Loading...
HomeMy WebLinkAboutCOM 0717.000 2000-2002 sv~`~,®` ":lea. Ha Kim rry William Takaba Mayor Director Nancy E. Crawford . ~ •T•:;,, r:°'+~ Deputy Director ~mrff ®s'waa? County of ~Iavvaii Finaaece I2epart>~ent 25 Aupuni Street, Room 118 • Hilo, Hawaii 96720 (808)961-8234 • Fax (808)961-8248 -1 August 7, 2002 f_. , Honorable James Arakaki, Chairperson and Members of the County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Operating Budget The U.S. Department of Energy, through the State of Hawaii Department of Business, Economic Development, and Tourism, has authorized funding for an Energy Smart Schools (ESS) project at a Big Island school. Through this project, students will receive instruction on energy production and use, lighting, and renewable energy technologies. Enclosed is a resolution to authorize the Mayor to enter into an agreement with the State of Hawaii Department of Business, Economic Development, and Tourism. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $17,150 Rebuild America Grant. If there are any questions, please do not hesitate to call the Department of Research and Development. William Takab Director of Finance PR VED: Harry Kim Mayor Enc. Consrn• No, cc: Research & Development tC.E' S ~..31- D File N~ ~pf. AUG ~ ~aQ2 ~ vu~~ n U-a6 7~1.8~~.l1 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: ~ES~F6~{ ~ ~EV C. L~l M ~N T DATE: u~Z3,2 doz STAFF CONTACT: ~ M~ra9 PHONE; X161- ~ 4-97 A. REQUEST: County Council Resolution authorizing acceptance of $17,150.00 of grant funds from the Hawaii State Department of Business, Economic Development and Tourism. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): The Hawaii County Department of Research & Development made a successful application for a grant from the Rebuild America program of the US Department of Energy. This grant is provided to fund an Energy Smart Schools (ESS) project at a Big Island school. Students will receive instruction on energy production and use, lighting and renewable energy technologies. On-campus retrofits will be carried if feasible and the results evaluated. Energy efficiency retrofits will also be marketed to local businesses and homeowners. Other appropriate program activities will be developed by the students and implemented where feasible. Funds are also provided for travel costs for selected students to report on their program at meetings of the Rebuild Hawaii Consortium and at a Rebuild America Peer Exchange meeting on the mainland. Gary, Please use the existing revenue and expenditure accounts to appropriate this new grant. Revenue 3302.22 Rebuild America Expenditure 161-5162.95 Misc. Charges 341 Thanks, Lori SIGNED: DATE: d °t Department Head BENJAMIN J. CAYETANO .tE ~ »..K4iy GOVERNOR a ~9s9 P'~.,~ SEIJI F. NAYA, Ph.D. DIRECTOR ~ - ~ ®~~i"~~~~~~~ SHARON DEPUTYDIMRECTOR Fc~ 1° DAVID W. BLANE tF DIRECTOR, OFFICE OF PLANNING ~C~N~Il/ll~ ~~~~L~PIVIE~V°~ & T~IJRIS~ ap, No. 1 Capitol District Building, 250 South Hotel Street, 5th Floor, Honolulu, Hawaii 96813 Telephone: (808) 586-2355 Mailing Address: P.O. Box 2359, Honolulu, Hawaii 96804 Fax: (808) 586-2377 Web site: www.hawaii.gov/dbedt February 25, 2002 LETTER OF AGREEMENT L-02-118 County of Hawaii Dept. of Research & Development 25 Aupuni St. , Room 219 Hilo, Hawaii 96720 Attn: Dr. Raymond Carr Dear Dr. Carr: This letter confirms an Agreement between the Department of Business, Economic Development, and Tourism (DBEDT), hereinafter referred to as STATE, by its Director, Seiji F. Naya (DIRECTOR) and the County of Hawaii, hereinafter referred to as CONTRACTOR, whose principal address is 25 Aupuni St., Room 219, Hilo, Hawaii 96720, taxpayer ID #99-6000567 for services related to the Rebuild America Program including Peer Exchange, reporting of energy and demand savings and energy and demand cost savings from performance contracting and implementing an Energy$mart Schools project at a Hawaii Island school. The parties hereto agree to the terms, conditions, and provisions as follows: 1. Scope of Services. CONTRACTOR shall provide the following services in accordance with its Proposal attached hereto as Exhibit A and made a part of this Agreement: a. Rebuild Hawaii Consortium Meetings. CONTRACTOR shall: 1) Send a representative to a maximum of six (6) Rebuild Hawaii~Consortium Meetings, date and time to be determined by STATE, held during the contract period; and 2) Submit for STATE approval within thirty (30) working days of the completion of each meeting a written report on said meeting to include, but not be limited to: the