HomeMy WebLinkAboutAPPLICATION - REF ApplicationRenewable Energy Fund Round 15
Grant Application – Standard Form
AEA 23046 Page 3 of 34 10/04/2022
SECTION 1 – APPLICANT INFORMATION
Please specify the legal grantee that will own, operate, and maintain the project upon completion.
Name (Name of utility, IPP, local government, or other government entity)
City of Fairbanks
Tax ID # 92-6000140
Date of last financial statement audit: June 27, 2022
Mailing Address: Physical Address:
800 Cushman St 800 Cushman St
Fairbanks, AK 99701 Fairbanks, AK 99701
Telephone: Fax: Email:
907-459-6707 907-459-6722 sfuerst@fairbanks.us
1.1 Applicant Point of Contact / Grants Coordinator
Name: Sarah Fuerst Title: Grants and Contracts Administration Manager
Mailing Address:
800 Cushman St
Fairbanks, AK 99701
Telephone: Fax: Email:
907-459-6707 907-459-6722 sfuerst@fairbanks.us
1.1.1 Applicant Signatory Authority Contact Information
Name: David Pruhs Title: Mayor
Mailing Address:
800 Cushman St
Fairbanks, AK 99701
Telephone: Fax: Email:
907-459-6793 907-459-6722 dpruhs3@fairbanks.us
1.1.2 Applicant Alternate Points of Contact
Name Telephone: Fax: Email:
Margarita Bell 907-459-6788 907-459-6722 mbell@fairbanks.us
Mike Sanders 907-459-6760 907-459-6722 msanders@fairbanks.us
Renewable Energy Fund Round 15
Grant Application – Standard Form
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1.2 Applicant Minimum Requirements
Please check as appropriate. If applicants do not meet the minimum requirements, the application
will be rejected.
1.2.1 Applicant Type
☐ An electric utility holding a certificate of public convenience and necessity under AS 42.05
CPCN #______, or
☐ An independent power producer in accordance with 3 AAC 107.695 (a) (1)
CPCN #______, or
☒ A local government, or
☐ A governmental entity (which includes tribal councils and housing authorities)
Additional minimum requirements
☒ 1.2.2 Attached to this application is formal approval and endorsement for the project by the
applicant’s board of directors, executive management, or other governing authority. If the
applicant is a collaborative grouping, a formal approval from each participant’s governing
authority is necessary. (Indicate yes by checking the box)
☒ 1.2.3 As an applicant, we have administrative and financial management systems and follow
procurement standards that comply with the standards set forth in the grant agreement
(Section 3 of the RFA). (Indicate yes by checking the box)
☒ 1.2.4 If awarded the grant, we can comply with all terms and conditions of the award as
identified in the Standard Grant Agreement template at
https://www.akenergyauthority.org/What-We-Do/Grants-Loans/Renewable-Energy-
Fund/2022-REF-Application (Any exceptions should be clearly noted and submitted with the
application.) (Indicate yes by checking the box)
☒ 1.2.5 We intend to own and operate any project that may be constructed with grant funds for
the benefit of the general public. If no please describe the nature of the project and who will
be the primary beneficiaries. (Indicate yes by checking the box)
Renewable Energy Fund Round 15
Grant Application – Standard Form
AEA 23046 Page 5 of 34 10/04/2022
SECTION 2 – PROJECT SUMMARY
2.1 Project Title
Provide a 4 to 7 word title for your project. Type in the space below.
Public Works Solar Panel Array
2.2 Project Location
2.2.1 Location of Project – Latitude and longitude (preferred), street address, or
community name.
Latitude and longitude coordinates may be obtained from Google Maps by finding you project’s
location on the map and then right clicking with the mouse and selecting “What is here? The
coordinates will be displayed in the Google search window above the map in a format as follows:
61.195676.-149.898663. If you would like assistance obtaining this information, please contact
AEA’s Grants Coordinator by email at grants@akenergyauthority.org or by phone at (907) 771-
3081.
Latitude 64.82837 Longitude 147.77058
2.2.2 Community benefiting – Name(s) of the community or communities that will be the
beneficiaries of the project.
City of Fairbanks
2.3 Project Type
Please check as appropriate.
2.3.1 Renewable Resource Type
☐ Wind ☐ Biomass or Biofuels (excluding heat-only)
☐ Hydro, Including Run of River ☐ Hydrokinetic
☐ Geothermal, Excluding Heat Pumps ☐ Transmission of Renewable Energy
☒ Solar Photovoltaic ☐ Storage of Renewable
☐ Other (Describe) ☐ Small Natural Gas
2.3.2 Proposed Grant Funded Phase(s) for this Request (Check all that apply)
Pre-Construction Construction
☐ Reconnaissance ☒ Final Design and Permitting
☐ Feasibility and Conceptual Design ☒ Construction
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Grant Application – Standard Form
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2.4 Project Description
Provide a brief, one-paragraph description of the proposed project.
This project will install a commercial solar panel array on an elevated pad on the Public Works
compound to decrease energy costs through the direct use of renewable energy resources. This
will be accomplished through a series of activities included in Phase III and Phase IV. The Public
Works Facility is in the designated EPA PM 2.5 Air Quality Non-Attainment area. Generating and
using electricity from solar power will lower the consumption of power produced in local power
plants using coal and oil.
