HomeMy WebLinkAbout03/01/2016 12A Council General Information 10 I
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDASTATEMENT
Item No. 12.A.
For Meeting of: March 1, 2016
ITEM TITLE: Council General Information
SUBMITTED BY: Sonya Clear Tee, City Clerk
SUMMARY EXPLANATION:
1. Memo regarding Solar Powered Streetlights
2. Preliminary Council Agenda
3. City Meeting Schedule
4. Preliminary Future Activities Calendar
ITEM BUDGETED:
STRATEGIC PRIORITY:
APPROVED FOR SUBMITTAL. Interim City Manager
STAFF RECOMMENDATION:
BOARD /COMMITTEE RECOMMENDATION:
ATTACHMENTS:
Description Upload Date Type
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unto 2/25/2016 Oa' wr Memo
CITY OF YAKIMA
LEGAL
DEPARTMENT
200 South Third Street, 2nd Fl. I Yakima, WA 98901 P: 509.575.6030 1 F: 509.575.6160
MEMORANDUM
January 29, 2016
TO: Mark Kunkler, Interim City Attorney
Jeff Cutter, Interim City Manager
FROM: Bronson Faul, Senior Assistant City Attorney
SUBJECT: Solar Powered Streetlights
Recently a council member had questions about a grant program for putting solar panels on
utility poles. I was able to find a program through the State of Washington Department of
Commerce that provided grant funds for replacing municipal streetlights with solar powered
streetlights.
I called Pacific Power to ask about this and any other solar programs. They were not aware of
any other program that would apply for municipal governments. Pacific Power also indicated
the Department of Commerce program could be used but only for lights- that are individually
metered. The City has two different kinds of streetlights, those that are individually metered
and those that are billed at a flat rate.
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Program Guidelines
for the 2015 — 2017
Energy Efficiency and
Solar Grant Program
for Higher Education, Local
Governments, State Agencies and
Washington K -12 Public School Districts
November 5, 2015
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2015 - 2017 Energy Efficiency and Solar Grant Program Guidelines Contents
Key Program Guidelines Changes for the 2015-17 Program 2
Background and Purpose ................................................ -_-__-....-.'..~.-..3
Program Eligibility 4
Application Categories and Grant Amounts ......................... _-~__---__-.4
Energy Efficiency Grants ................................................. --__~,~...-~--..4
Solar Grants ~_--.-----~..o
Funding Availability and Timing ........................................ .~_---...-.. ... ~.5
Scoring Basics . _--.-..-..- 6
Energy Savings Scoring ._..-__--.~,- 6
Energy Efficiency Projects . ..__-_-- 7
Energy Efficiency Additional Points -..-_.-----. 7
Street Lighting Project Scoring ......................................... -.-.--.'.~-.-_-8
K-12 Public School District Project Scoring: Additional Points ,-._-.-------- O
Solar Project Scoring ...................................................... ._~~~_---... ... .O
Leverage Ratio Scoring: Goals and Requirements ............... ..--...-._..--- .... . 8
Sources of Leverage Funds ............................................. _----.....-.--.S
Energy Star Portfolio Manager for Energy Efficiency Grants --.--.~.-.-.10
Measurement and Verification of Energy Savings Requirements
Specific Solar Grant Requirements .........................................
--------..11
Solar Application Submission Requirements ............................. __-._-___-11
Energy Efficiency Application Submission Requirements ............. ----'._-...-12
Documentation for Municipal Street Lighting Projects .................. 13
Installation M&V .13
Annual M&V - -- 13
Documentation of Schoo Lighting Projects .14
Installation M&V --------~15
Annual M&V . . .- 15
Program Contacts:
Pat Gibbon Tom Stilz
tom.stilzAcO0merce.wag0V
360725.3023 300.725.4045
Minor Works Contact:
Bill Cole
biU.00|eADoomcnerne.vva.gov
360.725.3005
Program Website
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2015 — 2017 Energy Efficiency and Solar Grants for
Higher Education, Local Governments, State Agencies and
Washington K -12 Public School Districts
Program Guidelines
November 2015
Welcome to the Commerce 2015 - 2017 Energy Efficiency and Solar Grant Program. Our focus
over the next two years is to fund "the best energy efficiency and solar projects" possible. To do
this Commerce has revised its guidelines significantly.
Here are the key program changes:
• The program is now open to WA K -12 public school districts (school districts) per the
legislation.
• The maximum simple paybacks allowed in the program are:
• 35 years for energy efficiency projects
• 20 years for lighting and municipal street lighting projects
• 100 years for solar projects.
