HomeMy WebLinkAboutIRHA Fesability Study Round 8Renewable Energy Fund Round VIII
Grant Application -Heat Projects
Application Forms and Instructions
I~ ENERGY AUTHORITY
This instruction page and the follow ing grant application constitutes the Grant Application Form for
Round VII I of the Renewable Energy Fund Heat Projects only . If your application is for energy
projects that will not primaril y produce heat, please use the standard application form (see RFA
section 1.5). An electronic version of the Request for Applications (RFA) and both application
forms are available onl ine at: www.akenerqyauthority.org/REFund8 .html.
• If you need technical assistance filling out this application , please contact Shawn Calfa, the
Alaska Energy Authority Grants Administrator at (907) 771 -3031 or at scalfa@aidea .org .
• If you are app lying for grants for more than one project, provide separate app li cation forms
for each project.
• Multip le phases 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 budget for each phase of the project.
• In order to ensure that grants provide sufficient benefit to the public, AEA may li mit
recommendations for grants to pre liminary development phases in accordance with 3 ACC
1 07 .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 fund ing for an advanced phase is warranted .
• If you have additional information or reports you would like the Authority to cons ider in
reviewing your application , either provide an electronic version of the document with your
subm ission or reference a web link where it can be downloaded or reviewed .
• In the sections below , please enter responses in the spaces provided , often under the
section heading. You may add additional rows or space to the form to provide sufficient
space for the information, or attach additiona l sheets if needed.
REMINDER:
• Alaska Energy Authority is subject to the Public Records Act AS 40 .25, and materials
submitted to the Authority may be subject to disclosure requirements under the act if no
statutory exemptions apply.
• All applications rece ived will be posted on the Authority web s ite after final
recommendations are made to the legislature .
• 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 the Authority. 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 the ir
application.
o Receive concurrence from the Authority that the information will be kept confidential.
AEA 15003
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 app licant upon request.
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Grant Application -Heat Projects
II SECTION 1-APPLICANT INFORMATION
I Name (Name of utility, IPP, or government entity submitting proposal)
I Interior Regional Housing Authority
Type of Entity: Tribally Designated Housing Fiscal Year End: December 31
Entity
Tax ID # 92-0049042
Tax Status: D For-profit D Non-profit I:8J Government (check one)
Date of last financial statement audit: 2013
Mailing Address: Physical Address:
828 2th Ave 828 2th Ave
Fairbanks , AK 99701 Fairbanks, AK 99701
Telephone: Fax: Email:
907 452-8315 907 456-8941 rsnyder@irha .org
I 1.1 APPLICANT POINT OF CONTACT I GRANTS MANAGER
Name: Russell Snyder Title: Grants Coordinator
Mailing Address:
828 2th Ave
Fairbanks, AK 99071
Telephone: Fax: Email:
907 452 -8315 907 456-8941 rsnyder@irha.org
11.1.1 APPLICANT ALTERNATE POINTS OF CONTACT
Name Telephone: Fax: Email:
Jana George 452 -8315 456-8941 jgeorge@irha .org
Eli James 452-8315 456-8941 ejames@irha.org
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Grant Application -Heat Projects
1 .2 APPLICANT MINIMUM REQUIREMENTS
Please check as appropriate. If you do not to meet the minimum applicant requirements, your
application will be rejected.
I 1.2.1 As an Applicant, we are: (put an X in the appropriate box)
D An electric utility holding a certificate of public convenience and necessity under AS 42 .05 , or
D An independent power producer in accordance with 3 AAC 107.695 (a) (1 ), or
D A local government, or
~ A governmental entity (which includes tribal counci ls and housing authorities)
1 .2 APPLICANT MINIMUM REQUIREMENTS (continued)
Please check as appropriate.
~ 1.2.2 Attached to this application is forma l approva l and endorsement for the project by the I
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 govern ing
authority is necessary. (Indicate 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 gran t agreement
(Section 3 of the RFA). (Indicate 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
http://www.akenergyauthority.org/vREFund8.htm l. (Any exceptions should be clearly noted
and submitted with the application.) (Indicate by checking the box)
~ 1.2.5 We intend to own and operate any project that may be constructed with grant funds for
the benefit of the general public. If no please describe the nature of the project and who will
be the primary beneficiaries. (Indicate yes by checking the box)
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Grant Application -Heat Projects
SECTION 2-PROJECT SUMMARY
This section is intended to be no more than a 2-3 page overview of your project.
I 2.1 Project Title-(Provide a 4 to 7 word title for your project). Type in space below.
