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HomeMy WebLinkAboutEnergy Grant RequestDate: To: From: June 3, 2009 Board of County Commissioners Erik Kropp, Deputy County Administrator Re: Energy Efficiency and Conservation Block Grant Request Deschutes County has been allocated $325,700 in a direct formula grant as part of the U.S. Department of Energy's Energy Efficiency and Conservation Block Grant (often referred to as "energy stimulus"). The purpose of the program is to develop, promote, implement, and manage energy efficiency and conservation projects. Once awarded, entities have three years to spend the funds. No matching funds are required, but an application must be submitted and an Energy Efficiency and Conservation strategy must be developed within 120 days of grant award. This strategy includes measurable goals and objectives for energy efficiency and conservation. Recommended projects for these grant funds include - 1. Building light retrofits resulting in energy savings — for example, Mike Maier Building, Justice Building, OSP, Road Department, Unger Building, Transitional House, Downtown Health Center, etc. 2. Heating, Ventilating, and Air Conditioning (HVAC) upgrades to more energy efficient units — for example, OSP, Unger Building, and the Annex building. 3. Electrical upgrade resulting in energy savings — Deschutes Historical Society Building. ($213,700 is recommended for items 1 — 3) 4. CDD Energy Code Building Inspector ($80,000) — a Building Safety Inspector FTE (temporary, up to 12 -months) would perform inspections and plan reviews related to structural energy efficiency. The position could also provide analysis of the ICC (International Code Council) for adoption in Deschutes County. 5. Shared contract position with the City of Bend ($32,000 over 3 years for the County; Bend has committed $66,000 over 3 years) - this position would serve as an energy resource coordinator. For Deschutes County, the position would assist in the development of the Energy Efficiency and Conservation strategy, assist in project development, and provide project management on energy efficiency projects. Other requested projects - 1. CDD software replacement ($200,000) — CDD's permit system is slated for replacement by the State's Accela system at no direct cost to the County (due to the statewide surcharge on building permits). However, the Accela system modules that support land use planning, environmental health, and code enforcement will need to be purchased by CDD. The Accela system is compatible with remote access devices ('Notebook' laptop devices). Providing field staff with remote devices will reduce vehicle trips. In addition, software features have the potential to reduce customer trips as well. The software replacement is a necessity at some point in the future. 2. Commute Options, Regional Transportation Demand Management (TDM) Program Enhancement ($30,000) — implement and enhance the County's TDM program and create Transportation Association strategies for the northern region of the County. 3. Park and ride lot study, Commute Options ($33,000) — comprehensive needs study of Deschutes county park and ride facilities. 4. Wickiup Junction Park and Ride lot upgrades, Commute Options ($20,000) — grading, rock base, rail fencing, and general improvements. Other Projects for Competitive Grant Application Process - 1. Solar projects through the State Energy Program— Deschutes Services Building, Fair and Expo's Event Center. 2. Brownfield funds to assist with the environmental clean-up of the shooting range. 3. Electric car charging stations. 4. Electric/hybrid cars and trucks. Attachments: • Commute Options detailed projects request c: Dave Kanner, County Administrator Tom Blust, Road Department Director Tom Anderson, Community Development Director Susan Ross, Property and Facilities Director Judith Ure, Management Analyst Proposal to Deschutes County. Prepared by Jeff Monson, Executive Director, Commute options for Central Oregon June 2, 2009 Background: Energy Efficiency and Conservation Block Grant Program • A grant program that is funded through the American Recovery and Reinvestment Act (ARRA). • The Deschutes County is a direct entitlement recipient. What is the purpose of the grant program? The purpose of the EECBG Program is to assist eligible entities in creating and implementing strategies to: • Reduce fossil fuel emissions in a manner that is environmentally sustainable and, to the maximum extent practicable, maximizes benefits for local and regional communities; • Reduce the total energy use of the eligible entities; and • Improve energy efficiency in the transportation sector, in building sector, and other appropriate sectors. What specific activities are eligible for use of funds? Funds can be used community wide, not only for government owned facilities and infrastructure. The following activities are eligible: • Development and Implementation of Transportation