HomeMy WebLinkAboutAV-7910071-SignedGrantAgreementAlaska Energy Authority
Grant Agreement
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Grant Agreement Number
CFDA Number
1
Amount of Funds:
AEA use only
7910071
10.674
$ 100,000
Managed Pass-thru
Project Code(s)
Proposal Number:
Period of Performance:
402141
NP10171
From: 10/01/2020 To: 06/30/2021
Project Title:
Nenana Biomass Design
Grantee
Grantor
Name
Alaska Energy Authority
City of Nenana
Street/PO Box
Street/PO Box
P.O. Box 70
813 W. Northern Lights Blvd
City/State/Zip
City/State/Zip
Nenana, AK 99760
Anchorage, AK 99503
Contact Person:
Contact Person
Forest Shreeve
Ran Gamer, Project Manage
Phone:
Fax:
E-mail:
Phone:
Fax:
E-mail:
907-978-3266
1
1 nenanadirector mail.com
907-771-3033
907-771-3044
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AGREEMENT
The Alaska Energy Authority (hereinafter `Authority') and City of Nenana (hereinafter 'Grantee'), agree as set
forth herein.
Section I. The Authority shall grant funds to pay for expenses incurred by the Grantee under the terms and
conditions of this Agreement, in an amount not to exceed $ 100,000, unless the grant amount is amended as
provided herein.
Section II. The Grantee shall apply the grant funds to the Project and perform all of the work and other
obligations required by this Agreement.
Section Ill. Performance under this agreement begins 10/01/2020 and shall be completed no later than
06/3012021.
Section IV. The agreement consists of this page and the following:
Appendices Attach ments/Forms
Appendix A: General Provisions Attachment 1: Financial Report/Requestfor
Appendix B: Standard Provisions Reimbursement Form
Appendix B1: Federal Provisions Attachment 2: Progress Report Form
Appendix C: Grantee Proposal/Scope of Work Attachment 3: Notice of Project Closeout
Appendix D: Project Management & Reporting Attachment 4: Grantee Certification
Requirements Attachment 5: Advance Request Form
Appendix E: Project Budget & Reimbursement Attachment 6: Grant Documents Authorized
Provisions Signers Form
Appendix F: Clarifications to the Agreement
AMENDMENTS: Any amendments to this Agreement
must be signed by authorized representatives of Grantee
and the Authority and should be listed here.
Grantee
Authority Project Manager
AEA Director
Signature [ / Date
Si Date
Signature /_ Date
V 1/14/21
/— 2!ZrA
`z
Joshua Verhagen, 40
Ayan Gamer,
Kirk /�.
or
Manager
irProject
AEMa
Executive Director or Designee
Signature Date
Curtis Thayer,
AEA Executive Director
Nenana Biomass Design
Grant Agreement # 7910071
Table of Contents
Grant No. 7910071
AGREEMENT...................................................................................................................................................... I
APPENDIXA GENERAL PROVISIONS.............................................................................................................4
1.
DEFINITIONS.................................................................................................................................................4
2.
INDEMNIFICATION........................................................................................................................................4
3.
INFORMATION TECHNOLOGY RISKS AND WARRANTIES...............................................................................5
4.
WORKERS' COMPENSATION INSURANCE......................................................................................................5
5.
INSURANCE...................................................................................................................................................
5
6.
EQUAL EMPLOYMENT OPPORTUNITY (EEO)................................................................................................5
7.
PUBLIC PURPOSES........................................................................................................................................5
8.
OFFICIALS NOT TO BENEFrr.........................................................................................................................6
9.
GOVERNING LAW.........................................................................................................................................6
10.
COMPLIANCE WITH APPLICABLE LAW AND FUNDING SOURCE REQUIREMENTS...........................................6
11.
SEVERABILITY..............................................................................................................................................6
12.
NON-WAIVER................................................................................................................................................6
13.
INTEGRATION...............................................................................................................................................6
14.
GRANTEE NOT AGENT OF AUTHORrTY.........................................................................................................6
15.
DISPUTES......................................................................................................................................................6
16.
TERMINATION...............................................................................................................................................6
17.
TERMINATION DUE TO LACK OF FUNDING...................................................................................................7
18.
NO ASSIGNMENT OR DELEGATION...............................................................................................................8
19.
NO THIRD PARTY BENEFICIARIES.................................................................................................................8
20.
NO ADDITIONAL WORK OR MATERIAL.........................................................................................................8
21.
CHANGES......................................................................................................................................................8
22.
RIGHT TO WITHHOLD FUNDS........................................................................................................................8
23.
REMISSION OF UNEXPENDED FUNDS............................................................................................................8
24.
TAX COMPLIANCE RESPONSIBILITIES OF GRANTEE......................................................................................8
25.
LOBBYING ACTIVITIES.................................................................................................................................8
26.
FINANCIALMANAGEMENT AND ACCOUNTING.............................................................................................9
27.
PROCUREMENT STANDARDS.........................................................................................................................9
28.
REPORTING REQUIREMENTS.........................................................................................................................9
29.
OWNERSHIP OF DOCUMENTS AND PRODUCTS...............................................................................................9
30.
INSPECTIONS AND RETENTION OF RECORDS.................................................................................................9
31.
AUDrrS.........................................................................................................................................................9
32.
LEGAL AUTHORITY....................................................................................................................................10
33.
GRANT CLOSE OUT.....................................................................................................................................10
APPENDIXSTANDARD PROVISIONS.........................................................................................................11
1.
GRANT FUNDING SOURCES.........................................................................................................................11
2.
GOVERNING LAWS.....................................................................................................................................11
3.
DOCUMENTATION AND RECORD KEEPING..................................................................................................11
4.
ELIGIBLE COSTS.........................................................................................................................................11
5.
IN SURANCE REQUIREMENTS.......................................................................................................................11
6.
PROCUREMENT AND SUSPENSION AND DEBARMENT..................................................................................12
7.
DECLARATION OF PUBLIC BENEFIT............................................................................................................13
8.
CONTRACTS FOR ENGINEERING SERVICES..................................................................................................13
9.
SITE CONTROL............................................................................................................................................13
10.
PERMITS.....................................................................................................................................................13
11.
EXCLUSION OF EXISTING ENVIRONMENTAL HAZARDs...............................................................................13
12.
ENVIRONMENTAL STANDARDS...................................................................................................................13
13.
TARIFFS & RATES FOR USE OF GRANT -FUNDED ASSETS............................................................................14
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Grant Agreement # 7910071
14. GRANT -FUNDED ASSETS NOT INCLUDED WITH PCE..................................................................................14
APPENDIXBI STANDARD FEDERAL PROVISIONS...................................................................................14
1.
DISPOSTI'ION OF EQUIPMENT.......................................................................................................................14
2.
ADDITIONAL COMPLIANCE REQUIREMENTS...............................................................................................14
3.
PROGRAM INCOME.....................................................................................................................................15
APPENDIX C GRANTEE PROPOSAL/SCOPE OF WORK............................................................................16
APPENDIX D PROJECT MANAGEMENT & REPORTING REQUIREMENTS........................................18
1.
PROJECT MANAGEMENT.............................................................................................................................18
2.
CONTACT PERSONS....................................................................................................................................18
3.
QUARTERLY PROGRESS AND FINANCIAL REPORTS.....................................................................................18
APPENDIX E PROJECT BUDGET & REIMBURSEMENT PROVISIONS...................................................20
1.
ALLOWABLE COSTS....................................................................................................................................20
a.
Direct Labor & Benefits...........................................................................................................................20
b.
Travel, Meals, or Per Diem......................................................................................................................20
C.
Equipment.................................................................................................................................................20
d.
Supplies.....................................................................................................................................................20
e.
Contractual services.................................................................................................................................20
f.
