HomeMy WebLinkAboutRes 2010-04RESOLUTION NO. 2010-04
A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF
FOUNTAIN HILLS, ARIZONA, AUTHORIZING THE ACCEPTANCE OF A
GRANT FROM THE ARIZONA DEPARTMENT OF COMMERCE FOR
ENERGY EFFICIENCY PROGRAM FUNDING.
WHEREAS, the State of Arizona, Department of Commerce, Energy Office, has
awarded the Town of Fountain Hills (the "Town ") a grant in the amount of $146,487.73 for
project funding relating to the Town's Energy Efficiency Initiatives (the "Grant "); and
WHEREAS, the Council of the Town of Fountain Hills desires to enter into a Contract
with the Arizona Department of Commerce relating to acceptance and administration of the
Grant funds.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF
THE TOWN OF FOUNTAIN HILLS as follows:
SECTION L The recitals set forth above are hereby incorporated as if fully set forth
herein.
SECTION 2. The Contract with the Arizona Department of Commerce relating to
acceptance and administration of the Grant funds (the "Agreement ") is hereby approved in the
form attached hereto as Exhibit A and incorporated herein by reference.
SECTION 3. The Mayor, the Town Manager, the Town Clerk and the Town Attorney
are hereby authorized and directed to execute and submit the Agreement and any other necessary
or desirable instruments in connection with the Grant and to take all steps necessary to carry out
the purpose and intent of this Resolution.
PASSED AND ADOPTED by the Mayor and Council of the Town of Fountain Hills,
Arizona, January 7, 2010.
FOR THE TOWN OF FOUNTAIN HILLS:
eyT. Schlum, Mayor
REVIEWED BY:
f� AA l
Richard L. DlyeTown Manager
1158766.1
ATTESTED TO:
APPROVED AS TO FORM:
�t
Andrew J. McGuire, Town Attorney
EXHIBIT A
TO
RESOLUTION NO. 2010-04
[Agreement]
See following pages.
1158766.1
COMMERCE CONTRACT NO. R016 -10 -18
AMERICAN RECOVERY AND REINVESTMENT ACT
ARIZONA BALANCE OF STATE
ENERGY EFFICIENCY BLOCK GRANT PROGRAM
BETWEEN
STATE OF ARIZONA, DEPARTMENT OF COMMERCE
ENERGY OFFICE
And
TOWN OF FOUNTAIN HILLS
This American Recovery and Reinvestment Act (ARRA) Arizona Balance of State Energy
Efficiency Block Grant (ABS - EECBG) Program Contract is made, by and between the State of
Arizona, Department of Commerce, Energy Office, located at 1700 W. Washington, Suite 220,
Phoenix, Arizona 85007, hereinafter referred to as Commerce, authorized to contract under A.R.S. §41-
1504, "Powers and Duties" and Town of Fountain Hills, Arizona, contractor.
WHEREAS, ARRA was enacted to preserve and create jobs and promote economic recovery, assist
those most impacted by the recession, provide investments needed to increase economic efficiency by
spurring technological advances in science and health, invest in transportation, environmental protection,
and other infrastructure that will provide long -term economic benefits, stabilize State and local
government budgets, in order to minimize and avoid reductions in essential services and counter
productive State and Local tax increases. Recipients shall use grant funds in a manner that maximizes
job creation and economic benefit.
WHEREAS, Commerce desires to engage the Contractor to render certain services, hereinafter
described, in connection with an ARRA work program funded through the U.S. Department of Energy
(DOE). The primary mission of the ABS -EECBG funds are to assist, coordinate, and collaborate with
eligible local government entities in applying for the established allocation and implementing projects
focused on increasing energy efficiency, reducing energy use, and reducing fossil fuel emissions.
In consideration of the mutual representations and obligations hereunder Commerce and Contractor
agree as follows:
1. GENERAL REQUIREMENTS:
Contractor shall implement the incentives per the attached RFI for ABS- Energy Efficiency
Block Grant Program services under the terms of this Contract.
2. SPECIFIC REQUIREMENTS:
The Contractor shall perform the services under this Contract, in accordance with the attached
RFI response as Exhibit A.
3. REPORTS:
All reports are due per the terms and conditions and the attached RFI response. Commerce will
provide guidance regarding the reporting deliverable.
COMMERCE CONTRACT NO. R016 -10 -18
SPECIAL TERMS AND CONDITIONS
1. TERM OF CONTRACT:
This Contract shall become effective upon signature by both parties and continue through one
year, unless extended, terminated, or cancelled as otherwise provided herein. Contract may be
extended up to 2012.
2. CONTRACT BUDGET:
2.1. The total budget for this Contract shall not exceed $Insert Funding ased on the
following ARRA incremental disbursement level funding schedule:l� I q67. 73
2.2. The Contractor agrees that it will use the funds solely for the purposes outlined in the
Scope of Work and in accordance with the attached RFI Budget, Exhibit A.
2.3. If Progress Reviews reveal deficiencies, such as funds not disbursed, jobs not created,
insufficient technical monitoring, or failure to meet reporting requirements, Commerce
reserves the right to place a hold on current balances, and withhold further funding until
deficiencies are corrected.
2.4. Prior written approval by Commerce must be given for any adjustment to budget line items
as outlined in Exhibit A. No change to the original Scope of Work may be made.
3. AVAILABILITY OF FUNDS:
Funds appropriated under ARRA and obligated to this award are available for reimbursement of
costs until September 13, 2012. Every payment obligation of Commerce under this Agreement is
conditioned upon the availability of funds appropriated or allocated for the payment of such
obligation. If funds are not allocated and available for the continuance of this Agreement, this
Agreement may be terminated by Commerce at the end of the period for which funds are
available. No liability shall accrue to Commerce in the event this provision is exercised, and
Commerce shall not be obligated or liable for any future payments or for any damages as a result
of termination under this paragraph.
4. FLOW DOWN REQUIREMENT:
Contractor shall comply with requirements of applicable Federal, State, and local laws,
regulations, Department of Energy (DOE) and Commerce policy and guidance, and shall flow
down the requirements of applicable Federal, State, and local laws, regulations, DOE and
Commerce policy and guidance to subcontractors at any tier to the extent necessary to ensure
the Contractor's compliance with the requirements.
5. SEGREGATION OF COSTS:
Contractor must segregate the obligations and expenditures related to funding under ARRA.
Financial and accounting systems should segregate, track and maintain these funds apart and
separate from other revenue streams. No part of the funds from ARRA shall be commingled with
any other funds or used for a purpose other than that of making payments for costs allowed for
ARRA projects.
6. PROHIBITION ON USE OF FUNDS:
None of the funds provided under this contract may be used for any casino or other gambling
establishment, aquarium, zoo, golf course, or swimming pool.
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COMMERCE CONTRACT NO. R016 -10 -18
7. PREVAILING WAGES:
All laborers and mechanics employed by Contractor and subcontractors on projects funded under
ARRA may be required to be paid prevailing wages as applicable in accordance with rules and
guidelines determined by the DOE.
8. DAVIS -BACON ACT REQUIREMENTS:
Contractors and subcontractors employed on projects receiving funds under ARRA shall provide
information which validates that all laborers and mechanics on projects funded directly by or
assisted in whole or in part by and through funding appropriated by the Act are paid certain wage
rates not less than those prevailing on projects of a character similar in the locality as determined
by subchapter IV of Chapter 31 of title 40, United States Code (Davis -Bacon Act). (from ARRA
Section 1606).
In accordance with the United States Housing Act of 1949 all laborers and mechanics employed
or working upon the site of work will be paid unconditionally and not less often than once a week,
and without subsequent deduction or rebate on any account regardless of any contractual
relationship which may be alleged to exist between the contractor and such laborers and
mechanics. * * * ** Additional information regarding the Davis Bacon Act is included in this
clause of the contract with Commerce. Paragraph 8 can be found at the following link
http: / /www.dol.gov /dol /allcfr/esa/title 29 1part 5 /29CFR5.5.htm. Please print out the 7 pages
and add them to your contract information. Please be sure to include this or refer to this
information in all future contracts. * * * **
9. PROTECTION OF WHISTLEBLOWERS:
Prohibition on Reprisals: An employee of any non - Federal employer receiving funds under ARRA
may not be discharged, demoted, or otherwise discriminated against as a reprisal for disclosing,
including a disclosure made in the ordinary course of an employee's duties, information that the
employee believes is evidence of gross management of grant funds; gross waste of funds;
danger to public health or safety related to implementation or use of funds; abuse of authority; or
violation of law, rule or regulation.
10. INDEMNIFICATION:
Contractor agrees to indemnify, defend, save and hold harmless the State of Arizona, and their
respective directors, officers, officials, agents and employees (hereinafter referred to as
"Indemnitee ") from and against any and all claims, actions, liabilities, costs, losses, or expenses,
including reasonable attorney's fees, (hereinafter collectively referred to as "Claims ") arising out
of actual or alleged bodily injury or personal injury of any person (including death) or loss or
damage to tangible or intangible property caused, or alleged to be caused, in whole or in part, by
the negligent or willful acts or omissions of Contractor or any of Contractor's directors, officers,
agents, employees, volunteers or subcontractors. This indemnity includes any claim or amount
arising or recovered under the Workers' Compensation Law or arising out of the failure of
Contractor to conform to any federal, state or local law, statute, ordinance, rule, regulation or
court decree. It is the specific intention of the parties that the Indemnitee shall, in all instances,
except for Claims arising solely from the negligent or willful acts or omissions of the Indemnitee,
be indemnified by Contractor from and against any and all Claims. It is agreed that Contractor
will be responsible for primary loss investigation, defense and judgment costs where this
indemnification is applicable.
This indemnity shall not apply if the contractor or sub - contractor(s) is /are an agency, board,
commission or university of the State of Arizona.
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COMMERCE CONTRACT NO. R016 -10 -18
11. AMENDMENTS:
This Contract is issued under the authority of the Chief Procurement Officer who signed this
Contract. The contract may be modified only through a Contract Amendment within the scope of
the Contract. Changes to the Contract, including the addition of work or materials, the revision of
payment terms, or the substitution of work or materials, directed by a person who is not
specifically authorized by the procurement officer in writing or made unilaterally by the Contractor
are violations of the contract and of applicable law. Such changes, including unauthorized written
Contract Amendments shall be void and without effect, and the Contractor shall not be entitled to
any claim under this Contract based on those changes.
