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HomeMy WebLinkAboutAEA REF Rount 14, KakeRenewable Energy Fund Round 14 Grant Application – Standard Form Kake 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. Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 2 of 37 11/16/2021 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. Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 3 of 37 11/16/2021 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 Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 4 of 37 11/16/2021 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/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) Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 5 of 37 11/16/2021 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. Kake—Kake Senior Center 177 Totem Way Kake, AK 99830 Latitude 56.976316 Longitude -133.947553 [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 Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 6 of 37 11/16/2021 ☐ Reconnaissance ☐ Final Design and Permitting ☐ Feasibility and Conceptual Design ☐ Construction Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 7 of 37 11/16/2021 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 ($) Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 8 of 37 11/16/2021 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. Ta sk # Milestones Tasks Sta rt Dat e En d Dat e Deliverables I Grant Award/Reconnais sance Grant Award Launch Mtg 5-1- 202 2 5- 15- 202 2 Grant award documents finalized I Update Project Schedule if needed 5-1- 202 2 5- 15- 202 2 Updated Project schedule with respons ible party II Feasibility and Conceptual Desig n Development of conceptual design and determi nation generator specs 5- 15- 202 2 6- 15- 202 2 Conceptual design prepared with specs for generator to develop RFP III Final Design/Permittin g Prepare RFP 6- 15- 202 2 7-1- 202 2 RFP notice is posted Obtain Permits 5- 15- 202 2 7- 15- 202 2 Permits are requested, any permits required by contractor to obtain or identified in RFP Proposals reviewed/Contractor selected 7-1- 202 2 7- 15- 202 2 Contractor selected IV Construction Contractor to order generator, prepare pad and construct building 7- 15- 202 2 10- 1- 202 2 Site finalized for generator, generator purchased and shipped, building to house constructed Connections to existing systems 10- 1- 202 2 10- 30- 202 2 Backup generator installed and connected. Asphalt/or ground cover patched 9-1- 202 2 10- 30- Site ground cover patched Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 9 of 37 11/16/2021 202 2 Final Inspection 10- 15- 202 2 10- 30- 202 2 Final inspection complete V Project Completion Close out of grant 12- 30- 202 2 Grant completed Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 10 of 37 11/16/2021 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 recei ves 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. Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 11 of 37 11/16/2021 Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 12 of 37 11/16/2021 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 $ $ $ Budget Categories: Direct Labor & Benefits $ $ $ Travel & Per Diem $ $ $ Equipment $ $ $ Materials & Supplies $ $ $ Contractual Services $ $ $ Construction Services $ $ $ Other $ $ $ TOTALS $ $ $ Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 13 of 37 11/16/2021 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 $ $ $ Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 14 of 37 11/16/2021 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 14 Grant Application – Standard Form Kake AEA 23001 Page 15 of 37 11/16/2021 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 $15000 $66,000 Wiring 10/1/22 $25,000 $10000 $35,000 Line Extension 10/1/22 $50,000 $8000 $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 Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 16 of 37 11/16/2021 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. Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 17 of 37 11/16/2021 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. Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 18 of 37 11/16/2021 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. 4.2 Local Workforce Describe how the project will use local labor or train a local labor workforce. 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 continu e 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. Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 19 of 37 11/16/2021 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. Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 20 of 37 11/16/2021 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. Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 21 of 37 11/16/2021 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. 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) 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) Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 22 of 37 11/16/2021 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) Use most recent year. Replace the section (Type 1), (Type 2), and (Type 3) with generation sources Month Generati on (Type 1) (kWh) Generati on (Type 2) (kWh) Generati on (Type 3) (kWh) Fuel Consumpti on (Diesel- Gallons) Fuel Consumpti on [Other] Pea k Loa d Minimu m Load January February March April May June July August Septemb er October Novembe r Decembe r 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 Electricity Propane Coal Wood Other 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 Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 23 of 37 11/16/2021 (Gallons) (Gallons) (Tons) (Cords, green tons, dry tons) January 1143.50 February 1200.90 March 213.10 April 1582.20 May 1638.07 June 360.30 July 276.00 August 654.60 September 635.70 October 1099.00 November 725.40 December 755.40 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 Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 24 of 37 11/16/2021  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) 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 Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 25 of 37 11/16/2021  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. 5.4.3.1Expected 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 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 Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 26 of 37 11/16/2021 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 ($) 5.00 ?? Annual Units 1000 gal Total Annual cost ($) $5,000 5.5 Performance and O&M Reporting Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 27 of 37 11/16/2021 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. 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 ($) Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 28 of 37 11/16/2021 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. 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 Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 29 of 37 11/16/2021 Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 30 of 37 11/16/2021 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:  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 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. Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 31 of 37 11/16/2021 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. 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) Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 32 of 37 11/16/2021  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. Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 33 of 37 11/16/2021 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 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. Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 34 of 37 11/16/2021 SECTION 12 – LIST OF ADDITIONAL DOCUMENTATION SUBMITTED FOR CONSIDERATION In the space below, please provide a list of additional information submitted for consideration. Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 35 of 37 11/16/2021 SECTION 13 – AUTHORIZED SIGNERS FORM Community/Grantee Name: Tlingit Haida Regional Housing Authority Regular Election is held: Date: 01.18.2022 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 Grantee Contact Information: Mailing Address: Phone Number: Fax Number: Email Address: Federal Tax ID #: Please submit an updated form whenever there is a change to the above information. Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 36 of 37 11/16/2021 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 Signature Title Date Renewable Energy Fund Round 14 Grant Application – Standard Form Kake AEA 23001 Page 37 of 37 11/16/2021