Construction Services...............................................................................................................................21
g.
Other Direct Costs....................................................................................................................................21
2.
SPECIFIC EXPENDITURES NOT ALLOWED....................................................................................................21
3.
MATCH.......................................................................................................................................................21
4.
COST SHARE MATCH REQUIREMENTS........................................................................................................22
5.
VALUING IN -KIND SUPPORT AS MATCH.....................................................................................................22
6.
GRANT DISBURSEMENTS............................................................................................................................23
7.
WrFHHOLDING OF GRANT FUNDS...............................................................................................................23
8.
ADVANCE DISBURSEMENTS........................................................................................................................23
9.
UNEXPENDED GRANT FUNDS AND INTEREST EARNED...............................................................................24
10.
BUDGET ADJUSTMENTS AND CHANGES......................................................................................................24
APPENDIXF CLARIFICATIONS OR AMENDMENTS TO THE AGREEMENT.......................................25
ATTACHMENT 1 FINANCIAL REPORT/REQUEST FOR REIlVIBURSEMENT FORM ..........................27
ATTACHMENT 2 PROGRESS REPORT FORM.............................................................................................28
ATTACHMENT 3 NOTICE OF PROJECT AND GRANT CLOSEOUT........................................................29
ATTACHMENT 4 GRANTEE CERTIFICATION............................................................................................30
ATTACHMENT 5 ADVANCE REQUEST FORM............................................................................................32
ATTACHMENT 6 GRANT DOCUMENTS AUTHORIZED SIGNERS FORM............................................33
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Grant Agreement # 7910071
APPENDIX A GENERAL PROVISIONS
1. Definitions
In this Grant Agreement, attachments and amendments:
a) "Authority' means the Alaska Energy Authority, a public corporation of the State of Alaska.
b) "Authority Project Manager" means the employee of the Authority responsible for assisting
the Grantee with technical aspects of the Project and is one of the Grantors contacts for
the Grantee during all phases of the Project.
c) "Authorized Representatives" means those individuals or entities authorized by an entity
to act on its behalf, with delegated authority sufficient to accomplish the purposes for which
action is needed.
d) "Economic Life" means 20 years from the date of the final disbursement.
e) "Executive Director' means the Executive Director of the Authority or the Executive
Directors authorized representative.
f) "Grantee Project Manager" means the person designated to fulfill the obligations arising
under Appendix B, Section 9 "Grantee Project Manager'.
g) "Matching Contributions" means the cash, loan proceeds, in -kind labor, equipment, land,
other goods, materials, or services a Grantee provides to satisfy any match requirements
of a grant or to complete the Project.
h) "Project" means Nenana Biomass Design as defined in Appendix C (Scope of Grant) for
which funds have been made available.
i) "State" means the State of Alaska.
j) "Department of Agriculture" means the federal department "United States Department of
Agriculture" established by President Abraham Lincoln on May 15, 1862.
2. Indemnification
As a condition of this Grant, the Grantee shall indemnify, hold harmless, and defend the Authority
and the State of Alaska from and against any claim of, or liability for, error, omission or negligent
act of the Grantee arising out of, or in any way connected with, this Grant Agreement or the project
for which the Grant is made. The Grantee shall not be required to indemnify the Authority or State
of Alaska for a claim of, or liability for, the independent negligence of the Authority or State of
Alaska agency. If there is a claim of, or liability for, the joint negligent error or omission of the
Grantee and the independent negligence of the Authority or State of Alaska, the indemnification
and hold harmless obligation shall be apportioned on a comparative fault basis. "Grantee" and
"Authority" and "State of Alaska," as used within this section, include the employees, agents and
other contractors who are directly responsible, respectively, to each. The term "independent
negligence" is negligence other than in the Authority's or State of Alaska's selection,
administration, monitoring, or controlling of the Grantee and in approving or accepting the
Grantee's work.
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3. Information Technology Risks and Warranties
Neither the Authority nor the State of Alaska makes any warranty, express or implied or assumes
any legal liability or responsibility for the Grantee's use of the software, equipment or other related
services provided by this grant or included in the project for which the grant is made. The Grantee
understands that although the Authority may procure software services or equipment on behalf of
the grantee, the use of this software, equipment or other related services is at the Grantee's own
risk. The Grantee bears the entire risk of using these services, such as any damages or liabilities
resulting from a cyber-attack or computer virus on its own computers, communication systems
and networks.
The Grantee acknowledges that computer, communications systems and networks are not fault -
free and occasional periods of downtime occur. The Authority and the State of Alaska do not
guarantee these services will be uninterrupted, timely, secure or error -free.
4. Workers' Compensation Insurance
The Grantee shall provide and maintain Workers' Compensation Insurance as required by AS
23.30 for all employees engaged in work under this Grant Agreement. The Grantee shall require
any contractor to provide and maintain Workers' Compensation Insurance for its employees as
required by AS 23.30.
5. Insurance
The Grantee is responsible for obtaining and maintaining any necessary insurance and
endorsements as defined in Appendix B Standard Provisions
6. Equal Employment Opportunity (EEO)
The Grantee may not discriminate against any employee or applicant for employment because of
race, religion, color, national origin, age, physical handicap, sex, marital status, changes in marital
status, pregnancy, or parenthood. The Grantee shall post in a conspicuous place, available to
employees and applicants for employment, a notice setting out the provisions of this paragraph.
The Grantee shall state in all solicitations or advertisements for employees to work on Authority
funded projects, that it is an Equal Opportunity Employer (EEO) and that all qualified applications
will receive consideration for employment without regard to race, religion, color, national origin,
age, physical handicap, sex, marital status, changes in marital status, pregnancy or parenthood.
The Grantee shall include the provisions of this EEO article in every contract relating to this Grant
Agreement and shall require the inclusion of these provisions in every agreement entered into by
any of its contractors, so that those provisions will be binding upon each contractor and
subcontractor.
7. Public Purposes
The Grantee agrees that the Project to which this Grant Agreement relates shall be dedicated to
public purposes and any project constructed or equipment or facilities acquired, shall be owned
and operated for the benefit of the general public. The Grantee shall spend monies appropriated
under this grant only for the purposes specified in the Grant Agreement. The benefits of the
Project shall be made available without regard to race, religion, color, national origin, age, physical
handicap, sex, marital status, changes in marital status, pregnancy or parenthood.
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Grant Agreement # 7910071
8. Officials Not to Benefit
No member of or delegate to Congress or the Legislature, or officials or employees of the Authority
or Federal government may share any part of this agreement or any benefit to arise from it.
9. Governing Law
This Grant Agreement is governed by the laws of the State of Alaska. Any civil action arising from
this Agreement shall be brought in the Superior Court for the Third Judicial District of the State of
Alaska at Anchorage.
10. Compliance with Applicable Law and Funding Source Requirements
The Grantee shall comply with all applicable local, state and federal statutes, regulations,
ordinances and codes, whether or not specifically mentioned herein. Refer to Appendix B
Standard Provisions and Appendix 131 Standard Federal Provisions for more specific
requirements.
11. Severability
If any section, paragraph, clause or provision of this Agreement is held invalid or unenforceable,
the remainder of this Agreement shall be unaffected and enforced to the fullest extent possible,
and the invalid or unenforceable provision shall be deemed replaced with a valid and enforceable
provision that is as similar as possible to such invalid or unenforceable provision.
12. Non -waiver
The failure of either party at any time to enforce a provision of this Agreement shall in no way
constitute a waiver of the provision, nor in any way affect the validity of this Agreement, or any
part hereof, or the right of such party thereafter to enforce each and every provision hereof.