Programs to conserve energy. How will success be measured? Grantees are required to report quarterly to the DOE on five metrics for each project or activity: 1. Jobs created and/or retained 2. Energy savings on a per dollar invested basis 3. Renewable energy capacity installed 4. Greenhouse gas emissions reduced 5. Funds leveraged See page two Deschutes County project proposals: A. Regional Transportation Demand Management Program Enhancement Estimated cost per year: $30,000 Implement and enhance the County's TDM Program and create Transportation Management Association (TMA) strategies for the northern region of the County. See attachment A B. County park and ride Tots Park and ride lot study $33,000 • Comprehensive needs study of Deschutes county park and ride facilities See attachment B and C Park and ride lot signs $15,000 • Replace signs at all Tots and highway directional signs Wickiup Junction Park and Ride lot upgrades $20,000 Grading, rock base, rail fencing, general improvements. (We need some Road Department input on this project — what is needed and cost) Attachment A Scope of Services, with energy savings. DOE Energy Block Grant Commute Options for Central Oregon/Deschutes County 2008, 2009 Deschutes County will provide funding to Commute Options for Central Oregon to assist with the management of Transportation Demand Management (TDM) strategies in the county. Commute Options will implement long-term program development, outreach and partnership -building to engage various community interests in TDM. The following outlines Commute Options' estimated commitment to Deschutes County. Transportation Management Association aspect of the project: • Prepare and submit quarterly reports that demonstrate Commute Options' progress. Deliverable: Submit quarterly reports. • Provide information, assistance and support to County area employers in developing and implementing TDM programs, especially in the NE Bend area and Juniper Ridge. Deliverable: Contact 10 businesses and establish TDM employee programs. Energy savings: 100 employees x 45 days x 20 miles = 90,000 vehicle miles reduced. Incentives aspect of the project: $20.00 incentives will be distributed for every 95 round trips reduced. • Work to establish carpool matching. Deliverable: Increase ridership from Sisters, Sunriver, LaPine, Deschutes River Woods, Redmond and Black Butte Ranch. Energy savings: Carpools, 25 carpools with 60 employees x 45 days x 40 miles = 108,000 vehicle miles reduced. • Assist with establishing a county -wide employee incentive program. Energy savings: 90 employees x 135 days x 12 miles = 145,800 vehicle miles reduced. Total energy savings estimated at 343,800 motor vehicle miles reduced. Grant amount: $30,000 (About 11 cents per mile reduced) DRAFT Park -and -Ride Master Plan for Central Oregon Prepared by Tyler Deke Definitions GIS: Geographic Information Systems PMT: Project Management Team SOW: Scope of Work Agency: Commute Options for Central Oregon Contractor: Consultant firm hired to complete identified work November 19, 2008 General Assumptions and Requirements All work products must be provided in hard copy and in electronic format (Microsoft Word and Excel). All mapping products must be submitted in hard copy and in electronic format compatible with ArcGIS software. While technical memorandum tables, charts, graphs, and maps may have color; each must be reproducible in black and white. The planning area for this project consists of the Central Oregon area (Deschutes, Jefferson, and Crook Counties). Contractor shall be responsible for satisfactory completion of project deliverables, regardless of references to "support" by Agency, as specified in this Contract within the overall timeframe and scope of work provided by the SOW. Contractor shall provide Agency with an opportunity to review and provide input on all Contractor deliverables throughout the project. Contractor shall make revisions in response to Agency and PMT input prior to each deliverable being considered complete. Budget assumes one round of review and comment on deliverables. Contractor shall be responsible for scheduling, initiating, and maintaining monthly communication on project status and issues with Agency either via a conference call, a written progress report (e-mail acceptable) or at a scheduled coordination meeting. A copy of progress/status report must be submitted with monthly invoice. Agency shall provide meeting space for all coordination meetings. Agency project manager shall attend all meetings. Agency shall provide Contractor with access to available existing local inventory records and participate in data collection as appropriate and necessary. Purpose and Scope Deschutes, Jefferson, and Crook Counties are home to thousands of people who commute regularly to jobs outside the city and/or county where they live. These long-distance commutes have a significant impact on roadway volumes and also contribute to