If your project exceeds these payback periods, it will not be considered cost effective
and will not be eligible for our program. Commerce defines simple payback as the total
project costs divided by the annual energy and /or water /sewer savings or generation for
solar projects.
All grant applications will be scored on:
• Energy savings
• Leverage ratio (the higher the ratio of non -state funds to state funds, the higher
the score).
• An investment grade audit (IGA) and /or a final Energy Service Proposal (ESP) or
equivalent are required for all energy efficiency applications except lighting. Lighting
applications may use lighting spreadsheets developed by utilities for their rebate
programs.
• All solar applications are required to have at least a 1:1 leverage ratio, except for small
cities and towns which are required to have at least a 0.5:1 ratio. If your project does not
have this leverage ratio, it will not be considered.
• Solar applications will no longer be required to meet the EPA Energy Star score of 80 or
above.
• Commerce is setting aside 10 percent of the solar funds for small cities and towns.
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• If a solar array will be roof mounted, the application is required to have a stamped
structural engineering letter confirming the structural integrity of the roof.
• Commerce is now requiring one year of Measurement and Verification (M &V) for all
internal and external lighting and municipal street lighting projects. All other energy
efficiency and solar measures are required to have three years of M &V.
• Commerce has created specific application and M &V protocol for municipal street
lighting and internal and external school lighting.
• Commerce will not fund street Tight projects in small cities and towns (population less
than 5,000). The Transportation Improvement Board has funding for these local
governments (f.Itt / /wvyy,tj1) vv t igiA i Atrtro LET) a hd
• Municipal street lights owned and maintained by an investor -owned utility are now
eligible for a Commerce grant. The investor owned utility must have a specific tariff for
LED street lights.
• All grant applications from higher education, local governments, state agencies, and
school districts will be scored collectively. The exceptions are:
• Small cities and towns (population of 5,000 or less) which will be scored in their
own category
• School districts will also be scored on the three additional criteria listed in the
program's enabling legislation (see page 8)
• All solar applications will be scored as a separate category.
• All applicants contracting with the Department of Enterprise Services (DES) for project
review and oversight must have their DES project review completed prior to submitting
an application. Commerce will receive notification from DES once a review is
completed. If an application is submitted without DES review, it will not be considered.
• Only school districts may apply for a lighting only energy efficiency grant. This is
because the legislation gives priority consideration to school districts that demonstrate
improved health and safety through reduced exposure to polychlorinated biphenyl
(PCBs). PCBs were historically used in magnetic ballasts serving T -12 lamps.
Background and Purpose
Second Engrossed House Bill 1115, Chapter 3, Laws of 2015, Section 1035
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Legislature includes an appropriation of $21,775,000 million to the Washington State
Department of Commerce for an energy efficiency and solar cost saving grants program. The
appropriation sets aside $5,775,000 for projects that involve the purchase and installation of
solar energy systems, including solar modules and inverters, with a preference for Washington -
manufactured products. The legislation directs Commerce to award at least 10 percent of each
competitive grant round to small cities and towns with a population of fewer than 5,000
residents.
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The legislation also includes $3 million for energy efficiency improvements for minor works and
stand -alone projects at state -owned facilities. These guidelines do not cover minor works.
The Commerce grants will be awarded through a competitive process and may be used solely
for energy cost savings improvements. Related work that is directly necessary to implement
energy efficiency improvements may also be considered for funding.
Grants will be awarded for projects using Energy Savings Performance Contracting (ESPC) or
equivalent hUV / /www w t IT l ,rlg ,1a t.e,s/[itigsvilt:L*po'.1.(1(j,^y'LLglagjt,j, usp In order
to be considered, applicants must demonstrate they have the expertise to manage their own
projects or are working with DES on the project and all applicants must follow the ESPC
guidelines.
Program Eligibility
Public higher education institutions, local agencies, public school districts and state agencies
are eligible to apply.
Commerce defines local agencies as: any city and any town, county, special district, municipal
corporation, agency, port district or authority, or political subdivision of any type, or any other
entity or authority of local government in corporate form or otherwise. Commerce will be using
the list of small cities and towns determined annually by the Office of Financial Management
(OFM) Please reference the official April 1, 2015 Population Determination, released June 30,
2015, through the following website: Iittp / /ww fm 9yI,t 9p1 ) pp 11 / ttlipI
State agencies may not submit applications for leased facilities. Local agencies and higher
educational facilities may submit applications for leased facilities as long as there is a minimum
10 year lease from the time of the final Commerce grant payment.
The Commerce program is not open to new construction projects.
