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CM-11-09-200Cr -i1 -o7-oo RECEIVED CEIVED SEP 29 2011 ROUND ROCK, TEXAS City Manager Approval Form PURPOSE a►SON; r trr. ONCOR City Grant Rebate Application Item Caption: Approval Date: September 30, 2011 Department Name: General Services Project Manager: Larry Madsen Assigned Attorney: Item Summary: The City of Round Rock has a Memorandum of Understanding in place with ONCOR that allows us to participate in the company's City Grant rebate program. City Grant rebates provide financial incentives to buy down the capital cost of qualified energy -efficiency projects. Matching grants of up to $50,000 per project (or 50% of project cost, whichever is less) can be used to pay for equipment, materials and labor. Funding is limited, and grants are awarded on a first-come, first-served basis. The City is applying for ONCOR's City Matching Grant Program funds for installation of more energy efficient air conditioning and lighting systems included in the City Hall remodel project. No. of Originals Submitted: 1 Project Name: Cost: Source of Funds: ONCOR City Grant Rebate Application -$0- Select Source Fund Source of Funds (if applicable): Select Source Fund Account Number: 4615-550-0000 Finance Director Approval: Cheryl Delaney Date: 9/28/11 Department Director Approval: Cheryl Delaney Date: 9/28/11 **Electronic signature by the Director is acceptable. Please only submit ONE approval form per item. ** CIP ❑ 111 Budget N/A OK ❑ El N/A OK Purchasing ❑ ❑ N/A OK Accounting N/A OK ITEMS WILL NOT BE PLACED ON THE COUNCIL OR CM AGENDA W/OUT PRIOR FINANCE AND/OR LEGAL APPROVAL REV. 6/20/11 City Matching Grant Program 2011 Application Form Instructions and Program Timeline 1. Complete Application and submit to the Take A Load Off, Texas City Matching Grant Program Implementer along with required signed supporting documents (outlined below). 2. Contact Program Implementer if assistance is needed to calculate kW and kWh savings for project and determine the measurement and verification (M&V) process to document project savings. To request the Project Savings Form used to calculate kW and kWh, please e-mail CityGrant@CLEAResult.com. 3. Normally, applicants will be notified of acceptance or rejection within 60 days. If you are not awarded a grant you may resubmit your Application at a later date. 4. Within one week of grant award approval, the Program Implementer will contact you to discuss documentation requirements or to help you develop an M&V plan for your project. Note: Upon grant award, awardees must hold project start date for 14 days after grant is awarded. This is to ensure adequate time is provided for pre -project documentation, M&V activities, and/or an inspection by the Program Implementer or Oncor staff. You will receive a Construction Start Approval Letter once your project has been verified and you are cleared to begin the project. 5. You must complete your project within 12 months from the date of grant approval. If you experience delays in your project schedule beyond the one year timeframe, you must contact your Program Implementer in writing to retain your grant award. 6. You must contact your Program Implementer upon completion of project to schedule an inspection of the completed project, or to complete the M&V activity. 7. Once post -inspection is complete, grant dollars will be sent directly from Oncor to your organization within 4-6 weeks. Supporting Documents Required 1. Grant applicant must submit a) completed Application, b) bid specifications and/or contractor quote for project, c) Project Savings Form, d) audit report (if applicable) and e) W-9. Please note that all documentation must be signed and dated. 2. Once project is complete, grant awardee must submit a) completed project invoice that specifies measures installed and b) appropriate M&V documentation. 2 Eligibility All city/county facilities served by an Oncor electric meter are eligible to participate in the Take A Load Off, Texas City Matching Grant Program. Program Guidelines 1. The maximum grant amount is $50,000 or no more than 50% of project cost, whichever is less. 2. Grants may only be used to pay for equipment, materials, and labor provided by non-city/county personnel for energy -efficiency upgrade projects. Grants may not be used to pay for salaries or labor costs for city/county employees, design and engineering services, or construction costs of new buildings. 3. Grant projects must be completed within 12 months from the date of grant approval. 4. Grant projects may involve multiple measures (lighting, HVAC, etc.) in more than one building, but must be limited to a single facility. 5. Completed Applications must be signed by a city/county official with the authority to commit the city to the proposed project. Award Criteria Grant applications will be scored based on the following criteria: 1. Speed with which the project will be completed. 2. Projected amount of peak kW and kWh reduction. 3. Certification that project funding has been approved or will be approved within six months of grant approval. 4. Applications requesting fewer dollars per kW or kWh will receive higher scores. 