HomeMy WebLinkAbout01-08-2024 City Council Work Session Packet
CITY OF FAIRHOPE
CITY COUNCIL WORK SESSION AGENDA
Monday, January 8, 2024 - 4:30 PM
City Council Chamber
Council Members
Kevin G. Boone
Jack Burrell
Jimmy Conyers
Corey Martin
Jay Robinson
1. Discussion of ADECA Energy Efficient Retrofit Grants - Nicole Love
2. Committee Updates
3. Department Head Updates
City Council Agenda Meeting - 5:30 p.m. on Monday, January 8, 2024
City Council Chamber
Next Regular Meeting – Monday, January 22, 2024 – Same Time Same Place
Page 1 of 40
Memorandum
From: Nicole Love, Grants Coordinator
To: Corey Martin, Council President
Thru: Sherry Sullivan, Mayor
CC: City Clerk; Treasurer; Project Staff; File
Date: December 20, 2023
Subject: Request approval to apply for two ADECA Energy-Efficient Retrofit
Grants (SEP FY2024)
Honorable President Martin:
Alabama Department of Community Affairs (ADECA) has issued two funding opportunities
for Energy-Efficient Retrofits. Both proposals are due January 26, 2024 and DO NOT
require match.
1) Energy-Efficient Retrofits:
▪Max Award = $40K
▪City would apply for HVAC replacement and lighting conversion to LED as
part of the upgrade to the former Dyas House in Flying Creek Nature
Preserve. This will offset some of the construction costs associated with
turning the former residence into a Nature Center.
2) Energy-Efficient Retrofits of Wastewater Treatment Facilities
▪Max award = $25K
▪City would apply to convert lighting at the Wastewater Treatment Plan to LED
lighting.
o Lighting needs updated and this will provide more energy efficiency
and offset City’s costs to replace.
We would like to ask for approval to apply for these opportunities. If awarded we will come
back to Council with a resolution to accept the funds.
Thank you for your consideration of this request.
Page 2 of 40
Energy-Efficient Retrofits
Grant Application and Guide
DUE: January 26, 2024, 11:59 PM, CST
State Energy Program (SEP) FY2024
Street: 401 Adams Ave., Montgomery, AL 36104-4325
Mailing: PO Box 5690, Montgomery AL 36103-5690
sep@adeca.alabama.gov
Page 3 of 40
1
AUTHORITY .............................................................................................................................................2
PURPOSE ...................................................................................................................................................2
GRANT APPLICATION GUIDELINES ................................................................................................2
ELIGIBILITY ............................................................................................................................................3
FUNDING ...................................................................................................................................................3
METHOD OF PAYMENT........................................................................................................................3
ELIGIBLE MEASURES ...........................................................................................................................4
INELIGIBLE MEASURES ......................................................................................................................4
PROHIBITED EXPENDITURES ............................................................................................................4
COST SHARE ............................................................................................................................................4
JUSTICE40 INITIATIVE .........................................................................................................................5
ENERGY-EFFICIENT RETROFITS PROGRAM GRANT APPLICATION ...................................6
A.Applicant Information This section is worth 10 points. .............................................. 6
B.Budget ............................................................................................................................ 7
C.Project Detail and Energy Savings Information ........................................................... 11
1.SITE INFORMATION ............................................................................................................................ 11
2.DESCRIPTION OF PROJECT ............................................................................................................... 11
3.QUALIFICATIONS AND EXPERIENCE OF APPLICANT ................................................................ 12
4.ENERGY-RELATED ACTIVITIES OUTSIDE OF PROJECT ............................................................. 12
5.PROJECT PLAN ..................................................................................................................................... 13
6.ENERGY-EFFICIENT RETROFITS ...................................................................................................... 14
7.ENERGY SAVINGS CALCULATIONS ............................................................................................... 15
8.ADDITIONAL INFORMATION ............................................................................................................ 16
D.Certifications ................................................................................................................ 17
Page 4 of 40
2
State Energy Program
FY24 Grant Application and Guide
Energy-Efficient Retrofits
AUTHORITY
The Alabama Department of Economic and Community Affairs (ADECA), Energy Division
manages the State Energy Program (SEP) for Alabama by the authority of the U.S. Department
of Energy (DOE). Title III of the Energy Policy and Conservation Act (EPCA), as amended,
authorizes the Department of Energy (DOE) to administer the State Energy Program (SEP). All
Grant awards made under this program shall comply with applicable law, including regulations
contained in 2 CFR Part 200 as amended by 2 CFR Part 910, 10 CFR Part 420, and other
procedures applicable to this regulation as DOE may, from time-to-time, prescribe for the
administration of financial assistance.
PURPOSE
The SEP is a formula grant used to reduce energy consumption in Alabama. The Energy
Division is accepting applications for grants to be used for the purchase and installation of
energy-efficient improvements. Applications should be developed with thoughtful consideration
being given to the certifications contained on page 17.