air pollution. Park -and - Ride lots are vital "change of mode facilities" where individuals meet and then group -travel to their destinations via vanpool, carpool or transit. If the regional park-and-ride program is to keep pace with the increase predicted in long-distance commuting, provisions must be made to make new park-and-ride lots an integral part of the transportation system. The purpose of the Park- DRAFT November 19, 2008 and -Ride Master Plan for Central Oregon is to provide a Tong -range comprehensive guide for developing the park-and-ride system. The plan will describe the existing facilities in Central Oregon, their condition and their current level of use. It will also identify future needs for park-and-ride based on expected growth and commute patterns, and available transit services. The number of spaces and potential locations of future park-and-ride lots will be provided in the plan. Desirable features for future lots should be described including signage, lighting, fencing, landscaping, and bus shelters. Cost estimates for construction and amenities will be provided for new park-and-ride lots based on several prototype lots of varying sizes. Opportunities for funding the park-and-ride expansion program from federal, state, regional local and private sector sources will also be identified. DRAFT Work Program November 19, 2008 Task 1: Project Management Objective Manage project to assure delivery of high quality products within budget and schedule. Methods 1.1 Project Management — Contractor responsibilities include development of project schedule, regular communications with Agency project manager, oversight and coordination of project team, quality assurance, and preparation of monthly progress reports and invoices. The monthly progress report must include previous month's project activities and percent completed of each task, the planned activities for the next month, and identify issues and/or concerns that may affect the project or schedule. 1.2 Presentations to Boards & Commissions — Contractor will assist Agency with development of presentation materials for at least two presentations to the Central Oregon Area Commission on Transportation (COACT) and one additional presentation to an area board or commission (to be determined by TAC). 1.3 Technical Advisory Committee meetings - Agency shall establish a Technical Advisory Committee (TAC) to provide technical review and guidance. Contractor shall convene two (2) TAC meetings (in person or via phone). Agency shall prepare meeting summaries and distribute via e-mail within 10 business days of each meeting. Schedule Throughout the contract agreement timeframe Deliverables Assumptions • Agency project manager will determine dates for presentations to Boards and Commissions • Agency project manager will identify members for the TAC. Agency project manager will work with Contractor to identify meeting dates/times for TAC. Task 2: Inventory of Existing Lots Objective To understand and document existing park and ride lot locations, capacities, conditions, utilization, lot area land use (existing, zoning, and general plan), and accessibility by transportation mode (pedestrian, bicycle, transit). System inventory data and local transportation system plans shall be used to describe existing conditions of the park and ride lot system. Methods Contractor shall work with Agency project manager to develop and agree on an outline for developing the inventory. Contractor Agency Regular communications with Agency project manager Lead Support Monthly invoices and progress reports Lead Lead/Support Support Lead/Support Three (3) Presentations to Boards & Commissions Two 2 TAC meetin • s Lead Lead/Support Assumptions • Agency project manager will determine dates for presentations to Boards and Commissions • Agency project manager will identify members for the TAC. Agency project manager will work with Contractor to identify meeting dates/times for TAC. Task 2: Inventory of Existing Lots Objective To understand and document existing park and ride lot locations, capacities, conditions, utilization, lot area land use (existing, zoning, and general plan), and accessibility by transportation mode (pedestrian, bicycle, transit). System inventory data and local transportation system plans shall be used to describe existing conditions of the park and ride lot system. Methods Contractor shall work with Agency project manager to develop and agree on an outline for developing the inventory. DRAFT November 19, 2008 2.1 Inventory — Contractor shall prepare an inventory of the existing park and ride facilities. The inventory shall identify lot locations, lot capacities, lot conditions, and lot utilization. 2.2 Area land use - Contractor shall prepare a description of the planning area and land use based on existing city and county information in the planning area. 2.3 Transportation system access - Contractor shall evaluate system conditions and access for autos, bikes, pedestrians, and transit. 