5. Ease of energy reduction verification and robustness of savings verification plan. 6. Use of technologies and approaches likely to be duplicated in other buildings within the jurisdiction or in other jurisdictions within the Oncor service area. 3 City/County Round Rock Street Address 221 E. Main St. Contact Person Laurie Bom City, State, Zip Round Rock, TX 78664 Telephone E-mail 512-671-2876 lbom@round-rock.tx.us How did you hear about the Program? web search City: 104,000 $1,395,924 $134,711,490 Project Name: Round Rock Ci H - II HVAC Retrofit Description of Project III HVAC ® Lighting Q Roofing 0 Window Film 0 Motors 0 Other: Materials: Carrier High Eff. RTU's Quantity: 34 Supporting Documentation Si • ned Bid or Quote . Pro'ect Savin • s Form r Audit If a • • livable Project Location Building Name: City Hall - Building A Electric Service Identifier (ESI ID)Number.10443720003403500. Address: 221 E. Main St. Round Rock, TX 78664 Rooms or Locations within the Building: All Forecasted Electric Peak Demand (kW*) Savings: 16.6 Forecasted Annual Electric Energy (kWh*) Savings: 45,000 *kW and kWh savings are determined through the calculations from the Project Savings Forms. Estimated Total Project Cost $171,000 Has funding for this project been approved? Ai,,,Yes _, j1„No If no, when will funding be approved? Source of Funding: Self -Finance Construction f CIP) 4 Estimated Grant Request (Maximum is the Lesser of 50% of Project Cost or $50,000) $50,000 How will the energy savings resulting from this project be verified after installation? Deemed Savings Estimates Simple Measurement & Verification Process Full Measurement & Verification Process Other (Please explain) What is the expected completion date of the project for which the grant will be used? May 1, 2012 Have any projects of this pe been installed by the applicant in other locations within the jurisdiction? $Yes,No Is the project a demonstration or pilot of other potential projects? (choose one) Oa. No. Ob. Maybe, but none are known at this time. O c. This is a demonstration or test installation that we may repeat, but no other projects are planned or funded at this time. O d. This is a test installation and we are currently planning other similar projects. Deemed Savings Estimates - This is a predetermined allowable energy (kWh) and peak demand (kW) savings per the Public Utility Commission of Texas (PUCT) guidelines that do not require measurement but do require verification. This typically applies to lighting and HVAC projects. Project Savings Forms to calculate the Deemed Savings Estimates can be requested by e -mailing CityGrant@CLEAResult.com. Simple Measurement & Verification (M&V) Process - While this may include some field measurement, it primarily relies on manufacturer's efficiency data and pre-set calculation formulas. Full Measurement & Verification (M&V) Process - This process may involve billing analysis, computer modeling, or full metering with data loggers. Note: If project requires Simple M&V or Full M&V, applicant will be responsible for all costs associated with the M&V process. 5 The undersigned (hereinafter "Customer") is an electric delivery customer of Oncor Electric Delivery Company LLC ("Oncor"), and has submitted to participate in the Take A Load Off, Texas City Matching Grant Program (the "Program") offered by Oncor. In consideration of participation in the Program, and for other good and valuable consideration, the receipt, adequacy and legal sufficiency of which are hereby acknowledged, Customer hereby agrees as following: • That the submission of an application by Customer to participate in the Program does not guarantee receipt of grants unless the Program guidelines have been met. Oncor will award the grant amount based on the peak demand kW savings and project cost. Once the project is complete, verification of actual kW savings and project cost must be proven by the supporting documents outlined above. Any difference between estimated and actual kW and/or project costs will result in re-evaluation of grant amount. This Program is being implemented on Oncor's behalf by CLEAResult. Applicants are encouraged to contact CLEAResult for help in determining kW estimates. CLEAResult can also refer you to additional resources if deemed necessary. Projects awarded a grant must be completed within 12 months from the date of grant approval. Grant awardees must notify CLEAResult within 60 days of grant expiration date for projects that will not be completed within the 12 month timeframe. If CLEAResult determines the project will not be completed within the one year due to unforeseen circumstances beyond the Customer's control, the Customer must complete and submit a Project Extension Request Form to apply for an extension. • That grants associated with the Program are only for energy efficiency measures installed at the Customer site(s) that receive service from Oncor, as evidenced by an Electric Service Identifier (ESI ID) number, and that Oncor may withhold grant payments committed to the Customer if the project site is proven to not receive service from Oncor. • That grants paid to the Customer will never exceed 50% of the actual project cost for any energy efficiency saving and/or energy generating measures. • That the grant will only be paid to the Customer after receipt of post -project documentation and verification. • That all installations of energy efficiency savings and/or energy generating measures must be installed within one year of grant award in order to receive the grant requested. • That, while Oncor is offering and providing grant payments to the Customer based on the energy efficiency project, Oncor is not supervising the work performed for the Customer and is not responsible in any way for proper completion of that work or proper performance of any equipment purchased. Oncor is simply providing funding to assist Customer in implementing energy efficiency savings and/or energy generation measures. Oncor does not guarantee any results by its approval of the Customer Participation Agreement, payment of incentives, or by any other of its actions. • That Oncor may include a description of this project, including the Customer's name, organization name, or companies name (if applicable), services provided, project cost and energy savings and/or generation, in reports, studies, and other documentation required by Oncor, the Public Utility Commission of Texas, and Texas Legislature. Oncor will treat all other information gathered in evaluations as confidential and report it only in the aggregate. 