13. Integration
This instrument and all appendices, amendments, attachments, hereto embody the entire
Agreement of the parties concerning the grant funds granted hereunder. There are no promises,
terms, conditions, or obligations regarding said funds other than those contained in the documents
described above; and such documents shall supersede all previous communications,
representations or agreements, either oral or written, between the parties hereto. To the extent
there is any conflict between the provisions of Appendix A and B and the Grantee's application or
proposal, the provisions of Appendix A and B prevail.
14. Grantee Not Agent of Authority
The Grantee and any agents and employees of the Grantee act in an independent capacity and
are not officers or employees or agents of the Authority in the performance of this Grant
Agreement.
15. Disputes
Any dispute arising under this Grant Agreement which is not disposed of by mutual agreement
must be dealt with in accordance with 3 AAC 108.915.
16. Termination
a) The Grantee shall have no rights to compensation or damages for termination except as
provided in this Section.
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b) In addition to all other rights available under law, the Authority may terminate this
Agreement or stop work on the Project for the convenience of the Authority or for cause
upon ten (10) days written notice.
c) "Cause" for termination shall exist when the Grantee has failed to perform under this
Agreement, has been stagnant on progression of the project for 2 years, has provided
incorrect or misleading information or has failed to provide information which would have
influenced the Authority's actions. In order for termination to be for cause, the Grantee's
failure to perform or the Grantee's provision of incorrect, misleading, or omitted information
must be material.
d) If this Agreement is terminated for cause, the Grantee shall be entitled to no
compensation. The Grantee shall reimburse the Authority for all grant funds expended
under this Agreement by the Grantee or on the Grantee's behalf including interest accrued
from the date of disbursement. The Grantee shall also reimburse the Authority for any
costs incurred to collect funds subject to reimbursement, and for any damages incurred
by the Authority as a result of the Grantee's failure to perform or provision of incorrect or
misleading information. The Authority may require the Grantee to return to the Authority
some or all of the Project assets and the fair market value of the returned Project assets
will be applied to reduce the amount of reimbursement the Grantee owes the Authority
under this subsection d.
e) If this Agreement is terminated at the sole request of the Authority for the sole reason of
its convenience, the Grantee is not required to reimburse the Authority for funds expended
prior to the date of termination. If the Grantee has incurred costs under this agreement,
the Grantee shall only be reimbursed by the Authority for eligible costs the Grantee
incurred prior to the date of termination of the Agreement. However, prior to making any
claim or demand for such reimbursement, the Grantee shall use its best effort to reduce
the amount of such reimbursement through any means legally available to it. The
Authority's reimbursement to the Grantee shall be limited to the encumbered, unexpended
amount of funds available under this Agreement.
f) If the basis for the termination of the Agreement or stop work under Section 15(b) is
capable of being cured, the Authority shall provide the Grantee thirty (30) days from the
date the termination or stop work becomes effective for the Grantee to cure the basis for
the termination or stop work. If the Grantee cannot reasonably cure the basis for the
termination or stop work within this thirty (30) day period, but the Grantee promptly
undertakes and diligently pursues such cure, the cure period shall be extended to sixty
(60) days. The Authority may further extend the cure period if the Grantee demonstrates
that it is prohibited from curing the basis for termination or stop work by any process, stay
or injunction issued by any governmental authority or pursuant to any bankruptcy or
insolvency proceedings. If the Grantee cures the basis for the stop work, the stop work
will be lifted. Until the Agreement is reinstated or stop work lifted, the Authority may not
disburse any amount under this Agreement to the Grantee except as otherwise specifically
provided in this section.
17. Termination Due to Lack of Funding
In the event funding from the Authority, federal or other sources is withdrawn, reduced, or limited
in any way after the effective date of this agreement and prior to normal completion, the Authority
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Grant Agreement # 7910071
may terminate the agreement, reduce funding, or re -negotiate subject to those new funding
conditions.
18. No Assignment or Delegation
The Grantee may not assign or delegate this Grant Agreement, or any part of it, or any right to
any of the money to be paid under it, except with the written consent of the Executive Director or
Designee.
19. No Third Party Beneficiaries
Except as otherwise specified in this agreement, no person is a third party beneficiary of this
Agreement and this Agreement creates no third party rights. Specifically, any person who is not
a party to this Agreement shall be precluded from bringing any action asserting the liability of a
party or asserting any right against a party to this Agreement, through the terms of this Agreement.
No person, other than a party to this Agreement, may bring any action based upon this Agreement
for personal injuries, property damages, or otherwise.
20. No Additional Work or Material
No claims will be allowed for additional work, materials, or equipment, not specifically authorized
in this Grant Agreement, which are performed or furnished by the Grantee.
21. Changes
Any changes which have been agreed to by both parties will be attached and made a part of this
Grant Agreement by use of a written Amendment. Any such Amendment must be dated and
signed by Authorized Representatives of the Authority and the Grantee.
22. Right to Withhold Funds
The Authority may withhold payments under this Grant Agreement for non-compliance with any
of the provisions of this Grant Agreement.
23. Remission of Unexpended Funds
The Grantee shall return all unexpended grant monies to the Authority within 90 days of the
Project completion.
24. Tax Compliance Responsibilities of Grantee
The Grantee is responsible for determining applicable federal, state, and local tax requirements,
for complying with all applicable tax requirements, and for paying all applicable taxes. The
Authority may issue an IRS Form 1099 for Grant ngyments made. The Grantee shall pay all
federal, state and local taxes incurred by the Grantee and shall require the payment of all
applicable taxes by any contractor or any other persons in the performance of this Grant
Agreement.
25. Lobbying Activities
In accepting these funds, the Grantee agrees and assures that none of the funds will be used for
the purpose of lobbying activities before the United States Congress or Alaska Legislature. No
portion of these funds may be used for lobbying or propaganda purposes as prohibited in AS
37.05.321, 18 U.S.C. 1913, 31 U.S.C. 1352, or other laws as applicable.
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26. Financial Management and Accounting
The Grantee shall establish and maintain a financial management and accounting system that
conforms to generally accepted accounting principles. In addition, the accounting system must
keep separate all grant funds awarded under this grant agreement.
27. Procurement Standards
Grantees will follow competitive purchasing procedures that: 1) provide reasonable competitive
vendor selection for small dollar procurements; 2) provide for competitive bids or requests for
proposals for contracts and procurements greater than $100,000; 3) provide a justification
process for non-competitive procurements or contracts; 4) document the source selection
methods used for all contracts, equipment, or material transactions greater than $10,000
Grantees who have questions about their procurement procedures or a specific procurement
should contact the Authority's Grant Manager.
28. Reporting Requirements
The Grantee shall submit progress reports to the Authority according to the schedule established
in Appendix D of this Grant Agreement.
29. Ownership of Documents and Products
Except as otherwise specifically agreed, all designs, drawings, specifications, notes, artwork,
computer programs, reports and other work developed with grant funds in the performance of this
agreement are public domain and may be used by the Authority and/or public without notice or
compensation to the Grantee. The Grantee agrees not to assert any rights and not to establish
any claim under the design patent or copyright laws. Except as otherwise specifically agreed, and
without limiting any Intellectual Property requirements of a federal funding agency, the Authority
shall have unlimited rights to use and to disseminate any data produced or delivered in the
performance of the contract. For purposes of clarity, nothing in this section precludes Grantee
from using any document or product with respect to the Project or other Grantee uses.
30. Inspections and Retention of Records
The Grantee shall keep a file for financial, progress and other records relating to the performance
of the grant agreement. The file must be retained for a period of four years from the fully executed
close out of the grant agreement or until final resolution of any audit findings claim or litigation
related to the grant. The Authority may inspect, in the manner and at reasonable times it
considers appropriate, records and activities under this Grant Agreement.
