Agenda 02/08/2011 Item #16E4
2/8/2011 Item 16.E.4.
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.
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 for the EECBG to Collier County. On June 9, 2009 the Board of
County Commissioners approved the submittal of a grant application to DOE to fund 18 projects.
These 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. A modification was subsequently
approved on April 27, 2010 to reallocate funds within the approved grant amount as a result of
the termination of a projeet.
As the grant has progressed, eost savings have oecurred in some projects, while other projects
have realized additional needs that could be met with current EECBG grant funding.
Additionally, one project, the Public Utilities Renewable Energy Solar Panels, needs to be
terminated altogether due to costs that are above and beyond the standard determined by DOE
for similar projects. To ensure that grant funding is obligated and spent by the deadlines
established by DOE, staff is recommending that any funding that needs to be reallocated be
targeted to existing projects that can be eXpeditiously implemented. DOE has verified that this
approach is not considered a major modification and is only a budget revision, for whieh there
are no required docwnents for signature and only a revised SF424 budget form is required.
Any further modification will be submitted to DOE for confimlation and be provided to the
Board of County Commissioners for approval.
The table on the next page identifies the status of approved projects and the DOE approved
recommendation for reallocation of funding.
,.-
Packet Page -483-
2/8/2011 Item 16.E.4.
Approved Increase! Revised
Project BuMet _ ~_ Decrease Bud~et Exnlanation
All projects are underway except the Computer Power
Management project. which was estimated to cost $83,824 to
Facilities include purchase of a software system and integration
ser\'ices. Purchase of software is no longer needed and only
Management integration services to be provided by a consultant are needed
Energy at an estimated $20,000. The modification will reduce the
Efficiency $ (63.8241 activity' by $63,824 and reallocate the funds to other existing
Retrofits $ 665,5]0 $ 601,686 nroi eels.
Three parks have been completed with lighting retrofits.
Parks and Actual costs for each park were lower than originally
estimated resulting in a balance of $16,000. Funds will be
Recreation reallocated, along with funds from other projects to complete
Green Lighting retrofits at portions of two more parks: East Nap]es
System Community Park and Vineyards Park. It is estimated that
Retrofits $ 779.904 $ 286,676.] 2 $1.066.580,12 annroximatclv $303.000 will he needed.
PUD Energy
Savings No ~hanges at this time, project is proceeding as expected.
Retrofits $ 209,077 $0 $ 209,077
PUD
Renewable This project is being canceled and funds will be reallocated to
Energy Solar other existing projects.
Photovoltaic
Panels $ 160.084'(J2 $ (160.084,02) $0
I Project is continuing as expected, however due to lower than
I anticipated project costs, the full allocation is no longer
Traffic , needed. Additionally. funds identified for project
i some
Signalization management are not needed. The modification will reduce
Imnrovements $ 543.000 $(121,]]2) $ 421.488 the nroicct bv $121.] 12.17.
\\..'hen originally selected, it was recognized that funds were
not sufficient to fully complete all phases and that additional
funds would he needed to complete the project. Cost savings
in other EECRG funded projects now allow additional grant
funds to he used for the final phase of Master Mobility. His
I estimated that $6R.130 will be needed for Phase IJI of this
i pro}:c!. Full completion of the Master Mobi]ity project will
I
Master , allow plan implementation and energy savings mueh sooner
,
Mobilitv Plan $ 529.]82 $ 68,130 I $597.3]2 than origin~ticiRated.
I
Green Building I ~;hen originally estimated, travel costs were expected to be
Codes I much higher, however as the project came to completion,
Inspection I extra funds remained for travel. The modification will reduce
Training I Adi vily 8 by $8,610 and reallocate the funds to other existing
Prooram $41.921.00 $ (8,6](1,]0) $ 33.710,90 projects.
Administration $ 107,322 $ (1,1 76.01l) $ 106,1 46.00 Minor change to co\;er increases to other projects.