GRANT APPLICATION GUIDELINES
Applications shall be submitted in PDF format to sep@adeca.alabama.gov by 11:59 PM, CST
on January 26, 2024. Any applications received after the deadline will not be considered.
All applications must be complete; however, ADECA reserves the right to contact
applicants for additional information and/or clarifications.
A confirmation of receipt will be emailed after submittal. Applicants are strongly encouraged to
submit applications in advance of the deadline. Please keep a complete copy of your application
and any attachments for your record.
Questions pertaining to this Grant Application and Guide may be submitted in writing by email
to sep@adeca.alabama.gov.
This Grant Application and Guide and Frequently Asked Questions can be found on ADECA’s
website at https://adeca.alabama.gov/about/funding-opportunities/.
NOTE: Applicants may submit applications under both this funding announcement
and the Energy-Efficient Retrofits of Wastewater Treatment Facilities. However,
measures directly related to wastewater operations may not be submitted under this
funding opportunity. Only general site efficiency measures, such as LED lighting at
wastewater facilities, may be submitted under this funding announcement.
Page 5 of 40
3
ELIGIBILITY
Eligible applicants include the following entities that are located in the State of Alabama;
•Incorporated units of local government (municipalities and counties)
•Public K-12 school systems
•Non-profit organizations
Below is a definition of a non-profit organization for the purposes of this Grant Application and
Guide:
A non-profit organization is an organization that uses its surplus revenues to further
achieve its purpose or mission, rather than distributing its surplus income to the
organization’s directors (or equivalents) as profit or dividends. Applicants must have the
status of a 501(c) organization and be tax-exempt in order to apply.
FUNDING
Projects must be completed within 7 months of the effective date of the grant agreement. The
Energy Division anticipates awarding grants to begin on March 1, 2024, and to terminate no
later than September 30, 2024.
All projects will be scored based on the established rating criteria. The criteria can be found at
https://adeca.alabama.gov/about/funding-opportunities/. Those eligible projects receiving the
highest scores will be selected for funding. The number of projects funded will be determined by
the funds available and the total amount of requests made. The Energy Division reserves the
right to reallocate funding for subject areas as deemed necessary. ADECA may request amended
projects and/or offer reduced grant participation.
Total Available: At least $450,000
Minimum Award: $10,000 per applicant
Maximum Award: $40,000 per applicant.
METHOD OF PAYMENT
Payments may be made on a reimbursement basis or an advance basis. Subrecipients qualifying
for advance payment must provide that it maintains or demonstrates the willingness to maintain
both written procedures that minimize the time elapsing between the transfer of funds and
disbursement by the subrecipient, and financial management systems that meet the standards for
fund control and accountability as established in 2 CFR Part 200. Subrecipients may also elect to
be paid through reimbursement of eligible costs up to the award amount in the grant agreement.
Based on a risk assessment conducted by ADECA, all subrecipients will be assigned a risk score.
Those subrecipients with higher scores may be required to follow different payment procedures.
Those subrecipients considered high risk may be placed on reimbursement only status.
Page 6 of 40
4
All subrecipients must register in the State of Alabama Accounting and Resource System
(STAARS) Vendor Self Service (VSS) portal in order to receive payment. Subrecipients can
elect to be paid via Electronic Funds Transfer (EFT) or paper check when registering.
ELIGIBLE MEASURES
•Energy-efficient lighting
•HVAC Replacement
•Programmable Thermostats
•Photovoltaic Systems
o Must be on existing Rooftops and Parking Shade Structures or;
o A ≤ 60 KW system unit installed on the ground within the boundaries of an
existing facility.
•Solar Thermal Systems must be ≤ 20 KW
INELIGIBLE MEASURES
•Energy-efficient windows and doors
•Photovoltaic Systems outside the boundaries of an existing facility
•Solar Thermal Systems over 20 KW
PROHIBITED EXPENDITURES
SEP regulation 10 CFR Part 420 -- State Energy Program does not allow expenditures or
matching contributions for the following:
•For construction or repair of buildings and structures;
•To purchase land, a building or structure;
•To subsidize fares for public transportation;
•To subsidize utility rate demonstration or state tax credits; or
•To conduct or purchase equipment to conduct research, development, or demonstration.
COST SHARE
No matching contributions are required. However, an applicant can earn up to five additional
points on their rating score for match provided.
Page 7 of 40
5
JUSTICE40 INITIATIVE
SEP is a Justice40 covered program and as such contributes to the President’s goal that 40% of
the overall project benefits of Federal investments in clean energy and climate solutions flow to
Disadvantaged Communities (DAC) that for too long have faced disinvestment and
underinvestment. DOE strongly encourages eligible entities to maximize project benefits and
describe how these benefits with ADECA ensures that DOE’s intent will be met regarding
selecting projects that will provide benefits for underserved communities.
