orange county eecbg kick-off meeting october 1, 2009 u.s. department of energy
TRANSCRIPT
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Orange County
EECBG Kick-Off Meeting
October 1, 2009
U.S. Department of Energy
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• Introductions, roles and responsibilities• Communications • EECBG overview• EECBG opportunity• DOE resources• Award document overview• Reporting requirements • Monitoring & site visits• Progress Reviews• ASAP payment system• Activities description and status
Agenda
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Introductions
EECBG Contacts:
Jennifer Holman, DOE Project Officer
Role: Award mgmt., technical assistance, oversight & monitoring
Mike Fields, Navarro Sr Project Engineer
Role: Technical assistance, oversight & monitoring support
Yolanda Ramirez, DOE Grants & Agreements Specialist
Role: Award documents, terms and conditions
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Introductions
Introduction of Awardee Contacts
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Communications
Jennifer Holman Phone: 303-275-6019
Email: [email protected]
Fax: 303-275-4880
Mike Fields Phone: 303-275-6009
Email: [email protected]
Fax: 303-275-4880
Yolanda Ramirez Phone: 303-275-4823
Email: [email protected]
Fax: 303-275-4908
We are available to answer questions and provide assistance.
Please keep in regular contact with status updates.
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EECBG Overview
Florida EECBG Awards
• FL cities, counties & state – 87 awards, $168,643,400
• Tribes – 2 awards
• Awards over $2M – 24 awards
• Jennifer & Mike – On all FL awards over $2M
• DOE Golden Field Office – Mgmt. & oversight of all awards over $2M and awards to all tribes
• State EECBG award – 60% go to smaller cities & counties
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EECBG Opportunity
Competitive EECBGFunding Opportunity Announcement
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Resources
American Recovery and Reinvestment Act Technical Assistance Program
• Assistance with technical aspects of ARRA projects, strategies, policies, and programs
• Complete Technical Assistance Request form and submit by email
For form and details go to website:
http://apps1.eere.energy.gov/wip/arra.cfm
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Award Package:
• Assistance Agreement
• Special Terms and Conditions
• Attachments:
1. Statement of Project Objectives
2. Federal Assistance Reporting Checklist
3. Budget Pages (SF 424A)
Award Overview
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Award Overview
Assistance Agreement•Box 7. Period of Performance: 36 months total•Box 12.Total Amount: Amount of total Award/allocation•Box 13. Funds Obligated: Amount transferred to ASAP •Box 22. Signature block:Does not need to be signed by awardee. FedConnect Acknowledge button takes place of signature.•Date signed:Effective date of award. Subcontractor info due 180 days from this date.
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Award Overview
Assistance Agreement Page 2
Amount of funding released for drawdown:
“The funds available in ASAP to the Recipient through this action is limited to $1,655,900”
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Award Overview
Special Terms and Conditions
Phased disbursement of funds
• Awarded - $7,522,900• Obligated - $7,522,900 • Released – $1,655,900• Released after conditions lifted - $3,761,450 (50%)• Remainder released after progress review(s) demonstrate
Satisfactory progress on activities Funds expended appropriately Compliance with reporting requirements Jobs created
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Special Terms and Conditions
Award Condition: NEPA
Activity #1 – Community Climate Change Initiative:No Restrictions.
Activity #2 – PV Demonstration Coop Extension Center:Prohibited actions include: Construction, Installation, and disposal
activities until such time that you comply with the Waste Stream Clause Historic Preservation Clause; Engineering Clause; PV must address visual impacts.
Activity #3 – Sport Field Energy Efficient Lighting: Prohibited actions include: generating any waste, until such time that
recipient complies with the Waste Stream Clause.
Award Overview
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Special Terms and Conditions
Award Condition: NEPA (Continued)
Activity #4 – Energy Management System:No Restrictions.
Activity #5 – County-wide Energy Efficiency Upgrades: Prohibited actions include: Construction, Installation, and disposal activities until such time that you comply with the Waste Stream Clause Historic Preservation Clause; Engineering Clause.
Activity #6 – LED Traffic Signals: Prohibited actions include: generating any waste, until such time that recipient complies with the Waste Stream Clause.
Award Overview
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Special Terms and Conditions
Award Condition: NEPA (Continued)
Activity #7 – Orlando Science Center Energy Efficiency/Renewable Upgrades:
Prohibited actions include: Construction, Installation, and disposal activities until such time that you comply with the Waste Stream Clause Historic Preservation Clause; Engineering Clause; PV must address visual impacts.
Activity #8 – Solid Waste Integrated Resource Plan: No Restrictions.
Activity #9 – County Convention Center LED Lighting Upgrade: Prohibited actions include: Construction, Installation, and disposal activities until such time that you comply with the Waste Stream Clause
Award Overview
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Special Terms and Conditions
Award Condition: NEPA (Continued)
Activity #10 – South Water Reclamation Facility Digester Cover: Additional project specific information describing the project and
potential impacts; and obtaining a final NEPA determination from DOE regarding those activities.