Total $ 3,036.000 $0 $3,1l36,OOO I
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 simple majority vote, and is legally sufficient for Board action, -- CMG
Packet Page -484-
2/8/2011 Item 16.E.4.
GROWTH MANAGEMENT IMP ACT: 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, Grant Coordinator
Attachments:
. Email approval from US DepaItment of Energy
. Revised SF424A Grant Budget
. Revised Budget Justification (budget narrative)
. Revised Activity Worksheets
/"..,
Packet Page -485-
2/8/2011 Item 16.E.4.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.4.
Item 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 projects as necessary, and authorize the necessary
budget amendments.
Meeting Date: 2/8/2011
Prepared By
Name: FoordMarlene
Title: Grant Development & Mgmt Coordinator, Grants
1/21/2011 4:46:04 PM
Submitted by
Title: Grant Development & Mgmt Coordinator, Grants
Name: FoordMarlene
1/21/2011 4:46:05 PM
Approved By
Name: SmithKristen
Title: Administrative Secretary,Risk Management
Date: 1/24/20119:53:18AM
Name: FoordMarlene
Title: Grant Development & Mgmt Coordinator, Grants
Date: 1/24/2011 11 :36:40 AM
Name: Amysue Benker
Title: Executive Secretary,
Date: 1/26/2011 8:16:44AM
Name: PriceLen
Title: Administrator - Administrative Services,
Packet Page -486-
Date: 1/26/201] 2:38:30 PM
Name: GreeneColleen
Title: Assistant County Attorney,County Attorney
Date: 1/26/20114:08:37 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 1/27/20114:54:44 PM
Name: StanleyTherese
Title: Management/Budget Analyst, Senior,Office of Management & Budget
Date: 1/31/20] 1 ] 1 :02:52 AM
Name: Klatzkow.leff
Title: County Attorney,
Date: 1/31/20114:28:19 PM
Name: OchsLeo
Title: County Manager
Date: 1/31/2011 6:24: 1 8 PM
Packet Page -487-
2/8/2011 Item 16.E.4.
rUin;
nUlIlldll, Jt::IIlIlIt::1 lJt::rlllllt::I.IIUlllldll~~U.UUt:.~UVJ
Tuesday, January 25, 2011 2:42 PM
FoordMarlene
Re: Potential Modification #2
2/8/2011 Item 16.E.4.
ent:
0:
ubject:
k.
his message was sent from
Blackberry Handheld Device
*********************************
81den Field Office
---- Original Message
rom: FoordMarlene <JV:arleneFoord@coJ J i e.rqO~\.T. net>
~: Holman, Jennifer; Fields, Michael
2: ThomasJoshua <JoshuaThomas@collieraov.net>
"nt: Tue Jan 25 11:06:51 2011
ubject: RE: Potential Modification #2
hank you. Just one minor adjustment... ..as we discussed, the remaining funds are to be allocated tc
Jth the Master Mobility Project and the Parks & Recreation Lighting Project.
hanks!
3.rlene
E HAVE MOVED TO THE 6TH FLOOR OF THE ADMINISTRATION BUILDING
LEASE TAKE NOTE OF NEW ADDRESS
JTE: Mailing Address Change Below:
3.rlo,ne Foard, Grant Coordinator
ra Ianagement Office
29~ ~amiami Trail E. Suite 602
~ples, Florida 34112-5749
239) 252-GRNT (4768)
239) 252-8720 (fax)
~rlenefoord@collierqov.~et
please consider the environment before printing this email
----Original Message-----
rom: Holman, Jennifer [mailto:-jer:O:1ifer.holman@qo.doE-:.aov]
2nt: Tuesday, January 25, 2011 12:08 PM
J: FoordMarlenei Fields, Michael
c: T~omasJoshua
ubject: RE: Potential Modification #2
i Marlene,
s we have previously discussed - the remaining funds that you have left from other completed projec
~y be easily allocated to the Master Mobility Project to fund the remaining Phase. This will not
2quire a full medication to your award as it is only a budget revision. Because it is a budget
2vision, please submit to me a revised SF424A, project activity worksheets with revised budgeted
nounts, and budget justification. Once I receive the documents, you are free to move forward.
