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Item M6Meeting Date: July 18, 2012 Bulk Item: Yes X No BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Division: County Administrator Department: County Administrator Staff Contact /Phone #: Rhonda Haag, 292-4482 AGENDA ITEM WORDING: Ratification of a substitute Amendment No. 3 to 17522 (formerly ARSO10) with FDACS, the previously submitted and approved Amendment on the June 20, 2012 BOCC, approved minor changes made by FDACS to the version of A3. However, the State made revisions to the amendment less than 1 hour prior to the BOCC meeting start time and date, which were not able to be presented to the BOCC for approval. The amendment was not pulled because it had to be executed prior to the grant termination date of June 30`�. It also included great financial benefits for the County, which would not be recognized if the amendment was not approved and executed. ITEM BACKGROUND: The attached Amendment 3 is the one that the State sent at the last minute, it was signed by the Mayor to avoid missing the June 30 grant deadline and is to be ratified by the BOCC and substituted for the one approved by the BOCC on June 20, 2012 PREVIOUS RELEVANT BOCC ACTION: 1. On September 15, 2010 the BOCC approved the Grant Agreement for Grant #ARS010. 2. On October 20, 2010 the BOCC approved minor changes to the original Agreement. 3. On February 15, 2012 the BOCC approved additional minor modifications under Amendment No. 1. 4.On March 21st, 2012 the BOCC approved a 90-day no -cost time extension under Amendment No. 2. 5. On June 20, 2012, the BOCC approved Amendment No. 3 which modified many terms and conditions of the grant. CONTRACT/AGREEMENT CHANGES: The modifications include: (1) replacement of the cover letter, that included minor changes that were administrative in nature; (2) the Attachment D-1 Special Audit Requirements was deleted and replaced with Attachment D-2, Special Audit Requirements; and (3) Exhibit 1, behind D-2 was added. STAFF RECOMMENDATIONS: Approval TOTAL COST: INDIRECT COST: _ BUDGETED: Yes _No X DIFFERENTIAL OF LOCAL PREFERENCE: N/A COST TO COUNTY: SOURCE OF FUNDS: REVENUE PRODUCING: Yes X No AMOUNT PER MONTH Year _ m APPROVED BY: County Atty OMB/Purchasing Risk Management DOCUMENTATION: Included X Not Required DISPOSITION: AGENDA ITEM # Florida Department of Agriculture and Consumer Services Page 1 of 2 " Division of Adminstration r FDACS CONTRACT # ADAM H. PUTNAM CONTRACT AMENDMENT COMMISSIONER _ n 11522 Please Resoond l c Mari, Hermansor Office of Energy Florida Department of Agriculture and Consumer Services 600 S. Calhoun St.. Suite 251 Tallahassee. FL 32394-1300 June 19.2012 The Honorable Silvia Murphy County Mayor Monroe County Board of County Commissioners 1100 Simonton Street Kev. West. Florida 33040-3110 RE: Amendment of Contract # 17522 dated 11/09/10. This letter, upon execution by both parties and attachment to the original contract shall serve to amend said contract. The contract shall be amended as follows: I. Paragraph 4A is hereby deleted in its entirety and replaced with the following: The Grantee shall be eligible for reimbursement of allowable costs resulting from obligations incurred during the term of this Agreement. The Department shall reimburse the Grantee for allowable costs on a not more frequently than monthly cost reimbursement basis in an amount not to exceed $2.679.138.00 after receipt and approval by the Department's Grant Manager of satisfactory reports and documentation as required in this Agreement. The parties agree that the Grantee is responsible for providing a minimum match of $400,000.00 toward the project described in Attachment A. All cost sharing or match shall meet any applicable federal requirements. 2. Attachment A-2, Revised Grant Work Plan. is hereby deleted in its entirety and replaced with Attachment A-3. Revised Grant Work Plan, attached hereto and made a part of the Agreement. All references in the Agreement to Attachment A-2, Revised Grant Work Plan, shall hereinafter refer to Attachment A-3. Revised Grant Work Plan. 3. Attachment D-1, Special Audit Requirements is hereby deleted in its entirety and replaced with Attachment D-2, attached hereto and made a part of the Agreement. All references in the Agreement to Attachment D- l shall hereinafter refer to Attachment D-2. 1-800-HELPFLA WWW.FreshFromFlodda.com DACS-01086 Rev. 01111 FEWa• Florida Department of Agriculture and Consumer Services Division of Adminstration Page 2 of 2 A4 ADAM H. PUTNAM COMMISSIONER CONTRACT AMENDMENT NO OTHER PROVISIONS OF THIS CONTRACT ARE AMENDED OR OTHERWISE ALTERED BY THIS AMENDMENT. Mike Gresham Director of Administration Department of Agriculture and Co er Services (D -k)) - (Signature) David p R; c-P, Mayor (Title) ompanylCounty Commissioners ate MAL) L E CLEitk DEP11TY CLEPI0 MONROE COUNTY ATTORNEY PPR VED AS TO FORM: CHRISTI E M. LIMBERT-BARROWS ASSISTANT COUNTY ATTORNEY Date 1-800-HELPFLA DACS-01086 Rev. 01/11 www.FreshFromFlonda.com �. ATTACHMENT A-3 THIRD REVISED GRANT WORD PLAN FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES GRANT AGREEMENT NO. (ARS010) 17522 STATE OF FLORIDA GRANT ASSISTANCE PURSUANT TO AMERICAN RECOVERY AND REINVESTMENT ACT UNITED STATES DEPARTMENT OF ENERGY AWARDS A. PROJECT TITLE: Keys Energy Conservation Initiative B. PROJECT LOCATION: Monroe County, Florida C. PROJECT BACKGROUND: Monroe County will implement a comprehensive energy savings project, in partnership with the City of Key West. City of Marathon and Islamorada, Village of Islands, which will include several cross jurisdictional and individual community energy savings activities. The Grantee has identified eight projects to execute a wide assortment of energy savings activities which will benefit 96% of the Keys population. The activities include installation of solar water heaters, energy efficiency outreach and education, retrofitting sports lighting, retrofitting outdoor lighting, development of an Energy Efficiency and Conservation Strategy (EECS), energy audits, purchase of hybrid vehicles and replacement of street lighting poles. Affordable Residential Solar Water Heaters The Grantee, in partnership with Habitat for Humanity (H4H), will install or replace conventional hot water heaters with solar hot water heaters in low to moderate income households. Energy Efficiency Educational Video Communication and Outreach The Grantee will facilitate the production of a 15-minute video and a radio segment to highlight the Keys Energy Conservation Initiative 2010. The educational and outreach materials will be available on local government websites and television channels. The materials will be disseminated by CD, DVD and email. Additionally, the Grantee will hold 12 educational workshops for commercial and residential energy efficiency measures. Outreach components of this project will increase the number of Green Living and Education (GLEE) Certified Green Business Partnerships by 45 %. Retrofit Local Park Ball Field Lighting The Grantee will retrofit lighting in six public parks with new energy efficient light fixtures. The parks include the Clayton Sterling Sports Complex, Dewitt Roberts Softball Field, Rosa Hernandez Softball Field, George Mira Football Field, Nelson English Park and Pepe Hernandez Park. These parks are located in the City of Key West. City of Marathon Greenhouse Gas Emissions Inventory, Energy Audits and Outdoor Lighting Retrofit Phase 1: Greenhouse Gas (GHG) Emissions Inventory — The Grantee will select a consultant to conduct a greenhouse gas emissions inventory for the City of Marathon. A final report will document the results and recommended strategies for implementation. Phase 2: Energy Audits — The Grantee will hire a consultant to conduct community residential and commercial energy audits and an energy audit for City facilities in the City of Marathon. The results of the studies will be made available to residents and the business community. 2A. Implement an outreach program to reach approximately 10,000 residents including a rebate program to incentivize audit participation, direct mail through Florida Keys electric Cooperative utility statements (7600 residents), materials distributed at the City's "Birthday Celebration' event (2500 attendees), presentations a; 2 schools (450 students) and use of the City website and newspaper advertisements. Include a motivational flyer. Provide community educational activities to improve awareness of energy conservation efforts. Partner with the local utility company to add energy conservation benefits and resources. ATTACHMENT A-3 THIRD REVISED GRANT WORK PLAN Phase 3: Outdoor Lighting Retrofit — The Grantee will conduct an outdoor lighting retrofit for Sombrero Beach Road street lights and Marathon Community park lights. The contractor will retrofit 250 outdoor lights. EECS Development The Grantee will utilize technical assistance consulting services to assist a team of interdepartmental county staff members with the formulation of an energy efficiency, energy conservation and energy usage strategy. The strategy will identify the means to achieve goals, metrics for measuring progress, timelines for implementation, financing mechanisms and staff assignments. The EECS will ensure sustained benefits of the grant funds beyond the grant period. County Facilities Energy Audit and Retrofit The Grantee will implement energy efficiency measures, based upon audit findings, at four Monroe County facilities, located in Key West, with a total square footage of 197.823 and an annual energy cost of $534.019. An energy audit will allow the Grantee to develop base -line energy use and an in-depth report of quantifiable energy conservation recommendations to determine the most cost effective improvements and to ensure the best possible use of the retrofit funds. The building retrofits will emphasize efficiency and may include retrofit lighting, insulation, heating, ventilation and air-conditioning (HVAC) upgrades, training programs for operation and facility users and monitoring systems. In addition. 