pleased to submit our fee proposal on the above project. Our scope includes the assistance to the City of Winter Springs to compile information as requested to submit for a "Block Grant Application". As discussed, several energy efficiency projects will featured in the application which will include: A city wide energy audit master plan and a streetlight replacement to LED lighting. Scope for City wide energy audit master plan will include the following buildings: City Hall Police Department Public Works Five Water /Sewer plants -7 smaller recreational buildings Note: "Base line energy modeling" of the City Hall, Police Department and Public Works buildings will be completed to determine estimated BTU savings on recommended Energy Conservation Measures. Our service will include one site visit to each building to gather enough information to fill out the application. We anticipate two meetings with the City to review the application and one to assist with final submittal of the application. Please note: CPH does not guarantee any specific dollar amount awarded in response to the grant application submittal and the scope of our service, under this proposal does not include design services based on recommendations listed in the Grant Application. 1 We propose to complete the aforementioned scope of work for a lump sum fee of 17,500.00. We will need four full weeks of time to compile information for the application. If this proposal is acceptable, we will process proper agreements per our continuing service agreements. If you have any questions or concerns please let us know. i l :ly: i f •hn Baer AIA PH Engineers 2