2gards,
2nn _"_,
2nnifer Holman
SCBG Project Officer
S Department of Energy
Jlden Field Office
617 Cole Boulevard
81den, CO 80401
h^MCo' 7')n_~<:;h_1 h11
Packet Page -488-
2/8/2011 Item 16.E.4.
~---Original Message--~--
rom: FoordMarlene [mal Ito:~il':1.r]er:crCic~rdl:aco]! i':}-~;-'~".::c't]
ent: Tuesday, January 18, 2011 3:22 PM
:): Holman, Jennifer; Fields, Michael
::: ThomasJoshua
ubject: RE: Poter,tial Modification #2
2re is the brief summary from the department and I have also attached the RFP document that has beE
rafted that further explains the next phase.
8CBG Fends
~e Master Mobility Plan (MMP), currently funded by the EECBG funds, is a project affected by changE
J the county's population and future growth expectations. Since the beginning of the MMP, the reCE
035 LRTP has determined changes that affect Current planr.ing projects such as the 1-75 Interchange
ustification Report and MMP. When the modeling Gat a changes in one project, we need to apply tho~
hanges to other projects that utilize the same data. The char.ges that must be made to ensure
rojects are based upon correct data require add~tional f~nds.
he final phase of the MMP will be to imp~emer:t the anticipated changes needed to actually realize t
2duction in VMTs and GHG. It is the ~ost important pr.ase of the project that will actually guide t
rowth of Collier County.
8 HAVE MOVED TO THE 6TH FLOOR OF THE ADMINISTRATION 3UILD=NG PLEASE TAKE NOTE OF NEW ADDRESS
JTE: Mailing Address Change Below:
arlene Foord, Grant Coordinator
rant Management Office
299 Tamiami Trail E. Suite 602
aplcs, Florida 341~2-5749
239) 252-GRNT (4768)
239) 252-8720 (fax)
arlenefoord0:"ollierQov.:10t
please cor.sider the environment before printing t~is email
-----Original Message-----
rom: Holman, Jennifer lma_iJ~~o: lC'r-:Jif':':r.}--_C'lrn;:;'-O:lC;.CiD'?,~)~" -J
2nt: TueSday, Jar.uary 18, 2011 5::8 ?~
0: FoordMarlene; Fields, ~ichael
::: ThomasJoshua
ubject: RE: Potential Modification #2
i Marlene,
hat does ptase III of the Master Mobility Plan co~sist of (activity wise)?
har.ks,
2nn
----Original Message-----
rom: FoordMarlene [m::iJt_o:rv1arle)~c,?oordl~:';ol_! i'::,1'::1\
2nt: Tuesday, January 18, 2011 3:14 PM
~: HOlman, Jennifer; Fields, Michael
::::: Tr,omasJoshua
ubject: Potential Modification #2
-' ]
~od afternoon Jennifer and Mike,
s mentioned previOUSly, we have been going 1_hro~gh an interr.al review of projects and allocations a
ave developed a plan for a potential Modification #2 for our funding. Attached is a worksheet that
jentifies each project, the current budget,p "k 89' ligated, amount expended and a potential
/ " I,' " ] - ' ac et Page -4 -
ncrease decrease a.o.1g wJ.tn an exp c:natlon .L'-J.L _~.~_...
2/8/2011 Item 16.E.4.
2 are suggesting decreases where appropriate and where funds are not going to be needed due to cost
~vings or changes to projects. And, we are suggesting corresponding increases to the Parks &
2creation lighting project and the Master Mobility project. The increase to the Parks lighting
rC".......-~t can be done quickly because we can amend the existing contract with Electrical Contracting
~ es and they can mobilize very quickly. This project has progressed very nicely all along. ThE
ncrease to the Master Mobility project will allow us to complete the third and final phase of this
lanning initiative, which means we can begin to implement the plan and see energy savings much soor
han originally anticipated. We were struggling with how to fund Phase III.