2.5 Scope of Work
Provide a short narrative for the scope of work detailing the tasks to be performed under this
funding request. This should include work paid for by grant funds and matching funds or performed
as in-kind match.
The City of Fairbanks (COF) is requesting $1,600,000.00 in funding to complete activities in Phase
III – Final Design and Permitting and Phase IV – Construction to achieve the objective of installing
the solar panel array at the city owned Public Works compound to achieve the long-term goal of
reducing energy costs and producing a public benefit.
The COF has completed Phase I efforts by performing reconnaissance activities to include: project
scoping, resource identification and analysis, preliminary design and cost analysis, and simple
economic analysis to include cost savings generated. Phase II completed activities advanced the
project by performing a feasibility analysis through quote information and council discussions and
conceptual design was recommended determining the location and type of unit to be installed;
further Phase II activities to complete the Phase are identified below. The city identified the solar
panel array as a capital project priority in 2021 and received a quote for a 67.425 kW Grid-Tie
System that showed energy cost savings would be generated from the project. The best location
for the system to be installed was determined to be located at the Public Works compound
because the property contained undeveloped acreage to install a solar array at ground level. Due
to a lack of identified funding for the project, the activity was put on hold until identifying the
Renewable Energy Fund Program as a possible funding source. The City of Fairbanks Finance
Committee discussed the project on November 15th, 2022 to gage support for applying for the
program. At the November 28th City Council Meeting, the Resolution to Apply for the program was
passed.
Phase II will be conducted to provide a feasibility analysis and conceptual design for a larger kW
Grid-Tie system to assess technical, economic, financial, and operational viability of a project to
guide final design and construction. Activities will include assessment of project site, finalize
system design, cost estimates for final design and construction, identifying permitting requirements,
and habitat assessment.
Phase III will be conducted prior to Phase IV to finalize plans and authorizations required for
construction. During this phase all necessary permits will be obtained, any identified environmental
issues resolved, and system operational plans finalized.
Phase IV activities will consist of preparing bid documents, vendor selection and award,
construction, and post-construction certification report.
Renewable Energy Fund Round 15
Grant Application – Standard Form
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2.6 Previous REF Applications for the Project
See Section 1.15 of the RFA for the maximum per project cumulative grant award amount
Round
Submitted
Title of application Application
#, if known
Did you
receive a
grant? Y/N
Amount of REF
grant awarded
($)
N/A
Renewable Energy Fund Round 15
Grant Application – Standard Form
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SECTION 3 – Project Management, Development, and Operation
3.1 Schedule and Milestones
Please fill out the schedule below (or attach a similar sheet) for the work covered by this funding
request. Be sure to identify key tasks and decision points, including go/no go decisions, in your
project along with estimated start and end dates for each of the milestones and tasks. Please
clearly identify the beginning and ending of all phases (I. Reconnaissance, II. Feasibility and
Conceptual Design, III. Final Design and Permitting, and IV. Construction) of your proposed
project. See the RFA, Sections 2.3-2.6 for the recommended milestones for each phase. Add
additional rows as needed.
See attachment 1.
Renewable Energy Fund Round 15
Grant Application – Standard Form
AEA 23046 Page 9 of 34 10/04/2022
3.2 Budget
3.2.1 Funding Sources
Indicate the funding sources for the phase(s) of the project applied for in this funding request.
Grant funds requested in this application $1,600,000.00
Cash match to be provideda $0
In-kind match to be provideda $0
Energy efficiency match providedb $0
Total costs for project phase(s) covered in application (sum of
above)
$1,600,000.00
Describe your financial commitment to the project and the source(s) of match. Indicate whether
these matching funds are secured or pending future approvals. Describe the impact, if any, that
the timing of additional funds would have on the ability to proceed with the grant.
a Attach documentation for proof (see Section 1.18 of the Request for Applications)
b See Section 8.2 of this application and Section 1.18 of the RFA for requirements for Energy Efficiency
Match.
3.2.2 Cost Overruns
Describe the plan to cover potential cost increases or shortfalls in funding.
Any shortfalls in funding will be covered by a request to pay out of the Mayor’s Contingency Fund.
3.2.3 Total Project Costs
Indicate the anticipated total cost by phase of the project (including all funding sources). Use actual
costs for completed phases. Indicate if the costs were actual or estimated.
Reconnaissance [Actual/Estimated] $
Feasibility and Conceptual Design [Actual/Estimated] $
Final Design and Permitting [Actual/Estimated] $
Construction [Actual/Estimated] $1,600,000.00
Total Project Costs (sum of above) Estimated $1,600,000.00
Metering/Tracking Equipment [not included in project
cost]
Estimated $
3.2.4 Funding Subsequent Phases
If subsequent phases are required beyond the phases being applied for in this application,
describe the anticipated sources of funding and the likelihood of receipt of those funds.
State and/or federal grants
Loans, bonds, or other financing options
Additional incentives (i.e. tax credits)
Additional revenue streams (i.e. green tag sales or other renewable energy subsidies or
programs that might be available)
N/A.
