HomeMy WebLinkAboutAEA REF Round 14, AngoonRenewable Energy Fund Round 14
Grant Application – Standard Form
AEA 23001 Page 1 of 37 11/16/2021
Application Forms and Instructions
This instruction page and the following grant application constitutes the Grant Application Form for
Round 14 of the Renewable Energy Fund (REF). A separate application form is available for
projects with a primary purpose of producing heat (see Request for Applications (RFA) Section
1.5). This is the standard form for all other projects, including projects that will produce heat and
electricity. An electronic version of the RFA and both application forms is available online at:
https://www.akenergyauthority.org/What-We-Do/Grants-Loans/Renewable-Energy-Fund/2021-
REF-Application.
What follows are some basic information and instructions for this application:
The Alaska Energy Authority (AEA) expects this application to be used as part of a two-year
solicitation cycle with an opt-out provision in the second year of the cycle.
If you are applying for grants for more than one project, provide separate application forms for
each project.
Multiple phases (e.g. final design, construction) for the same project may be submitted as one
application.
If you are applying for grant funding for more than one phase of a project, provide milestones
and grant budget for each phase of the project (see Sections 3.1 and 3.2.2).
In order to ensure that grants provide sufficient benefit to the public, AEA may limit
recommendations for grants to preliminary development phases in accordance with 3 Alaska
Administrative Code (ACC) 107.605(1).
If some work has already been completed on your project and you are requesting funding for
an advanced phase, submit information sufficient to demonstrate that the preceding phases are
completed and funding for an advanced phase is warranted. Supporting documentation may
include, but is not limited to, reports, conceptual or final designs, models, photos, maps, proof
of site control, utility agreements, business and operation plans, power sale agreements,
relevant data sets, and other materials. Please provide a list of supporting documents in
Section 11 of this application and attach the documents to your application.
If you have additional information or reports you would like the Authority to consider in
reviewing your application, either provide an electronic version of the document with your
submission or reference a web link where it can be downloaded or reviewed. Please provide a
list of additional information; including any web links, in Section 12 of this application and attach
the documents to your application. For guidance on application best practices please refer to
the resource-specific Best Practices Checklists; links to the checklists can be found in the
appendices list at the end of the accompanying REF Round 14 RFA.
In the Sections below, please enter responses in the spaces provided. You may add additional
rows or space to the form to provide sufficient space for the information, or attach additional
sheets if needed.
If you need assistance with your application, please contact AEA’s Grants Coordinator by email
at grants@akenergyauthority.org or by phone at (907) 771-3081.
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Grant Application – Standard Form
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REMINDER:
AEA is subject to the Public Records Act AS 40.25, and materials submitted to AEA may be
subject to disclosure requirements under the act if no statutory exemptions apply.
All applications received will be posted on the Authority web site after final recommendations
are made to the legislature. Please submit resumes as separate PDFs if the applicant would
like those excluded from the web posting of this application.
In accordance with 3 AAC 107.630 (b) Applicants may request trade secrets or proprietary
company data be kept confidential subject to review and approval by AEA. If you want
information to be kept confidential the applicant must:
o Request the information be kept confidential.
o Clearly identify the information that is the trade secret or proprietary in their application.
o Receive concurrence from the Authority that the information will be kept confidential. If
the Authority determines it is not confidential, it will be treated as a public record in
accordance with AS 40.25 or returned to the applicant upon request.