Application Categories and Grant Amounts
The Commerce 2015 - 2017 Energy Efficiency and Solar Grant program has two grant
categories available:
• Energy Efficiency
• Solar
Energy Efficiency Grants
The maximum energy efficiency grant amount any applicant can receive (combination of
applications if more than one) is $350,000 per biennium.
Commerce will accept applications for two types of lighting only projects:
• Municipal street lighting projects are for lights that are served by utility street lighting
tariff and /or light the public right of way. Outdoor lighting served by a facility utility meter
is not street lighting. Municipal street lights owned and maintained by an investor owned
utility are now eligible for a Commerce grant. The investor owned utility must have a
specific tariff for LED street lights. Please see the Frequently Asked Questions (linked on
this site by mid - November) for more details. Commerce will not be funding street lighting
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projects in small cities and towns. The Transportation Improvement Board has funding
for these local governments: 1 ittn,Avyyyw tib t a � o�arat � M IVa i yJ C � xn < 11 a .c to
• School Lighting and PCB mitigation: School lighting only projects that include the
removal of ballasts with PCBs will be accepted. These are most commonly found in old
systems with T -12 lamps.
Solar Grants
The maximum solar grant amount any applicant can receive (combination of applications if more
than one) is $500,000 per biennium.
The minimum solar grant amount (regardless if it is a solar photovoltaic (PV) or a non -PV
system - solar thermal) is based on the project providing a minimum of 20,000 kilowatt hour
(kWh) or equivalent Btu /year of generation. For small cities and towns (with populations of
5,000 or less) the minimum solar grant amount is based on the project providing a minimum of
10,000 kWh or equivalent Btu /year of generation.
Funding Availability and Timing
2015 - 2017 grants will be awarded in two rounds (one in each fiscal year of the biennium).
Applications for the first round are due by March 3, 2016 by 5:00 p.m. Applications for the
second round will be due in March 2017. Applications must be submitted through ZoomGrants.
The online application may be accessed later in November through a link on the Commerce
2015 - 2017 Energy Efficiency and Solar Grant program website:
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If an applicant receives an award(s) in round one of the 2015 - 2017 competition, they may
submit application(s) in round two only if they have not yet received the maximum of $350,000
for energy efficiency and /or $500,000 for solar grant awards in round one.
We encourage applicants to aggregate energy measures and submit them as a single project
whenever possible. Qualified applicants may also submit more than one grant application per
round — provided the applications are for different measures. However, Commerce will not
consider applications that seek funding for more than one project in the same building in the
same round.
In Round One, Commerce will have $7,760,000.available for energy efficiency grants and
$4,000,000 for solar grants. A minimum of $776,000 will be set aside for energy efficiency
grants and a minimum of $400,000 for solar grants for small cities and towns.
Projects that enter into a contract for construction on or after July 1, 2015, are eligible to apply
for a grant.
Note: Commerce reserves the right to modify grant request amounts based on application
demand levels. Additionally, final awards may take into account fair and equitable geographical
distribution and the applicant's access to other sources of funds necessary to complete the
project.
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Scoring Basics
All Commerce energy efficiency and solar project applications will be awarded through a
competitive process. Applications will be scored on energy savings and leverage ratio, per Second
Engrossed House Bill 1115, Chapter 3, Laws of 2015, Section 1035.
All energy efficiency grant applications from higher education, local governments, state
agencies and school districts will be scored collectively. The exception to this is small cities and
towns (population of 5,000 or less) which will be scored in their own category.
School district applicants will also be scored on additional three criteria listed in the authorizing
legislation:
• Reduced exposure to PCBs
• Replacing outdated heating systems that use oil or propane as fuel sources as identified by
the Washington State University Extension Energy Program
• Prior grant award: Priority consideration must be given to applicants that did not receive
grant awards from appropriations provided in section 5023, chapter 19, Laws of 2013 2nd
sp. session (OSPI awards March 31, 2014 including subsequent revisions to those awards)
All solar grant applications will be scored separately from energy efficiency projects and 10
percent of the solar funds are being set aside for small cities and towns.
Energy Savings Scoring
Because Commerce is looking for the "best energy efficiency and solar projects possible" we
have chosen to use simple payback to equalize all projects across the state. Simple payback is
defined as total project costs divided by the annual energy and /or water /sewer savings or
generation for solar projects.
Total project costs include all costs required to implement the project. In other words, "what the
customer has to pay to do the project." Currently, operational cost savings are not included in
the savings calculation. This is because operational costs vary all over the state and
Commerce has no way of verifying and equalizing the cost savings across the state. The cost
of water saving measures may be included in the total project costs.