Renewable Energy Fund Round 15
Grant Application – Standard Form
AEA 23046 Page 10 of 34 10/04/2022
3.2.3 Budget Forms
Applications MUST include a separate worksheet for each project phase that was identified in
Section 2.3.2 of this application — I. Reconnaissance, II. Feasibility and Conceptual Design, III.
Final Design and Permitting, and IV. Construction. Please use the tables provided below to detail
your proposed project’s total budget. Be sure to use one table for each phase of your project, and
delete any unnecessary tables. The milestones and tasks should match those listed in 3.1 above.
If you have any question regarding how to prepare these tables or if you need assistance preparing
the application please feel free to contact AEA’s Grants Coordinator by email at
grants@akenergyauthority.org or by phone at (907) 771-3081.
Phase 1 — Reconnaissance
Milestone or Task
Anticipated
Completion
Date
RE- Fund
Grant Funds
Grantee
Matching
Funds
Source of
Matching
Funds:
Cash/In-
kind/Federal
Grants/Other
State
Grants/Other
TOTALS
(List milestones based on
phase and type of project. See
Sections 2.3 thru 2.6 of the
RFA )
$ $ $
N/A. $ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
TOTALS $ $ $
Budget Categories:
Direct Labor & Benefits $ $ $
Travel & Per Diem $ $ $
Equipment $ $ $
Materials & Supplies $ $ $
Contractual Services $ $ $
Construction Services $ $ $
Other $ $ $
TOTALS $ $ $
Renewable Energy Fund Round 15
Grant Application – Standard Form
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Phase 2 — Feasibility and Conceptual Design
Milestone or Task
Anticipated
Completion
Date
RE- Fund
Grant Funds
Grantee
Matching
Funds
Source of
Matching
Funds:
Cash/In-
kind/Federal
Grants/Other
State
Grants/Other
TOTALS
(List milestones based on
phase and type of project.
See Sections 2.3 thru 2.6 of
the RFA )
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
TOTALS $ $ $
Budget Categories:
Direct Labor & Benefits $ $ $
Travel & Per Diem $ $ $
Equipment $ $ $
Materials & Supplies $ $ $
Contractual Services $ $ $
Construction Services $ $ $
Other $ $ $
TOTALS $ $ $
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Grant Application – Standard Form
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Phase 3 — Final Design and Permitting
Milestone or Task
Anticipated
Completion
Date
RE- Fund
Grant Funds
Grantee
Matching
Funds
Source of
Matching
Funds:
Cash/In-
kind/Federal
Grants/Other
State
Grants/Other
TOTALS
(List milestones based on
phase and type of project.
See Sections 2.3 thru 2.6 of
the RFA )
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
TOTALS $ $ $
Budget Categories:
Direct Labor & Benefits $ $ $
Travel & Per Diem $ $ $
Equipment $ $ $
Materials & Supplies $ $ $
Contractual Services $ $ $
Construction Services $ $ $
Other $ $ $
TOTALS $ $ $
Renewable Energy Fund Round 15
Grant Application – Standard Form
AEA 23046 Page 13 of 34 10/04/2022
Phase 4 — Construction
Milestone or Task
Anticipated
Completion
Date
RE- Fund
Grant Funds
Grantee
Matching
Funds
Source of
Matching
Funds:
Cash/In-
kind/Federal
Grants/Other
State
Grants/Other
TOTALS
(List milestones based on
phase and type of project.
See Sections 2.3 thru 2.6 of
the RFA )
$ $ $
Construction 9/30/2023 $1,600,000 $ $1,600,000
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
TOTALS $1,600,000 $ $1,600,000
Budget Categories:
Direct Labor & Benefits $ $ $
Travel & Per Diem $ $ $
Equipment $ $ $
Materials & Supplies $ $ $
Contractual Services $ $ $
Construction Services $ $ $
Other $ $ $
TOTALS $ $ $
Renewable Energy Fund Round 15
Grant Application – Standard Form
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3.2.4 Cost Justification
Indicate the source(s) of the cost estimates used for the project budget, including costs for future
phases not included in this application.
The City received a quote from Renewable Energy Sources for a 67.425 kW Grid-Tie System that
would cost $300,000.00. Given the space available at the Public Works Facility the City believes it
can comfortably fit a $1,000,000.00 system on the grounds to produce the desired energy cost
offset. Grounds work and installation for the system was estimated to be $600,000.00.
3.3 Project Communications
3.3.1 Project Progress Reporting
Describe how you plan to monitor the progress of the project and keep AEA informed of the status.
Who will be responsible for tracking the progress? What tools and methods will be used to track
progress?
The City of Fairbanks will provide monthly status reports starting in the month of the grant award to
close out of the project, status reports will include progress updates, deliverables identified in
Attachment 1, information on matching funds provided, reimbursement backup and information on
difficulties encountered. Sarah Fuerst - Grants and Contracts Administration Manager will be
responsible for tracking the progress. Progress will be tracked by milestone completion, and
documentation for matching funds spent towards the project. The City utilizes an accounting
system capable of tracking hours and funds spent on specific projects.