5 energy meters and 2 additional public outreach touchscreens will be installed at various county facilities. Hybrid Vehicle Purchase The Grantee will reduce GHG emissions by upgrading the County fleet with six hybrid electric vehicles which represents 10% of the administrative fleet. The vehicles will replace six conventional gas -powered vehicles. Replacement of Street Lighting Poles The Grantee will replace interior street lighting and security lighting in Founders Park and the Administrative & Public Safety Headquarters parking lot located within the park. This work will consist of stripping existing poles, removing current heads, inspecting each post for damage, repairing damage, preparing poles for new solar heads to be installed, adjusting and strengthening mounts, adding mounting brackets and installation of solar heads. Poles will be replaced as needed. In addition, new light poles will be installed at Founders Park Plantation Hammock Preserve, Plantation Tropical Reserve, and Library Parks. The parks to receive retrofits through this component of the project are located in lslamorada, Village of Islands. In total, 15 existing poles with the electric powered lighting will be retrofitted with solar powered lighting: 62 existing poles with electric powered lighting will be replaced with new poles and new solar powered light fixtures; and 9 new poles with solar powered fixtures will be installed. D. PROJECT OBJECTIVES: • Objective 1: To reduce power consumption within the county by procuring and installing residential solar water heaters in a minimum of 15 low or moderate income households. • Objective 2: To create an educational workshop for commercial and residential energy efficiency measures and a 15-minute video and radio segment to highlight the Keys Energy Conservation Initiative 2010. • Objective 3: To reduce power consumption within the county by procuring and installing energy efficient outdoor sports lighting in six public parks. • Objective 4: To reduce power consumption within the county by conducting a greenhouse gas emissions inventory, energy audits, an outreach program, development of a sustainability climate plan and installation of 250 outdoor lighting retrofits for the City of Marathon. • Objective 5: To reduce fossil fuel emissions in transportation, building, and other applicable public and private sectors by developing and implementing an Energy Efficiency and Conservation Strategy. • Objective 6: To reduce power consumption within the county by implementing energy efficiency measures as recommended by an energy audit of four county facilities. ATTACHMENT A-3 THIRD REVISED GRANT WORK PLAN • Objective 7: To reduce GHG and energy consumption within the county by upgrading the county vehicle fleet with hybrid electric vehicles. • Objective 8: To reduce the annual power consumption within the county by procuring and installing 86 solar powered light emitting diode (LED) light fixtures and 71 street lighting poles. E. PROJECT DESCRIPTION: The Grantee has identified eight project(s) that will greatly reduce power consumption therefore reducing utility charges and equipment maintenance fees. The following tasks will be performed in order to meet the project objectives outlined above. Task l - Affordable Residential Solar Water Heaters (Objective 1): • Task la: Select a vendor following the procurement procedures outlined in 10 CFR 600. for solar water heater purchase and installation • Task lb: Coordinate with H4H to establish an eligible homeowner application • Task lc: Select a vendor or vendors, negotiate and execute contract(s) • Task lc: Oversee installation of solar water heaters in a minimum of 15 qualified affordable homes • Task ld: Submit a report to the Department including photographs of the installed solar water heaters, estimated energy reduction, a list of applicants and invoices from the Contractor. Task 2 - Energy Efficiency Educational Video Communication and Outreach (Objective 2): • Task 2a: Execute a contract with Environmental Education Foundation • Task 2b: Develop video content • Task 2c: Produce video, upload to county website and provide to local governments for distribution • Task 2d: Produce radio segment for Radio Green Earth show • Task 2e: Coordinate educational outreach technical assistance workshops for businesses and residents • Task 2f. Increase the number of GLEE Certified Green Business partnerships by 45% • Task 2g: Submit a copy of all educational materials and video to the Department documenting the energy efficiency conservation messages of the project Task 3 - Retrofit Local Park Ball Field Lighting (Objective 3): • Task 3a: Select a vendor following the procurement procedures outlined in 10 CFR 600, to install ballpark lighting • Task 3b: Oversee installation of ballpark lights in six public parks • Task 3c: Submit a report to the Department including photographs of the installed lighting, utility bills documenting energy reduction, and invoices from the contractor Task 4 - Greenhouse Gas Emissions Inventory, Energy Audits and Outdoor Lighting Retrofit (Objective 4): • Task 4a Select a vendor following the procurement procedures outlined in 10 CFR 600, 1) a greenhouse gas emissions inventory, 2) a community energy audit and 3) city energy audits • Task 4b: Select a vendor following the procurement procedures outlined in 10 CFR 600, to install outdoor lighting • Task 4c: Define scope of work to identify audit needs • Task 4d: Conduct site inspections • Task 4e: Complete data gathering and analysis for completion of 100 audits • Task 4f: Outreach program aimed to reach approximately 10,000 residents, including, but not limited to: a rebate rewards program to incentive audit participation, direct mail through the Florida Keys Electric Cooperative