Benefits include (but are not limited to) measurable direct or indirect investments or positive
project outcomes that achieve or contribute to the following in DACs:
(1)A decrease in energy burden;
(2)A decrease in environmental exposure and burdens;
(3)An increase in access to low-cost capital;
(4)An increase in job creation, the clean energy job pipeline, and job training for
individuals;
(5)Increases in clean energy enterprise creation and contracting (e.g. minority-owned or
disadvantaged business enterprises);
(6)Increases in energy democracy, including community ownership;
(7)Increased parity in clean energy technology access and adoption; and
(8)An increase in energy resilience.
Not all eight policy priorities will be applicable to all DOE programs or funding opportunities.
Page 8 of 40
6
ENERGY-EFICIENT RETROFITS PROGRAM GRANT APPLICATION
APPLICANTS MUST USE THE FOLLOWING APPLICATION FORMAT AND COMPLETE IN ITS ENTIRETY.
FAILURE TO DO SO MAY RESULT IN LOSS OF POINTS.
A.Applicant Information This section is worth 10 points.
Legal Name of Entity:
Type of Organization:
Employer ID Number (EIN):
Mailing Address:
Project Director Name & Title:
Phone Number:
Email:
CEO Name and Title:
Accountant Name and Title:
Page 9 of 40
7
B.Budget
This section is worth up to 25 points. Please provide the following information to explain the
estimated costs for the project budget. (Attach additional sheets as needed.)
1. Personnel and Fringe
List program personnel by title, include the salary amount of each person to be reimbursed for work on the project
(Example: An employee with an annual salary of $40,000 that will spend 25% of their time on the project, will have a
salary budget of $10,000). Next, enter the fringe rate. Personnel can include the Applicant’s employees who will be
installing the improvements. Personnel costs under a contract should be included under Contractual.
2. Supplies and Materials
List estimated type and cost of supplies and materials. Includes all tangible property and project materials for carrying out
the approved scope of work that are not considered equipment (e.g. office supplies, postage, caulking, lighting). Materials
supplied by a contractor are not allowed in this category and should be placed under Contractual.
Grant Amount Matching Contribution
Title Salary Fringe Salary Fringe
Type Grant
Amount
Matching
Contribution TOTAL
Page 10 of 40
8
3. Contracted Services
List categories of services to be contracted with outside agencies or for professional services. Note that written
subcontracts must be obtained to engage these services. This category includes professional installation and all materials
supplied by the installer.
4. Equipment
Provide a description of the equipment, cost, and reason why it is necessary to purchase the equipment. Equipment is
defined as tangible, non-expendable property having a useful life of more than one year and an acquisition cost of $5,000 or
more per unit. Acquisition cost means the net invoice price of the equipment, including the cost of any modifications,
attachments, accessories, or auxiliary apparatus necessary to make it usable for the purpose for which it is acquired. (Note:
leased or rented equipment should be listed under the “Other” category.)
Contracted Services Grant
Amount
Matching
Contribution TOTAL
Description Grant
Amount
Matching
Contribution TOTAL
Page 11 of 40
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5.Other
List other costs including printing, graphics, telephone, rent/lease, maintenance, workshop fees, and computer services.
6.Indirect
The ADECA, Energy Division will reimburse indirect costs at the Subrecipient’s federally negotiated indirect cost rate of
the Modified Total Direct Costs (MTDC) (items 1-7, except 6). The ADECA, Energy Division DOES NOT REIMBURSE
INDIRECT COSTS ON EQUIPMENT PURCHASES). Attach a copy of your indirect cost rate agreement if you are
showing indirect costs on your budget. The ADECA, Energy Division will not negotiate indirect cost rates with
Subrecipients but will accept a federally negotiated indirect cost rate or a 10 percent de minimis rate of the MTDC. If
requesting the 10 percent de minimis rate, Subrecipients must submit a certification the entity has never received a
federally approved indirect cost rate.
Expense Grant
Amount
Matching
Contribution TOTAL
Grant
Amount
Matching
Contribution TOTAL
Indirect Cost Rate %
Page 12 of 40
10
BUDGET TOTALS
List the totals of each budget category above. Please make sure that the totals in each budget
category listed above match the totals of each cost category below.
Cost Categories Grant
Amount
Matching
Contribution
(not required)
Project
Amount
Personnel
Fringe
Supplies & Materials
Contracted Services
Equipment
Other
Indirect Cost ( %)
TOTAL
Page 13 of 40
11
C.Project Detail and Energy Savings Information
This section is worth up to 55 points and describes the project, timeline, and projected savings.
Submit one copy of this section for each site/building/location. You may attach additional sheets
for this section if necessary.