3.3.2 Financial Reporting
Describe the controls that will be utilized to ensure that only costs that are reasonable, ordinary
and necessary will be allocated to this project. Also discuss the controls in place that will ensure
that no expenses for overhead, or any other unallowable costs will be requested for reimbursement
from the REF Grant Program.
The City will review all costs associated with Phase IV construction and installation of the system
as invoices are received to ensure that work was performed in accordance to the specifics outlined
in the contract. Only after costs are determined to be allowable for reimbursement will the City
make payment and submit a reimbursement request to the REF Grant Program. The City will also
maintain and review documentation for all employee hours used as matching funds for the
program. Site monitoring and close contact with the selected contractor will help to ensure that
work is being performed in accordance to the agreement in place.
Renewable Energy Fund Round 15
Grant Application – Standard Form
AEA 23046 Page 15 of 34 10/04/2022
SECTION 4 – QUALIFICATIONS AND EXPERIENCE
4.1 Project Team
Include resumes for known key personnel and contractors, including all functions below, as an
attachment to your application. In the electronic submittal, please submit resumes as separate
PDFs if the applicant would like those excluded from the web posting of this application.
4.1.1 Project Manager
Indicate who will be managing the project for the Grantee and include contact information. If the
applicant does not have a project manager indicate how you intend to solicit project management
support. If the applicant expects project management assistance from AEA or another government
entity, state that in this section.
Jeff Jacobson (907-459-6817, jjacobson@fairbanks.us), Public Works Director is designated as
the City’s project manager.
4.1.2 Project Accountant
Indicate who will be performing the accounting of this project for the grantee. If the applicant does
not have a project accountant indicate how you intend to solicit financial accounting support.
Margarita Bell, CFO, will be the financial lead for the project. Sarah Fuerst, Grants and Contracts
Administration Manager, will be responsible for reporting and ensuring the City of Fairbanks follows
all grant guidelines.
4.1.3 Expertise and Resources
Describe the project team including the applicant, partners, and contractors.
For each member of the project team, indicate:
the milestones/tasks in 3.1 they will be responsible for;
the knowledge, skills, and experience that will be used to successfully deliver the tasks;
how time and other resource conflicts will be managed to successfully complete the task.
If contractors have not been selected to complete the work, provide reviewers with sufficient detail
to understand the applicant’s capacity to successfully select contractors and manage complex
contracts.
The project team will include the following members:
Jeff Jacobson, Public Works Director – Responsible for project management on all tasks outlined
in the project schedule. Experience as the Public Works Director will help guide and manage the
project to a successful completion. Monitoring of project progress and cost data will ensure time
and money are managed successfully through close out. Project tasks and supervision may be
delegated as needed to other qualified Public Works staff.
Margarita Bell, CFO – Responsible for oversite of financial information and reporting on project.
Experience as CFO will guide the project to success through use of fiscal responsibility and
analysis of funding used and available.
Renewable Energy Fund Round 15
Grant Application – Standard Form
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Sarah Fuerst, Grants and Contracts Administration Manager – Responsible for progress reporting,
schedule and grant agreement adherence, and monitoring of financial and progress completion.
Sarah is responsible for reporting on all of the City’s active grants and monitors them to their
completion. Any time or resource conflicts will be communicated to the grantor for quick problem
solving.
The contractor for the project has not been selected. The contract will be awarded to competitively
procured contractor. The reviewers for the bids provided will be able to understand and judget the
applicant’s capacity to successfully select contractors and manage complex contracts.
4.2 Local Workforce
Describe how the project will use local labor or train a local labor workforce.
The project will use a competitively procured contractor.
Renewable Energy Fund Round 15
Grant Application – Standard Form
AEA 23046 Page 17 of 34 10/04/2022
SECTION 5 – TECHNICAL FEASIBILITY
5.1 Resource Availability
5.1.1 Assessment of Proposed Energy Resource
Describe the potential extent/amount of the energy resource that is available, including average
resource availability on an annual basis. For pre-construction applications, describe the resource to
the extent known. For design and permitting or construction projects, please provide feasibility
documents, design documents, and permitting documents (if applicable) as attachments to this
application (See Section 11). Likelihood of the resource being available over the life of the project.
See the “Resource Assessment” section of the appropriate Best Practice Checklist for additional
guidance.
The project proposed would install a solar panel array in an open field at the Public Works Facility.
The resource utilized would be sunlight and would provide the most benefit during the summer
months.
5.1.2 Alternatives to Proposed Energy Resource
Describe the pros and cons of your proposed energy resource vs. other alternatives that may be
available for the market to be served by your project.
The pros of this proposed energy resource is it will greatly reduce costs during the summer
months, cons are that it will not provide as much benefit during the winter months.
5.1.3 Permits
Provide the following information as it may relate to permitting and how you intend to address
outstanding permit issues. See the “Environmental and Permitting Risks” section of the appropriate
Best Practice Checklist for additional guidance.
List of applicable permits
Anticipated permitting timeline
Identify and describe potential barriers including potential permit timing issues, public
opposition that may result in difficulty obtaining permits, and other permitting barriers
Permitting requirements will be determined after any award is granted before construction begins.