31. Audits
This Grant Agreement is subject to Audits as identified in 2 CFR 200 Subpart F. The Grantee
must comply with all provisions of 2 CFR 200 including Subpart F and any additional audit
requirements outlined in Appendix 131, Section 5 (Additional Compliance Requirements).
Commercial (for -profit) entities shall obtain an audit by an independent auditing firm similar to a
program audit prepared under 2 CFR 200. The auditee and auditor shall have basically the same
responsibilities for the federal or state program as they would have for an audit of a major program
in a single audit. The expenditure threshold is $750,000 in the commercial entity's fiscal year.
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Grant Agreement # 7910071
32. Legal Authority
The Grantee certifies that it possesses legal authority to accept grant funds from the State of
Alaska and to execute the Project described in this Grant Agreement by signing the Grant
Agreement document. The Grantee's relation to the Authority and the State of Alaska shall be at
all times as an independent Grantee.
33. Grant Close out
Upon completion of all work and expenditure of all grant funds related to the Project the Authority
will provide written notice to the Grantee that the Grant will be closed. The Grantee shall sign the
Notice of Project Closeout within 30 days after it is delivered by the Authority. The Grant will be
considered closed upon receipt of the signed Notice of Project Closeout.
The Grant will be administratively closed if the Grantee fails to return the Notice of Project
Closeout within 30 days after it is delivered by the Authority. If the Grantee has a valid reason for
the Grant to remain open, they must contact the Authority in writing within 30 days.
No additional reimbursements will be made to the Grantee after the grant is closed out.
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Grant Agreement # 7910071
Appendix B Standard Provisions
1. Grant Funding Sources
This Grant is subject to appropriation and availability of funds as listed below:
USDA $ 63,832.03 USDA 2018-DG-11100106-803 — CFDA# 10.674
State of Alaska $ 36,167.97 SLA 2010, Ch. 43, Sec. 7, Pg. 20&21, Ln. 22-33&3
City of Nenana $ 88,000.00 Community Cash Match
Total Funding $ 188,000.00
Grantee acknowledges that if additional grant funds are made available they are subject to the
terms and conditions of this Agreement and any amendment.
2. Governing Laws
The Grantee shall perform all aspects of this Project in compliance with all applicable state, federal
and local laws.
3. Documentation and Record Keeping
The Grantee shall maintain the following in their files:
• Grant application;
• Grant agreement and any amendments;
• All written correspondence or copies of emails relating to the Grant;
• Reports, including any consultant work products;
• A separate accounting of grant income and expenditures;
• Supporting documentation for the expenditures charged to the grant (including
supporting documentation for all required matching contributions).
The Authority and any authorized federal representative may inspect, in the manner and at any
reasonable time either considers appropriate, the Grantee's facilities, records, and activities
funded by this Grant Agreement.
4. Eligible Costs
The Authority, as Grantor, shall have sole discretion to determine which project costs are eligible
to be paid from Grant monies under this agreement. Only direct costs of the Project are eligible
for payment or reimbursement from grant funds. Indirect costs are not allowed under this grant
unless approved by the Authority in Appendix E.
5. Insurance Requirements
The following insurance requirements are in effect for this Project. Grant funds may be used to
procure Project related insurance and the Authority will work with the Grantee to ensure that these
requirements are met. Insurance will be obtained with an insurance carrier or carriers covering
injury to persons and property suffered by the State of Alaska, Alaska Energy Authority or by a
third party as a result of operations under this grant. The insurance shall provide protection
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against injuries to all employees of the Project engaged in work under this grant. All insurance
policies shall be issued by insurers that (i) are authorized to transact the business of insurance in
the State of Alaska under AS 21 and (ii) have a Bests Rating of at least A-VII and be required to
notify the Authority, in writing, at least 30 days before cancellation of any coverage or reduction
in any limits of liability.
Where specific limits and coverage are shown, it is understood that they shall be the minimum
acceptable and shall not limit the Grantee's indemnity responsibility. However, costs for any
coverage in excess of specific limits of this agreement are the responsibility of the Grantee and
may not be charged to this grant agreement.
The following policies of insurance shall be maintained with the specified minimum coverage and
limits in force at all times during the performance work under this Project:
a. Workers' Compensation: as required by AS 23.30.045, for all employees engaged in work
under this Project. The coverage shall include:
Waiver of subrogation against the State and the Alaska Energy Authority and
Employer's Liability Protection at $500,000 each accident/each employee and
$500,000 policy limit;
b. Commercial General Liability: on an occurrence policy form covering all operations under
this Project with combined single limits not less than:
$1,000,000 Each Occurrence;
$1,000,000 Personal Injury;
$1,000,000 General Aggregate; and
$1,000,000 Products -completed Operations Aggregate.
The State of Alaska and Alaska Energy Authority shall be named as an Additional insured.
c. Automobile Liability: covering all vehicles used in Project work, with combined single limits
no less than $1,000,000 each occurrence.
All of the above insurance coverage shall be considered to be primary and non-contributory to
any other insurance carried by the State of Alaska and Alaska Energy Authority, whether self-
insurance or otherwise.
The Authority's acceptance of deficient evidence of insurance does not constitute a waiver of
Grant requirements.
6. Procurement and Suspension and Debarment
When the Grantee enters into a transaction with an entity for the purchase of goods or services
that are expected to equal or exceed $25,000, or meet other special criteria as specified in 2 CFR
section 180.220, the grantee is required to verify that the entity and its principals as defined in 2
CFR section 180.995, are not suspended or debarred or otherwise excluded from participating in
the transaction. The Grantee must verify the eligibility of the entity and its principals by one of the
following: (1) checking the Excluded Parties List System (EPLS) maintained by the General
Services Administration (GSA) (Note: EPLS is no longer a separate system; however, the OMB
guidance and agency implementing regulations still refer to it as EPLS) and available at
https://www.sam.gov/portal/public/SAM/), (2) collecting a certification from the entity, or (3) adding
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Nenana Biomass Design
Grant Agreement # 7910071
a clause or condition to the covered transaction with that entity stating it is not suspended or
debarred from participating in the transaction (2 CFR section 180.300).
7. Declaration of Public Benefit
The parties acknowledge and agree that the Project shall be constructed, owned and operated
for the benefit of the general public and will not deny any person use and/or benefit of Project
facilities due to race, religion, color, national origin, age, physical handicap, sex, marital status,
changes in marital status, pregnancy or parenthood.
8. Contracts for Engineering Services
In the event the Grantee contracts for engineering services, the Grantee will require that the
engineering firm certify that it is authorized to do business in the State of Alaska and provide proof
of licensing and required professional liability insurance.
Unless otherwise agreed by the Authority, the insurance required by this section shall, at a
minimum, included professional liability insurance covering all errors, omissions or negligent acts
in the performance of professional services under this agreement, with limits required per the
following schedule:
Contract Amount
Under $ 100,000
$ 100,000-$ 499,999
$ 500,000-$ 999,999
$ 1,000,000 or over
9. Site Control
Minimum Required Limits
$ 300,000 per Occurrence/Annual Aggregate
$ 500,000 per Occurrence/Annual Aggregate
$ 1,000,000 per Occurrence/Annual Aggregate
Refer to Risk Management
If the grant Project involves the occupancy and use of real property, the Grantee assures that it
has the legal right to occupy and use such real property for the purposes of the grant, and further
that there is legal access to such property. The Grantee is responsible for securing the real
property interests necessary for the construction and operation of the Project, through ownership,
leasehold, easement, or otherwise, and for providing evidence satisfactory to the Authority that it
has secured these real property interests before site construction begins.
10. Permits
It is the responsibility of the Grantee to identify and ensure that all permits required for the
construction and operation of this Project by the Federal, State, or Local governments have been
obtained unless otherwise stated in Appendix C. These permits may include, but are not limited
to, Corps of Engineers, Environmental Protection Agency, Alaska Department of Environmental
Conservation, State Historic Preservation Office, State Fire Marshal, Alaska Department of
Natural Resources, Alaska Department of Fish and Game and Boroughs.