IRHA Facility Biomass Feasibility Study
2 .2 Project Location -
Include the physical location of your project and name(s) of the community or communities that will
benefit from your project in the subsections below.
2.2.1 Location of Project-Latitude and longitude, 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 as sistance obtaining this information please contact
AEA at 907-771-3031.
The physical location of the project is in Fairbanks (64.8378. -147.7164) and Nenana (64 .5639 . -
149.0931)
2.2.2 Community benefiting -Name(s) of the community or communities that will be the
beneficiaries of the project.
Fairbanks and Nenana wi ll have a direct benefit, Interior region villages will benefit indirectly by
having IRHA reduce its overhead.
2.3 PROJECT TYPE
Put X in boxes as appropriate
I 2.3.1 Renewable Resource Type
I D Wind to Heat ~ Biomass or Biofuels
I D Hydro to Heat D Solar Thermal
D Heat Recovery from Existing Sources D Heat Pumps
D Other (Describe) D
I 2.3.2 Proposed Grant Funded Phase(s) for this Request (Check all that apply)
Pre-Construction Construction
D Reconnaissance D Final Design and Permitting
~ Feasibility and Conceptual Design D Construction
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Grant Application-Heat Projects
2.4 PROJECT DESCRIPTION
Provide a brief one paragraph description of the proposed heat project.
IRHA is proposing to conduct a b iomass fea sibility study in order to examine the costs and
possibilities of various appliances and woody biomass sources fo r three IRHA facilities -th e IRHA
office building in Fairbanks , the IRHA warehouse in Fairbanks and the Meda Lord Center which is
a 15 unit senior housing complex in Nenana. All three facilities space heat is derived from heating
oil. All three facilities are structurally sound and have been weatherized; the logical next step is to
examine the feasibility of heating sources other than heating oil. Since both communities are
urban and road-connected , t he possibilities for biomass systems and woody biomass sources are
greater than those found in the small villages IRHA serves. The feasibility study will include an
analysis of options, potential payback and benefit/cost ratio and conceptual design.
2.5 PROJECT BENEFIT
Briefly discuss the financial and public benefits that will result from this heat project, (such as
reduced fuel costs, lower energy costs, local jobs created, etc.)
The project will provide an analysis that will potentia ll y lead to reduced fuel costs, lower energy
costs and reduced overhead for IRHA that will result in better service delivery to Interior villages.
2.6 PROJECT BUDGET OVERVIEW
Briefly discuss the amount of funds needed, the anticipated sources of funds, and the nature and
source of other contributions to the project.
The project is anticipated to cost $50 ,000. IRHA will contract with an appropriate entity to conduct
the feasibility study. The funds will cover the contract and IRHA administrative costs. There will be
no other sources of fund ing for the project other than AEA Renewable Energy Funds .
2.7 COST AND BENEFIT SUMARY
Summarize the grant request and the project's total costs and benefits below.
Costs for the Current Phase Covered by this Grant
(Summary of funds requested)
1 2 .7.1 Grant Funds Requested in this application
2.7.2 Cash match to be provided
2.7.3 In-kind match to be provided
1 2.7.4 Other grant funds to be provided
$ 50,000
$ 0
$ 0
$ 0
1 2.7.5 Total Costs for Requested Phase of Project (sum of 2.7.1 through 2.7.4)
I Other items for consideration
1 2 .7.6 Other grant applications not yet approved $ 0
1 2.7.7 Biomass or Biofuellnventory on hand $ 0
2.7.8 Energy efficiency improvements to buildings
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$ 50,000
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Renewable Energy Fund Round VIII j
Grant Application-Heat Projects
to be heated (upgraded within the past 5 years or
committed prior to proposed project completion) $ 19,338
Project Costs & Benefits
(Summary of total project costs including work to date and future cost estimates to get to a fully
operational project)
2.7.9 Total Project Cost $50,000
Summary from Cost Worksheet, Section 4 .4.4, including
estimates through construction .
2.7.10 Additional Performance Monitoring Equipment not $ N/A
covered by the project but required for the Grant
Only applicable to construction phase projects
2.7.11 Estimated Direct Financial Benefit (Savings) $ N/A
The economic model used by AEA is available at
www. akenerg't,authorit't ... org/REFundB. html. This
economic model may be used by applicants but is not
required. Other economic models developed by the
applicant may be used, however the final benefit/cost
ratio used will be derived from the AEA model to
ensure a level playing field for all apQ!icants.