The City of Fairbanks owns the land in which construction will take place and does not anticipate
any public opposition or permitting barriers.
5.2 Project Site
Describe the availability of the site and its suitability for the proposed energy system. Identify
potential land ownership issues, including whether site owners have agreed to the project or how
you intend to approach land ownership and access issues. See the “Site control” section of the
appropriate Best Practice Checklist for additional guidance.
The site is owned by the City of Fairbanks and is ready for construction and alterations to its
current state to make the land suitable for housing the solar panels.
5.3 Project Technical & Environmental Risk
5.3.1 Technical Risk
Renewable Energy Fund Round 15
Grant Application – Standard Form
AEA 23046 Page 18 of 34 10/04/2022
Describe potential technical risks and how you would address them.
Which tasks are expected to be most challenging?
How will the project team reduce the risk of these tasks?
What internal controls will be put in place to limit and deal with technical risks?
See the “Common Planning Risks” section of the appropriate Best Practice Checklist for additional
guidance.
Construction beginning and ending quickly will be a challenge. The project team will work to ensure
that the selected contractor can meet the deadlines in place.
5.3.2 Environmental Risk
Explain whether the following environmental and land use issues apply, and if so which project
team members will be involved and how the issues will be addressed. See the “Environmental and
Permitting Risks” section of the appropriate Best Practice Checklist for additional guidance.
Threatened or endangered species
Habitat issues
Wetlands and other protected areas
Archaeological and historical resources
Land development constraints
Telecommunications interference
Aviation considerations
Visual, aesthetics impacts
Identify and describe other potential barriers
N/A.
5.4 Technical Feasibility of Proposed Energy System
In this section you will describe and give details of the existing and proposed systems. The
information for existing system will be used as the baseline the proposal is compared to and also
used to make sure that proposed system can be integrated.
Only complete sections applicable to your proposal. If your proposal only generates electricity, you
can remove the sections for thermal (heat) generation.
5.4.1 Basic Operation of Existing Energy System
Describe the basic operation of the existing energy system including: description of control system;
spinning reserve needs and variability in generation (any high loads brought on quickly); and
current voltage, frequency, and outage issues across system. See the “Understanding the Existing
System” section of the appropriate Best Practice Checklist for additional guidance.
The solar panels will generate electricity by capturing the flow of electrons from sunlight and
turning the flow into a usable electric current.
Renewable Energy Fund Round 15
Grant Application – Standard Form
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5.4.2.1 Existing Power Generation Units
Include for each unit include: resource/fuel, make/model, design capacity (kW), minimum
operational load (kW), RPM, electronic/mechanical fuel injection, make/model of genset
controllers, hours on genset
Unit 1:
Unit 2:
Unit 3:
Unit 4:
Unit 5:
Unit 6:
5.4.2.2 Existing Distribution System
Describe the basic elements of the distribution system. Include the capacity of the step-up
transformer at the powerhouse, the distribution voltage(s) across the community, any transmission
voltages, and other elements that will be affected by the proposed project.
5.4.2.3 Existing Thermal Generation Units (if applicable to your project)
Generation
unit
Resource/
Fuel type
Design
capacity
(MMBtu/hr)
Make Model Average
annual
efficiency
Year
Installed
Hours
5.4.2.5 Annual Electricity Production and Fuel Consumption (Existing System)
5.4.2 Existing Energy Generation Infrastructure and Production
In the following tables, only fill in areas below applicable to your project. You can remove extra
tables. If you have the data below in other formats, you can attach them to the application (see
Section 11).
Is there operational heat recovery? (Y/N) If yes estimated
annual displaced heating fuel (gallons)
5.4.2.4 O&M and replacement costs for
existing units
Power Generation Thermal Generation
i. Annual O&M cost for labor
ii. Annual O&M cost for non-labor
iii. Replacement schedule and cost for
existing units
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Grant Application – Standard Form
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Use most recent year. Replace the section (Type 1), (Type 2), and (Type 3) with generation
sources
Month Generati
on (Type
1)
(kWh)
Generatio
n (Type 2)
(kWh)
Generatio
n (Type 3)
(kWh)
Fuel
Consumptio
n
(Diesel-
Gallons)
Fuel
Consumptio
n
[Other]
Pea
k
Loa
d
Minimu
m Load
January
February
March
April
May
June
July
August
Septembe
r
October
November
December
Total
5.4.2.6 Annual Heating Fuel Consumption (Existing System)
Use most recent year. Include only if your project affects the recovered heat off the diesel
genset or will include electric heat loads. Only include heat loads affected by the project.
Month Diesel
(Gallons)
Electricity Propane
(Gallons)
Coal
(Tons)
Wood
(Cords,
green tons,
dry tons)
Other
January
February
March
April
May
June
July
August
September
October
November
December
Total
5.4.3 Future Trends
Describe the anticipated energy demand in the community, or whatever will be affected by the
project, over the life of the project. Explain how the forecast was developed and provide year by
year forecasts. As appropriate, include expected changes to energy demand, peak load, seasonal
variations, etc. that will affect the project.