Energy savings are based on current operating conditions as compared to the proposed
operating conditions. Commerce does not allow modified baselines. Commerce will be using
the following statewide average energy rates in determining the project's simple payback:
• Electricity $0.08 /kWh
• Gas $0.89 /therm
• Fuel Oil $3.34/gal
• Propane $1.98/gal
• Wood Pellets $9.00 /MMBtu
Applicants must submit their water /sewer rates to verify savings. If the local government
applicant (i.e. city, county, water /sewer district) is a water purveyor, it must submit a sample
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billing showing the rate(s) it charges itself or other departments or other entities which buy water
from it.
These average Washington rates come from the most recent commercial rates reported by the
Energy Information Administration. State average wood pellet costs come from the Pellet Fuels
Institute:
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The program allows the following maximum simple paybacks:
• 35 years for energy efficiency projects
• 20 years for lighting and municipal street lighting projects
• 100 years for solar projects
Our program is about saving energy and not about repairing buildings or paying for basic
operations and maintenance, such as maintaining existing weatherization measures. We
understand that in some instances the building must be repaired before an energy efficiency
measure is installed. Building repairs and operation and maintenance and /or weatherization
measures must represent a small fraction of the total project cost. When you are applying for
energy efficiency and a solar grant for the same building, a project proposal to only maintain
weatherization measures and /or operations and maintenance measures is not acceptable.
Energy Efficiency Projects
Commerce uses simple payback to score energy savings. The total maximum points possible
for energy savings are 30 unless the project receives additional points for exceeding the energy
code and /or using premium equipment. Our original legislation specified deep energy retrofits.
Projects with short paybacks are not considered deep energy retrofits and should be funded
through state loans or other public or private funds. Projects with long paybacks indicate the
project includes too many elements that do not provide energy savings.
Energy Efficiency Additional Points
As mentioned above, energy efficiency projects may receive additional points for going beyond
the energy code and /or using premium equipment. The maximum additional points an applicant
can receive are 10. The total maximum points possible for energy efficiency projects are 40.
To receive the additional points, applicants must demonstrate efficiency improvements by
selecting equipment from recognized efficiency programs. For example, when replacing a heat
pump, specify equipment that exceeds the minimum federal standards by specifying an Energy
Star Heat pump. When replacing lighting, use lights approved by: Northwest utility programs or
the Seattle Lighting Design Lab, or CEE High - Performance T8 Specification rather than
conventional T -8 ballast and lamps.
The program also recognizes the use of advanced designs and controls that exceed minimum
code requirements. For example, add heat recovery not otherwise required by code;
incorporate Luminaire Level Lighting Controls. Applicants must document how the efficiency
element exceeds code and the anticipated savings.
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Street Lighting Project Scoring
Commerce uses simple payback to score energy savings for street lighting projects. The lowest
simple payback receives the highest score. The total maximum points possible for energy
savings is 30.
K -12 Public School District Project Scoring
After school districts have received their energy savings and leverage scores, they will be
scored on the three additional criteria listed in the legislation for energy savings:
• Lighting Only Projects
Lighting upgrade projects that include replacement of existing ballasts with PCBs are
awarded an additional 10 points. To qualify for these additional 10 points, a minimum of
10 percent of the existing ballasts must have PCBs
• Outdated Heating Projects
Replacing outdated heating systems which use oil or propane as fuel sources (as
identified by WSU- Energy Programs) are awarded an additional 10 points
• Prior Grant Award
School districts which did not receive a prior award (from appropriations provided in
section 5023, chapter 19, Laws of 2013 2nd sp. session (OSPI awards March 31, 2014
including subsequent revisions to those awards) are awarded an additional five points
The total maximum points possible for K -12 public school districts' lighting only energy savings
is 45.
The total maximum points possible for K -12 public school districts' (projects which include
lighting replacements with no PCBs, and other energy efficiency and water saving measures)
energy savings is 55.
Solar Project Scoring
Commerce uses simple payback to score energy savings (production). The maximum points
possible for energy production is 30. To acknowledge the use of made in Washington solar
equipment, an additional 10 points will be added to the base score. The total maximum solar
points awarded are 40.
Leverage Ratio Scoring
Leverage ratios are based on the amount of non -state funds an applicant contributes to a
project divided by the grant amount. The maximum points possible for leverage are 30. The
higher the leverage ratio the higher the points.