1.SITE INFORMATION (This section is worth up to 5 points)
Name of Site:
Physical Address (City, State, Zip):
County:
Gross Square Footage: ft2 Construction Date:
Funding Requested for this Site:
Estimated Completion Time:
Does the site have any national or state historic site designations? Yes No
Is the applicant aware of any adverse environmental impact which may arise
from the implementation of any of the proposed energy conservation measures? Yes No
2.DESCRIPTION OF PROJECT
(This section is worth up to 5 points)
Provide a brief description of the measures to be installed.
months
Page 14 of 40
12
3.QUALIFICATIONS AND EXPERIENCE OF APPLICANT
(This section is worth up to 5 points)
Description of the qualifications and experience of the applicant pertaining to the administration of grant
awards and/or energy efficiency projects.
4.ENERGY-RELATED ACTIVITIES OUTSIDE OF PROJECT
(This section is worth up to 4 points)
Provide information on activities outside of the proposed project related to energy efficiency, renewable
energy, or conservation, including performance contract, other retrofit activity, energy assessments completed,
maintenance staff or teacher education, student curriculum, recycling programs, or similar projects.
Page 15 of 40
13
5.PROJECT PLAN
(This section is worth up to 6 points)
Deliverables
(Description of task and what is to be accomplished. Must
include but not limited to procuring supplies and
materials/contracts and installation)
Estimated
Cost
Start Date
(mm/yy)
Duration
(days)
Page 16 of 40
14
6.ENERGY-EFFICIENT RETROFITS
(This section is worth up to 15 points)
Please complete the following charts of all eligible measures that will be installed.
Use additional pages if necessary.
EACH MEASURE LISTED MUST HAVE A PAYBACK PERIOD 10 YEARS OR LESS
(PHOTOVOLTAIC EXCEPTED)
•SAVINGS CALCULATIONS MUST BE SHOWN IN SECTION 7 FOR EACH MEASURE
CURRENT PROPOSED Est.
Cost
Est.
Annual
Savings
Est.
Payback
Period Qty Type, Age, Size, R-Value, etc. Qty Type, Age, Size, etc.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
•
Page 17 of 40
7.ENERGY SAVINGS CALCULATIONS
(This section is worth up to 15 points)
Sample calculation for a lighting retrofit project:
Current lighting: Proposed lighting:
Watts per fixture: 90 Watts per fixture: 14
Number of fixtures: 245 Number of fixtures: 225
Cost of Project: $14,625
Run time: 60 hours per week, 3,120 hours per year
Electricity rate: $0.12 per kWh
Annual savings
Current usage: (90 w ÷ 1,000) x 3,120 hrs. = 280.8 kWh x 245 fixtures = 68,796 kWh
Proposed usage: (14 w ÷ 1,000) x 3,120 hrs. = 43.68 kWh x 225 fixtures = 9,828 kWh
Energy Savings: 68,796 kWh – 9.828 kWh = 58,968 kWh savings ÷ 1,000 = 58.968 MWh
Cost Savings: 58,968 kWh x $0.12 = $7,076 annual
Payback: $14,625 project cost ÷ $7,076 annual cost savings = 2.1 years
(Please show work here or attach to application)
Page 18 of 40
16
8.ADDITIONAL INFORMATION
(Any additional information you wish to provide regarding your proposed measure)
Page 19 of 40
17
D.Certifications
(This section is worth 10 points)
By signing below, the applicant certifies that they have completed or will complete (if
issued an award) the following:
GRANT ADMINISTRATION
•Obtain a Unique Entity ID (UEI) Number (formerly DUNS)
•Obtain an Employer Identification Number (EIN).
•Register with the State of Alabama Accounting and Resource System
(STAARS) Vendor Self Service (VSS) portal.
•Register with the Alabama Secretary of State’s office if a non-profit,
corporation, partnership, or LLC.
•Maintain an active registration in the System for Award Management
(SAM) at https://www.sam.gov
•If applicable, possess a business privilege license from the probate judge in
the county where the business is located
PROCUREMENT
•Adhere to the Build America, Buy America provision where any projects
that are categorized as “Infrastructure Projects” will require that any iron,
steel, manufactured goods, and construction materials used in the project to
be produced in the United States
•All laborers and mechanics employed by the applicant, subrecipients,
contractors or subcontractors in the performance of construction, alteration,
or repair work funded in whole or in part under this ALRD shall be paid
wages at rates not less than those prevailing on similar projects in the
locality, as determined by the Secretary of Labor in accordance with
subchapter IV of chapter 31 of title 40, United States Code commonly
referred to as the “Davis-Bacon Act” (DBA).