12. AUDIT OF RECORDS:
Pursuant to A.R.S. §§ 35 -214 and 35 -215, the Contractor shall retain and shall contractually
require each subcontractor to retain all data, books, and other records ( "records ") relating to this
Contract for a period of five years after completion of the Contract. All records shall be subject to
inspection and audit by the State at reasonable times. Upon request, the Contractor shall
produce the original of any or all such records. Audit of this contract will be conducted pursuant to
Office of Management and Budget (OMB) Circular A -133 when applicable.
13. APPLICABLE LAW:
This Contract shall be governed and interpreted by the laws of the State of Arizona.
14. PROGRAM REVIEW AND SITE VISITS:
Commerce has the right to make site visits at reasonable intervals for purposes of review of
project accomplishments and management control systems and to provide technical assistance, if
required. Contractor will provide reasonable access to facilities, office space, resources, and
assistance for the safety and convenience to Commerce representatives in the performance of
their duties. All site visits and evaluations must be performed in a manner that does not unduly
interfere with or delay the work.
15. RIGHTS IN DATA:
Commerce may duplicate, use, and disclose in any manner and for any purpose whatsoever,
within the limits established by Federal and State laws and regulations, all information relating to
this Contract.
16. ENTIRE CONTRACT:
This Contract, including exhibits, attachments, and modifications approved in accordance
herewith, shall constitute -the entire Contract between the parties and supersede all
understandings, oral or written.
17. OFFSHORE PERFORMANCE OF WORK PROHIBITED:
Due to security and identity protection concerns, direct services under this Contract shall be
performed within the borders of the United States. Any services that are described in the
specifications or scope of work that directly serve the State of Arizona or its clients and may
involve access to secure or sensitive data or personal client data or development or modification
of software for the State shall be performed within the borders of the United States. Unless
specifically stated otherwise in the specifications, this definition does not apply to indirect or
"overhead" services, redundant back -up services or services that are incidental to the
performance of the Contract. The provision applies to work performed by subcontractors at all
tiers.
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COMMERCE CONTRACT NO. R016 -10 -18
18. COMPLIANCE REQUIREMENTS FOR A.R.S. 6 41 -4401, GOVERNMENT PROCUREMENT:
E- VERIFY REQUIREMENT:
18.1. The contractor warrants compliance with all Federal immigration laws and regulations
relating to employees and warrants its compliance with Section A.R.S. § 23 -214,
Subsection A. (That subsection reads: "After December 31, 2007, every employer, after
hiring an employee, shall verify the employment eligibility of the employee through the E-
Verify program.)
18.2. A breach of a warranty regarding compliance with immigration laws and regulations shall
be deemed a material breach of the contract and the contractor may be subject to
penalties up to and including termination of the contract.
18.3. Failure to comply with a State audit process to randomly verify the employment records of
contractors and subcontractors shall be deemed a material breach of the contract and the
contractor may be subject to penalties up to and including termination of the contract.
18.4. The State Agency retains the legal right to inspect the papers of any employee who works
on the contract to ensure that the contractor or subcontractor is complying with the
warranty under paragraph 1.
18.5. Questions about E- Verify see website below:
http: //www.uscis.gov /aortal /site /uscis /menuitem.ebl d4c2a3e5b9ac89243c6a7543f6d
1 a/ ?vg nextoid= 6a0988e60a405110Vg nVCM1000004718190aRCRD Svanextchannel =6
a0988e60a405l l OVanVC M 1000004718190aRCRD
19. IRAN INVESTMENTS:
In Accordance with A.R.S. §35- 393.06, the offeror hereby certifies that the offeror does not have
scrutinized business operations in Iran.
20. SUDAN INVESTMENTS:
In Accordance with A.R.S. §35- 393.06, the offeror hereby certifies that the offeror does not have
scrutinized business operations in Sudan.
21. PURCHASE OF AMERICAN -MADE EQUIPMENT AND PRODUCTS:
To the greatest extent practicable, all equipment and products purchased with funds made
available under this award should be American -made.
21.1. Use of American Iron, Steel, and Manufactured Goods
21.1.1.None of the funds appropriated or otherwise made available by this Act may be
used for the project for the construction, alteration, maintenance, or repair of a
public building or public work unless all of the iron, steel, and manufactured goods
used in the project are produced in the United States.
21.1.2.Subsection (22.1.1.) shall not apply in any case or category of cases in which the
head of the Federal department or agency involved finds that 1) applying
subsection (22.1.1.) would be inconsistent with the public interest; 2) iron, steel,
and the relevant manufactured goods are not produced in the United States in
sufficient and reasonable available quantities and of a satisfactory quality; or 3)
inclusion of iron, steel, and manufactured goods produced in the United States will
increase the cost of the overall project by more than 25 percent.
21.1.3. If the head of a Federal department or agency determines that it is necessary to
waive the application of subsection (22.1.1.) based on a finding under subsection
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COMMERCE CONTRACT NO. R016.10.18
(21.1.2.), the head of the department or agency shall publish in the Federal
Register a detailed written justification as to why the provision is being waived.
21.1.4. This section shall be applied in a manner consistent with United States obligations
under international agreements. (from ARRA SEC.2605)
22. FALSE CLAIMS ACT:
Contractor and subcontractors shall promptly refer to Commerce any credible evidence that a
principal, employee, agent, contractor, subgrantee, subcontractor or other person has submitted
a false claim under the False Claims Act or has committed a criminal or civil violation of laws
pertaining to fraud, conflict or interest, bribery, gratuity or similar misconduct involving those
funds.
23. INFORMATION IN SUPPORTING OF ARRA REPORTING:
Contractor may be required to submit backup documentation for expenditures of funds under the
ARRA including such items as timecards and invoices. Contractor shall provide copies of backup
documentation at the request of the Contracting Officer or designee.
24. REPORTS:
The final invoice payment cannot be made until the final report and all project tasks listed in
exhibit A have been submitted to Commerce. The Contractor shall submit to the EECBG
Program, Grant Administrator at Commerce, a final report. This report will include copies of
invoices indicating the equipment, date of delivery and lists of rebates or other incentives given.
The Agency shall process the claim for prompt payment in accordance with the standard
operating procedures of the State.
24.1. Financial Report Form:
The Financial Report shall show per line item current expenditures of the reporting period
and cumulative expenditures to date.
24.2. Monthly Detailed Expense Financial Reports:
Detailed financial expense documentation reports generated by Contractor's accounting
system that reflect Contractor's budget expenses must be submitted monthly with a
Payment Request for the purpose of fiscal desk -audit monitoring.
24.3. Performance Progress Report as Required by Section 1512 of ARRA:
Contractor shall submit to Commerce no later than five (5) working days after the end of
each calendar quarter an ARRA Performance Progress Report. A report form template
will be forwarded to Contractor at a later date providing specific ARRA Performance
Progress reporting requirements. It is subject to change pursuant to additional
requirements as provided by DOE.
24.4. Report Submittal Requirements:
Payment Request Forms must be submitted even if there was no production or fiscal
activity during the report month.
24.5 Information in Supporting of ARRA Reporting:
Contractor may be required to submit backup documentation for expenditures of funds
under ARRA including such items as timecards and invoices. Contractor shall provide
copies of backup documentation at the request of Commerce or designee.
COMMERCE CONTRACT NO. R016 -10 -18
SUBMITTAL ADDRESS:
All Payment Request Forms and Report Forms must be directed to:
Arizona Department of Commerce
Energy Office — -Lisa Henderson
1700 W. Washington, Suite 220
Phoenix, Arizona 85007
25. CONFIDENTIALITY OF RECORDS:
The Contractor shall establish and maintain procedures and controls that are acceptable to the
State for the purpose of assuring that no information contained in its records or obtained from the
State or from others in carrying out its functions under the contract shall be used by or disclosed
by it, its agents, officers, or employees, except as required to efficiently perform duties under the
contract. Persons requesting such information shall be referred to the State. Contractor also
agrees that any information pertaining to individual persons shall not be divulged other than to
employees or officers of the Contractor as needed for the performance of duties under the
contract, unless otherwise agreed to in writing by the State.
26. CONFIDENTIALITY INFORMATION:
If a person believes that any portion of a proposal, bid, offer, specification, protest or
correspondence contains information that should be withheld, then the Procurement Officer shall
be so advised in writing (Price is not confidential and will not be withheld). Such material shall be
identified as confidential wherever it appears. The State, pursuant to A.C.R.R. R2 -7 -104, shall
review all requests for confidentiality and provide a written determination. If the confidential
request is denied, such information shall be disclosed as public information, unless the person
utilizes the "Protest' provision as noted in §41 -2611 through §41 -2616.
27. PROGRAM MONITORING:
The Contractor agrees to meet with Commerce at reasonable intervals for purposes of review of
the work and progress of the activities of the Contractor. Contractor hereby agrees to provide
Commerce with all required forms, information, reports and documentation required by the Scope
of Work.
28. CANCELLATION:
The State reserves the right to cancel the whole or any part of the contract due to failure of the
Contractor to carry out any term, promise, or condition of the contract. The State will issue a
written ten (10) day notice of default to the Contractor for acting or failing to act as in any of the
following:
28.1. The Contractor provides personnel that do not meet the requirements of the contract.
28.2. The Contractor fails to perform adequately the services required in the contract.
28.3. The Contractor attempts to impose on the State, personnel, which are of an
unacceptable quality.
28.4. The Contractor fails to furnish the required product within the time stipulated in the
contract.
28.5 The Contractor fails to make progress in the performance of the requirements of the
contract and /or gives the State a positive indication that the Contractor will not or
cannot perform to the requirements of the contract.
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COMMERCE CONTRACT NO. R016 -10 -18
If the Contractor does not correct the above problem(s) within ten (10) days after receiving the
notice of default, the State may cancel the contract. If the State cancels the contract pursuant to
this clause, the State reserves all rights or claims to damage for breach of contract.
29. TERMINATION BY EITHER PARTY:
Commerce and Contractor reserves the right to terminate the contract at any time, without
penalty or recourse, by giving written notice to either party at least thirty (30) days prior to the
effective date of such termination. In the event of termination pursuant to this paragraph, all
documents, data, and reports prepared by the Contractor under the contract shall, at the option of
Commerce, become property of the State of Arizona. The Contractor shall be entitled to receive
just and equitable compensation for that work completed prior to the effective date of termination.
30. SUSPENSION OR DEBARMENT STATUS:
If the firm, business or person submitting this bid or offer has been debarred, suspended or
otherwise lawfully precluded from participating in any public procurement activity with any
Federal, State or Local Government, the bidder or offeror must include a letter with its bid or offer
setting forth the name and address of the governmental unit, the effective date of the suspension
or debarment, the duration of the suspension or debarment, and the relevant circumstances
relating to the suspension or debarment. Failure to supply the letter or to disclose in the letter all
pertinent information regarding a suspension or debarment shall result in rejection of the bid or
offer or cancellation of a contract. The State also may exercise any other remedy available by
law.