11. Exclusion of Existing Environmental Hazards
Grant funds for investigation, removal, decommissioning, or remediation of existing environmental
contamination or hazards, are not allowed unless specifically specified and approved in Appendix
C.
12. Environmental Standards
The Grantee will comply with applicable environmental standards, including without limitation
applicable laws for the prevention of pollution, management of hazardous waste, and evaluation
of environmental impacts.
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Nenana Biomass Design
Grant Agreement # 7910071
13. Tariffs & Rates for Use of Grant -Funded Assets
Rates for power provided as a result of generation or transmission facilities built with grant funds
may be subject to review and approval by the Regulatory Commission of Alaska (RCA), or if the
rates are not subject to RCA review and approval, they may be subject to review and approval by
the Authority to ensure reasonable and appropriate public benefit from the ownership and
operation of the Project.
As a condition of the grant, Independent Power Producers will agree to sell energy resources for
electricity and heat at a cost -based rate for the economic life of the project. The Authority will hire
an independent economist to provide guidance in developing a cost -based rate for electric sales
with an appropriate rate of return on equity.
The allowable cost -based rate represents the highest rate that the Independent Power Producer
will be allowed to charge. Because the cost -based rates are a grant condition, avoided costs
rates or Public Utility Regulations Policies Act (PURPA) rates will not apply for projects which
obtain grant funding.
Application for a Certification of Public Convenience and Necessity (CPCN) is also a grant
condition. RCA action related to the issuance of the CPCN must be completed prior to the
issuance of any construction grant funding.
14. Grant -funded Assets Not Included with PCE
The Grantee agrees that it will not include the value of facilities, equipment, services, or other
benefits received under this grant as expenses under the Power Cost Equalization Program or as
expenses on which wholesale or retail rates or any other energy tariffs are based.
Appendix B1 Standard Federal Provisions
1. Disposition of Equipment
Equipment purchased in part or wholly with federal funds shall be used by the Grantee in the
Project for which it was acquired as long as needed, whether or not the Project or program
continues to be supported by federal funds. When no longer needed for the original program or
Project, the equipment may be used in other activities currently or previously supported by a
Federal agency. The Grantee will not use the equipment to provide services for a fee on the
grant -funded Project.
The Grantee shall be responsible for the operation and maintenance of equipment acquired with
this grant. The Grantee must keep record which will include a description, serial number, source
and title, cost and percentage of federal participation in cost use and condition, and sale price
and date of disposal. Disposition of equipment with a current per -unit fair market value of less
than $ 5,000 may be retained, sold or otherwise disposed of with no further obligation.
2. Additional Compliance Requirements
In addition to the procurement requirements identified in Appendix A, Section 28, "Procurement
Standards" and Appendix B, Section 7, "Procurement and Suspension and Debarment", the
Grantee is required to comply with federal procurement regulations associated with federal grant
funds as identified in 2 CFR 200. If the Grantee has any questions about their procurement
procedures or a specific procurement, they should contact the Authority's Grant Manager.
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Nenana Biomass Design
Grant Agreement # 7910071
3. Program Income
Program income earned during the award period shall be retained by the Grantee and added to
the funds committed to the award and used for the purposes and under the conditions applicable
to the use of award funds.
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Nenana Biomass Design
Grant Agreement # 7910071
Appendix C Grantee Proposal/Scope of work
Utilizing a selected architectural and engineering for firms, the project will finalize the design for
the Nenana Biomass and Washeteria project in Nenana Alaska. Design and engineering is
anticipated to be completed in the spring of 2021 with "build ready" plans expected to be
delivered in May of June of 2021The Biomass facility is to be built on the foundation that was
constructed during the summer and fall of 2020. Maintenance access, infrastructure
connections, and community needs were addressed with thermal efficiency being prioritized.
The city chose the northwest Comer of C street and 2"d Street, Nenana, AK as the most ideal
location. The wood heating system will be located between the public school, fire department,
water plant, and library and will mitigate heat energy loss as heated water is conveyed to these
buildings.
The biomass building will be constructed usingmultiple repurposed building components. The
structure's steel trusses for the roof, end walls and side walls beams will be from a pre -
constructed building designed and fabricated by Miracle Truss in Washington state. These
components constitute the super structure of the building and are currently being stored off site.
Due to the extreme winter conditions of interior Alaska, it has been decided the most efficient
building materials to construct the walls would be SIP panels. The building will be a multi -use
structure. One side will be used to house the boiler and to store equipment. The other side of
the building will be the community washeteria facility with hydronic dryers using heat from the
biomass boiler. The center of the building footprint will store the burnable fuel and shall be
accessible to dump trucks and other equipment.
The Owner supplied boiler was purchased from Biomass Energy Techniques located in
Versailles, MO. Nenana is awaiting delivery of the boiler in April 2021. It will be stored offsite
until the biomass building is constructed. The boiler is a BET 24-S model with a 1,400,000 BTU
capacity with an expected 54"X144" footprint. An added fuel hopper and conveyance system will
be required to operate the boiler. The 24- S model generates burn byproduct called biochar that
has market value for agricultural applications. Additional plans for a bi-char storage area will be
needed as part of the design and engineering. The primary fuel source will be wood based
products. The Boiler will be integrated into the existing heating systems of 4 buildings in the
immediate area to provide supplementary heat. Those buildings are the Nenana Fire
Department, Nenana Water Treatment Plant, Nenana Public School, and Washeteria (planned
to be built in the same building envelope). This project is currently funded for design only.
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Nenana Biomass Design
Grant Agreement # 7910074
Task Description
Develop RFP for engineering firm to
complete design of system
Issue RFP
Issue engineering contract
Conduct site visit with engineering firm
Preliminary design - include boiler
specification
Substantially complete design (to include
cost estimates, wood storage plan, wood
resource plan, BLM inquiry, funding plan)
Complete design along w/ construction
cost estimates
Identify permits
Project Management
Close out grant
Deliverable End
RFP (review/comment by AEA) Oct-20
Website link/ official notice
Nov-20
Copy of contract
Dec-20
Photos & trip summary
Jan-21
Design documents and design
review (comment by AEA)
Mar-21
Design documents and design
Apr-21
review (comment by AEA)
Design documents and design Apr-21
review (comment by AEA)
memo/letter identifying Apr-21
permits with anticipated lead
times and costs
Timesheets for reimbursement Jun-21
Jun-21
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Nenana Biomass Design
Grant Agreement # 7910071
Appendix D Project Management & Reporting Requirements
1. Project Management
The Grantee will notify the Authority immediately of any significant organizational changes during
the term of the grant, including changes in key personnel or tax status, any unforeseen problem
or project delay that may cause a change to the work plan or budget or that may otherwise affect
the Grantee's ability to perform its commitments under this Grant Agreement. Any unreported or
unapproved changes to the work plan or budget evident in reports may result in an amendment
being required, costs disallowed, suspension or termination of the grant as described in Appendix
A.
2. Contact Persons
For the Grantee
Grant Manager
Jaret Laurence
P.O. Box 70
Nenana, AK 99760
0aret.laurence mail.com
Project Manager
Jaret Laurence
P.O. Box 70
Nenana, AK 99760
jaret.laurence@gmail.com
907-888-9065
For The Auth
Grant Manager
Karin St. Clair, Grants Manager
813 W. Northern Lights Blvd.
Anchorage, Alaska 99503
kstclair aken erg yauthority.or
907-771-3081
Project Manager
Ryan Gamer
813 W. Northern Lights Blvd.
Anchorage, Alaska 99503
Raarn erCc-)a ken ergyauth ority. orp
907-771-3033
3. Quarterly Progress and Financial Reports
The Grantee will provide quarterly progress and financial reports by email (or other method
allowed by the Authority, if email is not available) to the Authority Project Manager. Reports are
due January 31st; April 30t'; July 31st, and; October 31st of each year this Agreement is in place.