utility statements (7600 residents), materials distributed at City's `Birthday Celebration' (approximately 2500 attendees). presentations at two schools (450 students), use of the City's website and newspaper advertisements. • Task 4g: Oversee installation of_'50 outdoor lights • Task 4h: An audit report will be created to establish baseline emissions inventory for a base year and for a forecast year to identify emissions reduction targets for the forecast year and identify recommended actions, policies and measures • Task 4i: Submit the final audit report to the Department and photographs of the installed lighting, utility bills documenting energy reduction, and invoices from both the manufacturer and the installer ATTACHMENT A-3 THIRD REVISED GRANT WORK PLAN Task 5 - EECS Development (Objective 5): • Task 5a: The Grantee will develop a scope of work for the EECS • Task 5b: Select a vendor following the procurement procedures outlined in 10 CFR 600. for a technical assistance consultant to assist with plan development and data • Task 5c: Develop EECS for county facilities and operations including energy efficiency, energy conservation and energy usage goals • Task 5d: Develop a greenhouse gas emission inventory for community facilities. • Task 5e: Provide the Department with an electronic copy of the EECS Task 6 — County Facilities Energy Audit and Retrofit (Objective 6): • Task 6a: Select a vendor following the procurement procedures outlined in 10 CFR 600, for an engineering firm to conduct Grade Energy Audits for four county facilities located in Key West • Task 6b: Create a scope of work and construction bid documents based on energy audit findings and select a vendor. • Task 6c: Implementation and installation of energy efficiency measures as approved by the Department and recommended in the audit report, plus 5 additional energy meters and ? public outreach touchscreens. • Task 6d: Submit a report to the Department including the audit report, photographs of the installed systems, utility bills documenting energy reduction, and invoices from both the manufacturer and the installer Task 7 - Hybrid Vehicle Purchase (Objective 7): • Task 7a: Purchase up to six hybrid vehicles (and manuals) following the procurement procedures outlined in 10 CFR 600. • Task 7b: Finalize purchase of vehicles • Task 7c: Paint and/or decal vehicles to increase awareness of alternative fuel vehicles • Task 7d: Conduct a training workshop for drivers and maintenance staff • Task 7e: Submit a report to the Department including photographs of the hybrid vehicles, records of savings and invoices Task 8 - Replacement of Street Lighting Poles (Objective 8): • Task 8a: Identify and designate locations for new light poles • Task 8b: Select a vendor following the procurement procedures outlined in 10 CFR 600, for electrical/construction contractors to retrofit 15 existing poles with new solar powered light fixtures and replace 71 existing poles and electric light fixtures with new poles and new solar powered light fixtures. • Task 8c: Obtain quotes and advertise for the purchase of 86 solar powered light fixtures and 70 replacement light poles. • Task 8d: Identify existing underground utilities and mark sites for new poles • Task 8e: Award contract for the purchase and installation of 86 solar powered light fixtures and 71light poles. • Task 8f: Installation of new light poles and fixtures. • Task 8g: Submit a report to the Department including photographs of the installed street lighting poles, utility bills documenting energy reduction, and invoices from the installer ATTACHMENT A-3 THIRD REVISED GRANT WORK PLAN F. PROJECT MILESTONES/DELIVERABLES/OUTPUTS: The tables below identify the month of the project each task will start and be accomplished for all eight components of the Keys Energy Conservation Initiative. 1. Affordable Residential Solar Water Heaters No. Task/Activity Description Deliverables/ Outputs Start Deadline Month Month 1 Select a vendor(s) following the procurement procedures outlined in 10 CFR 600, for solar water Submit RFP to Department Month 5 Month 12 heater purchase and installation 2 Develop application for eligible Submit application to Department Month 6 Month 12 homeowners 3 Oversee installation of solar water Contract(s) executed for installation and heaters in minimum of 15 homes materials purchased. Copies of invoices Month 6 Month 16 sent to the De artment 4 Final Report Submit a report including photographs June 30. of the installed water heaters estimated Month 18 2012 ener savin s and invoices 2. EnerQv Efficiencv Educational Video Communication and Outreach No. Task/Activity Description Deliverables/ Outputs Start Deadline Month Month 1 Execute contract with Contract approved an signed by Board of Environmental Education County Commissioners Month 5 Month 6 Foundation 2 Develop content and produce Submit outline of content to Department energy educational video and place on County website Month 7 Month 9 3 Produce radio segment Radio segment broadcasted Month 3 Month 12 4 Coordinate 12 technical Green Training workshops and public Business Partnership workshops educations sessions documentation Month 10 Month 16 for business and residents through GLEE. 5 Final Report Submit a report including materials Month 18 June 30, created. 