purpose of the meeting, topics of discussion, actions taken, conclusions reached, if any, and CONTRACTOR'S evaluation and recommendations. CONTRACTOR shall also attach copies of any written presentations CONTRACTOR makes at these meetings. b. Rebuild America Regional Peer Exchange Meetings. CONTRACTOR shall: County of I-€awaii Page 2 1) Send a representative to one (1} Regional Rebuild America Peer Exchange Meeting as directed by STATE; and 2) Submit for STATE approval within thirty (30) working days of the completion of each meeting a written report on said meeting to include, but not be limited to: the name of the individual or group that scheduled the meeting, the purpose of the meeting, the list of attendees, topics of discussion, actions taken, conclusions reached, if any, and CONTRACTOR's evaluation and recommendations. CONTRACTOR shall also attach copies of any written presentations CONTRACTOR made at these meetings. c. Energy$mart Schools Program. CONTRACTOR shall perform and provide services related to developing and implementing an Energy mart Schools Project at a school on the island of Hawaii, including, but not limited to: 1) Providing a draft educational syllabus, for State approval, to include segments on (a) energy production and use, including economic, geopolitical and environmental aspects of energy; (b) lighting and solar power technologies, (c) mathematical and computer applications used in energy audits; (d) implementing retrofits in campus facilities if feasible and assessing the results including estimates of electricity cost savings and payback period; and (e) marketing energy efficiency retrofits to local businesses or homeowners; 2) Providing a milestone schedule for activities to be undertaken in the project; 3) Attending a Regional Peer Exchange Meeting where staff and student/s from the school present the results of the project by audio visual presentation; and submit for STATE approval within ten (l0) working days of the completion of the meeting a written report on said meeting to include, but not be limited to: the name of the individual or group that scheduled the meeting, the purpose of the meeting, the list of attendees, topics of discussion, actions taken, conclusions reached, if any, and CONTRACTOR'S evaluation and recommendations. CONTRACTOR shall also attach written and/or electronic copies of any presentations CONTRACTOR made at this meeting; and 4) Providing a final report on the Energy mart Schools Project activities, including summary results of classrooms and businesses audited and retrofitted. Such report shall include, but not be limited to: a) Executive Summary b) Report of the activities of the project summarized by task; c) Appendices to include, but not be limited, to: • Audit Reports; • Reports on small business and homeowner activities; • Student presentations; • Photographs of activities; • Press releases and other information about the program prepared for media; and • Methodologies used in audits; and County of Hawaii Page 3 d) One hard copy, one bound copy, and electronic versions in MS Word and PDF for use on CONTRACTOR'S Rebuild Hawaii web page. d. 4uarterly Pro ress Reports. CONTRACTOR shall provide quarterly summaries by County building or group of buildings of energy savings achieved in performance contracting in a format approved by STATE. 2. Time of Performance. The services described herein shall commence on the effective date of this Agreement and all services under this Agreement shall be completed by August 31, 2003, unless sooner terminated as hereinafter provided. 3. Provide Matchin Fem. CONTRACTOR shall provide matching funds equivalent to a minimum of ONE HUNDRED FORTY THOUSAND AND NO/100 DOLLARS ($140,000.00) in the form of energy savings from County retrofits in accordance with Exhibit A herein, and in a format described in Exhibit B, attached hereto and incorporated herein. In-kind contributions shall be subject to federal allowable costs/applicable cost principles. 