If the due date is a weekend or holiday, reports are due the following business day.
This report must update the Authority on the Project's progress, regulatory and compliance
issues, possible delays, and grant expenditures during the quarter. These Quarterly Progress
Reports must summarize, in one or two pages, the progress made on grant tasks during the
quarter and identify any difficulties in completing tasks or meeting goals or deadlines. The
Grantee must also include with the report copies of any work products due to the Authority during
this period.
Reports are considered late five 5 days after the due date. No further payments will be made
without submission and approval of required reports. Work completed after the twenty -day period
when required reports have not been submitted is at the Grantee's risk, and costs incurred may
be disallowed. Repeated failure to submit reports in a timely manner could result in suspension
or termination of the grant.
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Nenana Biomass Design
Grant Agreement # 7910071
All reports and deliverables required in this agreement must have been submitted and approved
by the Authority prior to the final payment being released.
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Grant Agreement # 7910071
Appendix E Project Budget & Reimbursement Provisions
9. Allowable Costs
Allowable costs under this grant include all reasonable and ordinary costs for direct labor &
benefits, travel, equipment, supplies, contractual services, construction services, and other direct
costs identified and approved in the Project budget that are necessary for and incurred as a direct
result of the Project and consistent with the requirements noted in Appendix B 3 Eligible Costs.
A cost is reasonable and ordinary if, in its nature and amount, it does not exceed that which would
be incurred by a prudent person under the circumstances prevailing at the time the decision was
made to incur the costs.
Allowable costs are only those costs that are directly related to activities authorized by the Grant
Agreement and necessary for the Project. The categories of costs and additional limits or
restrictions are listed below:
a. Direct Labor & Benefits
Include salaries, wages, and employee benefits of the Grantee's employees for that portion
of those costs attributable to the time actually devoted by each employee to, and necessary
for the Project. Direct labor costs do not include bonuses, stock options, other payments
above base compensation and employee benefits, severance payments or other termination
allowances paid to the Grantee's employees.
b. Travel, Meals, or Per Diem
Include reasonable travel expenses necessary for the Project. These include necessary
transportation and meal expenses or per diem of Grantee employees for which expenses the
employees are reimbursed under the Grantee's standard written operating practice for travel
and per diem or the current State of Alaska Administrative Manual for employee travel.
c. Equipment
Include costs of acquiring, transporting, leasing, installing, operating, and maintaining
equipment necessary for the Project, including sales and use taxes.
Subject to prior approval by the Authority Project Manager, costs or expenses necessary to
repair or replace equipment damage or losses incurred in performance of work under the grant
may be allowed. However, damage or losses that result from the Grantee's employees,
officer's, or contractor's gross negligence, willful misconduct, or criminal conduct will not be
allowed.
d. Supplies
Include costs of material, office expenses, communications, computers, and supplies
purchased or leased by the Grantee necessary for the Project.
e. Contractual services
Include the Grantee's cost of contract services necessary for the Project. Services may
include costs of contract feasibility studies, project management services, engineering and
design, environmental studies, field studies, and surveys for the project as well as costs
incurred to comply with ecological, environmental, and health and safety laws.
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Grant Agreement # 7910071
f. Construction Services
For construction projects this includes the Grantee's cost for construction contracts, labor,
equipment, materials, insurance, bonding, and transportation necessary for the Project. Work
performed by the Grantee's employees during construction may be budgeted under direct
labor and benefits. Contracted project management or engineering may be budgeted under
contractual services and major equipment purchases made by the Grantee may be budgeted
under equipment.
g. Other Direct Costs
In addition to the above the following expenses necessary for the Project may be allowed.
• Net insurance premiums paid for insurance required for the grant Project;
• Costs of permits and licenses for the grant Project;
• Non -litigation legal costs for the Project directly relating to the activities; in this
paragraph, "non -litigation legal costs" includes expenses for the Grantee's legal staff and
outside legal counsel performing non -litigation legal services;
• Office lease/rental payments;
• Other direct costs for the Project directly relating to the activities and identified in the
grant documents; and/or
• Land or other real property or reasonable and ordinary costs related to interests in land
including easements, right-of-ways, or other defined interests.
2. Specific Expenditures not allowed
Ineligible expenditures include costs for overhead, lobbying, entertainment, alcohol, litigation,
payments for civil or criminal restitution, judgments, interest on judgments, penalties, fines, costs
not necessary for and directly related to the grant Project, or any costs incurred before the
beginning date of the grant as indicated on the signature page.
Overhead costs described in this section include:
• salaries, wages, applicable employee benefits, and business -related expenses of the
Grantee's employees performing functions not directly related to the grant Project;
• office and other expenses not directly related to the grant Project; and
• costs and expenses of administration, accounting, human resources, training, property
and income taxes, entertainment, self-insurance, and warehousing.
3. Match
The Grantee is required to provide $ 88,000 in match for this Project. Cash match will be applied
based on a percentage basis unless otherwise specified in the budget in Appendix C. In -kind
match will be applied based on the budget in Appendix C.
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Grant Agreement # 7910071
4. Cost Share Match Requirements
Cost sharing or matching is that portion of the Project costs not borne by the Authority. The
Authority will accept all contributions, including cash and in -kind, as part of the Grantees' cost
sharing or matching when such contributions meet the following criteria:
• Are provided for in the Project budget;
• Are verifiable from the Grantee's records;
• Are not included as contributions for another state or federally assisted project or program,
(The same funds cannot be counted as match for more than one program.)
• Are necessary and reasonable for proper and efficient accomplishment of the Project or
program objectives;
• Are allowable costs;
• Are not paid by the State or federal government under another award, except for those
authorized by the State or federal statute to be used for cost sharing or matching;
• Must be incurred within the grant eligible time period. The Authority may allow cost sharing
or matching contributions that occurred prior to the grant eligible time period for projects
that involve construction.
5. Valuing In -Kind Support as Match
If the Grantee chooses to use in -kind support as part of or its entire match, the values of those
contributions must be approved by the Authority at the time the budget is approved. The values
will be determined as follows:
• The value of real property will be the current fair market value as determined by an
independent third party or a valuation that is mutually agreed to by the Authority and the
Grantee and approved in the grant budget.
• The value assessed to Grantee equipment or supplies will not exceed the fair market value
of the equipment or supplies at the time the grant is approved or amended.
• Equipment usage will be valued based on approved usage rates that are determined in
accordance with the usual accounting policies of the recipient or the rates for equipment
that would be charged if procured through a competitive process. Rates paid will not
exceed the fair market value of the equipment if purchased.
• Rates for donated personal services will be based on rates paid for similar work and skill
level in the recipient's organization. If the required skills are not found in the recipient
organization, rates will be based on rates paid for similar work in the labor market. Fringe
benefits that are reasonable, allowable, and allocable may be included in the valuation.
• Transportation and lodging provided by the Grantee for non -local labor will not exceed the
commercial rates that may be available within the community or region.
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Nenana Biomass Design
Grant Agreement # 7910071
6. Grant Disbursements
The Grantee must request disbursement of grant funds in the form and format required by the
Authority with appropriate back-up documentation and certifications. (See Attachment 1).
Reimbursements are made for actual costs incurred and must be for approved milestones. The
back-up documentation must demonstrate the total costs incurred are allowable, and reflect the
amount being billed. Documentation must include:
• A ledger summarizing cost being billed;
• A summary of direct labor costs supported by timesheets or other valid time record to
document proof of payment;
• Travel and per -diem reimbursement documentation;
• Contractor or vendor pay requests;
• Itemized invoices and receipts; and
• Detailed ledger of costs being charged to this grant.