2012 3. Retrofit Local Park Ball Field Lighting No. Task/Activity Description Deliverables/ Outputs Start Deadline Month Month 1 Solicit Request For Bids for Contractor selected for installation of ballpark lighting lighting Month 1 Month 6 2 Oversee installation of ballpark Lighting installed in six public parks lights Month 6 Month 11 3 Final Report Submit a report including photographs of the light retrofit. utility bills and invoices Month 11 June 0. 2012 4. Greenhouse Gas Emissions Inventorv. Ener", Audits and Outdoor No. I Task/Activity Description I Deliverables/ Outputs I Start I Deadline Month Month ATTACHMENT A-3 THIRD REVISED GRANT WORD PLAN Select a vendor following the procurement procedures outlined in 10 CFR 600: Submit RFP to Department or 1) a greenhouse gas emissions inventory, select vendor from State contract Month 1 Month 4 2) a community energy audit and list outreach program and 3) city energy audits 2 Select a vendor following the Submit proposed vendor to procurement procedures outlined in 10 Department Month 2 Month 4 CFR 600, for outdoor lighting installation 3 Sien contract with consultants Consultants selected to conduct GHG inventory, community Month 4 Month 5 energy audit and city energy audit 4 Define scope of work and identify audit Submit scope of work to needs Department Month 5 Month 8 5 Site inspections. measurements and data Consultant will draft final report analysis for City approval Month 8 Month 14 6 Oversee installation of outdoor lighting 250 outdoor lights installed Month 10 Month 14 7 1 Final Report Final audit reports submitted to Month 15 1 June 30, 1 Department 2012 5_ RF.CS Develnnment No. Task/Activity Description Deliverables/ Outputs Start Month Deadline Month 1 Develop scope of work for EECS Scope of work complete Month 1 Month 3 2 Select a vendor following the procurement Consultant assisted with plan procedures outlined in 10 CFR 600, for a development and data gathering Month 6 Month 6 technical assistance consultant to assist with plan development and data 3 Develop EECS for county facilities and EECS adopted by Board of operations including energy efficiency, County Commissioners Month 7 Month 16 energy conservation and energy usage goals 4. Develop a greenhouse gas emission Summary Report Month May, inventory of county and community facilities 16 2012 5. Final Report Final EECS submitted to Month June 30. Department 18 2012 6. County Facilities EnerLn, Audit and Retrofit No. Task/Activity Description Deliverables/ Outputs Start Deadline Month Month 1 Select a vendor following the procurement procedures outlined in 10 CFR 600, for an Agreement signed and approve engineering film to conduct Grade Energy by Board of County Month 2 Month 2 Audits for four county facilities located in Commissioners Key West 2 Conduct energy audit Detailed investment grade audit Month 3 Month 4 submitted to County 3 1 Define scope of work for retrofits as Submit scope of work to Month 6 Month 7 recommended in energy audit Department ATTACHMENT A-3 THIRD REVISED GRANT WORK PLAN 4 1 Advertise for. select contractor and Board of County Commissioners Month 8 Month 9 execute contract for facilityretrofits approval and execution 5 Complete installation of energy efficiency Installation documentation retrofits, plus additional energy meters and complete Month 9 Month 18 public outreach touchscreens. 6 Complete measurement and verification Energy saving calculations Month 17 Month 18 documented 7 Final Report Submit a final report to include June 0. evidence of energy savings as a Month 19 20122 result of the suer audit 7_ Nvhrid Vehicle Purchase No. Task/Activity Description Deliverables/ Outputs Start Month Deadline Month 1 Prepare purchase order for six hybrid Vehicles ordered June 30, vehicles following the procurement Month 6 2012 procedures outlined in 10 CFR 600. 2 Finalize purchase of vehicles and arrival Vehicles arrive Month 8 June 30, 2012 3 Paint and decal vehicles Vehicles painted and decaled to May 30, increase awareness of alternative Month 9 2012 fuel vehicles 4 Conduct a training workshop for drivers Workshops and training completed Month 10 May 30, and maintenance staff 2012 5 Final Report Submit a report to the Department including photographs of the Month 12 June 30, hybrid vehicles, records of savings 2012 and invoices 8. ReDlacement of Street Liehtine Poles No. Task/Activity Description Deliverables/ Outputs Start Deadline Month Month 1 Advertise for a vendor following the Request For Proposals Issued procurement procedures outlined in 10 CFR 600. for contractor to retrofit Month 1 Month 6 16 existing poles and fixtures and replace 70 poles and fixtures. '_ Obtain bids for the purchase and Contractor selected installation of solar powered light Month 4 Month 6 fixtures and poles 3 Identify existing underground Sites prepared for installation Month 6 Month 7 utilities and mark sites for new poles 4 Installation of new and retrofitted Light poles and fixtures installed Month 6 Month 10 light polesand fixtures 5 Final Report Submit a report to the Department including photographs of the installed Month 10 June 30. street lighting poles, fixtures, utility 2012 bills and invoices ATTACHMENT A-3 REVISED GRANT WORK PLAN G. PROJECT BUDGET The budget