•Adhere to the “Beason-Hammon Alabama Taxpayer and Citizen
Protection Act” (Act 2011-535) that requires all employers within the State
of Alabama to verify the legal presence of their employees. Verification is
accomplished through registration in the federal E-Verify program at the
U.S. Department of Homeland Security’s website or through the Alabama
Department of Homeland Security’s E-Verify Employer Agent Service for
Alabama businesses with 25 or fewer employees.
•Maintain a written procurement policy and follow proper procurement
procedures as stated in 2 CFR Parts 200 and 910, all applicable subparts or
appendices, and the Alabama Competitive Bid and Public Works Law.
Page 20 of 40
18
REPORTING
•Submit applicable supporting documentation including but not limited to
contractor invoices and proof of payment.
•Submit data collected on the proposed project in quarterly program
status reports.
•Submit a final report within 30 days following the completion of the
project which will include information such as reduction in energy
consumption and energy cost savings.
•Implement the use of ENERGY STAR Portfolio Manager. Portfolio
Manager is an interactive energy management tool that allows tracking and
assessing energy and water consumption. http://energystar.gov/buldings.
Certification
I, the undersigned, am authorized to obligate my entity and enter into agreements for my
organization. I understand that the above certifications do not guarantee funding and a
grant agreement will be executed prior to project funds being expended. I further
understand that if the above statements cannot be verified, no grant funds will be awarded
under this program. Finally, to the best of my knowledge the above certifications are true
and correct.
Requested Grant Amount:
Matching Contribution:
Matching Contribution Type
Total Project Cost
Applicant:
Signature of Authorized Signatory: Date:
Title of Signatory:
Page 21 of 40
Energy-Efficient Retrofits of
Wastewater Treatment Facilities
Grant Application and Guide
DUE: January 26, 2024, 11:59 PM, CST
State Energy Program (SEP) FY2024
Street: 401 Adams Ave., Montgomery, AL 36104-4325
Mailing: PO Box 5690, Montgomery AL 36103-5690
sep@adeca.alabama.gov
Page 22 of 40
1
AUTHORITY .............................................................................................................................................2
PURPOSE ...................................................................................................................................................2
GRANT APPLICATION GUIDELINES ................................................................................................2
ELIGIBILITY ............................................................................................................................................3
FUNDING ...................................................................................................................................................3
METHOD OF PAYMENT........................................................................................................................3
ELIGIBLE MEASURES ...........................................................................................................................4
INELIGIBLE MEASURES ......................................................................................................................4
PROHIBITED EXPENDITURES ............................................................................................................4
COST SHARE ............................................................................................................................................4
JUSTICE40 INITIATIVE .........................................................................................................................5
ENERGY-EFFICIENT RETROFITS PROGRAM GRANT APPLICATION ...................................6
A.Applicant Information This section is worth 10 points. .............................................. 6
B.Budget ............................................................................................................................ 7
C.Project Detail and Energy Savings Information ........................................................... 11
1.SITE INFORMATION ............................................................................................................................ 11
2.DESCRIPTION OF PROJECT ............................................................................................................... 11
3.QUALIFICATIONS AND EXPERIENCE OF APPLICANT ................................................................ 12
4.ENERGY-RELATED ACTIVITIES OUTSIDE OF PROJECT ............................................................. 12
5.PROJECT PLAN ..................................................................................................................................... 13
6.ENERGY-EFFICIENT RETROFITS ...................................................................................................... 14
7.ENERGY SAVINGS CALCULATIONS ............................................................................................... 15
8.ADDITIONAL INFORMATION ............................................................................................................ 16
D.Certifications ................................................................................................................ 17
Page 23 of 40
2
State Energy Program
FY24 Grant Application and Guide
Energy-Efficient Retrofits
AUTHORITY
The Alabama Department of Economic and Community Affairs (ADECA), Energy Division
manages the State Energy Program (SEP) for Alabama by the authority of the U.S. Department
of Energy (DOE). Title III of the Energy Policy and Conservation Act (EPCA), as amended,
authorizes the Department of Energy (DOE) to administer the State Energy Program (SEP). All
Grant awards made under this program shall comply with applicable law, including regulations
contained in 2 CFR Part 200 as amended by 2 CFR Part 910, 10 CFR Part 420, and other
procedures applicable to this regulation as DOE may, from time-to-time, prescribe for the
administration of financial assistance.
PURPOSE
The SEP is a formula grant used to reduce energy consumption in Alabama. The Energy
Division is accepting applications for grants to be used for the purchase and installation of
energy-efficient improvements in wastewater treatment facilities. Applications should be
developed with thoughtful consideration being given to the certifications contained on page 17.
GRANT APPLICATION GUIDELINES
Applications shall be submitted in PDF format to sep@adeca.alabama.gov by 11:59 PM, CST
on January 26, 2024. Any applications received after the deadline will not be considered.
All applications must be complete; however, ADECA reserves the right to contact
applicants for additional information and/or clarifications.
