Orange county eecbg kick off meeting october 1 2009
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Orange County EECBG Kick-Off Meeting October 1, 2009. U.S. Department of Energy. Agenda. Introductions, roles and responsibilities Communications EECBG overview EECBG opportunity DOE resources Award document overview Reporting requirements Monitoring & site visits Progress Reviews

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Orange CountyEECBG Kick-Off MeetingOctober 1, 2009

U.S. Department of Energy


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Agenda

  • Introductions, roles and responsibilities

  • Communications

  • EECBG overview

  • EECBG opportunity

  • DOE resources

  • Award document overview

  • Reporting requirements

  • Monitoring & site visits

  • Progress Reviews

  • ASAP payment system

  • Activities description and status


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Introductions

  • EECBG Contacts:

  • Jennifer Holman, DOE Project Officer

    • Role: Award mgmt., technical assistance, oversight & monitoring

  • Mike Fields, Navarro Sr Project Engineer

    • Role: Technical assistance, oversight & monitoring support

  • Yolanda Ramirez, DOE Grants & Agreements Specialist

    • Role: Award documents, terms and conditions


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Introductions

  • Introduction of Awardee Contacts


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Communications

  • Jennifer HolmanPhone: 303-275-6019

  • Mike FieldsPhone: 303-275-6009

  • Yolanda Ramirez Phone: 303-275-4823

  • We are available to answer questions and provide assistance.

  • Please keep in regular contact with status updates.


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EECBG Overview

  • Florida EECBG Awards

    • FL cities, counties & state – 87 awards, $168,643,400

    • Tribes – 2 awards

    • Awards over $2M – 24 awards

    • Jennifer & Mike – On all FL awards over $2M

    • DOE Golden Field Office – Mgmt. & oversight of all awards over $2M and awards to all tribes

    • State EECBG award – 60% go to smaller cities & counties


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EECBG Opportunity

  • Competitive EECBGFunding Opportunity Announcement


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Resources

  • American Recovery and Reinvestment Act Technical Assistance Program

    • Assistance with technical aspects of ARRA projects, strategies, policies, and programs

    • Complete Technical Assistance Request form and submit by email

    • For form and details go to website:

    • http://apps1.eere.energy.gov/wip/arra.cfm


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Award Overview

  • Award Package:

  • Assistance Agreement

  • Special Terms and Conditions

  • Attachments:

    • 1. Statement of Project Objectives

    • 2. Federal Assistance Reporting Checklist

    • 3. Budget Pages (SF 424A)


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Award Overview

  • Assistance Agreement

  • Box 7. Period of Performance: 36 months total

  • Box 12.Total Amount: Amount of total Award/allocation

  • Box 13. Funds Obligated: Amount transferred to ASAP

  • Box 22. Signature block:Does not need to be signed by awardee. FedConnect Acknowledge button takes place of signature.

  • Date signed:Effective date of award. Subcontractor info due 180 days from this date.


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Award Overview

  • Assistance Agreement Page 2

  • Amount of funding released for drawdown:

  • “The funds available in ASAP to the Recipient through this action is limited to $1,655,900”


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Award Overview

  • Special Terms and Conditions

  • Phased disbursement of funds

  • Awarded - $7,522,900

  • Obligated - $7,522,900

  • Released – $1,655,900

  • Released after conditions lifted - $3,761,450 (50%)

  • Remainder released after progress review(s) demonstrate

    • Satisfactory progress on activities

    • Funds expended appropriately

    • Compliance with reporting requirements

    • Jobs created


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Award Overview

  • Special Terms and Conditions

  • Award Condition: NEPA

  • Activity #1 – Community Climate Change Initiative:

  • No Restrictions.

  • Activity #2 – PV Demonstration Coop Extension Center:

  • Prohibited actions include: Construction, Installation, and disposal activities until such time that you comply with the Waste Stream Clause Historic Preservation Clause; Engineering Clause; PV must address visual impacts.

  • Activity #3 – Sport Field Energy Efficient Lighting:

  • Prohibited actions include: generating any waste, until such time that recipient complies with the Waste Stream Clause.


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Award Overview

  • Special Terms and Conditions

  • Award Condition: NEPA (Continued)

  • Activity #4 – Energy Management System:

  • No Restrictions.

  • Activity #5 – County-wide Energy Efficiency Upgrades: Prohibited actions include: Construction, Installation, and disposal activities until such time that you comply with the Waste Stream Clause Historic Preservation Clause; Engineering Clause.

  • Activity #6 – LED Traffic Signals: Prohibited actions include: generating any waste, until such time that recipient complies with the Waste Stream Clause.


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Award Overview

  • Special Terms and Conditions

  • Award Condition: NEPA (Continued)

  • Activity #7 – Orlando Science Center Energy Efficiency/Renewable Upgrades:

  • Prohibited actions include: Construction, Installation, and disposal activities until such time that you comply with the Waste Stream Clause Historic Preservation Clause; Engineering Clause; PV must address visual impacts.

  • Activity #8 – Solid Waste Integrated Resource Plan:

  • No Restrictions.

  • Activity #9 – County Convention Center LED Lighting Upgrade: Prohibited actions include: Construction, Installation, and disposal activities until such time that you comply with the Waste Stream Clause


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Award Overview

  • Special Terms and Conditions

  • Award Condition: NEPA (Continued)

  • Activity #10 – South Water Reclamation Facility Digester Cover:

  • Additional project specific information describing the project and potential impacts; and obtaining a final NEPA determination from DOE regarding those activities.