Commerce has the following program GOALS:
• Commerce energy efficiency and lighting and street lighting grants are to constitute 25
percent or Tess of the total project cost (leverage ratio of 3:1)
• Applicants are encouraged to provide funding equivalent to at least seven years' worth
of energy savings
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Commerce has the following program REQUIREMENTS:
• Commerce solar grants must have at least a 1:1 leverage ratio, except for
• Solar grants for small cities and towns, which must have at least a 0.5:1 leverage ratio
The following sources of funds cannot be used as leverage for any applicant:
• Any funds that originated as an appropriation from the Legislature are considered state
funds. (These funds cannot be used to supplant other funds obtained through the
private sector — e.g. payoff loans)
• In -house labor (employee time, benefits and overhead)
All leveraged funds must be capital.
Sources of Leverage Funds
Higher education may use the following funds as leverage:
• Lease /Purchase program through the Office of the State Treasurer
http: / /www.tre.wa.gov/ government /IeasePurchaseProgram.shtml
• Utility incentives
• Student fees
• Private donations
• Private lenders
• Federal funds
• Non -state appropriated funds
Local governments may use the following funds as leverage:
• Local Option Capital Asset Lending (LOCAL) program through the Office of the State
Treasurer http: / /www.tre.wa.gov /LOCAL /index.shtml
• Private lenders
• Utility incentives
• Local and federal funds
• Non -state appropriated funds
State agencies may use the following funds as leverage:
• Lease /Purchase program through the Office of the State Treasurer
http: / /www.tre.wa.gov/ government /IeasePurchaseProgram.shtml
• Utility incentives
• Federal funds
• Private donations
• Non -state appropriated funds
School districts may use the following funds as leverage:
• Local Option Capital Asset Lending (LOCAL) program through the Office of the State
Treasurer http: / /www.tre.wa.gov /LOCAL /index.shtml
• Revenues from the sale of bonds
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• Revenues from special levies
• Private lenders
• Private donations /grants
• Federal funds
• Utility incentives
Energy Star Portfolio Manager for Energy Efficiency Grants
All energy efficiency grant applications, except municipal street lighting only projects, are
required to create a Portfolio Manager account, document the baseline energy use of the
facility, set target energy use, and share the account with Commerce. The successful grantee
shall update energy use each utility billing period until all M &V requirements are completed.
See the DES website for more information on Portfolio Manager
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1. Create a Portfolio Manager Baseline
• For projects that include a single facility or multiple facilities with independent
metering, create a Portfolio Manager account for each of the facilities.
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• For projects that include multiple facilities served by campus metering, create a
Portfolio Manager account using the campus option.
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2. Share the Portfolio Manager Account with Commerce
• Follow the Energy Star sharing instructions
• Create a Contact with the user name: ComGrants
• Share the account data using the "Read Only" option
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Measurement and Verification of Energy Savings Requirements
All projects must submit M &V reports to Commerce. After the project has been completed and
the Notice of the Commencement of Energy Savings has been issued, ongoing M &V begins, in
order to verify that energy savings are occurring.
Commerce is now requiring one year of M &V for all internal and external lighting and municipal
street lighting projects. All other energy efficiency and solar measures are required to have
three years of M &V.
Commerce is no longer making a distinction between projects that use Energy Service
Companies and those who do not.
Specific M &V requirements for municipal street lighting and lighting projects are in these
guidelines. The contract Commerce has with the grantee also contains specific M &V
requirements.
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Specific Solar Grant Requirements
Commerce solar grants are open to new solar energy systems and to the expansion of existing
systems.
Commerce solar grants cannot be used for:
• Replacing existing solar energy systems
• Community solar projects (as defined by WAC 458.20.273)
• Leased equipment
• Solar power purchase agreement projects
Commerce solar grants are available for solar PV electric generation systems and solar thermal
water heating systems:
• PV solar electric generation technologies (roof- mounted, ground- mounted and building -
integrated PV)
• Solar thermal energy displacing systems (solar water heaters, solar space heating, and
solar cooling systems)
PV Systems
All PV systems must have a mandatory minimum of 20,000 kWh /year of generation. The
exception to this is applications from small cities and towns. Small cities and towns (with
populations of 5,000 or less) must have a minimum 10,000 kWh /year of generation.
Solar Thermal Systems
All solar water heaters must have a mandatory minimum of 20,000 kWh or equivalent Btu /year
of generation. The exception to this is applications from small cities and towns which must have
a minimum 10,000 kWh or equivalent Btu /year of generation.
PV Electrical Generating Systems and Solar Thermal Systems
Applicants applying for both PV and solar hot water systems must meet all the requirements
listed above.
The following companies comply with the legislation's preference for Washington- manufactured
products.