2.4 Mapping — Contractor shall develop a consistent ArcGIS based map template to support existing conditions reporting for relevant figures included in the existing conditions documentation. Contractor shall prepare up to 12 maps for use in the existing conditions and deficiencies documentation using the standard template using available GIS databases assembled by the cities and counties. 2.5 Inventory and existing conditions — Contractor shall prepare an existing conditions report based on the analysis completed in tasks 2.1 through 2.4. Schedule Months 1-3 Final Existing Conditions Report due by end of month 3 Deliverables Task 3: Future Park and Ride Needs Assessment Objective Assess the need for future park-and-ride capacity by evaluating sites where demand is exceeding capacity, informal park-and-ride is occurring, new development is planned, and areas that may be served by transit. Methods Contractor shall work with Agency project manager to develop and agree on an outline for developing the assessment. 3.1 Evaluate sites where current demand is exceeding available capacity. 3.2 Evaluate sites where informal park-and-ride is occurring. 3.3 Evaluate sites where new development is planned. 3.4 Evaluate sites that are currently or may be served by transit. Schedule Months 3-5 Final Needs Assessment due by end of month 5 liverables Contractor Agency Technical memorandum describing existing transportation system conditions, including maps and appendices. Lead Support Task 3: Future Park and Ride Needs Assessment Objective Assess the need for future park-and-ride capacity by evaluating sites where demand is exceeding capacity, informal park-and-ride is occurring, new development is planned, and areas that may be served by transit. Methods Contractor shall work with Agency project manager to develop and agree on an outline for developing the assessment. 3.1 Evaluate sites where current demand is exceeding available capacity. 3.2 Evaluate sites where informal park-and-ride is occurring. 3.3 Evaluate sites where new development is planned. 3.4 Evaluate sites that are currently or may be served by transit. Schedule Months 3-5 Final Needs Assessment due by end of month 5 liverables Contractor Agency Technical memorandum assessing the need for future park -and- ride capacity by evaluating sites where demand is exceeding capacity, informal park-and-ride is occurring, new development is planned, and areas that may be served by transit. Lead Support DRAFT Task 4: Assessment of Future Lot Locations Objective Assess the need to expand existing lots and construct new lots. November 19, 2008 Methods Contractor shall work with Agency project manager to develop and agree on an outline for developing the assessment. 4.1 Assess the need to expand existing Tots 4.2 Assess the need to construct new lots Schedule Months 5-7 Final Assessment due by end of month 7 Deliverables Task 5: Cost Assessment Objective Assess the costs of upgrading existing Tots and constructing new lots. Methods Contractor shall work with Agency project manager to develop and agree on an outline for developing the cost assessment. 5.1 Cost Estimates for expanding existing lots and constructing new lots 5.2 Potential 5- and 10 -year capital improvement programs Schedule Months 7-8 Final Cost Assessment due by end of month 8 Deliverables Contractor Lead Agency Support Technical memorandum assessing the need to expand existing Tots and construct new Tots. Task 5: Cost Assessment Objective Assess the costs of upgrading existing Tots and constructing new lots. Methods Contractor shall work with Agency project manager to develop and agree on an outline for developing the cost assessment. 5.1 Cost Estimates for expanding existing lots and constructing new lots 5.2 Potential 5- and 10 -year capital improvement programs Schedule Months 7-8 Final Cost Assessment due by end of month 8 Deliverables Task 6: Funding Assessment Objective Assess possible funding opportunities to implement the plan. Methods Contractor shall work with Agency project manager to develop and agree on an outline for developing the funding assessment. 6.1 Assessment of funding options 6.2 Recommended funding strategy Contractor Agency Technical memorandum providing detailed cost estimates for expanding existing lots and constructing new Tots and potential 5- and 10 -year capital improvement programs. Lead Support Task 6: Funding Assessment Objective Assess possible funding opportunities to implement the plan. Methods Contractor shall work with Agency project manager to develop and agree on an outline for developing the funding assessment. 6.1 Assessment of funding options 6.2 Recommended funding strategy DRAFT Schedule Months 8-9 Final Funding Assessment due by end of month 9 Deliverables November 19, 2008 Contractor Agency Technical memorandum assessing funding options and a recommended funding strategy. Lead Support