8pefully we can discuss this further during our call tomorrow. I am seeking your advice and eventl
oncurrence that this is the route we should take. We are still fine tuning some of the numbers, bl
t is my goal to make this our last modification so I want to get it right this last time. Therefo!
wanted to give you this preview, with the understanding that the final, final numbers are
8rning. . . .. ..
hanks.
:3.rlene
~ ~ MOVED TO THE 6TH FLOOR OF THE ADMINISTRATION BUILDING
LEASE TAKE NOTE OF NEW ADDRESS
)TE: Mailing Address Change Below:
:3.rlene Foord, Grant Coordinator
rant Management Office
299 Tamiami Trail E. Suite 602
aples, Florida 34112~5749
239) 252~GRNT (4768)
239) 252~8720 (fax)
arlenefoord@collierQov.net <mailto:marlenefoord@col1ierQov.~et>
please consider the environment before printing this email
oder Florida Law, e~mail addresses are public records. If you do not want your e-mail address
2leased in response to a public records request, do not send electronic mail to this entity. Instea
JntC"'<~.>- this office by telephone or in writing.
oder Florida Law, e-mail addresses are public records.
21eased in response to a pUblic records request, do not
ostead, contact this office by telephone or in writing.
If you do not want your e-mail address
send electronic mail to this entity.
Packet Page -490-
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Admin
Grant
Admin Percent of T ota!
2/8/2011 Item 16.E.4.
Admini Portion
$ 24,388
$ 28,580
$ 7,662
5,866
19,899
19,392
1,536
$ 107,323,00 $
$ 2,928,677.00
3,6646%
Packet Page -494-
$689,897.98
08,484.02
$216,738.74
$165,950.3
62,898.54
$548,574.1
3,457.22
107,323 $3,036,001.04
2/8/2011 Item 16.E.4.
Collier County Energy Conservation
Energy Efficiency & Conservation Block Grant Program
Budget Justification
A. Personnel
Name/Position
NO CHANGE
Grant SupjXlrt Specialist (Grade 15)
Computation
Cost
Detail indulai in ()}i;jml budgi justifimtUm
$111,782 x .5 FTE
Year 1: $36,831 x.5 FTE $18,415.50
Year 2: $36,831 x .5FTE $18,415.50
Year 3: $.,8,120 x .5FTE $19,060,00
$55,891,00
CHANGE TO REFLECT FEWER HOURS FOR PROJECT TO BE CHARGED TO THE GRANT
Project Manager (Grade 22) $30,78 / hour for 60 hours $1,846.80
This is related to the Arterial Coordination project of Project Activity 5. Estimated 60 hours of staff time to
implerrent completed signal timing> as prepared by consulting engineers. This includes programming the
signal tirning5 into traffic control equipment/signal database, and fine h.ming split tllres and offsets. Rate is
based on FY2011 salary rate. Costs are incorporated into project costs as direct costs.
DELETE ALLOCATION
Traffic Signal Technician (Grade 14) $16.07/ hour for 90 hours
This is related to the Adaptive Traffic Expansion project of Project Activity 5.
Detail indudai in ()}igiml budgi justifimtion
$0
PERSONNEL SUBTOTAL
$57.737.80
Packet Page -495-
2/8/2011 Item 16.E.4.
B. Fringe Benefits
Name/Position
NO GIANGE
Grant Support Specialist
Computation
Cost
$54,748 x .5FTE
Year 1: $17,228 x .5FTE $8,614.00
Year 2: $18,633 x .5FTE $9,316.50
Year 3: $18,887 x .5FTE $9,443.50
Includes social security, retireIrent, health insurance (health, dental, disability) and life insurance.
Additioml detail induded in oriiml budgi justificntio/l.