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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)
Tlingit Haida Regional Housing Authority
Tax ID # 92-0044273
Date of last financial statement audit: September 2021 – 2020 Audit
Mailing Address: Physical Address:
5446 Jenkins Drive 5446 Jenkins Drive
Juneau, AK 99801 Juneau, AK 99801
Telephone: Fax: Email:
907-780-6868 907-789-6895 gmorales@thrha.org
1.1 Applicant Point of Contact / Grants Coordinator
Name: Title:
Galadriel Morales Grants Administrator
Mailing Address:
5446 Jenkins Drive
Juneau, AK 99801
Telephone: Fax: Email:
907-780-3130 907-780-6895 gmorales@thrha.org
1.1.1 Applicant Signatory Authority Contact Information
Name: Title:
Jacqueline Pata CEO/President
Mailing Address:
5446 Jenkins Drive
Juneau, AK 99801
Telephone: Fax: Email:
907-780-3194 907-780-6895 jpata@thrha.org
1.1.2 Applicant Alternate Points of Contact
Name Telephone: Fax: Email:
Joyce Niven 907-780-3156 907-780-6895 jniven@thrha.org
1.2 Applicant Minimum Requirements
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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/2021-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)
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SECTION 2 – PROJECT SUMMARY
2.1 Project Title
Provide a 4 to 7 word title for your project. Type in the space below.
Emergency Renewable Energy Sources for Southeast Alaska
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.
Angoon—Angoon Shu Senior Center
812 Xootz Road
Angoon, AK 99820
Latitude 57.49655 Longitude -134.58152
[Other description of location]
None
2.2.2 Community benefiting – Name(s) of the community or communities that will be the
beneficiaries of the project.
Angoon, Alaska
Kake, Alaska
Saxman, Alaska
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
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☐ Feasibility and Conceptual Design ☐ Construction
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2.4 Project Description
Provide a brief, one-paragraph description of the proposed project.
This project will provide back-up electricity to our elderly apartment complex. By providing this we
will ensure all the emergency systems will be operational despite long blackouts of electricity in our
rural communities. It will also safeguard food which is stored for use year-round as the cost of
provisions in the villages is extremely high and unreliable. This project will entail the purchasing of
a generator, constructing an accessory building to locate it, trenching, and connect to the existing
systems so systems can be easily switched when needed. Any patch work on asphalt or ground
cover will be addressed.*
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.
THRHA will design a concept and consult with electrical engineer on generator type for the facility
as well as permits. THRHA will prepare aa RFP for equipment and installation of the appropriate
generator for the facility. The RFP may require the contractor to obtain certain required permits.
THRHA will also contract for the construction of the accessory cover for the generator. Once
installed THRHA will have appropriate inspection of the installation. *
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
($)
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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.
Task
# Milestones Tasks
Start
Date
End
Date Deliverables
I Grant
Award/Reconnaissa
nce
Grant Award Launch
Mtg 5-1-
2022
5-15-
2022
Grant award documents
finalized
I Update Project
Schedule if needed
5-1-
2022
5-15-
2022
Updated Project schedule with
responsible party
II Feasibility and
Conceptual Design
Development of
conceptual design and
determination
generator specs
5-15-
2022
6-15-
2022
Conceptual design prepared
with specs for generator to
develop RFP
III Final
Design/Permitting
Prepare RFP 6-15-
2022
7-1-
2022
RFP notice is posted
Obtain Permits
5-15-
2022
7-15-
2022
Permits are requested, any
permits required by contractor
to obtain or identified in RFP
Proposals
reviewed/Contractor
selected
7-1-
2022
7-15-
2022
Contractor selected
IV Construction Contractor to order
generator, prepare pad
and construct building 7-15-
2022
10-1-
2022
Site finalized for generator,
generator purchased and
shipped, building to house
constructed
Connections to
existing systems
10-1-
2022
10-30-
2022
Backup generator installed and
connected.
Asphalt/or ground
cover patched
9-1-
2022
10-30-
2022
Site ground cover patched
Final Inspection 10-15-
2022
10-30-
2022
Final inspection complete
V Project Completion Close out of grant
12-30-
2022
Grant completed
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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 $170,000
Cash match to be provideda $33,000
In-kind match to be provideda $0
Energy efficiency match providedb $0
Total costs for project phase(s) covered in application (sum of
above)
$203,000
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.
The match funds for this project are through the NAHASDA formula funding that THRHA
receives on behalf of the 12 partner tribes.
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.
THRHA has plans to mitigate cost changes over the course of the project. THRHA will award an
RFP that is within the proposed budget for the project, ensuring this project will be monitored and
operate to avoid shortfalls. This project will also mitigate cost increases by utilizing timely
processes of procurement for products and services.