Renewable Energy Fund Round 15
Grant Application – Standard Form
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5.4.4 Proposed System Design
Provide the following information for the proposed renewable energy system:
A description of renewable energy technology specific to project location
The total proposed capacity and a description of how the capacity was determined
Integration plan, including upgrades needed to existing system(s) to integrate renewable
energy system: Include a description of the controls, storage, secondary loads, distribution
upgrades that will be included in the project
Civil infrastructure that will be completed as part of the project—buildings, roads, etc.
Include what backup and/or supplemental system will be in place
See the “Proposed System Design” section of the appropriate Best Practice Checklist for additional
guidance.
5.4.4.1 Proposed Power Generation Units
Unit # Resource/
Fuel type
Design
capacity
(kW)
Make Model Expected
capacity
factor
Expected
life
(years)
Expected
Availability
5.4.4.2 Proposed Thermal Generation Units (if applicable)
Renewable Energy Fund Round 15
Grant Application – Standard Form
AEA 23046 Page 22 of 34 10/04/2022
Generation
unit
Resource/
Fuel type
Design
capacity
(MMBtu/hr)
Make Model Expected
Average
annual
efficiency
Expected
life
5.4.5 Basic Operation of Proposed Energy System
To the best extent possible, describe how the proposed energy system will operate: When will
the system operate, how will the system integrate with the existing system, how will the
control systems be used, etc.
When and how will the backup system(s) be expected to be used
See the “Proposed System Design” section of the appropriate Best Practice Checklist for additional
guidance.
5.4.3.1 Expected Capacity Factor %
5.4.5.2 Annual Electricity Production and Fuel Consumption (Proposed System)
Month Generation
(Proposed
System)
(kWh)
Generation
(Type 2)
(kWh)
Generation
(Type 3)
(kWh)
Fuel
Consumption
(Diesel-
Gallons)
Fuel
Consumption
[Other]
Secondary
load
(kWh)
Storage
(kWh)
January
February
March
April
May
June
July
August
September
October
November
December
Total
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5.4.5.3 Annual Heating Fuel Consumption (Proposed System)
Month Diesel
(Gallons)
Electricity Propane
(Gallons)
Coal
(Tons)
Wood
(Cords,
green tons,
dry tons)
Other
January
February
March
April
May
June
July
August
September
October
November
December
Total
5.4.6 Proposed System Operating and Maintenance (O&M) Costs
O&M costs can be estimated in two ways for the standard application. Most proposed renewable
energy projects will fall under Option 1 because the new resource will not allow for diesel
generation to be turned off. Some projects may allow for diesel generation to be turned off for
periods of time; these projects should choose Option 2 for estimating O&M.
Option 1: Diesel generation ON
For projects that do not result in shutting down
diesel generation there is assumed to be no
impact on the base case O&M. Please indicate
the estimated annual O&M cost associated with
the proposed renewable project.
$
Option 2: Diesel generation OFF
For projects that will result in shutting down
diesel generation please estimate:
1. Annual non-fuel savings of shutting off
diesel generation
2. Estimated hours that diesel generation
will be off per year.
3. Annual O&M costs associated with the
proposed renewable project.
1. $
2. Hours diesel OFF/year:
3. $
5.4.7 Fuel Costs
Estimate annual cost for all applicable fuel(s) needed to run the proposed system (Year 1 of
operation)
Diesel
(Gallons)
Electricity Propane
(Gallons)
Coal
(Tons)
Wood
Other
Unit cost
($)
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Annual
Units
Total
Annual
cost ($)
5.5 Performance and O&M Reporting
For construction projects only
5.5.1 Metering Equipment
Please provide a short narrative, and cost estimate, identifying the metering equipment that will be
used to comply with the operations reporting requirement identified in Section 3.15 of the Request
for Applications.
5.5.2 O&M reporting
Please provide a short narrative about the methods that will be used to gather and store reliable
operations and maintenance data, including costs, to comply with the operations reporting
requirement identified in Section 3.15 of the Request for Applications
SECTION 6 – ECONOMIC FEASIBILITY AND BENEFITS
6.1 Economic Feasibility
6.1.1 Economic Benefit
Annual Lifetime
Anticipated Diesel Fuel Displaced for Power
Generation (gallons)
Anticipated Fuel Displaced for Heat
(gallons)
Total Fuel displaced (gallons)
Anticipated Diesel Fuel Displaced for Power
Generation ($)
Anticipated Fuel Displaced for Heat ($)
Anticipated Power Generation O&M Cost
Savings
Anticipated Thermal Generation O&M Cost
Savings
Total Other costs savings (taxes, insurance,
etc.)
Total Fuel, O&M, and Other Cost Savings
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6.1.2 Economic Benefit
Explain the economic benefits of your project. Include direct cost savings and other economic
benefits, and how the people of Alaska will benefit from the project. Note that additional revenue
sources (such as tax credits or green tags) to pay for operations and/or financing, will not be
included as economic benefits of the project.