Additionally, the Grantee may be required to provide proof of payment of the incurred costs at the
request of the Authority.
Payment of grant funds will be subject to the Grantee complying with its matching contribution
requirements of the Grant.
Payment of grant funds will be made by the Authority to the Grantee within 30 days from receipt
of a properly completed, supported, and certified Reimbursement Request (See Attachment 1).
7. Withholding of Grant Funds
If, upon review of the monthly billings, the Authority discovers errors or omissions in the billings it
will notify the Grantee within thirty (30) days of receipt of the billing. Payment for the portion of
billings for which there is an error or omission may be withheld pending clarification by Grantee.
Grant funds may be withheld for the following reasons:
• The Grantee fails to provide adequate back-up documentation.
• The Authority determines that a specific expense is not allowed under the grant.
• The Grantee's matching contribution requirements are not met.
Up to 10% of the Authority's contribution of grant funds may be retained by the Authority until the
Project is completed and all required final documentation and reports are received and accepted
by the Authority.
8. Advance Disbursements
In most instances, payments to a Grantee will be made on a cost reimbursable basis. If the
Authority determines that cost reimbursement will significantly inhibit the Grantee's ability to
perform the Project and determines that an advance is in the public interest, the Authority may
recommend an advance to the Grantee of an amount not to exceed a projected thirty (30) day
cash need, or twenty percent (20%) of the grant amount, whichever amount is less.
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Grant Agreement # 7910071
Before the Authority will issue an advance, the Grantee must provide in writing, and the Authority
must approve a "Request for Advance Payment" form which includes:
• justification of the need for the advance;
• documentation of anticipated line item costs associated with the advance.
All advances will be recovered with the Grantee's next Financial/Progress Report form. Should
earned payments during the terms of this Grant Agreement be insufficient to recover the full
amount of the advance, the Grantee will repay the unrecovered amount to the Authority when
requested to do so by the Authority, or at termination of the Grant Agreement.
9. Unexpended Grant Funds and Interest Earned
Any grant funds not expended under this agreement and any interest accruing on the grant funds
belong to the Authority and shall be returned to the Authority.
10. Budget Adjustments and Changes
When a Grantee faces increased unbudgeted costs, the Grantee should contact the Authority
Project Manager. Budget adjustments cannot increase the grant award amount. Cost overruns
that may require reduced scope of work will require Authority approval and an amendment to the
grant. If a budget adjustment or other changes indicate to the Authority Project Manager that the
project cannot be completed as currently planned and budgeted for, the Authority Project
Manager will not approve the release of additional grant funds until the Grantee provides sufficient
information on how the Grantee intends to complete the revised project.
Budget Adjustments
The Grantee shall identify budget changes on its Financial Reports submitted to the Authority.
At least quarterly, the Authority will compare actual costs to budgeted distributions based on the
Financial Report/Request for Reimbursement form. Costs charged to grant funds must reflect
adjustments made as a result of the activity actually performed. The budget estimates or other
distribution percentages must be revised at least quarterly, if necessary, to reflect changed
circumstances.
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Nenana Biomass Design
Grant Agreement # 7910071
Appendix F Clarifications or Amendments to the Agreement
Summary:
The following requirements are in addition to the AEA Grant Agreement, Appendix B Part 17,
Standard Provisions and Appendix F Clarification or Amendments to the Agreement.
Reference Documents:
1. Request for Application, July 14, 2020
2. Nenana Grant Application
3. AEA Funding Approval Notice, August 31, 2020
4. USFS Wood Energy Technical Assistance Team Comments on Nenana Biomass Project,
August 10, 2020 (Attached)
Project Assumptions, Constraints, and AEA Requirements:
Per the RFA provided by Nenana the scope of work is to Engineer Design and Permit an owner
supplied biomass heating system that would provide heat to the Public School, Water Treatment
Facility, Fire Department, and Washeteria.
a. Assumptions and Constraints
i. Assumptions:
1. This agreement will be a pass -through grant to the Nenana (Owner)
2. Owner has pre purchased a Biomass Burner (BET 24-5) by Biomass
Energy Technologies Inc.
3. AEA Project Manager will perform a final review of the design
documents, and provide technical support during the design process.
ii. Constraints:
1. Construction Funding
2. Biomass Burner Output
b. AEA Requirements of Nenana:
i. Grantee agrees to provide plans and specifications to the Authority for review at
the established milestones and close-out phases.
l . Grant funds will be released on a reimbursable basis.
2. Engineering Services and Design RFP shall be reviewed by the Authority,
USDA, and USFS prior to solicitation. Authority will be afforded 10 working
days to review.
3. Authority will be afforded 10 working days to review apparent winning firm.
4. Authority shall receive formal copies of all proposals for this RFP.
5. Proposals must include a design milestone schedule and anticipated
completion date.
6. Submittal must list milestones, tasks, pay applications, licenses, insurance,
etc.
7. Engineering firm proof of insurance per the Nenana procurement rules.
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Grant Agreement # 7910071
8. Bidders must show proof of at least 3 successful biomass designs in the State
of Alaska.
9. Contracted firm must address the comments presented in the USFS Wood
Energy Technical Assistance Team Comments on Nenana Biomass Project,
August 10, 2020 as reference.
10. Additional Technical Requirements for Design and Approval:
a. Engineering firm shall include back end controls analysis and
requirements within the technology phase of the design.
b. Specify sequence of operations (system purchased by owner does not
include auto start).
c. Design must consider thermal storage min
350 gal/ 100,000 BTU's).
d. Natural Draft Considerations
e. Maintenance clearances must meet Biomass Burner manufactures
specifications. in addition to any possible future boiler expansions.
f. System design must include at a minimum cyclone emission controls.
g. Engineering analysis shall include stack height, minimums of 10' over
and above any adjacent roof lines.
h. The thermal load modeling shall be submitted at the 35% design
review milestone.
L If considered as part of the pro* ect scope by, the owner and the owners
engineer Back Feed controls from the receiving facilities should be
fully vetted and submitted at the 35% design review milestone.
Project Funding:
The funding for this grant and AEA management of this project will be provided by the Biomass
Program funds from the United States Forest Service and State of Alaska capital.
Closure:
At project close-out, the Project Manager, USDA, and USFS will review at all phases of the
design to ensure it meets the required intent of the Biomass Program.
Page 26 of 33
Nenana Biomass Design
Grant Agreement # 7910071
Attachment 1 Financial Report/Request for Reimbursement Form
THIS REQUEST IS FOR FINAL PAYMENT ❑
Grantee: City of Nenana Project: Nenana Biomass Design
Period: to Grant Number: 7910071
BUDGET SUMMARY
A B C
I D=B+C E=A-D
GRANT
BUDGET
MATCHING
I BUDGET
TOTAL PRIOR EXPENDITURES
BUDGET EXPENDITURES . THIS PERIOD
TOTAL GRANT
EXPENDITURES BALANCE
BY TASK OR MILESTONE
Project Management
$ 1,000
$ 880
$ 1880
RFP Development
480
423
903
Issuing Contract with
Design firm
120
105
225
Design
98,400
86,592
184,992
TOTAL
$1D 0
$ mmm
S 1$$ 1!
BY BUDGET CATEGORIES
Direct Labor and Benefits
$ 1,600
$ 1,408
$ 3,008
Contractual Services
98,400
86,592
184,992
TOTAL
$1ILQ l
$ §LM
S flBm
BY FUND SOURCES
Grant Funds $ 100,000 $ 100,000
Grantee Match — Cash $ 88,000 88.000
(Less) advance payments
TOTAL $ mm s En simm
Please submit this form and the supporting documentation to aeapayables(alaiaea.org
CERTIFICATION
Form requires two original signatures. The person certifying must be different from the person preparing the report. One signature should be the authorized
representative of the Grantee organization or highest ranking officer; the other should be the person who prepared the report.