below summarizes the project by Funding Category. All dollar amounts are rounded to the nearest whole dollar value. Cost Share: Matching Funds and Other In -Kind Contributions Funding Source of Funds Funding Category Grant Funds Monroe County, Habitat for Humanity, 1. Salaries $75.219.00 $196,063.00 OF/GITF. City of Key West GR, City of Marathon GR, UF, Islamorada GR 2. Fringe Benefits $23,318.00 $50.266.00 Monroe County, UF, City of Key West GR, Islamorada GR 3. Travel (if authorized) $0.00 $30.00 Monroe County Monroe County, Habitat for Humanity, Green 4. Supplies/Other Expenses S21,750.00 $4,045.00 Living and Energy Education Inc, City of Key West GR, Islamorada GR 5. Equipment $167.316.00 $0.00 6. Contractual Services $2,391,535.00 $149.596.00 Monroe County, KEYS Energy, City of Marathon GR, Cameron -Cole LLC 7. Indirect (if authorized) $0.00 S0.00 N/A Total Project Budget $2.679.138.00 $400,000.00 Total Project Cost $3,079,138.00 = Grants Funds + Cost Share Cost Share Percentage 12.99% = Cost Share / Total Project Cost H. TOTAL BUDGET BY TASK: The project budget below summarizes the project by Project Task. Project Tasks correspond to the "Project Description" section. A h do llarto value. Cost Share: Matching Funds and Other In -Kind Contributions Matching Project Task Grant Funds Funds Source 1 Complete Residential Solar $82300.00 $8,024.00 Monroe County, Habitat for Humanity Water Heater Com lete Ener_ Education OF/GITF, Monroe County, Green Living 2 and Outreach $30,000.00 S62,498.00 and Energy Education, Inc, Environmental Education Foundation 3 Complete Ball Park Light $744.790.00 $80.573.00 City of Key West, KEY Energy Retrofit 4 Complete GHG Inventory, $400,000.00 $78.392.00 City of Marathon Audit and Lighting Complete EECS and GHG $25,000.00 $84,344.00 UF, Monroe County, Cameron -Cole LLC Inventory 6 Complete County Facilities $787,700.00 $42,836.00 Monroe County Audit and Retrofit 7 Complete Purchase of Hybrid $177,066.00 $1,495.00 Monroe County Vehicles 8 Complete Solar Park Lighting $333,745.00 $27,505.00 Islamorada 9 Ongoing Project Admin and $98,537.00 $14,333.00 Monroe County Reporting Totals: $2,679,138.00 1 $400.000.00 Total Project Cost: $3,079,138.00 = Grant Funds-+ Cost Share ATTACHMENT A-3 REVISED GRANT WORK PLAN I. BUDGET DETAIL: Using, the definitions provided below, the detailed, line -item budget clarifies the Budget Summary shown in Section G. Budget Category Sub -Totals have been rounded to the nearest whole dollar value. Up to 10% of grant funds may be used for administrative costs, excluding the cost of meeting reporting requirements of the program. Administrative costs are defined as: allowable, reasonable, and allocable Direct and Indirect costs related to overall management of the awarded grant (including travel). For each budget line -item, the appropriate column identifies if the cost is: 1) Grant or Match. 2) a Direct cost used to calculate Indirect Costs (if approved) and 3) whether the cost is Administrative in nature. A description of what is required for each budget category is as follows: 1. Salaries - Identify the persons to be compensated for work on this project by name (if known), position, and title. Show the hourly cost and total hours to be charged for each person or position. Divide annual salaries by 2080 hours and nine month academic salaries by 1560 hours, to find the hourly rate. 2. Frinue Benefits - Multiply the rate by the total salaries to which fringe benefits apply. If the rate is variable, explain and show calculations. 3. Travel - List trips by their purpose and/or destination. Indicate the number of days for each trip. The Department will only reimburse for travel at the appropriate State of Florida rate (Section 112.061, Florida Statutes), using the forms referenced in Attachment B, Payment Request Summary Form. Be prepared to provide the Department with details on costs utilized to calculate the "Amount Budgeted" for each trip. 4. Supplies & Other Expenses - List expendable supplies by category description, unit costs and quantity. List other expenses not included in any of the above categories. Examples would be printing, copying, postage. communications, etc. Non - expendable equipment valued at less than $1.000 may be listed also. Include only expenses directly related to the project, not expenses of a general nature. For Match only, list costs related to donated real property such as land (not to exceed the fair market value of the property). 5. Equipment - List non -expendable personal property/equipment valued at $1,000 or more by description, unit cost, and quantity. Computers and data-processing equipment should be described in detail. 6. Contractual Services - Subcontractors should provide the same information required by this budget table, with the following exceptions: (a) when professional services are provided at a pre-existing approved rate or fee shown on the budget; or (b) the subcontract is to be obtained competitively. For either (a) or (b), show an estimated maximum amount. 7. Indirect Costs/Ra►c • Indirect Costs are not authorized. 8. Total Budget Cateyon Show the total of all line -items within a Budget Category. Q. Total Budget - Show the total of all categories. 