HomeMy WebLinkAboutCAP 2011-07-11 Item 2A - Grant Acceptance - City Facilities Energy Lighting Upgrades from WA State Department of Commerce City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Community Affairs and Parks Committee
FROM: Brandon Miles, Senior Planner
DATE: July 5, 2011
SUBJECT: Lighting Upgrades to City Facilities Additional Funding Offered to the City
(UPDATED -since 5123111 CAP Meeting)
ISSUE
Acceptance of additional grant funding from the Washington State Department of Commerce to
complete energy upgrades to City Facilities.
BACKGROUND
Oriqinal Scoge of Work
In 2007, the City Council adopted Resolution #1649 that outlined the City's commitment to
reduce greenhouse gases. The resulting inventory found that City facilities were responsible for
the release of 7,041 tons of CO2, over 50% of which was the result of electrical operation at city
buildings, parks, and operations of street lights.
On February 16, 2010, the City Council authorized the acceptance of a grant in the amount of
$129,500 from the Washington State Department of Commerce to complete energy upgrades to
various city facilities. These funds were provided to the Department of Commerce from the
Federal Government as part of the American Recovery and Reinvestment Act. The energy
upgrades were basic improvements to lighting and installation of motion sensors that will reduce
energy use and costs.
On February 22, 2011 the City Council authorized the Mayor to sign an agreement with the
State of Washington Department of General Administration to utilize performance contracting to
complete the scope of work outlined in the City's grant agreement with the Department of
Commerce. The work at City Hall, 6300 Building, the Community Center and the parking lot
lights at Fort Dent' has been completed for that original scope of work.
The total construction cost for our original scope was lower than expected at $153,185.15.
Initially, it was forecasted that $15,387 would come from City funds, however due to higher than
expected utility rebates; staff is anticipating that the City's cash contribution to the project will be
less than $500. The actual amount will not be known until Puget Sound Energy and Seattle City
Light have inspected the work and provide rebate payout.
Additional Grant Funds
The Department of Commerce has informed the City that due to some cities choosing not to
utilize their grant funds that the City could receive $37,786.01 in additional funds. There is no
requirement for the Citv to provide a cash match in order to accept the additional funds 2
Per our agreement with Starfire Sports, the City is responsible for the parking lot, including lighting.
'Attachment "A" includes a table showing funding sources for the City's entire project. This table does show city
funds being used, but that match is for the original scope of work.
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INFORMATIONAL MEMO
Page 2
Staff provided an overview of the additional funding opportunity at the May 23, 2011 Community
Affairs Parks Committee. At the time of the meeting we did not know how much funding we
would receive. Based on the funds now available to the City by the Department of Commerce
and utilizing rebate funds from Puget Sound Energy, staff suggests the following work:
Proposed Work Notes
Replace the T -12 lights The US Department of Energy has mandated that T -12 bulbs be
at Old City Hall. phased out of construction starting in July of 2012. The City will
eventually have to replace the lights at Old City Hall.
Replace the parking Replacing Outdoor lights produces significant energy savings. Our
lots lights at City Hall original application received a high rating because the city
and 6300 Building with replaced the outdoor lights at the TCC and Fort Dent.
energy efficient
fixtures.
Additional occupancy We may have a small amount of grant funding available after we
sensors and lighting complete old City Hall and replace the parking lot lights. Our goal
upgrades at the TCC, will be not to give any grant funds back to the grant agency. Any
City Hall and the 6300 funds remaining will be used to install occupancy sensors and to
Building. complete small energy savings upgrades.
DISCUSSION
The original scope of work is estimated to save the City over $16,000 a year in energy costs by
reducing energy consumption by over 200,000 kilowatt hours. The additional scope of work will
also significantly reduce the City's energy demands resulting in direct financial savings to the
City.
Completing these energy savings projects allows the City to save Tukwila tax dollars for more
beneficial uses than keeping the lights on. The City would also be closer to achieving our goals
of reducing greenhouse emissions as outlined by City Council Resolution #1649.
RECOMMENDATION
Given that the additional grant funding is less than $40,000, approval by the full council is not
required, and staff would request that the Committee Chair report out to the full council.
When the additional work is completed, staff will schedule a presentation to the City Council
which will outline the work completed, energy savings, and total costs. As part of the
presentation, staff will also provide an overview of future energy savings projects that the City
could consider doing, as funds become available.