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] $0
Feasibility and Conceptual Design [Actual/Estimated] $0
Final Design and Permitting [Actual/Estimated] $0
Construction [Actual/Estimated] $203,000
Total Project Costs (sum of above) Estimated $203,000
Metering/Tracking Equipment [not included in project cost] Estimated $0
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)
This project will not have subsequent phases, maintenance of the constructed buildings for these
generators will be THRHA or the partner tribe’s responsibility, as it’s supporting the units owned by
THRHA or the tribe.*
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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 )
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
TOTALS 0 $ $ $
Budget Categories:
Direct Labor & Benefits $ $ $
Travel & Per Diem $ $ $
Equipment $ $ $
Materials & Supplies $ $ $
Contractual Services $ $ $
Construction Services $ $ $
Other $ $ $
TOTALS 0 $ $ $
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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 0 $ $ $
Budget Categories:
Direct Labor & Benefits $ $ $
Travel & Per Diem $ $ $
Equipment $ $ $
Materials & Supplies $ $ $
Contractual Services $ $ $
Construction Services $ $ $
Other $ $ $
TOTALS 0 $ $ $
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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 0 $ $ $
Budget Categories:
Direct Labor & Benefits $ $ $
Travel & Per Diem $ $ $
Equipment $ $ $
Materials & Supplies $ $ $
Contractual Services $ $ $
Construction Services $ $ $
Other $ $ $
TOTALS 0 $ $ $
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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 )
$ $ $
Purchase Generator 6/1/22 $44,000 $ $44,000
12 X 20 Building 9/1/22 $51,000 $15,000 $66,000
Wiring 10/1/22 $25,000 $10,000 $35,000
Line Extension 10/1/22 $50,000 $8,000 $58,000
$ $ $
Project Complete 12/31/22 $ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
TOTALS $170,000 $33,000 $203,000
Budget Categories:
Direct Labor & Benefits $ $ $
Travel & Per Diem $ $ $
Equipment $ $ $
Materials & Supplies $ $ $
Contractual Services $170,000 $33,000 $203,000
Construction Services $ $ $
Other $ $ $
TOTALS $170,000 $33,000 $203,000
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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.
THRHA researched the various generators that could operate at the capacity that is needed and
for more energy efficient means, especially in emergent situations. With the pandemic the past two
years, many villages in Southeast Alaska have been greatly impacted due to the isolation, and
inability to receive materials, groceries, fuel, etc. Ferry service was impacted, barges were
canceled, flights canceled, and shortages in nearly everything. This project will greatly impact the
cost and ability to serve when those resources become scarce.
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?
Monitoring and tracking the progress of our projects is quick, easy, and possible, because of our
work crews in the various communities. Partnering with the tribe in this community ensures we
have constant monitoring of the project, and consistent communication. This project is not a long-
term project but will yield long-term results.
The tools and methods for tracking is daily work updates with the tribes and the crews in the
village. Updating the project superintendent daily and weekly is anticipated.
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 costs associated with this are reasonable, with no mark-up. No unallowable costs will be
requested for reimbursement as the very basic items are all that is needed for this project. The
expected shipping costs seem significantly high because of the location of this project. Rural
villages in Alaska have extremely high shipping and freight costs. In the past, THRHA has been
working on updating and assisting our communities on large items like this and estimate the costs
of freight based on historical data.
Our Finance Department is extremely efficient with reimbursement requests, and ensuring
reporting is done timely and consistently.
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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.
Lorraine DeAsis is the Project Manager for this project. Lorraine brings over 30 years of accounting
experience to the department, including public accounting, tribal and property management as well as
operating a small construction company. Lorraine’s primary role at THRHA is construction management.
She is responsible for all coordination, permits and budgets as well as grant reporting and ensuring the
crews needs are met in the remote areas.
Lorraine often says her experience raising six kids has been the best experience for this job. Her family is
very involved in the Tlingit culture, being active in community events throughout SE AK and the United
States, participating in dance groups and actively participating in various art mediums and sports.