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MEASURES OF SUCCESS: In the Final Report, the Grantee shall address how the project objectives were accomplished. • Accomplish a reduction in energy consumption through, a minimum of, 15 residential solar water heaters. 96 solar powered LED street lighting retrofits i replacements and 6 energy efficient sports lighting retrofits. • Complete educational workshops for commercial and residential energy efficiency measures and a 15-minute video and radio segment to highlight the Keys Energy Conservation Initiative 2010. • Accomplish a reduction in fossil fuel emissions in transportation, building, and other applicable public and private sectors by developing and implementing an Energy Efficiency and Conservation Strategy and the purchase of six hybrid vehicles. • Accomplish a reduction in Energy consumption by conducting a GHG inventory, energy audits. retrofitting 250 outdoor lighting retrofit and preparing a sustainability climate action plan. Grant Agreement No. 17522 [formerly ARS0101. Amendment No. 3. Page 1 FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES GRANT AGREEMENT NO. 17522 ATTACHMENT D-2 SPECIAL AUDIT REQUIREMENTS STATE OF FLORIDA GRANT ASSISTANCE PURSUANT TO AMERICAN RECOVERY AND REINVESTMENT ACT UNITED STATES DEPARTMENT OF ENERGY AWARDS The administration of resources awarded by the Florida Energy and Climate Commission (hereinafter referred to as the "Commission") to the recipient (hereinafter referred to as the "grantee" or "recipient"), may be subject to audits and/or monitoring by the Commission, as described in this attachment. MONITORING In addition to reviews of audits conducted in accordance with OMB Circular A-133 and Section 215.97, F.S., as revised (see "AUDITS" below), monitoring procedures may include, but not be limited to, on -site visits by Commission staff, limited scope audits as defined by OMB Circular A-133, as revised, and/or other procedures. By entering into this Agreement, the recipient agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the Commission. In the event the Commission determines that a limited scope audit of the recipient is appropriate, the recipient agrees to comply with any additional instructions provided by the Commission to the recipient regarding such audit. The recipient further agrees to comply and cooperate with any inspections, reviews, investigations or audits deemed necessary by the Chief Financial Officer or Auditor General. AUDITS PART 1: FEDERALLY FUNDED This part is applicable if the recipient is a State or local government or a non-profit organization as defined in OMB Circular A-133, as revised. 1. In the event that the recipient expends $500,000 or more in Federal awards in its fiscal year, the recipient must have a single or program ;Specific audit conducted in accordance with the provisions of OMB Circular A-133, as revised. In determining the Federal awards expended in its fiscal year, the recipient shall consider all sources of Federal awards. The determination of amounts of Federal awards expended should be in accordance with the guidelines established by OMB Circular A-133, as revised. An audit of the recipient conducted by the Auditor General in accordance with the provisions of OMB Circular A-133. as revised, will meet the requirements of this part. In connection with the audit requirements addressed in Part I, paragraph 1. the recipient shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133, as revised. 3. If the recipient expends less than $500,000 in Federal awards in its fiscal year, an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, is not required. In the event that the recipient expends less than $500,000 in Federal awards in its fiscal year and elects to have an audit conducted in accordance with the provisions of OMB Circular A- 133, as revised, the cost of the audit must be paid from non -Federal resources (i.e., the cost of such an audit must be paid from recipient resources obtained from other than Federal entities). 4. The recipient may access information regarding the Catalog of Federal Domestic Assistance (CFDA) via the internet at httn:f, 12.46.245.173rof&cfda.html. Gmnt Agreemmt No. ARS010. Page 44 of 65 FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES GRANT AGREEMENT NO. 17522 PART II: STATE FUNDED This part is applicable if the recipient is a nonstate entity as defined by Section 215.97(2)(m). Florida Statutes. 1. In the event that the recipient expends a total amount of state financial assistance equal to or in excess of $500.000 in any fiscal year of such recipient, the recipient must have a State single or project -specific audit for such fiscal year in accordance with Section 215.97, Florida Statutes; applicable rules of the Department of Financial Services; and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor General. In determining the state financial assistance expended in its fiscal year, the recipient shall consider all sources of state financial assistance, including state financial assistance received from the Commission, other state agencies and other nonstate entities. State financial assistance does not include Federal direct or pass -through awards and resources received by a nonstate entity for Federal program matching requirements. In connection with the audit requirements addressed