Where appropriate, describe the anticipated energy cost in the community, or whatever will be
affected by the project, over the life of the project. Explain how the forecast was developed and
provide year-by-year forecasts
The economic model used by AEA is available at https://www.akenergyauthority.org/What-We-
Do/Grants-Loans/Renewable-Energy-Fund/2022-REF-Application. This economic model may be
used by applicants but is not required. The final benefit/cost ratio used will be derived from the
AEA model to ensure a level playing field for all applicants. If used, please submit the model with
the application.
6.1.3 Economic Risks
Discuss potential issues that could make the project uneconomic to operate and how the project
team will address the issues. Factors may include:
Low prices for diesel and/or heating oil
Other projects developed in community
Reductions in expected energy demand: Is there a risk of an insufficient market for energy
produced over the life of the project.
Deferred and/or inadequate facility maintenance
Other factors
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6.1.4 Public Benefit for Projects with Direct Private Sector Sales
For projects that include direct sales of power to private sector businesses (sawmills, cruise ships,
mines, etc.), please provide a brief description of the direct and indirect public benefits derived from
the project as well as the private sector benefits and complete the table below. See Section 1.6 in
the Request for Applications for more information.
N/A.
Renewable energy resource availability (kWh per month)
Estimated direct sales to private sector businesses (kWh)
Revenue for displacing diesel generation for use at private sector businesses ($)
Estimated sales for use by the Alaskan public (kWh)
Revenue for displacing diesel generation for use by the Alaskan public ($)
6.2 Other Public Benefit
Describe the non-economic public benefits to Alaskans over the lifetime of the project. For the
purpose of evaluating this criterion, public benefits are those benefits that would be considered
unique to a given project and not generic to any renewable resource. For example, decreased
greenhouse gas emission, stable pricing of fuel source, won’t be considered under this category.
Some examples of other public benefits include:
The project will result in developing infrastructure (roads, trails, pipes, power lines, etc.) that can
be used for other purposes
The project will result in a direct long-term increase in jobs (operating, supplying fuel, etc.)
The project will solve other problems for the community (waste disposal, food security, etc.)
The project will generate useful information that could be used by the public in other parts of the
state
The project will promote or sustain long-term commercial economic development for the
community
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SECTION 7 – SUSTAINABILITY
Describe your plan for operating the completed project so that it will be sustainable throughout its
economic life.
At a minimum for construction projects, a business and operations plan should be attached and the
applicant should describe how it will be implemented. See Section 11.
7.1.1 Operation and Maintenance
Demonstrate the capacity to provide for the long-term operation and maintenance of the proposed
project for its expected life
Provide examples of success with similar or related long-term operations
Describe the key personnel that will be available for operating and maintaining the
infrastructure.
Describe the training plan for existing and future employees to become proficient at operating
and maintaining the proposed system.
Describe the systems that will be used to track necessary supplies
Describe the system will be used to ensure that scheduled maintenance is performed
7.1.2 Financial Sustainability
Describe the process used (or propose to use) to account for operational and capital costs.
Describe how rates are determined (or will be determined). What process is required to set
rates?
Describe how you ensure that revenue is collected.
If you will not be selling energy, explain how you will ensure that the completed project will be
financially sustainable for its useful life.
7.1.2.1 Revenue Sources
Briefly explain what if any effect your project will have on electrical rates in the proposed benefit
area over the life of the project. If there is expected to be multiple rates for electricity, such as a
separate rate for intermittent heat, explain what the rates will be and how they will be determined
Collect sufficient revenue to cover operational and capital costs
What is the expected cost-based rate (as consistent with RFA requirements)
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If you expect to have multiple rate classes, such as excess electricity for heat, explain what
those rates are expected to be and how those rates account for the costs of delivering the
energy (see AEA’s white paper on excess electricity for heat).
Annual customer revenue sufficient to cover costs
Additional incentives (i.e. tax credits)
Additional revenue streams (i.e. green tag sales or other renewable energy subsidies or
programs that might be available)
7.1.2.2 Power Purchase/Sale
The power purchase/sale information should include the following:
Identification of potential power buyer(s)/customer(s)
Potential power purchase/sales price - at a minimum indicate a price range (consistent with the
Section 3.16 of the RFA)
Identify the potential power buyer(s)/customer(s) and anticipated power purchase/sales price
range. Indicate the proposed rate of return from the grant-funded project. Include letters of support
or power purchase agreement from identified customers.
SECTION 8 – PROJECT READINESS
8.1 Project Preparation
Describe what you have done to prepare for this award and how quickly you intend to proceed with
work once your grant is approved.
Specifically address your progress towards or readiness to begin, at a minimum, the following:
The phase(s) that must be completed prior to beginning the phase(s) proposed in this application
The phase(s) proposed in this application
Obtaining all necessary permits
Securing land access and use for the project
Procuring all necessary equipment and materials
Refer to the RFA and/or the pre-requisite checklists for the required activities and deliverables for
each project phase. Please describe below and attach any required documentation.