4. Compensation and Method of Payment. In consideration of services to be rendered under this Agreement STATE agrees to pay a total sum of money not to exceed SEVENTEEN THOUSAND ONE HUNDRED FIFTY AND NO/100 DOLLARS ($17,150.00). Payment shall be made by STATE, upon submittal of original invoices, in accordance with the following provisions: a. TWO HUNDRED AND NO/100 DOLLARS ($200.00) upon submission of Rebuild Hawaii Consortium meeting report #1; b. TWO HUNDRED AND NO/100 DOLLARS ($200.00) upon submission of Rebuild Hawaii Consortium meeting report #2; c. TWO HUNDRED AND NO/100 DOLLARS ($200.00) upon submission of Rebuild Hawaii Consortium meeting report #3; d. TWO HUNDRED AND NO/100 DOLLARS ($200.00) upon submission of Rebuild Hawaii Consortium meeting report #4; e. TWO HUNDRED AND NO/100 DOLLARS ($200.00 upon submission of Rebuild Hawaii Consortium meeting Report #5; f. TWO HUNDRED AND NO/100 DOLLARS ($200.00 upon submission of Rebuild Hawaii Consortium meeting Report #6; g.. ONE THOUSAND EIGHT HUNDRED AND NO/100 DOLLARS ($1,800.00) upon submission of Rebuild America Peer Exchange meeting Report; h. FIVE THOUSAND SIX HUNDRED FIFTY AND NO/100 DOLLARS ($5,650.00) upon approval of draft educational syllabus and milestone schedule in accordance with Paragraph l.a. (1) and (2); i. SIX THOUSAND FIVE HUNDRED AND NO/100 DOLLARS ($6,500.00) upon approval of trip report on a Regional Peer Exchange Meeting in accordance with Paragraph l.a. (3); j. ONE THOUSAND AND NO/100 DOLLARS ($1,000.00) upon approval of final report on the school's Energy$mart Schools Program in accordance with Paragraph l.a. (4); and k. ONE THOUSAND AND NO/100 DOLLARS ($1,000.00) upon approval of all deliverables and satisfactory completion of all work described herein as determined by STATE. County of Hawaii Page 4 5. General Conditions. The State of I-Iawaii, Department of Business, Economic Development, and Tourism, General Conditions, are attached hereto as Attachment A and made a part of this Agreement. In the event of a conflict between the General Conditions and Special Conditions of this Agreement, the Special Conditions shall prevail. 6. Special Conditions. a. Special Conditions are attached hereto as Attachment B and made a part of this Agreement; b. CONTRACTOR shall comply with applicable provisions of U.S. Department of Energy Assurances, Non-Construction Programs, Certifications Regarding Lobbying, Debarment, Suspension and Other Responsibility Matters, and Drug-Free Workplace Requirements, and Assurance of Compliance Non- Discrimination in Federally Assisted Programs. Copies of these documents are available upon request from the Energy, Resources, and Technology Division, telephone (808) 587-3806; c. CONTRACTOR shall comply with applicable provisions of U.S. Department of Energy State Energy Program Rebuild America (2) Special Project Grant Number DE-FG51-O1R021285 General Terms and Conditions, Intellectual Property Provisions for Grants to State and Local Governments, and Special Terms and Conditions incorporated herein by reference. Copies of these documents are available upon request from the Energy, Resources, and Technology Division, at (808) 587-3806; and d. CONTRACTOR shall provide the services of a Ilawaii County employee to act as advisor for the project; and e. The acceptance of this Agreement by the CONTRACTOR serves to bind said CONTRACTOR with regard to CONTRACTOR'S fulfillment of all the terms, conditions, and provisions as set forth in this Agreement. Director FE8 2 5 02 -~~-~-~:~'1 Date Attachments Attachment A -General Conditions Attachment B -Special Conditions Exhibit A-Proposal Exhibit B-Report on In-Kind Funds Standards of Conduct Declaration Purchase Order No. 6242 GRANT SUMMARY (Su lament to 8-52, Re oast for Council Action) T e of Grant A ro riation bein re uested: New or an additional a ro riation X New (for this fiscal year period). OIZ ? Additional appropriation (to an existing grant); Is a draft agreement attached? Has the original grant notification been transmitted to X Yes ©No Council? ? Yes ? No Name of Grant Program: Energy Smart Schools Grantor: State of Hawaii - DBEDT County Grantee Department or Agency: R&D County Grantee Contact Person: Raymond Carr Phone Number: 961-8497 Amount of Grant: $17, 150.00 Grant Period (Commencement & Completion): September 1, 2002 to August 31, 2003 Purpose of Grant: To implement an Energy Smart Schools program at a Big Island School. County Match required?: X Yes ? No If yes, Matching Amount? Budgeted in account # In-kind? Explain: $147,000 in energy cost savings resulting from energy efficiency retrofits already completed at County facilities. Explanation: County's personnel requirements: Amount of new position(s)? Qty: 0 Permanent: ? Temporary: Duration: Full-time: ? Part-time: Time Element: Qty:O Contractual: ? Explain: Explanation: The Energy Coordinator will administer this grant as part of his on-going duties. Additional Comments about Grant: This grant originates with the US Department of Energy under their Rebuild America program and is being administered by DBEDT's Energy Division. B-52 Grant Summary Form