• Itek Energy
• Outback Power
• Samson Solar
• Silicon Energy
• Silk Road
Solar Application Submission Requirements
All solar applicants must submit:
• An on -line application through ZoomGrants
• A stamped structural engineering letter confirming the roof's structural integrity, if a solar
array will be roof mounted
• A M &V plan
• A site plan
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• A preliminary electrical one -line diagram
• A shade analysis from Solar PathFinder, Solmetric SunEye or an equivalent
• Expected annual generation (kWh)
• A list of equipment (modules, inverter(s), and racking for PV)
• A list of Washington- manufactured solar /thermal PV equipment
• Interconnection agreements with the utility, if the project is not net - metered
• For agencies working with the Department of Enterprise Service (DES), please submit a
copy of your current Interagency Agreement with DES
• If your agency is not using a DES project consultant, then a copy of the Request for
Proposal (RFP) or Request for Qualifications (RFQ) that was used to select your ESCO
or energy consultant is required
• Governor's Executive Order 05 -05 review is required if your project has the potential to
affect a building (or buildings) over 50 -years old and /or proposes ground altering
activities. Please provide the Department of Archaeology and Historic Preservation, and
local area tribes, the opportunity to review and comment prior to submitting your
application
• A letter from the Department of Archaeology and Historic Preservation (DAHP) stating
that the project complies with Executive Order 05 -05 requirements, or proof that
consultation on your application is on -going
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Energy Efficiency Application Submission Requirements
All energy efficiency applicants must submit:
• An on -line application through ZoomGrants
• An investment grade audit (IGA) and /or a final Energy Service Proposal or equivalent
except lighting. Lighting applications may use lighting spreadsheets developed by
utilities for their rebate programs. ASHRAE Level 111 IGA is the standard for
comprehensive facility audits
• Water /sewer rates for projects involving water saving measures. If the local government
applicant (i.e. city, county, water /sewer district) is a water purveyor, it must submit a
sample billing showing the rate(s) it charges itself or other departments or other entities
which buy water from it.
• A letter from the applicant's utility(s) stating the approximate rebate /incentive level
• Energy Star Documentation and Sharing or Street lighting audit forms. The building(s)
current EPA ENERGY STAR Portfolio Manager score and /or energy use intensity
(EUI) (except for street lighting -only projects) - please provide printout from the website
• A M &V plan
• For agencies working with the Department of Enterprise Service (DES), please submit a
copy of your current Interagency Agreement with DES
• If your project includes water savings, please submit a copy of the water rates used in
calculating the savings
• If your agency is not using a DES project consultant, then a copy of the Request for
Proposal (RFP) or Request for Qualifications (RFQ) that was used to select your ESCO
or energy consultant is required
• Governor's Executive Order 05 -05 review is required if your project has the potential to
affect a building (or buildings) over 50 -years old and /or proposes ground altering
activities. Please provide the Department of Archaeology and Historic Preservation
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(DAHP), and local area tribes, the opportunity to review and comment prior to submitting
your application
• A letter from the Department of Archaeology and Historic Preservation stating that the
project complies with Executive Order 05 -05 requirements, or proof that consultation on
your application is on -going
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Documentation for Municipal Street Lighting Projects
Municipal street lighting projects shall be documented using lighting spread sheets developed to
support electric utility rebate programs. The applicant shall use the lighting worksheet used by
the serving utility. The energy savings estimates provided in the spread sheets will be used by
Commerce to determine the energy savings. Municipal street lighting projects may include
credit for reduction in fixture watts, decommissioning of fixtures and control strategies that
reduce energy use compared to the baseline. Any new lighting fixtures added during the project
must also be accounted for and will reduce the total project energy savings.
Provide a complete copy of the lighting worksheet reports with the application. The lighting
worksheets shall include itemized descriptions of the existing lighting fixtures and controls
based on actual fixture counts, not estimates. The proposed replacement fixtures and controls
shall also be itemized.
Include a separate description of the existing and proposed control strategy. The utility spread
sheets do not always provide good detail on the control strategies. Add a short paragraph
describing the change in control strategies and how they will result in energy savings.
Provide documentation that the project will result in energy cost savings to the applicant.
Provide information based on the change in per unit utility rates for non - metered lighting or
verify that the lighting system is on a metered rate and will benefit from reduction in energy use.
Provide a copy of the utility tariffs applicable to the project baseline and the completed project.
At a minimum, municipal street lighting projects shall provide the following M &V:
Installation M &V:
Fixture Watts: The contactor shall measure the total watts of a sample of the existing
fixtures and the replacement fixtures. For each fixture type and size, five percent of the
fixtures shall be included in the sample. It is recommended that a third party
representing the owner observe some of the testing.
Control Operation: A functional test protocol for the lighting control system which clearly
describes the individual systematic test procedures, the expected systems' response or
acceptance criteria for each procedure shall be developed and provided to the installing
electrician. At a minimum, the contractor shall implement the test protocol on no less
than five percent of the controls. It is recommended that a third party representing the
owner observe some of the testing.