6 • That Oncor is not responsible for any tax liability imposed on the Customer as a result of payment of the incentives and the Customer should consult a tax attorney to determine any potential tax liabilities as a result of receiving incentives for energy efficiency savings and/or energy generation measures. Oncor is not providing tax advice, and any communication by Oncor is not intended or written and cannot be used for the purpose of avoiding penalties under the Internal Revenue Code. • That, in the event of a dispute between the Customer and CLEAResult, the Customer may file a complaint with the Public Utility Commission of Texas concerning CLEAResult and that Oncor will play no role in resolving such dispute. • To provide Oncor and CLEAResult with access to and/or copies of the Customer's utility bills, project documentation, all invoices related to the purchase and installation of the energy efficiency measure, and technical and cost information related to or arising from the project or its participation the Program. • To provide any service provider or independent measurement and verification person selected by Oncor or the Public Utility Commission of Texas, upon three (3) days' prior verbal notice, with full and complete access to the Customer project site for any purpose related to, or arising from, the Program. • Customer shall not use the Oncor or Take A Load Off, Texas trademarks without written approval by Oncor. • Customer shall not communicate with the media about the Program without written authorization and coordination with Implementer and Oncor. • Customer acknowledges that the project would not have been accomplished or would have been completed with less efficiency equipment except for the existence of the incentive provided by this Program. • THAT ANY REVIEW, INSPECTION, OR ACCEPTANCE BY ONCOR OF THE PROJECT SITE, PROJECT, OR THE DESIGN, CONSTRUCTION, INSTALLATION, OPERATION OR MAINTENANCE OF THE MEASURES IS SOLELY FOR THE INFORMATION OF ONCOR AND THAT, IN PERFORMING ANY SUCH INSPECTION OR REVIEW OR IN ACCEPTING THE MEASURES, ONCOR MAKES NO REPRESENTATION OR WARRANTY WHATSOEVER, WHETHER EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION WARRANTY OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, AS TO THE ECONOMIC OR TECHNICAL FEASIBILITY, CAPABILITY, SAFETY OR RELIABILITY OF THE MEASURES, THEIR INSTALLATION BY A CONTRACTOR OR THEIR COMPATIBILITY WITH THE CUSTOMER'S FACILITIES. • THAT CUSTOMER, TO THE EXTENT ALLOWED BY LAW, AGREES TO INDEMNIFY ONCOR AND ITS AGENTS, AND EMPLOYEES AGAINST ALL LOSSES, EXPENSES, DAMAGES, ATTORNEYS' FEES, JUDGEMENTS, COSTS, AND LEGAL LIABILITY (COLLECTIVELY REFERRED TO HEREIN AS "CLAIMS") RELATED TO: 1) INJURY OR DEATH OF PERSONS; 2) DAMAGE TO PROPERTY OR NATURAL RESOURCES; 3) VIOLATION OF ANY LOCAL, STATE, OR FEDERAL LAW OR REGULATION INCLUDING, BUT NOT LIMITED TO, ENVIRONMENTAL AND HEALTH AND SAFETYLAWS OR REGULATIONS; 4) STRICT LIABILITY IMPOSED BY ANY LAW OR REGULATION; 5) EQUIPMENT MALFUNCTIONS; OR 6) ENERGY SAVINGS SHORTFALLS ARISING OUT OF RELATED TO, OR IN ANY WAY CONNECTED WITH THE PROJECT, REGARDLESS OF ANY STRICT LIABILITY OR NEGLIGENCE OF ONCOR OR SERVICE PROVIDER, WHETHER ACTIVE OR PASSIVE, EXCEPTING ONLY SUCH CLAIMS AS MAY 7 BE CAUSED BY THE GROSS NEGLIGENCE OR WILLFUL MISCONDUCT OF ONCOR AND THAT RESULT FROM ONCOR'S ACCEPTANCE OF PROJECT FOR PARTICIPATION IN THE PROGRAM. This Participation Agreement shall be govemed by and construed in accordance with the laws of the State of Texas. The parties agree that the proper venue and jurisdiction for any cause of action relating to this Participation Agreement will be Dallas County, Texas, unless such cause of action is within the jurisdiction of the Public Utility Commission of Texas ("PUCT"), in which case proper venue and jurisdiction will be at the PUCT. Acceptance: Applicant Signature: Date: Name: Title: Company (if applicable): LA- 7-1741..__ Dtttcc7 OF Okrnrrd Co Cho Radw0 ens - v€ �C,ve NOYWQo41 , certify that the information included in this Application is true and accurate to the best of our knowledge. City Manager Signature: Date: Name Title: I certify that I have read document. Initial Here 10/11/1 ,Ve. APorWood t� r a er nderstand the Implementation Steps and Process" Send the completed form to CLEAResult by fax to 1.866.269.9358, by e-mail to CitvGrantaclearesult.com, or by mail to 6500 N. Beltline Road, Suite 250, Irving, TX 75063. You will receive an automated response via e-mail acknowledging your Application submission. Take A Load Off, TexassM is provided by Oncor Electric Delivery Company LLC as part of the company's commitment to reduce energy consumption and demand. CLEAResult implements the Take A Load Off, Texas City Matching Grant Program as an independent contractor. For more information visit www.takealoadofflexas.com. Revised 1/26/11