Activity # 11 – Transportation Electrification:No Restrictions.
Award Overview
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Special Terms and Conditions
Award Condition: Sub-contract/grant approvals
• Sub-contractors/grants have not been identified
• When identified, they must be approved by DOE
• No funding expended on subs until DOE approval
• Upon selection and within 180 days of award date submit info on all subs
Name DUNS Number Award Amount Statement of work including applicable activities EF-1 for all proposed activities
Award Overview
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Special Terms and Conditions
American-made equipment and products
• To the greatest extent practicable, all equipment and products purchased with award funding should be American-made
• Many countries designated as exceptions• Exception when cumulative cost of such material will
increase overall cost of project by more than 25%• Questions regarding specific items?
Send us an email for a legal determination.
Award Overview
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Special Terms and Conditions
Davis-Bacon Act
Laborers paid by Recovery Act funds must receive no less than prevailing local wage rates for construction or repair work.
• For Davis-Bacon guidance go to:http://www.dol.gov/esa/whd/contracts/dbra.htm
• To determine labor rates go to: http://www.wdol.gov/dba.aspx
• If you still have questions send us an email
Award Overview
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Attachment 1: Statement of Project Objectives
• Current SOPO consists of submitted Activity sheets• Need revised SOPO with tasks & milestones for each
activity• SOPO template will be provided• Project Officers and Monitors will assist with revisions
Award Overview
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Attachment 2: Federal Assistance Reporting Checklist
Award Overview
• Lists required reports & reporting frequency
• Attached instructions describe reports
• Please note special ARRA reporting requirements in special terms and conditions
More on reporting later
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Attachment 3: Budget Information (SF 424A)
• Approved budget for project• Broken out by Activity • Alert Project Officer if there are significant changes to
budget (funding shifts between activities)
Award Overview
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Reporting requirements
Management Reporting
• Progress report
• Special status report
Financial Reporting
• Form SF425
Other Reporting
• ARRA reporting
ARRA reports due 10 days after each calendar quarter but may change to monthly.
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Reporting requirements
ARRA Reporting
• ARRA website open for registration. Please register now!
• Reporting templates available for download
• Reports can be submitted 3 ways:
Form completed on-line
Excel template completed and uploaded
XML file created and uploaded
First ARRA Reports due Oct. 10th!
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Reporting requirements
Progress Report
• Reports entered into Performance and Accountability for Grants in Energy (PAGE) website
• PAGE system will send email invitations when ready
• Do not send reports to [email protected]
• Reports currently required quarterly – may change to monthly
• Reports due 30 days after each calendar quarter – may change to 10 days after
• If PAGE system not up, progress report template will be provided
First progress report due Oct. 30th!
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Reporting requirements
Special Status Report
Notify Project Officer within 5 days of events such as:
Developments with significant favorable impacts Significant delays or cost increases Death or injuries on project NEPA issues/concerns, etc.
Notify Project Officer directly by email.
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Reporting requirements
Financial report
• Federal Financial Report Form SF425
• New form as of this year (takes the place of SF269 and SF272)
• Will be completed in PAGE
• Currently required quarterly – may change to monthly
• Currently due 30 days after each calendar quarter – may change to 10 days after
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Reporting requirements
PAGE Preview
URL: WWW.PAGE.ENERGY.GOV
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Reporting requirements
Your application is uploaded into PAGE
Tracked metrics are based on submitted Activity sheets
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Reporting requirements
Training videos available on website
Training Videos are 5-
7 minutes each
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Monitoring & Site Visits
Desktop monitoring
• Examination of all reports to
Assess progress toward goals and objectives Determine compliance with Federal rules and regulations Assess fiscal tracking of resources expended
Onsite Monitoring
• Scheduled visits of at least 30% of grants above $2M each year (minimum requirement)
• Random onsite monitoring visits in each state each year
• Rapid Response Team will visit when high-risk problems are identified
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Progress Reviews
• Periodic comprehensive progress reviews will be conducted
• Onsite and desktop monitoring reports used to assess compliance with grant requirements
• Awardee expected to demonstrate continued progress in:
Funds expenditure Compliance with reporting requirements Jobs creation
• If deficiencies found, Awardee must provide corrective action plan (CAP).
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ASAP Payments
• Authorized for Advance Payments
• Funds electronically transferred to organization upon payment request
• Must enroll in ASAP before making requests
• Enrollment email with required forms was sent by Barbara Huyck to organization contact
• Barbara is available to answer questions at:[email protected] or 303-275-4746
• For more info on ASAP enrollment, go to:
http://fms.treas.gov/asap/pr_questions_enrollment.html
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Project Description
Recipient presentation of Activities & status
For each Activity:
1) Overview of Activity objectives and approach to successful implementation.
2) Description of Activity tasks
3) Activity milestones & schedule/timeline
4) Current status
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Questions?