A confirmation of receipt will be emailed after submittal. Applicants are strongly encouraged to
submit applications in advance of the deadline. Please keep a complete copy of your application
and any attachments for your record.
Questions pertaining to this Grant Application and Guide may be submitted in writing by email
to sep@adeca.alabama.gov.
This Grant Application and Guide and Frequently Asked Questions can be found on ADECA’s
website at https://adeca.alabama.gov/about/funding-opportunities/.
NOTE: Applicants may submit applications under both this funding announcement
and the Energy-Efficient Retrofits Program. However, measures directly related
to wastewater operations should be submitted under this funding opportunity.
Page 24 of 40
3
ELIGIBILITY
Eligible applicants include wastewater treatment facilities in Alabama.
FUNDING
Projects must be completed within 7 months of the effective date of the grant agreement. The
Energy Division anticipates awarding grants to begin on March 1, 2024, and to terminate no
later than September 30, 2024.
All projects will be scored based on the established rating criteria. The criteria can be found at
https://adeca.alabama.gov/about/funding-opportunities/. Those eligible projects receiving the
highest scores will be selected for funding. The number of projects funded will be determined by
the funds available and the total amount of requests made. The Energy Division reserves the
right to reallocate funding for subject areas as deemed necessary. ADECA may request amended
projects and/or offer reduced grant participation.
Total Available: $50,000
Maximum Award: $25,000 per applicant.
METHOD OF PAYMENT
Payments may be made on a reimbursement basis or an advance basis. Subrecipients qualifying
for advance payment must provide that it maintains or demonstrates the willingness to
maintain both written procedures that minimize the time elapsing between the transfer of
funds and disbursement by the subrecipient, and financial management systems that meet the
standards for fund control and accountability as established in 2 CFR Part 200. Subrecipients
may also elect to be paid through reimbursement of eligible costs up to the award amount in the
grant agreement. Based on a risk assessment conducted by ADECA, all subrecipients will be
assigned a risk score. Those subrecipients with higher scores may be required to follow different
payment procedures. Those subrecipients considered high risk may be placed on reimbursement
only status.
All subrecipients must register in the State of Alabama Accounting and Resource System
(STAARS) Vendor Self Service (VSS) portal in order to receive payment. Subrecipients can
elect to be paid via Electronic Funds Transfer (EFT) or paper check when registering.
Page 25 of 40
4
ELIGIBLE MEASURES
Measures may include but are not limited to the following:
•Variable Frequency Drives
•Pump Stations
•Supervisory control and data acquisition (SCADA) control systems
•Lighting
•HVAC
INELIGIBLE MEASURES
•Energy-efficient windows and doors
•Photovoltaic Systems outside the boundaries of an existing facility
•Solar Thermal Systems over 20 KW
PROHIBITED EXPENDITURES
SEP regulation 10 CFR Part 420 -- State Energy Program does not allow expenditures or
matching contributions for the following:
•For construction or repair of buildings and structures;
•To purchase land, a building or structure;
•To subsidize fares for public transportation;
•To subsidize utility rate demonstration or state tax credits; or
•To conduct or purchase equipment to conduct research, development, or demonstration.
COST SHARE
No matching contributions are required. However, an applicant can earn up to five additional
points on their rating score for match provided.
Page 26 of 40
5
JUSTICE40 INITIATIVE
SEP is a Justice40 covered program and as such contributes to the President’s goal that 40% of
the overall project benefits of Federal investments in clean energy and climate solutions flow to
Disadvantaged Communities (DAC) that for too long have faced disinvestment and
underinvestment. DOE strongly encourages eligible entities to maximize project benefits and
describe how these benefits with ADECA ensures that DOE’s intent will be met regarding
selecting projects that will provide benefits for underserved communities.
Benefits include (but are not limited to) measurable direct or indirect investments or positive
project outcomes that achieve or contribute to the following in DACs:
(1)A decrease in energy burden;
(2)A decrease in environmental exposure and burdens;
(3)An increase in access to low-cost capital;
(4)An increase in job creation, the clean energy job pipeline, and job training for
individuals;
(5)Increases in clean energy enterprise creation and contracting (e.g. minority-owned or
disadvantaged business enterprises);
(6)Increases in energy democracy, including community ownership;
(7)Increased parity in clean energy technology access and adoption; and
(8)An increase in energy resilience.
Not all eight policy priorities will be applicable to all DOE programs or funding opportunities.
Page 27 of 40
6
ENERGY-EFICIENT RETROFITS OF
WASTEWATER TREATMENT FACILITIES PROGRAM GRANT APPLICATION
APPLICANTS MUST USE THE FOLLOWING APPLICATION FORMAT AND COMPLETE IN ITS ENTIRETY.
FAILURE TO DO SO MAY RESULT IN LOSS OF POINTS.
A.Applicant Information This section is worth 10 points.