I certify to the best of my knowledge and belief that the information reported on both the Financial Report above and the attached Progress
Report are correct. In addition, funds were spent and work performed In accordance with the grant agreement terms and conditions.
Certified By:
Printed Name:
Prepared By:
Printed Name:
Title: Date: Title:
Page 27 of 33
Date:
Nenana Biomass Design
Grant Agreement # 7910071
Attachment 2 Progress Report Form
Project Name: Nenana Biomass Design
Grantee: City of Nenana
Grant # 7910071
Period of Report: to
Project Activities Completed:
Existing or Potential Problems:
Activities Targeted for Next Reporting Period:
Prepared By:
Printed Name:
Page 28 of 33
Date:
Nenana Biomass Design
Grant Agreement # 7910071
Attachment 3 Notice of Project and Grant Closeout
NOTICE OF PROJECT AND GRANT CLOSEOUT
ALASKA ENERGY AUTHORITY
Project Name: Nenana Biomass Design
Grantee: City of Nenana
Grant Number: 7910071
The Alaska Energy Authority certifies and acknowledges that the Project referenced above has
been completed, and that all tasks have been satisfactorily carried out in accordance with the
terms and conditions of Agreement Number: 7910071.
Project Manager
Alaska Energy Authority
Date
City of Nenana certifies that the Project named above is complete in accordance with the terms
and conditions of Alaska Energy Authority Agreement Number: 7910071.
City of Nenana also certifies that, we have been reimbursed for all eligible expenses pertaining to
7910071, and that as of the date of signature, no further reimbursements will be requested for
any activity related to the Project identified above.
Total project cost $
The total project cost should include all expenses related to this grant funded project (grants,
loans, match, etc.). It should include design and construction costs, but should not include
feasibility and reconnaissance work.
Notes/comments: Please attach on a separate cage
Authorized Signature
Printed Name
Page 29 of 33
Title
Date
Nenana Biomass Design
Grant Agreement # 7910071
Attachment 4 Grantee Certification
CERTIFICATION OF GRANTEE AND LOWER -TIER PARTICIPANTS
REGARDING DEBARMENT, SUSPENSION, AND OTHER INELIGIBILITY AND
VOLUNTARY EXCLUSION
Grantee
City of Nenana
P.O. Box 70
Nenana, AK 99760
I, Joshua Verha en - Mayor hereby certify on behalf
(Name and title of official)
of City of Nenana that:
(1) The prospective Grantee and lower tier participant certifies, by submission of
this letter, that neither it nor its "principals" [as defined at 49 C.F.R. § 29.105(p)]
is presently debarred, suspended, proposed for debarment, declared ineligible,
or voluntarily excluded from participation in this transaction by any Federal
department or agency. In the event, your company or any principals become
ineligible from participating in federally funded transactions, you are required to
notify us immediately.
(2) When the prospective Grantee and lower tier participant is unable to certify
to the statements in this certification, such prospective participant shall
attach an explanation to this proposal.
Executed this 14 day of Jan , 2021
of authorized official)
Mayor
(Title of authorized official)
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Nenana Biomass Design
Grant Agreement # 7910071
DEBARMENT SUSPENSION INELIGIBILITY & VOLUNTARY EXCLUSION - 49 CFR Part 29; Executive Order 12549
[Applicable to all Federal -aid contracts which exceed $25,0001
Instructions for Certification:
1. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered
into. If it is later determined that the prospective Grantee and lower tier participants knowingly rendered an erroneous certification, in
addition to other remedies available to the Federal Government, THE AUTHORITY may pursue available remedies, including
suspension and/or debarment.
2. The prospective Grantee and lower tier participants shall provide immediate written notice to THE AUTHORITY if at any time
the prospective Grantee and lower tier participants learns that its certification was erroneous when submitted or has become erroneous
by reason of changed circumstances.
3. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "persons,"
"lower tier covered transaction," "principal," "proposal," and voluntarily excluded," as used in this clause, have the meanings set out in
the Definitions and Coverage sections of rules implementing Executive Order 12549 [49 CFR Part 29]. You may contact THE
AUTHORITY for assistance in obtaining a copy of those regulations.
4. The prospective Grantee and lower tier participants agrees by submitting this proposal that, should the proposed covered transaction
be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared
ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized in writing by THE AUTHORITY.
5. The prospective Grantee and lower tier participants further agrees by submitting this proposal that it will include the clause titled
"Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion -Lower Tier Covered Transaction", without
modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.
6. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction
that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification
is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant
may, but is not required to, check the Non -procurement List issued by U.S. General Service Administration.
7. Nothing contained in the foregoing shall be construed to require establishment of system of records in order to render in good faith
the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally
possessed by a prudent person in the ordinary course of business dealings.
8. Except for transactions authorized under Paragraph 5 ofthese instructions, if a participant in a covered transaction knowingly enters
into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in
this transaction, in addition to all remedies available to the Federal Government, THE AUTHORITY may pursue available remedies
including suspension and/or debarment.
Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transaction
(1) The prospective Grantee and lower tier participants certifies, by submission of this bid or proposal, that neither it nor its "principals"
[as defined at 49 CFR §29.105(p)] is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded
from participation in this transaction by any Federal department or agency.
(2) When the prospective Grantee and lower tier participants is unable to certify to the statements in this certification, such prospective
participant shall attach an explanation to this proposal.
The Grantee, City of Nenana certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if
any. In addition, the Grantee understands and agrees that the provisions of, 49 CFR §29 apply to this
Signature of Grantee's Authorized Official: � ,
Name and Title of Grantee's Authorized OfficiaL Josh Verhagen - Mayor
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certification and disclosure, if any.
Nenana Biomass Design
Grant Agreement # 7910071
Attachment 5 Advance Request Form
ALAS KA
ENERGY
J&**44 AUTHORITY
GRANTS SECTION
REQUEST FOR ADVANCE PAYMENT
Instructions:
(1) Fill in the Grantee, Grant Number, Project Title, Amount Requested, and Date.
(2) Read the language in Appendix E of the Grant Agreement (Advance Disbursements provision).
(3) Check the boxes to confirm that the advance is justified and that you have read and understood
the conditions under which the advance will be approved and recovered by the Authority.
(4) Provide a brief narrative explaining the proposed use of the advanced funds.
(5) Attach documentation of costs associated with the requested advance (i.e., price quotes or cost
estimates, invoices, a spreadsheet outlining projected payroll, etc.)
Grantee:
Grant Number:
City of Nenana
7910071
Date:
Project Title:
Nenana Biomass Design
Amount Requested:
❑ The Grantee confirms that the advance is necessary due to a lack of cash on hand to administer
the grant on a cost -reimbursable basis.
❑ The Grantee understands the conditions under which the Authority will recover the advance.
Explain how the advance will be used. Attach additional pages if necessary.
Grantee Certification: I certify that the above information is true and correct, and that expenditures will be
made for the purpose of, and in accordance with, applicable grant agreement terms and conditions.
Signature
Name and Title
Date
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Nenana Biomass Design
Grant Agreement # 7910071
Attachment 6 Grant Documents Authorized Signers Form
Community/Grantee Name:
Regular Election is held: Date:
I authorize the above person(s) to sign Grant Documents:
(Highest ranking organization/community/municipal official)
Printed Name Title Term Signature
Mailing Address:
Phone Number:
Fax Number:
E-mail Address:
Federal Tax ID #.
Please submit an updated form whenever there is a change to the above information.
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