Agenda 06/28/2011 Item #16E 5
6/28/2011 Item 16.E.5.
EXECUTIVE SUMMARY
Recommendation to approve a modification to the budget of the Energy Efficiency and
Conservation Block Grant (EECBG) funded by the American Recovery and Reinvestment Act
(ARRA) funding, authorize the County Manager, or his designee, to reallocate the funding within
the Board approved grant budget as necessary, and authorize the necessary budget amendments.
The proposed modification reallocates budgeted funds from a traffic signalization activity
and administrative costs to complete lighting retrofits in several county buildings.
OBJECTIVE: To allow the reallocation ofEECBG funds within the approved grant amount.
CONSIDERATIONS: On February 17, 2009, Congress passed the American Recovery and
Reinvestment Act (ARRA) and on March 26. 2009 the United States Department of Energy
(DOE) designated $3,036,000 to Collier County. The funded projects represent a mixture of
lighting and electrical improvements, mechanical improvements, renewable energy and planning
initiatives. The EECBG was accepted by the Board of County Commissioners on September 29,
2009. Modifications were subsequently approved on April 27,2010 and February 8, 2011 to
reallocate funds within the approved grant amount as a result of changes to project activities.
-
As the grant has progressed, cost savings have occurred in some projects, while other projects
have realized additional needs. The proposed modification reallocates budgeted funds from a
traffic signalization activity and administrative costs to complete lighting retrofits in several
county buildings. DOE has approved this approach as a minor budget revision, for which there
are no required documents for signature and only a revised SF424 budget fonll is required.
The following table identifies project status and recommended reallocations of funding.
'., '\'(,: ' . Approved Increase! Revised : '... , '. ;1"
.. ,;' Proiecf ',.' Buct2et Decrease Bud2et Exolanation ...'
, All projects are underway. Due to a change in another
I
Facilities i project, funds are available to complete several lighting
Management Energy I efficknt projects in county buildings with an estimated
Efficiencv Retrofits $601,686.00 $38.453.03 $640.139,03 amount of$38.853.
Parks and
Recreation Green No change. Project will be complete this summer.
Lighting System
Retrofits $1.066.580.12 $0,00 $1.066.580.12
PUD Energy ! No change. Project is complete.
Savings Retrofits $209.076,58 $0.00 $209.076,58
Traffic Signalization I ! A p01tion of funds is no longer needed and cannot be
I I
lmorovements $421.887.84 ($22.539.031 i $399.,;\48.81 I obligated in the time frame remaining for the grant.
i i No change to the total. however. minor changes are being
I ! made within the total allocated amount to reflect actual
I
Master Mobility I i project costs and costs associated with the remainder of
I
Plan $597.312.00 $0.00 I $597.312.00 , tasks.
Green Building I o 1 $33.310.90 I
Codes Inspection Minor change to reflect finfll project costs.
Trainino ProPT3m $33.310.90
Administration $106.147.00 ($15.914.001 $90.233.00 Change to cover increases to other projects.
..-
Packet Page -1160-
6/28/2011 Item 16.E.5.
I Total
$3.036,000 I
$ 0 I $3.036,000 I
If the DOE determines that a formal amendment to the grant agreement is necessary, it will be
provided to the BCC for approval.
FISCAL IMPACT: Modification of the grant budget requires an amendment of the budget for
Fund 725, Project 33062. This action will not change the total amount allocated to Collier
County. but will only result in a reallocation of funds to other activities within the grant as
permitted by DOE.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office,
requires majority vote. and is legally sufficient for Board action. - JBW
GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management Plan.
RECOMMENDATION: Recommendation that the Board of County Commissioners authorizes
the County Manager. or his designee. to reallocate the funding within the Board approved grant
budget as necessary and authorizes the necessary budget amendments.
Prepared By: Marlene Foord, Gram Coordinator
Attachments:
. Email communication about modification from US Department of Energy
. Revised SF424A Grant Budget
~
Packet Page -1161-
6/28/2011 Item 16.E.5.
COLLIER COUNTY
Board of County Commi55ioners
Item Number: 16.E.5.
Item Summary: Recommendation to approve a modification to the budget of the Energy
Efficiency and Con5ervation Block Grant (EECBG) funded by the American Recovery and
Reinvestment Act (ARRA) funding, authorize the County Manager, or his designee, to reallocate
the funding within the Board approved grant budget as necessary, and authorize the necessary
budget amendments.