$27,374.00
GIANGE TO REFLECT FEWER HOURS FOR PROJECT TO BE G-IARGED TO THE GRANT
Project Manager (Grade 22) $11.54 / hour for 60 hours $692.40
This is related to the Arterial Coordination project of Project Activity 5. Estimated 60 hours of fringe
benefits. For FY2011 social security is calculated at 7.65% of base salary, retirement is calculated at 11.80%
for regular class emplo)l2€S, health insurance cost is $10,554 per ~ and life insurance is .27% of base.
Costs are incorporated into project costs as direct costs.
DELETE ALLOCATION
Traffic Signal Technician (Grade 14) $9.36/ hour for 90 hours $0
This is related to the Adaptive Traffic Expansion project of Project Activity 5. Estimated 90 hours of fringe
benefits.
Detail irrlu:lat in oriiml budgi justificntio/l.
FRINGE SUBTOTAL
$28.066.40
NO GIANGE
C. Travel
Description Computation
J\.1aster Mobility: Travel to tWJ conferences and tWJ training classes
Detail irrlu:lat in oriiml budgi justificntio/l.
Cost
$9,500.00
REDUCTION TO REFLECT ACTUAL TRAVEL COSTS
Green Building;: Travel to training courses $11,819.00
Travel to training courses for Green Building Codes Inspection Training Program - Project Activity 8
Detail irrlu:lat in oriiml budgi justificntio/l.
TRAVEL SUBTOTAL
$21.319.00
REDUCTION TO REFLECT ACTUAL EQUIPMENT COSTS
D. Equipment
Description Computation
Detection, comrmmication and signal
controller equipment 8 intersections
Cost
$232,382.00
This is related to the Adaptive Traffic Expansion project of Project Activity 5 and includes adaptive traffic
modifications at 8 intersections
Detail irrlu:lat in oriiml budgi justificntio/l.
EOUIPMENT SUBTOTAL
$232.382.00
Packet Page -496-
2/8/2011 Item 16.E.4.
NO GIANGE
E. Supplies
Description Computation
Video projector, screen, laptop, software,
accessories, laser printer, digital carrera @ cost / item
Cost
$8,476.00
Presentation materials, display boards and
frames, materials for charrettes, report covers
copy paper, easels, signs, postage, printer
supplies @ cost / item
$8,000.00
Supplies related to Transportation Master Mlbility Plan (MMP) - Project Activity 6.
Detail indu1ed in orii-ml budgi justifimtion.
SUPPLIES SUBTOTAL
$16.476.00
F. Contractual
The majority of the 'Mlrk to be completed >WI be done using contracts for services. Estimates have been
prepared based on existing contracts and project costs and/or \\ere provided by vendors. Each Activity
Worksheet details expected costs. The following list represents the estimates for each project and are listed
in order of Activity Worksheets and projects within each Activity Worksheet.
Activity Worksheet/Proiect Name
Computation
Cost
GIANGE TO REDUCE AMOUNT FOR COMPUTER POWER MANAGEMENT
Facilities Managerrent Retrofits - Project Activity 1 $601,686.00
Ice Storage 6 new tanks (IceStor Model 140) $204,250
Guller ReplacelT'fl\t $275,000
Code Blue Retro Re-Iamp (135 lamps) $28,054
Occupancy Sensors (1,000 mites) $44,275
Computer Po""r ManagelTfflt (Vercliem Surveyur) $20,000
Solar Utility Carts Retrofit (17 carts) $30,107
Estimates ""re provided by a vendor "ith "tuch Collier Comty has developed a performance
contract for ser\ices and are based on best available infomntion provided by the vendor. Computer
PO\t\ef 1v1anagement is an energy management solution.
GIANGE TO REFELCT ACTUAL COSTS FOR RETROFITS AND ADDITION OF SECTIONS OF
TWOMJRE PARKS
Parks & Recreation Lighting Systems - Project Activity 2 $1,066,580.12
lmmokalee Commmity Park $362,359
Gulf Coast Commmity Park $123,450
Eagle lakEs Park $277,771.12
A boU' an: adwl = if Wl11pldni proja:ts.