31. SUSPENSION OR DEBARMENT CERTIFICATION:
By signing the offer section of the Offer and Acceptance page, SPO Form 203, the bidder or
offeror certifies that the firm, business or person submitting the bid or offer has not been
debarred, suspended or otherwise lawfully precluded from participating in any public procurement
activity with any Federal, State or Local Government. Signing the offer section without disclosing
all pertinent information about a debarment or suspension shall result in rejection of the bid or
offer or cancellation of a contract. The State also may exercise any other remedy available by
law.
32. AMERICANS WITH DISABILITIES ACT OF 1990:
The Contractor shall comply with the Americans With Disabilities Act of 1990 (Public Law 101-
336) and the Arizona Disability Act of 1992 (A.R.S. 41 -1492 et. seq.), which prohibits
discrimination on the basis of physical or mental disabilities in delivering contract services or in
the employment, or advancement in employment of qualified individuals.
33. LICENSES:
Contractor shall maintain in current status all Federal, State, and local licenses and permits
required for the operation of the business conducted by the contractor. All Professional
Architects and Engineers shall be registered with the Board of Technical Registration.
34. ACCESS TO RECORDS:
With respect to each financial assistance Contract awarded utilizing at least some of the funds
appropriated or otherwise made available by ARRA, any representative of an appropriate
inspector general appointed under section 3 or SG of the Inspector General Act of 1988 (5 U.S.C.
App.) or of the Comptroller General is authorized 1) to examine any records of the contractor or
grantee, any of its subcontractors or subgrantees, or any state or local agency administering such
contract that pertain to and involve transactions relation to, the subcontract, grant, or subgrant;
and 2) to interview any officer or employee of the contractor, grantee, subgrantee, or agency
regarding such transactions.
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COMMERCE CONTRACT NO. R016 -10 -18
35. NATIONAL ENVIRONMENTAL POLICY ACT (NEPA) REQUIREMENTS:
Each project will require an individual NEPA review and determination. You must submit an
environmental questionnaire to Commerce for each project in order to allow DOE to conduct an
individual NEPA review and determination.
No project should be initiated if an environmental assessment (EA) or environmental impact
statement (EIS) is required. This restriction does not preclude the Contractor from performing
information gathering and analysis, documentation, dissemination, and training, and providing
technical advice and planning assistance for the activities.
If DOE determines that NEPA requires the preparation of an EA or EIS for a proposed project, the
Contractor will be responsible for paying the cost of preparing an EA or EIS. Preparation of these
types of NEPA documents can require 6 -24 months. Accordingly the Contractor should carefully
consider whether such projects are consistent with the objectives of the ARRA and will allow the
expenditure of funds within the time periods allowed for by that statute.
36. WASTE STREAM:
Prior to the expenditure of ARRA funds the Contractor working with the sug- grantee is required to
provide a "Letter of Assurance" that they will create and fulfill a waste stream disposal plan for
sanitary or hazardous waste generated by the proposed activities to Commerce.
Commerce will provide a "Letter of Assurance/Waste Stream Disposal Plan" template along with
product disposal guidelines to the community that has project activities for waste stream
management for either sanitary or hazardous waste which includes, but is not limited to; old light
bulbs, lead ballasts, piping, roofing material, discarded equipment, debris, asbestos, etc.
The Arizona Department of Environmental Quality (ADEQ) is the state's environmental regulatory
agency. ADEQ is responsible to ensure that businesses and facilities operate according to state
and federal environmental laws and regulations. For information regarding the development of a
Hazardous and sanitary waste stream disposal plan, contact ADEQ at
http: / /www.azdea.aov /environ /waste /hazwaste /index.html .
37. DECONTAMINATION AND /OR DECOMMISSIONING (D &D) COSTS:
Notwithstanding any other provisions of this Contract, the ARRA funds shall not be responsible
for or have any obligation to the recipient for:
37.1. D &D of any of the recipient's facilities;
37.2. Any costs which may be incurred by the contractor in connection with the D &D of
any of its facilities due to the performance of the work under this Contract, whether
said work was performed prior to or subsequent to the effective date of this
Contract.
38. HISTORIC PRESERVATION:
Prior to the expenditure of Federal funds to alter any structure or site, the Contractor is required
to comply with the requirements of Section 106 of the National Historic Preservation Act (NHPA),
consistent with DOE's 2009 letter of delegation of authority regarding the NHPA. Section 106
applies to historic properties that are listed in or eligible for listing in the National Register of
Historic Places. In order to fulfill the requirements of Section 106, the contractor must contact the
State Historic Preservation Officer (SHPO), and, if applicable, the Tribal Historic Preservation
Officer (THPO), to coordinate the Section 106 review outlined in 36 CFR Part 800. SHPO contact
information is available at: hfD:// azstateDarks .com /SHPO /index.html.
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COMMERCE CONTRACT NO. R016 -10 -18
39. INCORPORATION BY REFERENCE:
The State hereby incorporates by reference the Uniform Terms and Conditions. A copy of the
text may be found at www.azsoo.az.gov. If the offeror would prefer a hard copy, please contact
the State Procurement Office at 100 N. 15th Avenue, Phoenix, Arizona 85007.
40. INCORPORATION BY REFERENCE:
The State hereby incorporates all ARRA terms and conditions in to this RFGA. The entire text
may be found at http: / /www.management.energy.gov /documents /ARRAAttachment4.gdf.
41. SUBCONTRACTS
Contractor may, with notification to Commerce, enter into written subcontract(s) for performance
of certain functions under this Contract.
41.1 No subcontract, which the contractor enters into with respect to performance under
this Agreement, shall in any way relieve the contractor of any responsibility for
performance of its duties as specified in this Contract.
41.2 Contractor shall give Commerce immediate notice in writing of any action or suit
filed and prompt notice of any claim made against contractor by any subcontractor
or vendor which in the opinion of the Contractor may result in litigation related in
any way to this contract with Commerce.
42. PAYMENT PROCEDURE
42.1. Program expenses for this Contract are allowable beginning the effective date of this
Contract.
42.2 Reimbursement requests may be submitted to Commerce on a Payment Request Form a
no later than the 50 of each month. Items to be reported on are dollar amount requested,
name of customer worked on, any Davis -Bacon reports, and project status compared to
timeline submitted.
42.3. Commerce shall provide to Contractor a master template for the Payment Request Form
and the Financial Report Form to use in requesting ARRA funds during the term of the
Agreement.
42.4. Reimbursement requests will be processed for payment upon determination that all
reporting elements have met requirements. If reimbursement requests do not meet
requirements, Commerce will provide a report listing areas out of compliance and
remedies needed to bring the request into compliance. This shall be done within a
maximum of 10 days.
42.5. Contractor may submit to Commerce a monthly payment request for projects completed to
date on a monthly Payment Request Form, a Financial Report Form showing monthly and
cumulative expenditures by line item. All documents must indicate the Contract number.
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COMMERCE CONTRACT NO. R016 -10 -18
43. NOTICES
All notices, demands, and communications provided for herein or made hereunder shall be
delivered, or sent by certified mail, return receipt requested, addressed in each case as follows,
until some other address shall have been designated in a written notice to the other party hereto
given in like manner:
If to CONTRACTOR:
Town of Fountain Hills
16705 East Avenue of the Fountains
Fountain Hills, Arizona 85268
Contractual /Financial 'Contact
Supervisor c 'q QP S
PHONE` 90 - ' I LAt 9 0
FAX T3 I
EMAIL eS o
If to COMMERCE:
Arizona Department of Commerce
Energy Office
1700 W. Washington, Suite 220
Phoenix, AZ 85007
Reporting /Financial Contact
Lisa Henderson
EECBG Grant Administrator
PHONE 602 -771 -1134: FAX 602 771 -1203
EMAIL: lisa h(a)azcommerce. com
Contractual
Martha Lynch
Chief Procurement Officer
PHONE: 602 -771 -1110: FAX: 602 - 771 -1202
EMAIL: marthaing.azoommerce.com
44. IN WITNESS WHEREFORE, the parties hereto have executed this Contract.
TOWN OF FOUNTAIN HILLS STATE OF ARIZONA
DEPARTMENT OF COMMERCE
Bye
Signature
011071/0
Date
By
Martha Lynch
CPPB, Chief Procurement Officer
Date
11
OFFER AND ACCEPTANCE
TO THE STATE OF ARIZONA:
The Undersigned hereby offers and agrees to furnish the material, service or construction in compliance with all terms, conditions,
specifications and amendments in the Solicitation and any written exceptions in the offer. Signature also certifies Small Business
status. In Accordance with A.R.S. §35 -397, the Offeror hereby certifies that the offeror does not have scrutinized business operations
in Sudan or Iran...
DUNS NUMBER: 790574560 For clarification of this offer, contact:
Name: Raymond Rees
Federal Employer Identification No. Email Address trees @th.m.gov
Phone:
86- 0650150
480- 816 -6180
Fax:
Town of Fountain Hills vz��
Emily Name Signature of Person Amhmned to Sign Offer
16705 East Avenue of the Fountains Rick Davis
Marc.
Fountain Hills, AZ 85268 Town Manager
City State Zip
CERTIFICATION
By signature in the Offer section above, the bidder certifies:
1. The submission of the offer did not involve collusion or other anti - competitive practices.
2. The bidder shall not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246,
State Executive Order 99 -4 or A.R.S. §§ 41 -1461 through 1465.
3. The bidder has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift,
loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a
valid signature affirming the stipulations required by this clause shall result in rejection of the offer. Signing the offer with a false
statement shall void the offer, any resulting contract and may be subject to legal remedies provided by law.
4. Iran Investments: In Accordance with A.R.S. §35- 393.06, the offeror hereby certifies that the offeror does not have scrutinized business
operations in Iran.
5. Sudan Investments: In Accordance with A.R.S. §35- 393.06, the offeror hereby certifies that the offeror does not have scrutinized
business operations in Sudan.
ACCEPTANCE OF OFFER
The Offer is hereby accepted.
The Contractor is now bound to sell the materials or services listed by the attached contract and based upon the solicitation, including all terms, conditions,
specifications, amendments, etc., and the Contractor's Offer as accepted by the State.. This contract shall henceforth be referred to as
Contact No. . The Contractor has been cautioned not to commence any billable work or to
provide any material or service under this contract until Contractor receives purchase order, contact release document or written notice to proceed.