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8.2 Demand- or Supply-Side Efficiency Upgrades
If you have invested in energy efficiency projects that will have a positive impact on the proposed
project, and have chosen to not include them in the economic analysis, applicants should provide
as much documentation as possible including:
1. Explain how it will improve the success of the RE project
2. Energy efficiency pre and post audit reports, or other appropriate analysis,
3. Invoices for work completed,
4. Photos of the work performed, and/or
5. Any other available verification such as scopes of work, technical drawings, and payroll for
work completed internally.
SECTION 9 – LOCAL SUPPORT AND OPPOSITION
Describe local support and opposition, known or anticipated, for the project. Include letters,
resolutions, or other documentation of local support from the community that would benefit from
this project. Provide letters of support, memorandum of understandings, cooperative agreements
between the applicant, the utility, local government and project partners. The documentation of
support must be dated within one year of the RFA date of October 4, 2022. Please note that letters
of support from legislators will not count toward this criterion.
SECTION 10 – COMPLIANCE WITH OTHER AWARDS
Identify other grants that may have been previously awarded to the Applicant by AEA for this or
any other project. Describe the degree you have been able to meet the requirements of previous
grants including project deadlines, reporting, and information requests.
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SECTION 11 – LIST OF SUPPORTING DOCUMENTATION FOR PRIOR PHASES
In the space below, please provide a list of additional documents attached to support completion of
prior phases.
SECTION 12 – LIST OF ADDITIONAL DOCUMENTATION SUBMITTED FOR CONSIDERATION
In the space below, please provide a list of additional information submitted for consideration.
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SECTION 13 – AUTHORIZED SIGNERS FORM
Community/Grantee Name: City of Fairbanks
Regular Election is held: Annually on the first
Tuesday of October
Date: 12/5/2022
Authorized Grant Signer(s):
Printed Name Title Term Signature
David Pruhs Mayor Oct 2022 –
Oct 2025
I authorize the above person(s) to sign Grant Documents:
(Must be authorized by the highest ranking organization/community/municipal official)
Printed Name Title Term Signature
David Pruhs Mayor Oct 2022 –
Oct 2025
Grantee Contact Information:
Mailing Address: 800 Cushman St, Fairbanks, AK 99701
Phone Number: 907-459-6707
Fax Number: 907-459-6722
Email Address: sfuerst@fairbanks.us
Federal Tax ID #: 92-6000140
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Please submit an updated form whenever there is a change to the above information.
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SECTION 14 – ADDITIONAL DOCUMENTATION AND CERTIFICATION
SUBMIT THE FOLLOWING DOCUMENTS WITH YOUR APPLICATION:
A. Contact information and resumes of Applicant’s Project Manager, Project Accountant(s),
key staff, partners, consultants, and suppliers per application form Section 3.1, 3.4 and
3.6.
Applicants are asked to provide resumes submitted with applications in separate electronic
documents if the individuals do not want their resumes posted to the project web site.
B. Letters or resolutions demonstrating local support per application form Section 9.
C. For projects involving heat: Most recent invoice demonstrating the cost of heating fuel
for the building(s) impacted by the project.
D. Governing Body Resolution or other formal action taken by the applicant’s governing
body or management per RFA Section 1.4 that:
Commits the organization to provide the matching resources for project at the match
amounts indicated in the application.
Authorizes the individual who signs the application has the authority to commit the
organization to the obligations under the grant.
Provides as point of contact to represent the applicant for purposes of this
application.
Certifies the applicant is in compliance with applicable federal, state, and local, laws
including existing credit and federal tax obligations.
E. An electronic version of the entire application on CD or other electronic media, per RFA
Section 1.7.
F. CERTIFICATION
The undersigned certifies that this application for a renewable energy grant is truthful and
correct, and that the applicant is in compliance with, and will continue to comply with, all
federal and state laws including existing credit and federal tax obligations and that they
can indeed commit the entity to these obligations.
Print Name David Pruhs
Signature
Title Mayor
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Date 12/5/2022
Task # MilestoneTasksStart DateEnd Date DeliverablesPhase II1 Quote ReceivedEngage vendors to obtain quote for larger Grid‐Tie System that would cost $ 1 million 7/1/2023 7/15/2023 Reporting on quoted information2 Quote ReceivedReceive quote for ground work associated with installation7/1/2023 7/15/2023 Reporting on quoted information3 Site/Habitat Assessment Finalized Site assessment with City Environmental Manager7/1/2023 7/15/2023 Reporting on environmental assessmentPhase III1 Plans Finalized7/1/2023 7/15/2023 Reporting on final plan2 Permit ListingEngage City Building Official to obtain needed permits 7/1/2023 7/15/2023 Permit listingPhase IV1 RFP CreationPrepare bid documents 7/15/2023 7/31/2023 RFP 2 Bid publishedFinalize bid documents & publish for 21 day advertisement period8/1/2023 8/25/2023 Affidavit of publishing3 Contractor SelectionReview bids, select contractor, prepare contract & award documents8/25/2023 9/1/2023 Provide contract documents4 Construction All necessary construction work from land preparation to until install and connection 9/1/2023 9/30/2023 Provide construction updates5 Close‐outReporting on construction and close out 10/1/2023 12/31/2023 Progress Reporting, invoices for reimbursementUsing quoted information and environment assessment provided in Phase III, finalize design/construction plansAttachment 1