Lorraine holds the following construction certifications: General Contractor with Residential Endorsement,
Building Performance Institute Certified Building Analyst, Mold Remediation Training, Healthy Homes
Practitioner, EPA - Asthma Triggers, Remote wall techniques, EPA 608 Universal, OSHA 30, Blower Door &
Zonal Pressure Diagnostics, Advanced Cold Climate Home Building Techniques, Weatherization Principles,
Moisture Control & Ventilation, Lead Based Paint Renovator (RRP), First Aid, Evaluating Bids & Proposals
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.
Donovan Neal is the Controller for THRHA and will be the Project Accountant for this grant. Donovan Neal
has served as the Controller for Tlingit Haida Regional Housing Authority since 2018. In that
capacity, he is responsible for the administration and oversight of the organization’s financial
activities, including active management of over $30 million in Federal and State grant awards. Mr.
Neal holds a Bachelor of Arts in Business Administration from the University of Washington and
has been licensed as a CPA for over 20 years.
Prior to joining the Housing Authority, Mr. Neal was a Senior Manager, Audit for KPMG LLP and
most recently was the Controller for an Alaskan-based non-profit that had revenues of $60+
million. Mr. Neal has also served as Treasurer on the Board of Juneau-based non-profit REACH, Inc
since 2018.
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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.
Task
# Milestones Tasks Resp. Team
Mbr Knowledge/Skill/Exp Conflict Management
I Grant Award/
Reconnaissance
Grant Award Launch Mtg
Glade
Grant Administration,
grant reporting, grant
activity coordination.
Glade is in consistent
communication with other team
members, Lorraine at DCM and
Donovan in Finance, to ensure
resources and labor is secured so
that the project continues
schedule.
I Update Project Schedule
if needed Glade/Jackie
II Feasibility and
Conceptual
Design
Development of
conceptual design and
determination generator
specs
III Final Design/
Permitting
Prepare RFP
Lorraine
Obtain Permits Lorraine
Proposals
reviewed/Contractor
selected Lorraine/Ken
IV Construction Contractor to order
generator, prepare pad
and construct building
Connections to existing
systems
Asphalt/or ground cover
patched
Final Inspection
V Project
Completion
Close out of grant
4.2 Local Workforce
Describe how the project will use local labor or train a local labor workforce.
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THRHA has an Apprenticeship Program that it uses with its own crews as well as with
contractors hired for their projects. This program has been critical to building up capacity for
construction crews in Southeast, and this capacity has been of particular importance during the
construction completed during the pandemic. THRHA would continue to emphasize this
program for this project through training carpenters, plumbers, and electricians on these jobs. This
is critical in these small island communities where outside contractors cannot be brought in,
particularly during COVID, to fix homes. Having these trained and employed apprentices and
journeymen in the villages is key to long‐term maintenance of homes in the remote island
villages.
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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 current energy source in this community is some of the highest in the country. The isolation of
living on a remote Alaskan island contributes heavily to the cost of getting fuel, and other resources
there. Having this propane generator available for emergencies year-round will cut down on the
costs in many ways beyond just energy and diesel.
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 for installing an emergency generator include: energy efficient, emergency back up, cost
reducer, and supports a larger population. The cons include: not supporting everyone in the
community, still relies on a resource that must be barged/shipped in.
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
Any permits that are needed to build the unit to house the generator will be completed within 60
days of the start of the grant, and completed prior to any building. If Environmental reviews are
needed, these will also be completed within 60 days of the start of the project.
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 available and suitable for this project. THRHA has been working with the community to
ensure this project could be completed quickly after award date. Site Control is established and
building can commence upon receiving of grant funds.
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5.3 Project Technical & Environmental Risk
5.3.1 Technical Risk
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.
The most challenging task is the freight and receiving materials in a timely manner. THRHA has
been working throughout the pandemic and found that materials are scarce and it takes longer
than average (in our building history) to receive materials for a project large or small.
THRHA’s staff remains committed to timelines and schedules that are assigned. THRHA has gone
to great lengths to ensure materials can get to communities, even by chartering a boat or flight.