ATTACHMENTS
-Grant Amendment between the City and the Washington State Department of Commerce
Minutes from May 23, 2011 Community Affairs and Parks Committee
WA2011 Info Memos\EnergyGrantCandoc
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Contract Number: F10- 52110 -050
Amendment Number: B
Washington State Department of Commerce
Energy Office (Formerly Energy Policy Division)
ARRA /Energy Efficiency Conservation Block Grant (EECBG) Smaller Cities Counties
1. Contractor 2. Contractor Doing Business As (optional)
City of Tukwila N/A
6300 Southcenter Blvd., Suite 100
Tukwila, WA 98188
3. Contractor Representative (only if updated) 4. COMMERCE Representative (only if updated)
Unchanged Program: Patti Miller- Crawley LeonaMoon Coldeen
(Unchanged) Contracts Administration Unit
PO Box 42525
Olympia, WA 98504 -2525
5. Original Agreement Amount 6. Amendment Amount 7. New Grant Amount
(and any previous amendments)
$129,500 $37,786 $167,286
8. Amendment Funding Source 9. Amendment Start Date 10. Amendment End Date
Federal: X State: Other: N /A: December 20, 2010 December 31, 2011
11. Federal Funds (as applicable): Federal Agency: CFDA Number:
$167,286.01 Department of Energy 81.128
12. Amendment Purpose:
1) Extend the project end date from August 31, to December 31, 2011.
2) Increase the grant amount of $129,500 by $37,786 to $167,286 and revise the Attachments A, Scope of Work and
Attachment B, Budget accordingly. No match is required for the additional $37,786. The budget increase is to add
additional lighting/energy updates to various city facilities, including and possibly beyond those listed in the Amendment
A -Statement of Work.
3) Add performance measures that all construction will begin by October 15, 2011 and all invoicing for the project must
be received by Conunerce by December 1, 2011.
ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT REMAIN UNCHANGED AND IN
FULL FORCE AND EFFECT.
COMMERCE, defined as the Department of Commerce, and the Grantee acknowledge and accept the terms of this Grant As
Amended and attachments and have executed this Grant Amendment on the date below to start as of the date and year
referenced above. The rights and obligations of both parties to this Grant As Amended are governed by this Grant
Amendment and the following other documents incorporated by reference: Grant Terms and Conditions including A copy of
this Grant Amendment shall be attached to and made a part of the original Grant between COMMERCE and the Grantee.
Any reference in the original Grant to the "Grant" shall mean the "Grant As Amended
FOR CONTRACTOR FOR COMMERCE
Rebecca A. Stillings, Senior Manager
Jim Haggerton, Mayor
Date
Date
APPROVED AS TO FORM ONLY
SANDRA C. ADIX, ASSISTANT ATTORNEY GENERAL
DATE: APRIL 21, 2010
SIGNATURE ON FILE
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Amendment B
Attachment A
Statement of Work
CITY OF TUKWILA
ENERGY EFFICIENCY AND CONSERVATION BLOCK GRANT
SMALLER CITIES AND COUNTIES
Grant Recipient: City of Tukwila
Contact Name: Brandon Miles, Senior Planner
Contact address, bmilesOci.tukwila.wa.us
Amendment B Scope of Work Summary: Install energy efficient lighting/ and energy updates such as occupancy sensors
to various city facilities including and possibly beyond those listed in the Amendment A- Statement of Work, as funding
allows provided the work does not negatively impact any historic buildings (per DAHP Programmatic Agreement) and
does not create any environmental impacts that were not addressed in the Environmental checklist that the City submitted
for this project.
Mandatory Performance Measure: All EECBG funded activities must be under construction by October 15, 2011 and
completed, accepted invoiced to Commerce for reimbursement by December 1, 2011. Failure to do so may result in
forfeiture of the grant.
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Attachment B
Amendment B
Budget
GRANT TITLE EECB Energy Effic�ericy &`Conservation Block Grant
Federal Grant NumberlD
e E:�.OrooO,'04,9 d I
Commerce Point of ContactJPatfi Miller Crowley .,4.