Energy Use Compared to Proposed Energy Use: Provide documentation of the actual
energy use compared to the proposed energy use and cost.
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Annual M &V:
Fixture performance: Report the annual maintenance required to maintain fixture
operation and energy savings. Including fixture failure rates or other required
maintenance.
Control changes and performance: Report changes in the control strategies that
increase or decrees energy use. Report the annual maintenance required to maintain
control operation and the energy savings.
Energy Use Compared to Proposed Energy Use: Provide documentation of the actual
energy use compared to the proposed energy use, demand and cost.
Any street light fixtures being replaced with LED lights must be recycled and disposed of
properly. They cannot be reused in other street Tight fixtures or sold to a third party for reuse.
Documentation of School Lighting Projects
Schools in the United States built before 1979 may have PCB - containing fluorescent tube
ballasts. WA State Department of Ecology has identified removing PCB ballasts as a priority.
Schools may submit an application for lighting only retrofits when existing lighting systems
include PCBs. At a minimum, 10 percent of the existing fixtures targeted for retrofit must have
ballasts with PCBs. Only the T12 magnetic fluorescent tube ballasts (not T8 or T5) will possibly
contain PCBs.
It is anticipated replacement lighting systems will include electronically ballasted T8 or T5
fluorescent or LED lighting and advanced controls. School lighting projects shall be
documented using lighting spread sheets developed to support electric utility rebate programs.
The applicant shall use the lighting worksheet used by the serving utility. The energy savings
estimates provided in the spread sheets will be used by Commerce to determine the energy
savings. Lighting projects may include credit for reduction in fixture watts and control strategies
that reduce energy use compared to the baseline. Any new lighting fixtures added during the
project must also be accounted for and will reduce the total project energy savings.
Provide a complete copy of the lighting worksheet reports with the application. The lighting
worksheets shall include itemized descriptions of the existing lighting fixtures based on actual
fixture counts, not estimates. The proposed replacement fixtures and controls shall also be
itemized.
Provide an audit of the facility that identifies all lighting fixtures, and all lighting fixtures that
contain PCBs.
Include a separate description of the existing and proposed control strategy. The utility spread
sheets do not always provide good detail on the control strategies. Add a short paragraph
describing the change in control strategies and how they will result in energy savings.
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i Department of Commerce
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At a minimum, school district lighting projects shall provide the following M &V:
Installation M &V:
Fixture Watts: The installing electrician shall measure the total watts of a sample of the
existing fixtures and the replacement fixtures. For each fixture type and size, five
percent of the fixtures shall be included in the sample. It is recommended that a third
party representing the owner observe some of the testing.
Control Operation: A functional test protocol for the lighting control system which dearly
describes the individual systematic test procedures, the expected systems' response or
acceptance criteria for each procedure shall be developed and provided to the installing
electrician. At a minimum, the installing electrician shall implement the test protocol on
no less than five percent of the controls. It is recommended that a third party
representing the owner observe some of the testing.
Energy Use Compared to Proposed Energy Use: Provide documentation of the actual
energy use compared to the proposed energy use, demand and cost.
Annual M &V:
Fixture performance: Report the annual maintenance required to maintain fixture
operation and energy savings. Include fixture failure rates or other required
maintenance.
Control changes and performance: Report changes in the control strategies that
increases or decreases energy use. Report the annual maintenance required to
maintain control operation and the energy savings.
Energy Use Compared to Proposed Energy Use: Provide documentation of the actual
energy use compared to the proposed energy use, demand and cost.
The audit or assessment must indicate all PCB ballasts being removed. At the completion of
the project, a disposal manifest accounting for all the PCB ballasts removed must be submitted
to Commerce.
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YAKIMACITY COUNCIL
SPECIAL MEETING
March 8, 2016
Convention Center
6 p.m. Central Plaza
1. Roll Call
2. Central Plaza discussion
3. Audience participation
4. The next meeting will be a Council Business Meeting on March 15, 2016 at 6 p.m. at City Hall
5. Adjoumment
Any invocation that may be offered before the official start of the Council meeting shall be the
voluntary offering of a private citizen, to and for the benefit of the Council. The views or beliefs
expressed by the invocation speaker have not been previously reviewed or approved by the
Council, and the Council does not endorse the religious beliefs or views of this, or any other
speaker.
A Council packet is available for review at the City Clerk's Office and the Library. A packet is
also available on -line at www.yakimawa.gov.