Inspectors travel to the community can also be a challenge, but THRHA has mitigated those
challenges with creative thinking and partnerships with different organizations and community
members.
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
There are no risks or habitat issues with the current site for the project. If an environmental review
is needed, THRHA would complete one in a timely manner. All aspects of the site are reviewed
and assessed for changes and risks.
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.
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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.
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 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)
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5.4.2.5 Annual Electricity Production and Fuel Consumption (Existing System)
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 486.52 1286000
February 1217000
March 914000
April 600.02 721000
May 1183000
June 10374000
July 1501000
August 1549000
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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September 503.53 1556000
October 1441000
November 491.21 1404000
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.
The community has been on an outward migration trend for the past few years, however with
THRHA’s new Success Starts With Me Program, we have seen a larger trend of families becoming
self-empowered and wanting to stay in the communities in which they were raised. THRHA is hopeful
these trends combined with the safe and affordable housing movement will continue to grow the
village populations and sustainability.
This project will provides back up electricity and heat to the Elderly facility which is also designated
as the emergency shelter for the community.
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.
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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)
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)
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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
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.
$
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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
($)
5.00
Annual
Units
1000 gal
Total
Annual
cost ($)
5000.00
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.
This back up generator will be metered separately by the fuel vendor which will allow any information
necessary for data.
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
THRHA has an operations and maintenance (O&M) plan to maintain the facility with local project managers.
As part of THRHA’s annual budget the low-income rental elderly apartments management and
maintenance expenses are covered. This includes resources for routine and unplanned maintenance that is
over and above the cost of general operational expenses (insurance, utilities, etc.). The O&M plan includes
the following key items: periodic maintenance activities (uses HUD’s checklist); funds and methods for
addressing repairs as needed for items such as broken windows; maintaining replacement reserves for
major repairs such as roofing or HVAC system replacement; requirements for commercial liability and fire
insurance; and how to maintain security for the facility.
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This generator will be metered separately so data will be readily available. Vendor/Utility data is tracked by
our accounting department by project number and vendor. Reports can be generated at any time. This will
allow THRHA to comply with reporting requirements.
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
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/2021-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.
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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.
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:
This project will ensure that our elders are in a safe facility with equipment necessary for their health
care equipment as well as safety should power go out which is very typical around the year due to
high winds and other environment and stability factors in small rural communities in Alaska. Since
these facilities are also designated as emergency shelters for the community, this project will provide
heat and electricity for emergency needs.
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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
THRHA has an operations and maintenance (O&M) plan to maintain the facility with local project managers.
As part of THRHA’s annual budget the low-income rental elderly apartments management and
maintenance expenses are covered. This includes resources for routine and unplanned maintenance that is
over and above the cost of general operational expenses (insurance, utilities, etc.). The O&M plan includes
the following key items: periodic maintenance activities (uses HUD’s checklist); funds and methods for
addressing repairs as needed for items such as broken windows; maintaining replacement reserves for
major repairs such as roofing or HVAC system replacement; requirements for commercial liability and fire
insurance; and how to maintain security for the facility.
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.
This project will be maintained by THRHA site project manager. THRHA will not be selling
electricity only providing a service when there is a power outage or an emergency situation
requiring shelter.
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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)
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
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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.
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 November 16, 2021. Please note that
letters of support from legislators will not count toward this criterion.
SECTION 10 – COMPLIANCE WITH OTHER AWARDS
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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.
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:
Tlingit Haida Regional Housing Authority
Regular Election is held:
Date: 1-18-2022
Authorized Grant Signer(s):
Printed Name Title Term Signature
Jacqueline Pata President/CEO
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
Jacqueline Pata President/CEO
Grantee Contact Information:
Mailing Address: 5446 Jenkins Drive
Phone Number: 907-780-6868
Fax Number: 907-780-6895
Email Address: jpata@thrha.org
Federal Tax ID #: 92-0044273
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 Jacqueline Pata
Signature
Title President/CEO
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Date January 18, 2022