Meeting Date: 6/28/2011
Prepared By
Name: FoordMarlene
Title: Grant Development & Mgmt Coordinator, Grants
6/10/20115:18:45 PM
Approved By
Name: SmithKristen
Title: Administrative Secretary.Risk Management
Date: 6/15/201 13:26:17 PM
Name: WhiteJennifer
Title: Assistant County Attomey,County Attorney
Date: 6/15/201 I 3:54:39 PM
Name: FoordMarlene
Title: Grant Development & Mgmt Coordinator, Grants
Date: 6/15/20113:59:21 PM
Name: PriceLen
Title: Administrator - Administrative Services,
Date: 6/15/20114:13:39 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 6/16/2011 10:,14:20 AM
Name: StanleyTherese
Packet Page -1162-
Title: ManagementfBudget Analyst, Senior,Office of Management & Budget
Date: 6/1 7/2011 1: 15 :34 PM
Name: Klatzkow.leff
Title: County Attorney,
Date: 6/20/20 II 11 :32:37 AM
Name: IsacksonMark
Title: Director-Corp Financial and Mgmt Svs,CMO
Date: 6/20/201 I 2:11 :23 PM
Packet Page -1163-
6/28/2011 Item 16.E.5.
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6/28/2011 Item 16.E.5.
Activity
Activity Cost
Admini Portion
Facllffies Managerrent Energv ETficiency Retronts $665,510.00 $ 24.388 $689.897.98
Parks and Recreation Green lighting S}5lem Retrofits $779,904.00 $ 28,580 $808,484.0"
Public Utilities Energy:;avmgs Retrofits $209,077.00 $ 7.662 $216,/38.74
Public Utilities Rene~le Energy Solar Photovoltaic Panels $160,084.00 $ 5,866 $165,950.3
Traffic Sionalization ImproveIrellts $543,000.00 $ 19,899 $562,898.54
CollierLOunty Mooter Mobility Plan $529.182.00 $ 19.392 $548,574.1/
Green Building Codes Inspection Training Program l41,921.00 $ 1,536 l43,457.2.1
Admin
Grant
Admin Percent of T ola!
$ 107,323,00 $
$ 2,928,67700
3.6646%
107,323 $3,036,001.04
Packet Page -1167.
6/28/2011 Item 16.E.5.
From: Holman, Jennifer [jennifer.holman@go.doe.gov]
Sent: Wednesday, June 15, 2011 1:28 PM
To: FoordMarlenei ThomasJoshuai Fields, Michael
Subject: Fw: Update on Reallocation
Not a scope change.
You are free to move forward.
This message was sent from
a Blackberry Handheld Device
*********************~*****
Golden Field Office
O~iginal Message -----
Fro~: Reynolds, Deborah
Sent: Wednesday, June 15, 2011 10:51 AM
To: Holman, Jennifer; Fields, Michael
Subject: RE: Update on Reallocation
Jenn,
It sounds like they will be moving funds to a project that was already
approved, so that is not a
scope change. They have the 10~, waiver to move funds without prior
approval also.
Thanks,
Debbie Reynolds
Grants & Agreements Specialist
U. S. Dept. of Energy
Golden Field Offlce
303-275-4913 Phone
303-275-4754 Fax
deborah.reynolds@go.doe.gov
-----Original Message-----
From: Holman, Jennifer
Sent: Wednesday, June 15, 2011 10:41 AM
To: Reynolds, Deborah; Fields, Michael
Subject: Fw: Update on Realloca~ion
Quick question for you. Collier county, fl has excess funds as project
costs have corne under
budget. They would like to do additional lighting projects under their
exisiting activi~y. Do you
think this is a scope change?
Please advise.
Thanks,
Jenn
Packet Page -1168-
6/28/2011 Item 16.E.5.