State of Arizona
Awarded this day of 20
Chief Procurement Offirer
r m mo-an
Request for Information
® ARIZONA DEPARTMENT
OF COMMERCE
QUOTATION NO.: RFI016- 10 Energy Efficiency and
Page2of
the tenter Jar
come ... ir advancement
Conservation Block Grant
23
1700 W. Washington, Suite B -32
Phoenix, Arizona 85007
DUE DATE: October 30, 2009
AT 3:00 P.M. Phoenix Local Time
OFFER AND ACCEPTANCE
TO THE STATE OF ARIZONA:
The Undersigned hereby offers and agrees to furnish the material, service or construction in compliance with all terms, conditions,
specifications and amendments in the Solicitation and any written exceptions in the offer. Signature also certifies Small Business
status. In Accordance with A.R.S. §35 -397, the Offeror hereby certifies that the offeror does not have scrutinized business operations
in Sudan or Iran...
DUNS NUMBER: 790574560 For clarification of this offer, contact:
Name: Raymond Rees
Federal Employer Identification No. Email Address trees @th.m.gov
Phone:
86- 0650150
480- 816 -6180
Fax:
Town of Fountain Hills vz��
Emily Name Signature of Person Amhmned to Sign Offer
16705 East Avenue of the Fountains Rick Davis
Marc.
Fountain Hills, AZ 85268 Town Manager
City State Zip
CERTIFICATION
By signature in the Offer section above, the bidder certifies:
1. The submission of the offer did not involve collusion or other anti - competitive practices.
2. The bidder shall not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246,
State Executive Order 99 -4 or A.R.S. §§ 41 -1461 through 1465.
3. The bidder has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift,
loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a
valid signature affirming the stipulations required by this clause shall result in rejection of the offer. Signing the offer with a false
statement shall void the offer, any resulting contract and may be subject to legal remedies provided by law.
4. Iran Investments: In Accordance with A.R.S. §35- 393.06, the offeror hereby certifies that the offeror does not have scrutinized business
operations in Iran.
5. Sudan Investments: In Accordance with A.R.S. §35- 393.06, the offeror hereby certifies that the offeror does not have scrutinized
business operations in Sudan.
ACCEPTANCE OF OFFER
The Offer is hereby accepted.
The Contractor is now bound to sell the materials or services listed by the attached contract and based upon the solicitation, including all terms, conditions,
specifications, amendments, etc., and the Contractor's Offer as accepted by the State.. This contract shall henceforth be referred to as
Contact No. . The Contractor has been cautioned not to commence any billable work or to
provide any material or service under this contract until Contractor receives purchase order, contact release document or written notice to proceed.
State of Arizona
Awarded this day of 20
Chief Procurement Offirer
r m mo-an
SOLICITATION TITI-E: ENERGY EFFICIENCY & CONSERVATION BLOCK GRANT
SOLICITATION DUE: NOVEMBER 30, 2009 AT 3:00 P.M. PHOENIX LOCAL TIME
Proposal Opening: Arizona Dept. of Commerce
1700 W. Washington, Suite B -32
Phoenix, Arizona 85007
A SIGNED COPY OF THIS AMENDMENT SHALL BE RECEIVED AT THE ABOVE AGENCY LOCATION (PREFERABLY
WITH THE SOLICITATION RESPONSE) PRIOR TO THE DUE DATE AND TIME. IT IS NECESSARY TO RETURN THIS
FORM ONLY IF YOU ARE RESPONDING TO THE SOLICITATION. THIS SOLICITATION IS AMENDED AS FOLLOWS:
Chief Procurement Officer. Martha Lynch
Telephone: 602 771.1110
THE PROPOSAL DUE DATE HAS BEEN CHANGED :
Contact:
Email: MmhaL @Azcommeme.com
FROM: OCTOBER 30, 2009
TO: NOVEMBER 30, 2009
In the Attachment, PROJECT ACTIVITY INFORMATION FORM, page 11 has been changed:
FROM:
NAME OF ABS -EECBG AGENT
TO:
NAME OF PROJECT MANAGER Raymond Rees
FOR ABS•EECBG GRANT:
ALL OTHER PROVISIONS OF THE SOLICITATION SHALL REMAIN IN THEIR ENTIRETY.
VENDOR HEREBY ACKNOWLEDGES RECEIPT AND THE ABOVE REFERENCED SOLICITATION
UNDERSTANDING OF THE ABOVE AMENDMENT. AMENDMENT IS ISSUED THIS DATE
I /lao/r�1
SI NA
TURF
R DALE
Rick Davis, Town Manager
TYPED NAME AND TITLE
October 15, 2009
Chief Pmcuremrnl Officer
Solicitation Amendment
ARIZONA DEPARTMENT
OF COMMERCE
/!� rhr rrntc•rfm
_ _
, ` em.mnua ndmn<zmrnt
1700 W. Washington, Suite B -32
SOLICITATION NO.: 1016 -10
PAGE
1
Phoenix, Arizona 85007
OF
AMENDMENT NO.: l
1
SOLICITATION TITI-E: ENERGY EFFICIENCY & CONSERVATION BLOCK GRANT
SOLICITATION DUE: NOVEMBER 30, 2009 AT 3:00 P.M. PHOENIX LOCAL TIME
Proposal Opening: Arizona Dept. of Commerce
1700 W. Washington, Suite B -32
Phoenix, Arizona 85007
A SIGNED COPY OF THIS AMENDMENT SHALL BE RECEIVED AT THE ABOVE AGENCY LOCATION (PREFERABLY
WITH THE SOLICITATION RESPONSE) PRIOR TO THE DUE DATE AND TIME. IT IS NECESSARY TO RETURN THIS
FORM ONLY IF YOU ARE RESPONDING TO THE SOLICITATION. THIS SOLICITATION IS AMENDED AS FOLLOWS:
Chief Procurement Officer. Martha Lynch
Telephone: 602 771.1110
THE PROPOSAL DUE DATE HAS BEEN CHANGED :
Contact:
Email: MmhaL @Azcommeme.com
FROM: OCTOBER 30, 2009
TO: NOVEMBER 30, 2009
In the Attachment, PROJECT ACTIVITY INFORMATION FORM, page 11 has been changed:
FROM:
NAME OF ABS -EECBG AGENT
TO:
NAME OF PROJECT MANAGER Raymond Rees
FOR ABS•EECBG GRANT:
ALL OTHER PROVISIONS OF THE SOLICITATION SHALL REMAIN IN THEIR ENTIRETY.
VENDOR HEREBY ACKNOWLEDGES RECEIPT AND THE ABOVE REFERENCED SOLICITATION
UNDERSTANDING OF THE ABOVE AMENDMENT. AMENDMENT IS ISSUED THIS DATE
I /lao/r�1
SI NA
TURF
R DALE
Rick Davis, Town Manager
TYPED NAME AND TITLE
October 15, 2009
Chief Pmcuremrnl Officer
ATTACHMENT
ELIGIBLE LOCAL GOVERNMENTS
'Non- Direct' entities ere: cities or towns with a population of less than 35,000 and Counties with a population of less than
200,000 that are eligible for funding directly from the Arizona Department of Commerce Energy Office.
This list is compiled of Arizona cities, towns and counties that do meet the eligibility requirements listed above.
Counties
Govemment
Government
Allocation
Gila County
Apache Junction
Ci
�Awilable
_ $193,05372 _
Graham County
Benson City
$190,27144
Greenlee County__
Bisbee C'
f $117,84467
--
La Paz _County County___
Buckeye Town
_ $151,12142 _
Santa Cruz County
_
t 183,167.12
& Towns
Government
Available
Allocation
I
Apache Junction
Ci
$171699.70
2
Benson City
$68,957.58
3
Bisbee C'
$72,852.76
4
Buckeye Town
$164,210.43
5
Camp Verde Town
$91,150.97
6
Carefree Town
$64,768.92
27
Creek Town
$69,514.03
28
Chino Valle Town
$91,307.24
29
Clarkdale Town
$65,961.87
P13Cave
Clifton Town
$58,857.54
31
Colorado City Town
$68,321.08
32
Coolid a Cit
$88,474.47
33
Cottonwood City
$92,995.66
14
Dewey - Humboldt
Town
$64,383.97
15
Douglas City
$114533.51
16
Duncan Town
$52,793.71
17
EallarT own
$66,661.34
18
EI Mira a City
737.37
19
EIo Cit
$95,339.83
20
Florence Town
$117,769.33
& Towns
- - -- _Available -- — '- -- _�-- Available -_ -I
Govemment _ Allocation _ _ _ Govermrent Allocation _ I U5,953 so
42 P aTown n _$$57,881.84 62 Welton Town $57260.59
I8
Govemment
Available
Allocatioa-
22
Fredonia Town
$54 177.22
23
Gila Bend Town
$57,127.19
24
Globe Cit
$77033.79
25
_
Guadalu a Town
$71 846.57
26
He en Town
$53 129.11
27
Holbrook Ci
$69 403.50
28
Huachuca Ch town
$57485.46
29
Jerome Town
$51,345.40
30
Keam Town
$61,830.38
31
Kin man Cit
$155,558.70
32
Litchfield Park Ci
$71,316.79
33
Mammoth Town
$58 250.11
34
Marana Town
$171429.10
35
Miami Town
$56 937.53
36
No ales Ci
$125731.21
37
Pa a Ci
$76 313.45
38
Paradise Valle Town
$106868.91
39
Parker Town
$62 123.85
40
Pata onia Town
$52.986.09
- - -- _Available -- — '- -- _�-- Available -_ -I
Govemment _ Allocation _ _ _ Govermrent Allocation _ I U5,953 so
42 P aTown n _$$57,881.84 62 Welton Town $57260.59
I8
43
Pinetop-Lakeside
Quartzsite Town
Queen Creek
Town
Safford City
$63,328.23
$139,985.59
$85,155.74
44
45
4 6
47
Sahuarita Town
$111,564.48
48
49
San Luis City
Sedona City
$140,747.86
$93,719.81
50
Show Low City_
$94,832.72
51
Snowflake Town
$70,363.96
52
Somerton City
$92,847.02
53
South Tucson City
$71,335.85
54
Springerville Town
$57,546.44
55
St. Johns City
$63,690.31
56
Star Valley Town
$57,523.57
57
Superior Town
$61,780.83
58
Tay] r Town
$65,485.45
59
Thatcher Town
67,898.02
60
Tolleson City
$76,976.62
68
_
64
85
Wickenbura Town
Willcox
Williams
_____________
Winkelman
Winslow City
Younqtown Town
---------
----------
$87,473.04
19
ATTACHMENT
ACTIVITY INFORMATION
Activity Number:
4.3
Activity Title: Commercial Building Audits
Activity Period:
Start Date: April, 2010
End Date: May, 2010
Activity Address:
16705 E. Avenue of the Fountains
City/Town:
Fountain Hills
County: Maricopa
Zip Code: 85268
ACTIVITY METRICS — Show all equations and units, and provide all assumptions.