The City provides special accommodations, such as hearing devices, wheelchair space or
language interpreters, for City meetings. Anyone needing special assistance please contact the
City Clerk's office at (509) 575 -6037.
III 40LI
11011 r
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YAKIMA CITY COUNCIL
March 15, 2016
City Hall — Council Chambers
6 p.m. Business Meeting; 6:30 p.m. Public Hearings
BUSINESS MEETING
1. Roll Call
2. Pledge of Allegiance
3. Open Discussions for the Good of the Order
4. Council Reports
5. Consent Agenda
Items listed are considered routine by the City Council and will be enacted by one motion without
discussion. A citizen or Council member may request to remove an item from the Consent Agenda and, if
approved, it will be placed on the regular agenda for discussion and consideration.
A. Resolution authorizing the Fire Chief, who serves as the City's Emergency Manager,
to enter into a grant agreement with Washington State Military Department and the
U.S. Department of Homeland Security to provide funds to enhance the City of
Yakima Emergency Management Program
B. Resolution authorizing fourth amendment to the Block by Block agreement for
Professional and Ambassador Services in the Downtown Yakima Business
Improvement District (DYBID)
C. Resolution authorizing open cruising events to be held on June 11, June 18, July 9,
August 13, September 10 and September 17, 2016
D. Ordinance updating Classification and Compensation Plan for City Employees
Section 2.20.100
6. Audience Participation
Community members are invited to address items that are not listed on the regular business meeting
agenda. A guideline of three (3) minutes per speaker is in place in order to allow as much opportunity as
possible for audience participation. A speaker's time may be extended at the discretion of the Mayor
and /or the consensus or vote of the Council. Written communication and e-mail messages are strongly
encouraged.
PUBLIC HEARINGS
7. Final Public Input hearing and Resolution on the 2015 Consolidated Annual Performance
Evaluation Report (CAPER)
CITY MANAGER REPORTS
8. Resolution authorizing modification to an existing grant agreement with Washington Stat - 1 �w
Department of Transportation to fund fixed -route buses
ORDINANCES
9. Ordinance Amending the 2016 Budget for 2015 Year -End Encumbrances (First Reading)
10. Other Business
11. Adjournment
The next meeting will be a Council Business Meeting on April 5, 2016 at 6 p.m. at City Hall
12. Council General Information
A. Council General Information
Any invocation that may be offered before the official start of the Council meeting shall be the
voluntary offering of a private citizen, to and for the benefit of the Council. The views or beliefs
expressed by the invocation speaker have not been previously reviewed or approved by the
Council, and the Council does not endorse the religious beliefs or views of this, or any other
speaker.
A Council packet is available for review at the City Clerk's Office and the Library. A packet is
also available on -line at www.yakimawa.gov.
The City provides special accommodations, such as hearing devices, wheelchair space or
language interpreters, for City meetings. Anyone needing special assistance please contact
the City Clerk's office at (509) 575 -6037.
CITY MEETING SCHEDULE
For February 29, 2016 — March 7, 2016
Please note: Meetings are subject to change
Tuesday, March 1
10:00 a.m. County Commissioners meeting — Council Chambers
6:00 p.m. City Council meeting — Council Chambers
Wednesday, March 2
5:30 p.m. Community Review Board — Council Chambers
Thursday March 3
9:00 a.m. County Hearing Examiner — Council Chambers
2:00 p.m. Bid opening — 1" Floor Conference Room
3:30 p.m. Bid opening — Council Chambers
Monday, March 7
3:30 p.m. Civil Service Commission — Council Chambers
7:00 p.m. League of Women Voters panel — Council Chambers
Office Of Mayor /City Council
Preliminary Future Activities Calendar
Please Note: Meetings are subject to change
Meeting Organization Meeting Purpose Participants I Meeting Location
Date /Time
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Tue. March 1
6:00 p.m. City Council meeting Scheduled Meeting Council 1 Council Chambers
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Tue. March 8
6:00 p.m. p City Council special meeting Scheduled Meeting Council Convention Center
Wed. March 9
9:00 a.m. Yakima Valley Funders' Scheduled Meeting A. Gutierrez Grandview Community Center
Forum
Thur. March 10
5:30 . m YCDA Board meeting I Board Meeting Council Convention Center
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Mon. March 14
8:30 a.m. Police & Fire Pension Board Meeting Coffey 1st Floor Conference Room
boards
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Tue. March 15
5:00 p.m. (T) City Council Executive Scheduled Meeting Council Council Chambers
Session
6:00m. City Council meeting Scheduled Meeting Council m(y( Council Chambers
Wed. March 16
12:00 p.m. OIC Board meeting Board Meeting Adkison SE Community Center