in paragraph 1, the recipient shall ensure that the audit complies with the requirements of Section 215.97, Florida Statutes. This includes submission of a financial reporting package as defined by Section 215.97(2), Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor General. If the recipient expends less than $500,000 in state financial assistance in its fiscal year, an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, is not required. In the event that the recipient expends less than $500,000 in state financial assistance in its fiscal year, and elects to have an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, the cost of the audit must be paid from the non - state entity's resources (i.e., the cost of such an audit must be paid from the recipient's resources obtained from other than State entities). The recipient must include the record keeping requirements found herein in subcontractor agreements entered into for work required under terms of this Agreement. In the executed subcontract, the recipient shall provide each subcontractor of state financial assistance the information needed by the subcontractor to comply with the requirements of Section 215.97, Florida Statutes. Pursuant to Section 215.97, Florida Statutes, the recipient shall review and monitor subcontractor audit reports and perform other procedures as specified in the agreement with the subcontractor, which may include onsite visits. The recipient shall require subcontractors, as a condition of receiving state financial assistance, to permit the independent auditor of the recipient, the Commission, the Chief Financial Officer, the Chief Inspector General and the Auditor General access to the subcontractor's records and independent auditor's working papers as necessary to comply with the requirements of Section 215.97, Florida Statutes. For information regarding the Florida Catalog of State Financial Assistance (CSFA), a recipient should access the Florida Single Audit Act website located at httDs:/,,avPs.f1dfs.com/f9aa for assistance. In addition to the above websites, the following websites may be accessed for information: The Florid Legislature's Website at littm, www.ieiz.state.fl.us/Welcome/index cfm. the State of Florida's website at http:i/www.mvflorida.com,, the Department of Financial Services' Website at httv:;; www.fldfs.com1 and the Auditor General's Website at htty: ,Nvww.state.fl.usiaudaen. PART III: REPORT SUBMISSION Copies of reporting packages for audits conducted in accordance with OMB Circular A-133, as revised, and required by Part I of this Attachment shall be submitted, when required by Section .320 (d), OMB Circular A-133. as revised, by or on behalf of the recipient directly to each of the following: A. The Florida Energy and Climate Commission at the following address: Audit Director or Grant Manager Florida Energy and Climate Commission Executive Office of the Governor 600 South Calhoun Street, Suite 251 Tallahassee, FL 32399-0001 Grant Agreement No. ARS010, Page 45 of 65 FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES GRANT AGREEMENT NO, 17522 B. The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (the number of copies required by Sections .320 (d)(1) and (2). OMB Circular A-133. as revised, should be submitted to the Federal Audit Clearinghouse), at the following address: Federal Audit Clearinghouse Bureau of the Census 1201 East loth Street Jeffersonville, IN 47132 C. Other Federal agencies and pass -through entities in accordance with Sections .320 (e) and (f). OMB Circular A-133, as revised. 2 Pursuant to Section .320(f), OMB Circular A-133, as revised, the recipient shall submit a copy of the reporting package described in Section .320(c), OMB Circular A-133. as revised, and any management letters issued by the auditor, to the Commission at the following address: Audit Director or Grant Manager Florida Energy and Climate Commission Executive Office of the Governor 600 South Calhoun Street, Suite 251 Tallahassee. FL 32399-0001 3. Copies of financial reporting packages required by PART II of this Attachment shall be submitted by or on behalf of the recipient dir' ectly to each of the following: A. The Florida Energy and Climate Commission at the following address: Audit Director or Grant Manager Florida Energy and Climate Commission Executive Office of the Governor 600 South Calhoun Street. Suite 251 Tallahassee, FL 32399-0001 B. The Auditor General's Office at the following address: State of Florida Auditor General Room 401, Claude Pepper Building 111 West Madison Street Tallahassee, Florida 32399-1450 RECORD RETENTION The recipient shall retain sufficient records demonstrating its compliance with the terms of this Agreement for a period of five years from the date the audit report is issued and shall allow access to such records upon request by the Commission or its designee, Chief Financial Officer or Auditor General. The recipient shall ensure that audit working papers are made available to the Commission or its designee, Chief Financial Officer or Auditor General upon request for a period of three years from the date the audit report is issued, unless extended in writing by the Commission. Grant Agreement No. ARSO10. Page 46 of 65 O O 6. 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