Energy Saved
(kBtu) 4,238
Energy Generated
(kBtu)
GHG Emissions Reduced 216
(metric tons CO2 equivalent) 290
Number of Jobs Created:
Number of Jobs Retained:
Funds Leveraged:
ACTIVITY SUMMARY — Maximum of 4 pages with Arial 10 font.. Pictures included if any.
The Town of Fountain Hills is proposing to conduct walk- through energy audits on approximately 100,000
square feet of its office and facilities maintenance buildings. These audits would be at a cost of not more
than $8,000 and would be procured through the Town's standard procurement process using the Mohave
Contract.
Why are the building audits good for the Town? These energy audits will be the first steps in the process
for determining what the Town will be focusing on in its plan to run more energy efficient buildings and
facilities. The audits will provide information to the Town about what to look for in areas of energy
conservation such as energy efficient lighting, heating and cooling equipment and other weatherization
activities. With the results from the energy audits the Town will be able to prioritize its projects relating to
energy efficiency and conservation activities resulting in a more efficient use of its resources.
The Town of Fountain Hills is in the early stages of possibly forming an Environmental Commission. This
Commission will have the responsibility of reporting to and making recommendations to the Town Council
pertaining to possible energy efficiency saving activities. These activities will be reflective of all areas of
Town -owned facilities. With the help of the Environmental Commission, the Town hopes to be able to
reach far beyond Town -owned facilities and encompass residential needs as well.
The Commission will assist in the formation and publication of public energy conservation education
materials, help develop residential energy efficiency and conservation programs, assist in the formation
and documentation of the Town's goals and objectives relating to energy efficiency projects and activities
and assist in the documentation of the Town's alternative energy plan. These audits will also assist the
Commission, when formed, in making further recommendation to the Town Council when areas are found
that need improvement.
What are the Greenhouse Gas Emissions Reductions relating to the energy audits? The Town can
expect to reduce 280 metric tons of CO2 emissions being put into the air if it implements the targeted
results of the audits. This can significantly help reduce pollutants that are continually plaguing the air
quality in the Town.
What is the implementation plan for the audits? The Town would like to have the energy audits
conducted shortly after the EECBG funds are awarded. The target date to start the first energy audits is
April of 2010 and with an anticipated completion date no later than May of 2010. This would give the
Town more than ample time to prioritize the activity of its lighting retrofit project that is scheduling to be
started in July of 2010.
12
ATTACI IMENT
PROJECT BUDGET FORM
Please itemize the costs for the total project for each activity. Submit a separate Project Budget Form for each activity.
SUMMARY PROJECT BUDGET
Total Estimated Project
Cost:
$8,000
Total Project EECBG
Funding (Phase 1):
$8,000
Percentage of Total Project Cost
from EECBG Funds
100%
Total Project EECBG
Funding (Phase 2):
0%
Total Project EECBG
Budget for Administration
(up to 10 %):
0%
Percentage of EECBG Funds for
Administration
0%
Total Project EECBG
Budget for Technical
Assistance (up to 20 %):
0%
Percentage of EECBG Funds for
Contractual
0%
Total Leverage funding
acquired:
none
Percentage of Total Project Cost
from Matching Funds
0%
Total Secured Funding
From Other Sources
including leverage
none
Totals:
$5,000
SECURED FUNDING FROM OTHER SOURCES
SOURCE OF FUNDING
TOTALS
13
ATTACHMENT
U.S DEPARTMENT OF ENERGY
GOLDEN FIELD OFFICE
ENVIRONMENTAL CHECKLIST
(To Be Completed By Potential Recipient)
PART I: General Information
DOE Project Officer: Raymond Rees Date: November 19, 2009
Project Title: Commercial Energy Audits
Organization Name: Town of Fountain Hills
Solicitation Number: RFI016 -10
State: Arizona
Award Number:
1. Please describe the intended use of DOE funding in your proposed project. For example, would the
funding be applied to the entire project or only support a phase of the project? Describe the activity as a
specifically as possible, i.e. planning, feasibility study, design, data analysis, education or outreach
activities, construction, capital purchase and/or equipment installation or modification.
The funds that are received for this project will be wholly used for the energy audits and do not require
any funds to go towards planning, feasibility studies or other related activities.
2. Does any part of your project require review and/or permitting by any other federal, state, regional, local,
environmental, or regulatory agency`? ❑ Yes X No
3. Has any review (e.g. NEPA documentation, permits, agency consultations) been completed?
❑ Yes X No If yes, is a finding or report available and how can a copy be obtained?
4. Is the proposed project part of a larger scope of work? Yes X No If yes, please describe.
The proposed audits will assist the Town in determining project implementation of our lighting retrofit
program. It will also assist the Town in identifying fixture energy efficiency projects.
Do you anticipate requesting additional federal funding for subsequent phases of this project?
❑ Yes X No If yes, please describe.
Does the scope of your project only involve on or more of the following?
X Information gathering such as literature surveys, inventories, audits,
❑ Data analysis including computer modeling,
❑ Document preparation such as design, feasibility studies, analytical energy supply and demand studies
or
❑ Information dissemination, including document mailings, publication, distribution, training,
conferences, and information programs
Recipient Preparer: Raymond Rees Recipient Phone: (480) 816 -5180 Recipient Email: rrees @fh.az.gov
20
ATTACHMENT
Recipient Contact: Raymond Rees Recipient Phone: (480) 816 -5180 Recipient Email: rrees @fh.az.gov
PART II: Environmental Consideration
Table A: Please indicate if any of the following conditions or special areas is present, required, or could be
affected by your project.
Item
No.
Description
Yes/No
Specific nature or type of activity or
condition. If a consultation, approval,
or permit applies, please describe.
1
Clearing or Excavation (indicate if
greater than 1 acre)
NO
2
Dredge and/or Fill. Specify the number
of acres involved.
NO
3
New or Modified Federal /State
Permits and/or Requests for
Exemptions.
NO
4
Pre - Existing Contamination
NO
5
Asbestos
NO
6
Criteria Pollutants
NO
7
Non - Attainment Areas
NO
8
Class I Air Quality Control Region
NO
9
Navigable Air Space
NO
10
Areas with Special Designations (e.g.,
National Forests, Parks, Trails
NO
11
Prime, Unique, or Important Farmland
NO
12
Archeological]Cultural Resources
NO
13
Threatened/Endangered Species and/or
Critical Habitat
NO
14
Other Protected Species (Wild Burros,
Migratory Birds)
NO
15
Floodplains
NO
16
Special Sources of Groundwater (e.g.,
Sole Source Aquifer)
NO
17
Underground Extraction/Injection
(non - hazardous substances)
NO
18
Wetlands
NO
19
Coastal Zones
NO
20
Public Issues or Concerns
NO
21
Noise
NO
22
Depletion of a Non - Renewable
Resource
NO
23
Aesthetics
NO
21
ATTACHMENT
Table B: Would your project use, disturb, or produce any chemicals or biological substances? (i.e., pesticides,
industrial process, fuels, lubricants, bacteria) If not, skip to Section C below.
Please indicate if anv of the materials or processes listed below aomlies.
Item
Description
Yes
Quantity
Permit
Specific type,
No.
Radioactive Mixed
Waste
/No
required?
use, or
2
Radioactive Waste
NO
Type?
condition
I
Polychlorinated Biphenyls
NO
(PCB's)
2
Import, Manufacture, or
NO
Processing of Toxic
Substances
3
Chemical Storage, Use, and
NO
Disposal
4
Pesticide Use
NO
5
Hazardous, Toxic, or Criteria
NO
Pollutant Air Emissions
6
Liquid Effluent
NO
7
Underground
NO
Extraction/Injection
(hazardous substances)
8
Hazardous Waste
NO
9
Underground Storage Tanks
NO
10
Biological Materials. Indicate
NO
if genetically altered materials
are involved.
Table C: Would your project require or produce and radiological materials? If not, skip to Part III. Please
indicate if any of the materials listed below applies.
Item
No.
Description
Yes/No
Quantity
Permit Required?
Type?
Specific
nature of use
1
Radioactive Mixed
Waste
NO
2
Radioactive Waste
NO
3
Radiation Exposure
NO
22
SOLICITATION TITLE: ENERGY EFFICIENCY & CONSERVATION BLOCK GRANT
SOLICITATION DUE: NOVEMBER 30, 2009 AT 3:00 P.M. PHOENIX LOCAL TIME
Proposal Opening: Arizona Dept. of Commerce
1700 W. Washington, Suite B -32
Phoenix. Arizona 55007
A SIGNED COPY OF THIS AMENDMENT SHALL BE RECEIVED AT THE ABOVE AGENCY LOCATION (PREFERABLY
WITH THE SOLICITATION RESPONSE) PRIOR TO THE DUE DATE AND TIME. IT IS NECESSARY TO RETURN THIS
FORM ONLY IF YOU ARE RESPONDING TO TILE SOLICITATION. THIS SOLICITATION IS AMENDED AS FOLLOWS:
Chief Pmcarement Officer: Martha Lynch Contact:
Telephone: 602 771 -t I IO Email: ManhaL @Azcommerce.com
THE PROPOSAL DUE DATE HAS BEEN CHANGED:
FROM: OCTOBER 30, 7009
TO: NOVEMBER 30,7009
In the Attachment, PROJECT ACTIVITY INFORMATION FORM, page II has been changed:
TO:
NAME OF PROJECT MANAGER Raymond Rees
FOR ABS -EECBG GRANT:
ALL OTHER PROVISIONS OF THE SOLICITATION SHALL REMAIN IN THEIR ENTIRETY.