This message was sen~ from
a Blackberry Handheld Device
**~************************
Golden Field Jfflce
O~iginal Message ~----
Frorr: FoordMa~lene [mailto:MarleneFoord@colliergov.ne~}
Sen~: Tuesday, June 14, 201: 03:45 PM
~o: Holman, Jennifer; ThomasJoshua <JoshuaThornas@colliergov.net>
Cc: Fields, Michael
Subjec~: RE: Update on Rea~locatio~
Hi Jennifer,
Here is what we have so far for our modi=ication. The draft SF424 is
attached, along with ~he
Activity Worksheets ~hat are affected by this change. To summarize the
changes, we would like
~c shift a total 0: $38,453.~9 IS15,914 from Admi~istration/Activi~y 9
and $22,539.19 from
Traffic/Activity 5) to Facili~ies Managemen~/Activity 1. Facilities
Management has iden~ified
some ~uick and effectlve lighting projec~s ~ha~ ca~ be completed within
the ~imeframe an? they
are moving qcick~y toward being ready to ob:igate Lhe funds.
As a result, we have a~tached revised activity worksheets fer:
Activi::y .1
amount
Activl:Y
Activity
identifies the lighti~g projects and reflects the increased
5 - reflects
9 - reflects
the
the
decreased amount
decreased amount
We also took the opportunity to scrutinize remaining funds budgeted for
other projects where
funds were unobligated - ~aster Mobi~ity/Activity 6 and
Admini5tra~ion/Activity 9 and have
identified how those remaini~g fGnds wi~l be obligated and spent. In
doing 58, we have
sugges~ed a few changes between Ob=ect Class Categories, as you can see
on the SF424.
Although ttis does not change the botto~ line for the Master Mobility
Activity (still same
allocation of $597,312), i~ does change how some will be spent and
increased contractual by
$10,352.10. We wi:l alsG hav~ at ~east or;e CGntractor spyeadsheet ~o send
your way for that
Activity once they get ~~ lined up.
: am working on the budget jcstification =or all of this now.
Please let me know ~f you have any quest~ons.
deadline for obliga~ion
Slnce we have the August
Packet Page .1169.
6/28/2011 Item 16.E.5.
of funds, the sooner we know that we can move forward, the better.
Thanks.
Marlene
-----Original Message-----
From: Holman, Jennifer [rnailto:jennifer.holman@go.doe.gov]
Sent: Thursday, June 09, 2011 1:56 p~
To: ThomasJoshua
Cc: FoordMarlene; Fields, Michael
Subject; RE: Update on Reallocation
Thanks Josh - that sounds good!
Talk to you all soon!
Jenn
-----Original Message-----
From: ThomasJoshua [mailto:JoshuaThomas@colliergov.net]
Sent: Wednesday, June 08, 2011 8:14 AN
To: Holman, Jenn~fer
Cc: FoordMarlenei Fields, Michael
Subject: Upda~e on Reallocation
Good morning Jennifer,
Our administrator, Len Price sent a letter to the Transportation
Administrators yesterday and as a result, we confirmed that the traffic
staff will not be using the money they have left over fo~ a project and
we are able to realloca~e it to another area. We have a little of
$38,000 to reallocate and there are some internal processes we need to
go through (Board approval) to offi=ially tra~sfer the money to other
projects.
It is my unders~anding from our conference call on Monday and from
previous modifications that you will need us to send you a revised
SF-424 form, and an updated activity worksheet ~ha~ shows the new amount
and an updated scope o~ wo~k.
It is very likely that the money will go to the Fa=ilities Management
Packet Page -1170-
6/28/2011 Item 16.E.5.
Depar~ment as Skip has a long list of projects tha~ they could use the
money for. They will be using new contractors and will go through a
formal RFQ process with ~he help of our Purchasing Department. We have
asked ~hat Facilities Managemen~ give us a proposal along with the
quotes attached to i~. Once the contrac~or is selec~ed, I wi~l send you
a contracto~ approval sp~eadshee~.
Please let me know
this modification.
28 Board meeting.
if there is any other lnformatio~ that you need for
We are working harc to ge~ ~his approved at our June
Thanks,
Josh
Joshua Thomas, MPA
Assistant Grant Coordinator
Grant Managernen~ Office
Adrninistrat~ve Services Divlslon 3uildin~ ~ 6th Floor
Collier County Government
3299 Tarniarni ~rail East
Naples, FL 34112-5749
(239) 252-8989 (Offlce)
(239) 252-8720 (Fax)
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addresses are public recorcs.
If you do not
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Packet Page -1171.
Instead, contact this office by telephone or in writing.
Packet Page -1172.
6/28/2011 Item 16.E.5.