Legal Name of Entity:
Type of Organization:
Employer ID Number (EIN):
Mailing Address:
Project Director Name & Title:
Phone Number:
Email:
CEO Name and Title:
Accountant Name and Title:
Page 28 of 40
7
B.Budget
This section is worth up to 25 points. Please provide the following information to explain the
estimated costs for the project budget. (Attach additional sheets as needed.)
1. Personnel and Fringe
List program personnel by title, include the salary amount of each person to be reimbursed for work on the project
(Example: An employee with an annual salary of $40,000 that will spend 25% of their time on the project, will have a
salary budget of $10,000). Next, enter the fringe rate. Personnel can include the Applicant’s employees who will be
installing the improvements. Personnel costs under a contract should be included under Contractual.
2. Supplies and Materials
List estimated type and cost of supplies and materials. Includes all tangible property and project materials for carrying out
the approved scope of work that are not considered equipment (e.g. office supplies, postage, caulking, lighting). Materials
supplied by a contractor are not allowed in this category and should be placed under Contractual.
Grant Amount Matching Contribution
Title Salary Fringe Salary Fringe
Type Grant
Amount
Matching
Contribution TOTAL
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3. Contracted Services
List categories of services to be contracted with outside agencies or for professional services. Note that written
subcontracts must be obtained to engage these services. This category includes professional installation and all materials
supplied by the installer.
4. Equipment
Provide a description of the equipment, cost, and reason why it is necessary to purchase the equipment. Equipment is
defined as tangible, non-expendable property having a useful life of more than one year and an acquisition cost of $5,000 or
more per unit. Acquisition cost means the net invoice price of the equipment, including the cost of any modifications,
attachments, accessories, or auxiliary apparatus necessary to make it usable for the purpose for which it is acquired. (Note:
leased or rented equipment should be listed under the “Other” category.)
Contracted Services Grant
Amount
Matching
Contribution TOTAL
Description Grant
Amount
Matching
Contribution TOTAL
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5.Other
List other costs including printing, graphics, telephone, rent/lease, maintenance, workshop fees, and computer services.
6.Indirect
The ADECA, Energy Division will reimburse indirect costs at the Subrecipient’s federally negotiated indirect cost rate of
the Modified Total Direct Costs (MTDC) (items 1-7, except 6). The ADECA, Energy Division DOES NOT REIMBURSE
INDIRECT COSTS ON EQUIPMENT PURCHASES). Attach a copy of your indirect cost rate agreement if you are
showing indirect costs on your budget. The ADECA, Energy Division will not negotiate indirect cost rates with
Subrecipients but will accept a federally negotiated indirect cost rate or a 10 percent de minimis rate of the MTDC. If
requesting the 10 percent de minimis rate, Subrecipients must submit a certification the entity has never received a
federally approved indirect cost rate.
Expense Grant
Amount
Matching
Contribution TOTAL
Grant
Amount
Matching
Contribution TOTAL
Indirect Cost Rate %
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10
BUDGET TOTALS
List the totals of each budget category above. Please make sure that the totals in each budget
category listed above match the totals of each cost category below.
Cost Categories Grant
Amount
Matching
Contribution
(not required)
Project
Amount
Personnel
Fringe
Supplies & Materials
Contracted Services
Equipment
Other
Indirect Cost ( %)
TOTAL
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11
C.Project Detail and Energy Savings Information
This section is worth up to 55 points and describes the project, timeline, and projected savings.
Submit one copy of this section for each site/building/location. You may attach additional sheets
for this section if necessary.
1.SITE INFORMATION (This section is worth up to 5 points)
Name of Site:
Physical Address (City, State, Zip):
County:
Gross Square Footage: ft2 Construction Date:
Funding Requested for this Site:
Estimated Completion Time:
Does the site have any national or state historic site designations? Yes No
Is the applicant aware of any adverse environmental impact which may arise
from the implementation of any of the proposed energy conservation measures? Yes No
2.DESCRIPTION OF PROJECT
(This section is worth up to 5 points)
Provide a brief description of the measures to be installed.
months
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3.QUALIFICATIONS AND EXPERIENCE OF APPLICANT
(This section is worth up to 5 points)
Description of the qualifications and experience of the applicant pertaining to the administration of grant
awards and/or energy efficiency projects.
4.ENERGY-RELATED ACTIVITIES OUTSIDE OF PROJECT
(This section is worth up to 4 points)
Provide information on activities outside of the proposed project related to energy efficiency, renewable
energy, or conservation, including performance contract, other retrofit activity, energy assessments completed,
maintenance staff or teacher education, student curriculum, recycling programs, or similar projects.