VENDOR HEREBY ACKNOWLEDGES RECEIPT AND THE ABOVE REFERENCED SOLICITATION
UNDERSTANDING OF THE ABOVE AMENDMENT. AMENDMENT IS ISSUED THIS DATE
SIGNA RE DATE
Rick Davis, Town Manager
TYPED NAME AND TITLE
October 15, 2009
#6 w1v /ek
Chief Procurement Officer
Solicitation Amendment
ARIZONA DEPARTMENT
OF COMMERCE
aono A.m:rrr,.r r,
1700 W. Washington, Suite B -32
SOLICITATION NO.: 1016-10
PAGE
1
Phoenix, Arizona 85007
OF
AMENDMENT NO.: I
I
SOLICITATION TITLE: ENERGY EFFICIENCY & CONSERVATION BLOCK GRANT
SOLICITATION DUE: NOVEMBER 30, 2009 AT 3:00 P.M. PHOENIX LOCAL TIME
Proposal Opening: Arizona Dept. of Commerce
1700 W. Washington, Suite B -32
Phoenix. Arizona 55007
A SIGNED COPY OF THIS AMENDMENT SHALL BE RECEIVED AT THE ABOVE AGENCY LOCATION (PREFERABLY
WITH THE SOLICITATION RESPONSE) PRIOR TO THE DUE DATE AND TIME. IT IS NECESSARY TO RETURN THIS
FORM ONLY IF YOU ARE RESPONDING TO TILE SOLICITATION. THIS SOLICITATION IS AMENDED AS FOLLOWS:
Chief Pmcarement Officer: Martha Lynch Contact:
Telephone: 602 771 -t I IO Email: ManhaL @Azcommerce.com
THE PROPOSAL DUE DATE HAS BEEN CHANGED:
FROM: OCTOBER 30, 7009
TO: NOVEMBER 30,7009
In the Attachment, PROJECT ACTIVITY INFORMATION FORM, page II has been changed:
TO:
NAME OF PROJECT MANAGER Raymond Rees
FOR ABS -EECBG GRANT:
ALL OTHER PROVISIONS OF THE SOLICITATION SHALL REMAIN IN THEIR ENTIRETY.
VENDOR HEREBY ACKNOWLEDGES RECEIPT AND THE ABOVE REFERENCED SOLICITATION
UNDERSTANDING OF THE ABOVE AMENDMENT. AMENDMENT IS ISSUED THIS DATE
SIGNA RE DATE
Rick Davis, Town Manager
TYPED NAME AND TITLE
October 15, 2009
#6 w1v /ek
Chief Procurement Officer
ATTACHMENT
ACTIVITY INFORMATION
Activity Number:
4.13
Activity Title: Renewable Energy Installation
Activity Period:
Start Date: July 1, 2010
End Date: October 1, 2010
Activity Address:
16705 E. Avenue of the Fountains
City/ own:
Fountain Hills
County: Maricopa
Zip Code: 85268
ACTIVITY METRICS - Show all equations and units, and provide all assumptions.
Energy Saved
Energy Generated
23,446 kwh
GHG Emissions Reduced
(metric tons COZ equivalent) 16.9
Number of Jobs Created: 1
Number of Jobs Retained:
Funds Leveraged:
$32,625 SRP Incentive
ACTIVITY SUMMARY - Maximum of 4 pages with Aral 10 font.. Pictures included if any.
The Town is proposing the development and installation of three grid -tied photovoltaic generators at three
separate locations on Town -owned buildings within the town limits. The combined output of the systems
will equal 14.5 kw and is estimated to generate a total annual production of 23,446 kwh. Calculations in
this summary were calculated from the PVWatts website calculator and the EPA's greenhouse
equivalencies calculator.
The importance of this protect to the Town
This project is important to the community of Fountain Hills because it can reduce the use and cost of
power taken from the areas electrical grid and help reduce our carbon footprint. The Town will also be
using this as an educational tool for its citizens. The Town is strategically targeting its parks buildings for
the PV solar installations to help promote PV solar technology. Each of the sites will have roof mounted
PV panels, and a system monitor display unit will be located in the front of each building. Placing the
display monitors in the front of the buildings will provide easy access to the monitors for the general public
and students from local schools. This will provide an educational tool for students and the public to learn
more about PV solar generators and how they work. It is anticipated that these installations will help
promote and encourage more citizens to use PV systems and other alternative types of renewable energy
sources.
Materials and schedules
Phase One of the project will be the review process, the "Request for Proposals" (RFP) and the contract
award. The Town's internal Environmental Committee will be reviewing the preliminary proposal for the
project early in 2010. The Committee will author the "Scope of Work" and submit it to the Town's legal
department for the formal RFP process. The release date for the RFP is targeted for the month of April,
2010. The Town is anticipating a formal contract with a supplier by June of 2010. Phase Two of the
project will be the installation and commissioning of the systems. For the estimated cost and schedule of
this project, the Town secured the talents of the president of one of its local PV Solar companies to guide
us through the process. The Town wanted to be sure that it had a good estimate of what the project
would cost and that it had taken into consideration the requirements for all aspect of the project. The
anticipated start of the installation for the project is July, 2010. This project will follow a standard process
for obtaining proposals through the RFP process. As stated in the previous section, the project will have
roof mounted PV solar panels and have display monitors at each location. Proposers of the project will
need to take into consideration the use of American made materials and the use of local trades and will
need to provide prevailing wages during installation. The project is estimated to take approximately three
(3) months to complete.
Cost and saving of the proposed activity
The total estimated cost for all three generator systems is approximately $74,500. Upon commissioning of
the system the town will receive approximately $32,625 in incentives from SRP. This will leave a net cost
of for the system at $41,875. The yearly cost savings for energy to the Town, if purchased at the average
price of 10.5 cents per kwh, would be $2,462. With a net cost of the system of $41,875 and the offset of
the renewable energy generated at $2,462, it would take 17 years to pay for the cost of the system.
16
ATTACHMENT
Payoff of the system would be 3 -8 years prior to the expiration of the warranty, depending on the warranty
given for the system, making it a good return on the investment.
Environmental Savings
These systems will reduce an estimated 16.9 metric tons of carbon from being put into the environment
annually. This reduction in carbon is the equivalent of the yearly emission from 3.1 passenger vehicles,
1,915 gallons of consumed gasoline, 39.2 barrels of oil and 0.23 tanker trucks' worth of gasoline. The
yearly emissions from the electricity use of 2.3 homes, energy use of 1.5 homes, the carbon sequestered
by 433 tree seedlings grown for ten years, carbon sequestered annually by 3.8 acres of pine or fir forests
and 0.12 acres of forest preserved from deforestation. There is also the yearly emissions equivalents
reduction from 703 propane cylinders used for home barbeques, emissions from 0.09 railcars' worth of
coal and emissions avoided by recvcling 5.8 tons of waste instead of sending it to the landfill.
17
ATTACHMENT
ELIGIBLE LOCAL GOVERNMENTS
Non- Direct' entitles are: cities or towns with a population of less than 35,000 and Counties with a population of less than
200,000 that are eligible for funding directly from the Arizona Department of Commerce Energy Office.
This list is compiled of Arizona tides, towns and counties that do meet the eligibility requirements listed above.
Counties
Government
Gila County
Graham County
-Greenlee County
La Paz County _
Santa Cruz County
Cities & Towns
14
19
Available Allocation
$151,121.42
___ 183,167.12
Government
Available
Allocation
$171,699.70
$68,957.58
$72,852.76
__$164,210.43 _I
$91,150.97
$64,768.92 �I
$69,514.03
Apache Junction
City
Benson City
Bisbee City
Bucke a Town _ _ _
Camp Verde Town
Carefree Town
Cave Creek Town
Chino Valley Town
$91,307.24
Clarkdale Town
$65,961.87
Clifton Town
$58,857.54
Colorado City Town
$68,321.08
Coolidge City
$86,474.47
Cottonwood City
$92,995.66
Dewey - Humboldt
Town
$64,3B3.97
Douglas City
$114533.51
Duncan Town.-
93_71
Ea ar Town
$66861.34
EI Mira a Cites
$150,737.37
Elo Cit
$95,339.63
Florence Town
$1171789.33
22
Gnvcrmnen( _ _
untain Hills Town
Fredonia Town
Gila Bend Town_
Available
Allocation
- 1
$54,177.22
$57,127.19
23
24
_
Globe City
$77033.79
25
Guadalupe Town
$71,846.57
26
Hayden Town
$53,129.11
27
Holbrook City
$69,403.50
28
Huachuca City town
$57,485.46
29
Jerome Town
$51,345.40
30
Kearny Town
$61,830.38
31
Kingman City
$155,558.70
32
Litchfield Park City
$7131679
33
1 Mammoth Town
$59,250.11
34
Marana Town
$171,429.10
35
Miami Town
$56,837.53
36
Nogales Ci
$125 731.21
37
Page City
$76 313.45
38
Paradise Valle Town
$106,868.91
39
Parker Town
$62,123.85
40
Patagonia Town _
$52,988.09
Available _ - _- - - -- Available _.1
Government r Allocation Government Allocation
41 Payson Town $108,721.22 61 Tombstone City_ $55,953.30
42 Pima Town , $57,861.8.4_ _ 62 Weliton Town $57,260.59
18
ATTACHMENT
43
Pinetop-Lakeside
Town
$67,219.61
44
Quartzsite Town --
- $63,328.23
- -_�^
45
Queen Creek -- � -���
�+�
$139,985.59
46 _
_Town
Safford City
$85,155.74
47
Sahuarita Town
$111,564.48
48
San Luis City
$140,747.86
49
Sedona City
$93,719.81
50
Show Low City
$94,832.72
51
Snowflake Town
$70,363.96
52
Somerton City
$92,847.02
53
South Tucson City
$71,335.85
54
S rin erville Town
$57,546.44
55
St. Johns City
$63,690.31
56
Star Valley Town
$57,523.57
57
Superior Town
$61,780.83
58
Taylor Town
$65,485.45
59
Thatcher Town
$67,898.02
60
Tolleson City
$76,976.62
63
Wickenburg Town
$75,128.12
64
Willcox City
$64,433.52_
65
Williams City
$62,463.06
66
Winkelman Town
$51,650.31
67
Winslow City
$87,473.04
68
Youn town Town
$68,599.31
19
ATTACHMENT
PROJECT BUDGET FORM
Please itemiu the costs for the total project for each activity. Submit a separate Project Budget Form for each activity.
SUMMARY PROJECT BUDGET
Total Estimated Project
Cost:
$74,500
Total Project EECBG
Funding (Phase 1):
None
Percentage of Total Project Cost
from EECBG Funds
0%
Total Project EECBG
Funding (Phase 2):
$42,875
Total Project EECBG
Budget for Administration
(up to to%):
None
Percentage of EECBG Funds for
Administration
0%
Total Project EECBG
Budget for Technical
Assistance (up to 20 %):
None
Percentage of EECBG Funds for
Contractual
0%
Total Leverage funding
acquired:
$32,625 upfront rebates
Percentage of Total Project Cost
from Matching Funds
44%
Total Secured Funding
From Other Sources
including leverage
$32,625 upfront rebates
Totals:
$74,500
SECURED FUNDING FROM OTHER SOURCES
SOURCE OF FUNDING
TOTALS
The Total Leverage funding acquired is from rebates given by the
Salt River Project power supply com n
$32,625 upfront rebates
Is
ATTACHMENT
U.S DEPARTMENT OF ENERGY
GOLDEN FIELD OFFICE
ENVIRONMENTAL CHECKLIST
(To Be Completed By Potential Recipient)
PART I: General Information
DOE Project Officer: Raymond Rees Date: November 30, 2009
Project Title: Renewable Energy Installation State: Arizona
Organization Name: Town of Fountain Hills
Solicitation Number: RFI016 -10 Award Number:
Please describe the intended use of DOE funding in your proposed project. For example, would the
funding be applied to the entire project or only support a phase of the project? Describe the activity as a
specifically as possible, i.e. planning, feasibility study, design, data analysis, education or outreach
activities, construction, capital purchase and/or equipment installation or modification.