East Naples Commmity Park $127,mO
Vineyards Commmity Park $175,310
Cm EStin17fes /JIVlidai bymrJor.
NO GIANGE
Public Utilities Energy Savings Retrofits - Project Activity 3 $209,077.00
Energy Savings Lighting Retrofits and $209,077
Occupancy Sensors
Approximately 2,100 light fixtures modernized with 5,213 higll efficient fluorescent replacement lamps.
Occupancy sensors (timer switches and motion sensors) in 89 room' of 4 \\ater /"flStewater facilities.
DELETE PROJECT
Public Utilitif..'S ReneW<Jble Energy PV Panels - Project Activity 4
Packet Page -497-
$0.00
2/8/2011 Item 16.E.4.
Installation of 42 fixed tilt ground-mOlmted 200 Watt PV solar panels at the South County
Regional Water Treatment Plan and cormect to the plant's electrical sy;tem
CHANGE TO REDUCE AM)UNT TO REFLECT LOWER ACTUAL COSTS
Traffic Signalization Improverrents - Project Activity 5
Detail induial in arifi.rnl budgt justifimtion.
CHANGE TO REFLECT ADDITION OF PHASE III OF PROJECT
Transportation Master Mobility Plan (MMP) - Project Activity 6
Phase I $132,168.1 0
Phase II $357,367.90
Phase m$68,3oo
Detail induial in 0I7fi.rnl budgt justifimtion.
$186,966.81
$557,836.00
CONTRACTUAL SUBTOTAL
$2.622.145.93
H. Other
Description
NO CHANGE
Master Mobility
Subject matter subscriptions/books
Space rental for Wlrkshops I charrettes
Space rental for symposi1.1lT6
Printing fees
Outreach brochme
Computation Cost
Multiple subscriptions not to exceed $500 $13,500.00
3 events @ $2,000 I event
2 symposi1.1lT6 @ $2,000 I event
@ cost of printed materials ($1,000)
@ cost of printed brochme ($2,000)
CHANGE TO REFLECT ACTUAL COSTS THAT ARE LOWER THAN ORIGINALLY BUDGETED
Green Building Codes Inspection Training Program $21,491.00
The Building Department \WI send staff to a training provider to provide the four types
of training programs envisioned as part of this project.
Detail induial in arifi.nal budgt justifimtion.
CHANGE TO REDUCE AM)UNT TO MAKE FUNDING AVAILABLE FOR OTHER PROJECTS
Administration - Grant Managerrent Training $22,882.00
The Grants Office \WI purchase and/or facilitate training sessions for project
managers and grants staff related to grant management to ensure grants are
properly managed and staff are able to maintain the required levels of learning for
grants compliance.
OTHER SUBTOTAL
$57 .873.00
Packet Page -498-
2/8/2011 Item 16.E.4.
Budget Summary by Grant Object Class
Budget Category Amount
A Personnel $57,738
B. Fringe Benefits $28,066
-
C. Travel $21,320
D. E t $232,382
E. Supplies $16,476
F. Contractual $2,622,146
G. Construction $(J.OO
H Other , $57,873
I
Total Costs 3,036,000.00
Budget Summary by Activity Worksheet
~
Activity Worksheet Project Name Project
Bu~t
Project Activity 1 I Facilities Managerrent Energy Efficiency $601,686
Retrofits
Project Acti\1ty 2 Parks and Recreation Green Lighting S)Stem $1,066,580.12
Retrofits
Project Activity 3 Public Utilities Energy Savings Retrofits $209,076.58
Project Activity 4 Public Utilities Renewable Energy Solar $0
Photovoltaic Panels
Pqect Activity 5 Traffic Signalization Improvements $421,887.84
Pqect Activity 6 Collier COlmty Master Mobility Plan $597,312
Project Activity 8 Green Building Codes InsfX'Ction Training $33,310.90
Program .---..- '--
Project Acti\1ty 9 Administration $106,147
- ..
Total Costs $3,036,000
~. --------------
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