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13
5.PROJECT PLAN
(This section is worth up to 6 points)
Deliverables
(Description of task and what is to be accomplished. Must
include but not limited to procuring supplies and
materials/contracts and installation)
Estimated
Cost
Start Date
(mm/yy)
Duration
(days)
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6.ENERGY-EFFICIENT RETROFITS
(This section is worth up to 15 points)
Please complete the following charts of all eligible measures that will be installed.
Use additional pages if necessary.
EACH MEASURE LISTED MUST HAVE A PAYBACK PERIOD 10 YEARS OR LESS
(PHOTOVOLTAIC EXCEPTED)
•SAVINGS CALCULATIONS MUST BE SHOWN IN SECTION 7 FOR EACH MEASURE
CURRENT PROPOSED Est.
Cost
Est.
Annual
Savings
Est.
Payback
Period Qty Type, Age, Size, R-Value, etc. Qty Type, Age, Size, etc.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
yrs.
•
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7.ENERGY SAVINGS CALCULATIONS
(This section is worth up to 15 points)
Sample calculation for a lighting retrofit project:
Current lighting: Proposed lighting:
Watts per fixture: 90 Watts per fixture: 14
Number of fixtures: 245 Number of fixtures: 225
Cost of Project: $14,625
Run time: 60 hours per week, 3,120 hours per year
Electricity rate: $0.12 per kWh
Annual savings
Current usage: (90 w ÷ 1,000) x 3,120 hrs. = 280.8 kWh x 245 fixtures = 68,796 kWh
Proposed usage: (14 w ÷ 1,000) x 3,120 hrs. = 43.68 kWh x 225 fixtures = 9,828 kWh
Energy Savings: 68,796 kWh – 9.828 kWh = 58,968 kWh savings ÷ 1,000 = 58.968 MWh
Cost Savings: 58,968 kWh x $0.12 = $7,076 annual
Payback: $14,625 project cost ÷ $7,076 annual cost savings = 2.1 years
(Please show work here or attach to application)
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8.ADDITIONAL INFORMATION
(Any additional information you wish to provide regarding your proposed measure)
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D.Certifications
(This section is worth 10 points)
By signing below, the applicant certifies that they have completed or will complete (if
issued an award) the following:
GRANT ADMINISTRATION
•Obtain a Unique Entity ID (UEI) Number (formerly DUNS)
•Obtain an Employer Identification Number (EIN).
•Register with the State of Alabama Accounting and Resource System
(STAARS) Vendor Self Service (VSS) portal.
•Register with the Alabama Secretary of State’s office if a non-profit,
corporation, partnership, or LLC.
•Maintain an active registration in the System for Award Management
(SAM) at https://www.sam.gov
•If applicable, possess a business privilege license from the probate judge in
the county where the business is located
PROCUREMENT
•Adhere to the Build America, Buy America provision where any projects
that are categorized as “Infrastructure Projects” will require that any iron,
steel, manufactured goods, and construction materials used in the project to
be produced in the United States
•All laborers and mechanics employed by the applicant, subrecipients,
contractors or subcontractors in the performance of construction, alteration,
or repair work funded in whole or in part under this ALRD shall be paid
wages at rates not less than those prevailing on similar projects in the
locality, as determined by the Secretary of Labor in accordance with
subchapter IV of chapter 31 of title 40, United States Code commonly
referred to as the “Davis-Bacon Act” (DBA).
•Adhere to the “Beason-Hammon Alabama Taxpayer and Citizen
Protection Act” (Act 2011-535) that requires all employers within the State
of Alabama to verify the legal presence of their employees. Verification is
accomplished through registration in the federal E-Verify program at the
U.S. Department of Homeland Security’s website or through the Alabama
Department of Homeland Security’s E-Verify Employer Agent Service for
Alabama businesses with 25 or fewer employees.
•Maintain a written procurement policy and follow proper procurement
procedures as stated in 2 CFR Parts 200 and 910, all applicable subparts or
appendices, and the Alabama Competitive Bid and Public Works Law.
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REPORTING
•Submit applicable supporting documentation including but not limited to
contractor invoices and proof of payment.
•Submit data collected on the proposed project in quarterly program
status reports.
•Submit a final report within 30 days following the completion of the
project which will include information such as reduction in energy
consumption and energy cost savings.
•Implement the use of ENERGY STAR Portfolio Manager. Portfolio
Manager is an interactive energy management tool that allows tracking and
assessing energy and water consumption. http://energystar.gov/buldings.
Certification
I, the undersigned, am authorized to obligate my entity and enter into agreements for my
organization. I understand that the above certifications do not guarantee funding and a
grant agreement will be executed prior to project funds being expended. I further
understand that if the above statements cannot be verified, no grant funds will be awarded
under this program. Finally, to the best of my knowledge the above certifications are true
and correct.
Requested Grant Amount:
Matching Contribution:
Matching Contribution Type
Total Project Cost
Applicant:
Signature of Authorized Signatory: Date:
Title of Signatory:
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