The funds that are received for this project will be wholly used for the purchase and installation of
materials relating to this project. This project does not require any funds to go towards, planning,
feasibility studies or other related activities.
2. Does any part of your project require review and /or permitting by any other federal, state, regional, local,
environmental, or regulatory agency? X Yes ❑ No
The project will require that permits be issued by the Town of Fountain Hills. There will also be sonne
inspections conducted by both the Town of Fountain Hills and by the Salt River Project power company.
3. Has any review (e.g. NEPA documentation, permits, agency consultations) been completed?
❑ Yes X No If yes, is a finding or report available and how can a copy be obtained'?
Is the proposed project part of a larger scope of work? O Yes X No If yes, please describe.
Do you anticipate requesting additional federal funding for subsequent phases of this project?
❑ Yes X No If yes, please describe.
5. Does the scope of your project only involve on or more of the following?
❑ Information gathering such as literature surveys, inventories, audits,
❑ Data analysis including computer modeling,
O Document preparation such as design, feasibility studies, analytical energy supply and demand studies
or
❑ Information dissemination, including document mailings, publication, distribution, training,
conferences, and information programs
Recipient Preparer: Raymond Rees Recipient Phone: (480) 816 -5180 Recipient Email: rrees @fh.az.gov
16
ATTACHMENT
Recipient Contact: Raymond Rees Recipient Phone: (480) 816 -5180 Recipient Email: rrees @fh.az.gov
PART II: Environmental Consideration
Table A: Please indicate if any of the following conditions or special areas is present, required, or could be
affected by your project.
Item
No.
Description
Yes/No
Specific nature or type of activity or
condition. If a consultation, approval,
or permit applies, please describe.
1
Clearing or Excavation (indicate if
greater than I acre)
No
2
Dredge and/or Fill. Specify the number
of acres involved.
No
3
New or Modified Federal/State
Permits and/or Requests for
Exemptions.
No
4
Pre - Existing Contamination
No
5
Asbestos
No
6
Criteria Pollutants
No
7
Non - Attainment Areas
No
8
Class I Air Quality Control Region
No
9
Navigable Air Space
No
10
Areas with Special Designations (e.g.,
National Forests, Parks, Trails)
No
I 1
Prime, Unique, or Important Farmland
No
12
Archeological/Cultural Resources
No
13
Threatened/Endangered Species and/or
Critical Habitat
No
14
Other Protected Species (Wild Burros,
Migratory Birds)
No
15
Floodplains
No
16
Special Sources of Groundwater (e.g.,
Sole Source Aquifer)
No
17
Underground Extraction/Injection
(non - hazardous substances
No
18
Wetlands
No
19
Coastal Zones
No
20
Public Issues or Concerns
No
21
Noise
No
22
Depletion of a Non - Renewable
Resource
No
23
Aesthetics
No
17
ATTACHMENT
Table B: Would your project use, disturb, or produce any chemicals or biological substances? (i.e., pesticides,
industrial process, fuels, lubricants, bacteria) If not, skip to Section C below.
Please indicate if any of the materials or processes listed below applies.
Item
Description
Yes
Quantity
Permit
Specific type,
No.
Radioactive Mixed
Waste
/No
required?
use, or
2
Radioactive Waste
No
Type?
condition
I
Polychlorinated Biphenyls
No
(PCB's)
2
Import, Manufacture, or
No
Processing of Toxic
Substances
3
Chemical Storage, Use, and
No
Disposal
4
Pesticide Use
No
5
Hazardous, Toxic, or Criteria
No
Pollutant Air Emissions
6
Liquid Effluent
No
7
Underground
No
Extraction/Injection
(hazardous substances)
8
Hazardous Waste
No
9
Underground Storage Tanks
No
10
Biological Materials. Indicate
No
if genetically altered materials
are involved.
Table C: Would your project require or produce and radiological materials? If not, skip to Part III. Please
indicate if any of the materials listed below applies.
Item
No.
Description
Yes/No
Quantity
Permit Required?
Type?
Specific
nature of use
1
Radioactive Mixed
Waste
No
2
Radioactive Waste
No
3
Radiation Exposure
No
18
Solicitation Amendment
SOLICITATION NO.: 10 16- 10
OF
AMENDMENT NO.: 1 1 I
ARIZONA DEPARTMENT
A
OF COMMERCE
�J.n Ica „�,rni
1700 W. Washington, Suite B -32
Phoenix, Arizona 85007
SOLICITATION TITLE: ENERGY EFFICIENCY & CONSERVATION BLOCK GRANT
SOLICITATION DUE: NOVEMBER 30, 2009 AT 3:00 P.M. PHOENIX LOCAL TIME
Proposal Opening: Arizona Dept. of Commerce
1700 W. Washington, Suite B -32
Phoenix. Arizona 85007
A SIGNED COPY OF THIS AMENDMENT SHALL BE RECEIVED AT THE ABOVE AGENCY LOCATION (PREFERABLY
WITH THE SOLICITATION RESPONSE) PRIOR TO THE DUE DATE AND TIME. IT IS NECESSARY TO RETURN THIS
FORM ONLY IF YOU ARE RESPONDING TO THE SOLICITATION. THIS SOLICITATION IS AMENDED AS FOLLOWS:
Chief Procurement Officer: Martha Lynch
Telephone: 602771-1110
Contact:
Entail: Man utLOAnommerce.com
THE PROPOSAL DUE DATE HAS BEEN CHANGED:
FROM: OCTOBER 30, 7009
TO: NOVEMBER 30,2009
In the Attachment, PROJECT ACTIVITY INFORMATION FORM, page l l has been changed:
FROM:
NAME OF ABS -EECBG AGENT
TO:
NAME OF PROJECT MANAGER Raymond Rees
FOR ABS•EECBG GRANT:
ALL OTHER PROVISIONS OF THE SOLICITATION SHALL REMAIN IN THEIR ENTIRETY.
VENDOR HEREBY ACKNOWLEDGES RECEIFr AND
UNDERSTANDING OF THE ABOVE AMENDMENT.
SIG ,I,OR
Rick Davis, Town Manager
TYPED NAME AND TITLE
THE ABOVE REFERENCED SOLICITATION
AMENDMENT IS ISSUED THIS DATE
October 15.2009
Chief Pmcwemeat Officer
ATTACHMENT
ELIGIBLE LOCAL GOVERNMENTS
'Non - Direct' entities are: tides or towns with a population of less than 35,000 and Counties with a population of less than
200,000 that are eligible for funding directly from the Arizona Department of Commerce Energy Office.
This list is compiled of Arizona cities, towns and counties that do meet the eligibility requirements listed above.
Counties
Government Available Allocation
Gila County
Graham County
Greenlee County
La Paz County
Santa Cruz County
Cities & Towns
$193,053.72
$190,271.44
- $117,844.67 - --
$151,121.42_ '
183,167.12
Available
Government _
Available
Government Allocation
"a-OP" Town "_j $146487.73.'.►
22
-T
Apache Junction
city
Benson City
Available
$171,699.70_
_ $68,957.58
$72,852.76
1
23
3
Bisbee City
4
L
Buckeye Town
_
$164,210.43
5
Cam Verde Town
$91,150:97
62
Carefree Town
$64,768.92
j 7
Cave Creek Town
$69,514.03
8
Chino Valley Town
$91,307.24
9
Clarkdale Town
$65,961.87
10
Clifton Town
$58,857.54
11
_ _
Colorado City Town
$68,321.08
12
Coolid a City
$86,474.47
13
Cottonwood City
$92,995.66
14
Dewey - Humboldt
Town
$64,383.97
15
Douglas City
$114,533.51
16
Duncan Town
$52,793.71
17
_ _
Eager Town
$66,861,34
18
El Mirage City
$150,737.37
19
Eloy City
$95,339
20
Florence Town
! $117,769.33
Available
Government Allocation
"a-OP" Town "_j $146487.73.'.►
22
Fredonia Town
554,177.22
_ 30
23
Gila Bend Town
$57,127.19
Kingman City
_ 24
Globe City
$77,033.79
$71,316.79
25
. Guadalupe Town
$71,846.57
34
26
Hayden Town
$53,129.11
Miami Town
29
Jerome Town
$51,345.40
_ 30
_
Kearny Town
$61,830.38
31
Kingman City
$155.558.70
32
Litchfield Park City
$71,316.79
33
Mammoth Town
$59,250.11
34
Marana Town
$171,429.10
35
Miami Town
$56,837.53
36
1 Nogales City____
$125,731.21
Cities & Towns
1 40 1__Patitgonia Town
...... _J.__
$52,988.09
Government
�j
Allocable
Allocation
Government
�Agoce6on
Allocatio 1
;
_ Payson Town
42 Pima Town
_
_ $106,721.22
$57,881.84
I n 61 Tombstone City
62 Wellton Tow
—_� _ _ _ —
_._
1 $55,953.30 .
$57.260.59 i
18
ATTACHMENT
i PinptAn-Cn �.,zkrh- ----I
Town
$67,219.61
$63328.23
44 Quartzsite Town
Queen Creek
45 Town
$139,985.59
46 afford City
$85,155.74
47 Sahuarita Town
San Luis City
$111,564.48
$140,747.86
--48
-49_ Sedona City
$93,719.81
50
Show Low City
$94,832.72
51
Snowflake Town
$70,363.96
Somerton City
$92,847.02
52
53 i
South Tucson City
Springerville Town
$71,335.85
54
$57,546.44
55---
St. Johns City
$63,690.31
56
_Star Valley own
$57,523.57
57
.58
Superior Town
Taylor Town
$61,780.83
$65,485.45
59
j Thatcher Town
$67,898.02
Tolleson City
$76,976.62 1
63 j Wickenburq Town i $75,128.12
64t Willcox City - J. $64,433.52
65 Williams Cit $62,463.06
66 Winkelman Town $51,650.31
67 Winslow City_ $87,473.04----�!
68 I Youngl own !_Town $68,599.31
19
ATTACHMENT
ACTIVITY INFORMATION
Activity Number:
4.14
Activity Title: Lighting Retrofitting
Activity Period:
Start Date: July, 2010
End Date: October, 2010
Activity Address:
16705 E. Avenue of the Fountains
City/Town:
Fountain Hills
County: Maricopa
Zip Code: 85268
ACTIVITY METRICS - Show all equations and units, and provide all assumptions.