Fundin Type IARRA,; IX �EECBGGrant, IX
1PROJECT NAME: (Lighting Upgrades I I I I I
COMMERCE Aareement F10- 52110 -050
No.
1Armlicant Name ICity of Tukwila
Address ITukwila, WA 98188 1 1 I I I I
I
Sub recipient Point of Attn: Brandon Miles
Contact
I I GRANT I I 1 LEVERAGE /MATCH 1 I I
I 0.113 1 EECBG I CITY FUNDS 1:` {I BPA/CPU INCENTIVE I TOTAL; -y
Salaries and Wages I A 1 $0.001 'v'j $14,500.001.' .,,1 $0.001
Benefits I B j $0.001 .a $0.001 t'1 $0 00I't 0 001
Contractual C 1 $167,286.01 I '`I $15,387.00L "1 $19,017 001 I :$201;690:01
Engineering 1 D 1 $0.001 1 $0.001 $0 00k" $0-001
Goods Services I E I $0.0011' 1 '";1 $0.00i t" I
Total Direct Costs 1 1 $167,286.01(. $29,887.001,,, °I $19,017 001: $216,1'90 01°
Total All Costs $167,286.01 $29,887.001, _'1 $19,017.00
(Percentage (Total Contract) I 77.38% 13.82 I 8.80% 1 1100.00 °70.
1,1,OTAL COST Sl- 1AREa(.MATCH) 4 1 $48`9041 k 22:62
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City of Tukwila
e Community Affairs and Parks Committee
COMMUNITY AFFAIRS AND PARKS COMMITTEE
Meeting Minutes
May 23, 2011— S: 00 p. m.; Conference Room #3
PRESENT
Councilmembers: De'Sean Quinn, Acting Chair; Joe Duffie and Allan Ekberg (sitting in for Verna Seal)
Staff: Jack Pace, Nora Gierloff, Brandon Miles and Kimberly Matej
Guests: Jami Balint, Segale Legal Counsel
CALL TO ORDER: Acting Committee Chair Quinn called the meeting to order at 5:00 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. L12ht1nR /EnerRv Upgrades: Potential for Additional Grant Funding
Staff is seeking Committee approval to submit a request to the Washington State Department of Commerce
for additional grant funding for lighting /energy upgrades; and if funding is awarded, to forward an
amendment to the current agreement to accept additional funds directly to the June 13 COW for discussion.
At the February 22, 2011, regular meeting, the Council approved a grant agreement with Washington
State Department of General Administration in the amount of $163,904 for the design and completion
of energy /lighting upgrades at various City facilities. Those upgrades are almost complete and the
Department of Commerce has notified the City that additional grant monies may be available due to
some entities not being able to utilize their grant funds.
If the City receives additional funding, it would likely be under $50,000. The projects eligible for
energy /lighting upgrades include: parking lot lights at City Hall and the 6300 Building indoor lights at
Old City Hall; outdoor lights at Tukwila Park, Bicentennial Park and the Golf Course; and installation
of occupancy sensors in various locations.
Committee Member Quinn requested that staff provide an end of implementation report that outlines
results and cost savings of the energy /lighting upgrades. UNANIMOUS APPROVAL, APPLY FOR
ADDITIONAL FUNDS. FORWARD TO JUNE 13 COW FOR DISCUSSION, IF NECESSARY.
B. Interlocal Agreement: Kent/Tukwila Pennittina for Tukwila South Wetland Area
Staff is seeking Council approval to enter into an interlocal agreement with the City of Kent to grant the
City of Tukwila pennitting authority relative to a wetland mitigation area associated with the Tukwila South
project. Since the project's mitigation site is located within Kent's jurisdiction, an interlocal agreement is
necessary.
The Kent City Council has already authorized this permitting authority which will allow the applicant
(Segale Properties) to facilitate permitting through one city rather than two different jurisdictions.
Additionally, permitting through Tukwila will provide that applicant with the constancy of utilizing the
same parameters as those being followed for the Tukwila South project. UNANIMOUS APPROVAL.
FORWARD TO JUNE 13 COW FOR DISCUSSION
C. Comprehensive Plan Update: Manufacturing Industrial Center
Staff is seeking full Council approval to update the City's Comprehensive Plan and Zoning Code
regulations relating to the Manufacturing Industrial Center (MIC). This recommended update, as per staff
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