  • Activity # 11 – Transportation Electrification:

  • No Restrictions.


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Award Overview

  • Special Terms and Conditions

  • Award Condition: Sub-contract/grant approvals

  • Sub-contractors/grants have not been identified

  • When identified, they must be approved by DOE

  • No funding expended on subs until DOE approval

  • Upon selection and within 180 days of award date submit info on all subs

    • Name

    • DUNS Number

    • Award Amount

    • Statement of work including applicable activities

    • EF-1 for all proposed activities


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Award Overview

  • Special Terms and Conditions

    • American-made equipment and products

    • To the greatest extent practicable, all equipment and products purchased with award funding should be American-made

    • Many countries designated as exceptions

    • Exception when cumulative cost of such material will increase overall cost of project by more than 25%

    • Questions regarding specific items? Send us an email for a legal determination.


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Award Overview

  • Special Terms and Conditions

  • Davis-Bacon Act

  • Laborers paid by Recovery Act funds must receive no less than prevailing local wage rates for construction or repair work.

  • For Davis-Bacon guidance go to:http://www.dol.gov/esa/whd/contracts/dbra.htm

  • To determine labor rates go to: http://www.wdol.gov/dba.aspx

  • If you still have questions send us an email


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Award Overview

  • Attachment 1: Statement of Project Objectives

    • Current SOPO consists of submitted Activity sheets

    • Need revised SOPO with tasks & milestones for each activity

    • SOPO template will be provided

    • Project Officers and Monitors will assist with revisions


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Award Overview

Attachment 2: Federal Assistance Reporting Checklist

  • Lists required reports & reporting frequency

  • Attached instructions describe reports

  • Please note special ARRA reporting requirements in special terms and conditions

  • More on reporting later


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Award Overview

  • Attachment 3: Budget Information (SF 424A)

    • Approved budget for project

    • Broken out by Activity

    • Alert Project Officer if there are significant changes to budget (funding shifts between activities)


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Reporting requirements

  • Management Reporting

  • Progress report

  • Special status report

    • Financial Reporting

    • Form SF425

    • Other Reporting

    • ARRA reporting

    • ARRA reports due 10 days after each calendar quarter but may change to monthly.


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Reporting requirements

  • ARRA Reporting

    • ARRA website open for registration. Please register now!

    • Reporting templates available for download

    • Reports can be submitted 3 ways:

      • Form completed on-line

      • Excel template completed and uploaded

      • XML file created and uploaded

    • First ARRA Reports due Oct. 10th!


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Reporting requirements

  • Progress Report

    • Reports entered into Performance and Accountability for Grants in Energy (PAGE) website

    • PAGE system will send email invitations when ready

    • Do not send reports to [email protected]

    • Reports currently required quarterly – may change to monthly

    • Reports due 30 days after each calendar quarter – may change to 10 days after

    • If PAGE system not up, progress report template will be provided

    • First progress report due Oct. 30th!


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Reporting requirements

  • Special Status Report

  • Notify Project Officer within 5 days of events such as:

    • Developments with significant favorable impacts

    • Significant delays or cost increases

    • Death or injuries on project

    • NEPA issues/concerns, etc.

    • Notify Project Officer directly by email.


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Reporting requirements

  • Financial report

    • Federal Financial Report Form SF425

    • New form as of this year (takes the place of SF269 and SF272)

    • Will be completed in PAGE

    • Currently required quarterly – may change to monthly

    • Currently due 30 days after each calendar quarter – may change to 10 days after


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Reporting requirements

PAGE Preview

URL: WWW.PAGE.ENERGY.GOV


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Reporting requirements

Your application is uploaded into PAGE

Tracked metrics are based on submitted Activity sheets


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Reporting requirements

Training videos available on website

Training Videos are 5-7 minutes each


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Monitoring & Site Visits

  • Desktop monitoring

  • Examination of all reports to

    • Assess progress toward goals and objectives

    • Determine compliance with Federal rules and regulations

    • Assess fiscal tracking of resources expended

  • Onsite Monitoring

  • Scheduled visits of at least 30% of grants above $2M each year (minimum requirement)

  • Random onsite monitoring visits in each state each year

  • Rapid Response Team will visit when high-risk problems are identified


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Progress Reviews

  • Periodic comprehensive progress reviews will be conducted

  • Onsite and desktop monitoring reports used to assess compliance with grant requirements

  • Awardee expected to demonstrate continued progress in:

    • Funds expenditure

    • Compliance with reporting requirements

    • Jobs creation

  • If deficiencies found, Awardee must provide corrective action plan (CAP).


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ASAP Payments

  • Authorized for Advance Payments

  • Funds electronically transferred to organization upon payment request

  • Must enroll in ASAP before making requests

  • Enrollment email with required forms was sent by Barbara Huyck to organization contact

  • Barbara is available to answer questions at:[email protected] or 303-275-4746

  • For more info on ASAP enrollment, go to:

  • http://fms.treas.gov/asap/pr_questions_enrollment.html


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Project Description

  • Recipient presentation of Activities & status

  • For each Activity:

  • Overview of Activity objectives and approach to successful implementation.

  • Description of Activity tasks

  • Activity milestones & schedule/timeline

  • Current status



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