Energy Saved
(kBtu) 1,887
Energy Generated
(kBtu)
GHG Emissions Reduced 96
(metric tons COZ equivalent) 163
Number of Jobs Created: I
Number of Jobs Retained:
Funds Leveraged:
$15,100
ACTIVITY SUMMARY - Maximum of 4 pages with Arial 10 font.. Pictures included if any.
The Town of Fountain Hills would like to earmark funds from the EECBG program to conduct a lighting
retrofitting project in Town -owned buildings within the Town limits. The buildings that would be addressed
in this project are high occupancy buildings that are used during daylight hours. The buildings total
57,100 square feet of office and meeting space. The current monthly average cost for electricity to the
buildings is $11,700 or 119,411 KWH. None of the monies that would be coming from the EECBG funds
would be used for administrative costs. The Town is prepared to absorb any of those costs into its day -
to -day operations.
The importance of this project to the Town
With the possibility of receiving funds from this grant program, the Town of Fountain Hills has a unique
opportunity to implement and showcase an energy efficiency project. By undergoing the lighting retrofits,
the Town can demonstrate to its citizens and local businesses that the Town is serious about
implementing energy efficiency policies and practices. It will further demonstrate that the Town is
committed to reducing its carbon footprint by using more efficient lighting that helps reduce the amount of
electricity that is currently being used.
Materials and schedules
Phase One of the schedule will include the review process, the "Request for Proposals" (RFP) and the
contract award. The Town's internal Environmental Committee will be reviewing the preliminary
proposals for the project in early 2010. The Committee will author the "Scope of Work' and submit it to
the Town's legal department for the formal RFP process. The target date to enter into a contract for the
project is June, 2010. The Town has already enlisted the help of local business professionals with the
skills required to gather the information thus far for this project. The Town is confident that with the
resources available, this project can be implemented within the allotted timeframe. Phase Two of the
project will be executing and managing the installation of the retrofitting project. Members of the Town
staff, including the Project Manager for this project, had the opportunity to attend several workshops and
presentations relating to the process for lighting retrofitting projects. Staff has already been able to apply
some of that knowledge just in the information gathering portion of this project, and it is hoped that
knowledge will help when the project is in the installation phase. The target date for Phase Two of the
project is July, 2010 with an anticipated completion date of September, 2010. Proposers of the project
will need to take into consideration the use of American made materials and the use of local trades and
will have to provide prevailing wages during installation.
12
ATTACHMENT
Currently, two of the Towns facilities have standard T8 fluorescent fixtures with 32 watt bulbs that have
instant start ballasts that are not considered "High Efficiency' ballasts. The proposal is to change out the
instant start ballasts to a T8 -25 watt bulb with High Efficiency Program Start ballasts. In one of the
Town's other buildings exist energy inefficient T12 -32 watt 96" fixtures with standard ballasts. As a result,
that type of fixture does not have replaceable ballasts to High Efficiency Program Start ballasts. In this
case the proposal is to change out the fixtures to the T8 -25 watt bulb with High Efficiency Program Start
ballasts. All of the compact fluorescent light bulbs called out in this project will be changed out to the
more energy efficient 25 watt fluorescent bulbs.
Costs and savings of the Proposed activity
Staff worked with SRP on this proposed project and provided them with the information on the types and
amount of lighting expected to be addressed in the retrofit project. From the workbook that was received
from SRP relating to this specific project, the Town is projected to save an estimated 227,239 KWH of
energy. The total cost of the project would be approximately $90,000, but the Town would receive an
estimated $15,100 in rebates from SRP, leaving a net balance of funds of $74,900. In the workbook
provided with the estimated annual savings of $16,545 in energy cost, the Town would have a return on
investment in approximately five years. Staff feels that this is a good return on investment and that the
Town will continue to reap the benefits of this project far beyond the estimated payback time for the
project.
The environmental benefits of this project are very positive for the Town. For this part of the information
staff used the EPAs "Greenhouse Gas Equivalency Calculator" to calculate CO2 emissions. The project
is projected to reduce an estimated 163 metric tons of CO2 emissions. That is the equivalent of the
annual amount of GHG emissions of 29.9 passenger vehicles, or the annual emissions from the electricity
use of 22.6 homes, or the emissions that are produced annually from the energy use of 14.8 homes.
13
ATTACHMENT
PROJECT BUDGET FORM
Please itemize the costs for the total project for each activity. Submit a separate Project Budget Form for each activity.
SUMMARY PROJECT BUDGET
Total Estimated Project
Cost:
$90,000
Total Project EECBG
Funding (Phase 1):
None
Percentage of Total Project Cost
from EECBG Funds
0 %
Total Project EECBG
Funding (Phase 2):
$74,900
Total Project EECBG
Budget for Administration
(up to 10%):
0%
Percentage of EECBG Funds for
Administration
0%
Total Project EECBG
Budget for Technical
Assistance (up to 20 %):
0%
Percentage of EECBG Funds for
Contractual
0%
Total Leverage funding
acquired:
$15,100 upfront rebates
Percentage of Total Project Cost
from Matching Funds
16.7%
Total Secured Funding
From Other Sources
including leverage
$15,100 upfront rebates
Totals:
$90,000
SECURED FUNDING FROM OTHER SOURCES
SOURCE OF FUNDING
TOTALS
The Total Leverage funding acquired Is from rebates given
by the Salt River Project power supply company
$15,100
14
ATTACHMENT
U.S DEPARTMENT OF ENERGY
GOLDEN FIELD OFFICE
ENVIRONMENTAL CHECKLIST
(To Be Completed By Potential Recipient)
PART I: General Information
DOE Project Officer: Raymond Rees Date: November 30, 2009
Project Title: Lighting Retrofitting State: Arizona
Organization Name: Town of Fountain Hills
Solicitation Number: RFI016 -10 Award Number:
Please describe; the intended use of DOE funding in your proposed project. For example, would the
funding be applied to the entire project or only support a phase of the project? Describe the activity as a
specifically as possible, i.e. planning, feasibility study, design, data analysis, education or outreach
activities, construction, capital purchase and/or equipment installation or modification.
The funds that are received for this project will be wholly used for the purchase and installation of
materials relating to this project. This project does not require that any funds received to go towards
planning, feasibility studies or other related activities.
Does any part of your project require review and/or permitting by any other federal, state, regional, local,
environmental, or regulatory agency? X Yes ❑ No
This project will require that perntits be issued by the Town of Fountain Hills
3. Has any review (e.g. NEPA documentation, permits, agency consultations) been completed?
O Yes X No If yes, is a finding or report available and how can a copy be obtained?
4. Is the proposed project part of a larger scope of work? ❑ Yes X No If yes, please describe.
Do you anticipate requesting additional federal funding for subsequent phases of this project?
O Yes X No If yes, please describe.
Does the scope of your project only involve on or more of the following?
❑ Information gathering such as literature surveys, inventories, audits,
O Data analysis including computer modeling,
O Document preparation such as design, feasibility studies, analytical energy supply and demand studies
or
O Information dissemination, including document mailings, publication, distribution, training,
conferences, and information programs
Recipient Preparer: Raymond Rees Recipient Phone: 480 - 816 -5180 Recipient Email: rrees@fh.az.gov
16
ATTACHMENT
Recipient Contact: Raymond Rees Recipient Phone: 480 - 816 -5180 Recipient Email: rrees @tb.az.gov
PART II: Environmental Consideration
Table A: Please indicate if any of the following conditions or special areas is present, required, or could he
affected by your project.
Item
No.
Description
Yes/No
Specific nature or type of activity or
condition. If a consultation, approval,
or permit applies. please describe.
1
Clearing or Excavation (indicate if
greater than 1 acre)
No
2
Dredge and/or Fill. Specify the number
of acres involved.
No
3
New or Modified Federal /State
Permits and/or Requests for
Exemptions.
No
4
Pre- Existing Contamination
No
5
Asbestos
No
6
Criteria Pollutants
No
7
Non - Attainment Areas
No
8
Class I Air Quality Control Region
No
9
Navigable Air Space
No
10
Areas with Special Designations (e.g.,
National Forests, Parks, Trails)
No
11
Prime, Unique, or Important Farmland
No
12
Archeological/Cultural Resources
No
13
Threatened/Endangered Species and/or
Critical Habitat
No
14
Other Protected Species (Wild Burros,
Migratory Birds)
No
15
Floodplains
No
16
Special Sources of Groundwater (e.g.,
Sole Source Aquifer)
No
17
Underground Extraction/Injection
non - hazardous substances
No
18
Wetlands
No
19
Coastal Zones
No
20
Public Issues or Concerns
No
21
Noise
No
22
Depletion of a Non - Renewable
Resource
No
23
Aesthetics
No
17
ATTACHMENT
Table B: Would your project use, disturb, or produce any chemicals or biological substances? (i.e., pesticides,
industrial process, fuels, lubricants, bacteria) If not, skip to Section C below.
Please indicate if anv of the materials or processes listed below anolies.
- - - - - -- ----
Item
- - - - -- -
Description
Yes
Quantity
Permit
Specific type,
No.
Radioactive Mixed
Waste
/No
required?
use, or
2
Radioactive Waste
No
T c?
condition
1
Polychlorinated Biphenyls
No
(PCB's)
2
Import, Manufacture, or
No
Processing of Toxic
Substances
3
Chemical Storage, Use, and
No
Disposal
4
Pesticide Use
No
5
Hazardous, Toxic, or Criteria
No
Pollutant Air Emissions
6
Liquid Effluent
No
7
Underground
No
Extraction/injection
(hazardous substances)
8
Hazardous Waste
No
9
Underground Storage Tanks
No
10
Biological Materials. Indicate
No
if genetically altered materials
are involved.
Table C: Would your project require or produce and radiological materials? If not. skip to Pan II1. Please
indicate if any of the materials listed below applies.
Item
No.
Description
YeslNo
Quantity
Permit Required?
Type?
Specific
nature of use
1
Radioactive Mixed
Waste
No
2
Radioactive Waste
No
3
Radiation Exposure
No
18