2. 7 .12 Other Public Benefit $ N/A
If you can calculate the benefit in terms of dollars please
provide that number here and explain how you
calculated that number in Section 5 below.
SECTION 3-PROJECT MANAGEMENT PLAN
Describe who will be responsible for managing the project and provide a plan for successfully
completing the project within the scope, schedule and budget proposed in the application.
3.1 Project Manager
Tell us who will be managing the project for the Grantee and include contact information , a resume
and references for the manager(s). In the electronic submittal, please submit resumes as separate
PDFs if the applicant would like those excluded from the web posting of this application . If the
applicant does not have a project manager indicate how you intend to solicit project management
support. If the applicant anticipates project management assistance from AEA or another
government entity, state that in this section .
Russell Snyder, Grants Coordinator for IRHA will be the Project Manager, he has two years
experience dealing with this type of grant.
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Grant Application-Heat Projects
3.2 Project Schedule and Milestones
Please fill out the schedule below . Be sure to identify key tasks and decision points in 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 of your proposed project.
Pl ease fill out fom1 provided b elo w . You m ay add additiona l ro w s as needed.
Start End
Milestones Tasks Date Date
G ran t Ad minis tra tion G ran t set-up , imple men ta tion of communi catio n,
doc umen ta ti on and re po rtin g manage me nt; T ra c k
proj ect obj ectives, conduct o ngo in g pe rfo rm a nce
eva luatio n . T bis tas k will be in pl ace fo r th e durati o n Jul y Janua ry
of the proj ect 2015 20 16
Pre p aratory W ork IIU I A s ta ff will review prior bi o mass feasibility
stud ies and other data tha t may be re levant to th e Aug us t A ug ust
LRH A Facility Bio mass F easibility Proj ect. 2015 20 15
Deve lo p a nd issu e RFP IRHA will deve lop a nd iss ue a Re qu est fo r P ro posa ls
fo r th e feas ibility s tu dy. T he award will be made A ugu st October
compe titively . 2015 20 15
Feas ibility S tudy Success ful contractor will comm ence with stud y O c tober July
20 15 20 16
R eview/R evis ion of Study LRH A p ersonn e l will revie w a nd comment o n draft June July
s tudy; contractor will make appro priate revis ions 20 16 20 16
F inal R epo rtin g F in a l re p ortin g for the grant. Tasks inc lude budget
review, pre para tion of fin al re port and grant close-Jul y July
o ut 20 16 201 6
3 .3 Project Resources
Describe the personnel , contractors, personnel or firms, equipment, and services you will use to
accomplish the project. Include any partnerships or commitments with other entities you have or
anticipate will be needed to complete your project. Describe any existing contracts and the
selection process you may use for major equipment purchases or contracts. Include brief resumes
and references for known, key personnel , contractors , and suppliers as an attachment to your
appl ication.
Project personnel include Russel l Snyder , and Kimberly Carlo who will manage the grant and
oversee the contractor. IRHA will competitively bid the feasibility study. S ince this feasibility study
is for IRHA facilities , there are no other partnerships or commitments for the project.
3.4 Proj ect Communications
Discuss how you plan to monitor the project and keep the Authority informed of the status . Please
provide an alternative contact person and their contact information.
IRHA holds frequent board meetings, attends sub-regional meetings across the region and other
gatherings at which education, outreach , and project communication will take place. IRHA will
report monthly to AEA during the course of the project , in addition to any AEA project reporting
requirements . IRHA will participate in the AEA wood Energy Workgroup .
An alternative contact person will be Kimberly Carlo , IRHA COO , who can be reached at 452 -8315
or kcarlo@irha.org (email address)
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3.5 Project Risk
Discuss potential problems and how you would address them.
There is no identified project risk and this grant request is to conduct a biomass feasibil ity study.
The study will ana lyze alternatives (both appliances and woody biomass sources). If there is an
adequate benefit/cost ratio and simple payback , design and construction funds will be pursued . If
not, there will be no action taken.
3.6 Project Accountant(s)
Tell us who will be perform ing the accounting of this Project for the Grantee and include contact
information , a resume and references for the project accountant(s). In the electronic submittal ,
please submit resumes as separate PDFs if the applicant would like those excluded from the web
posting of this application. If the applicant does not have a project accountant indicate how you
intend to solicit project accounting support.
Eli James is the Chief Financial Officer for IRHA and as such , will act as the project accountant.
Mr . James has been with IRHA for eleven years . He rece ived his B.B.A. from UAF. He has 13
years ' experience; prior to working at IRHA he worked for Fairbanks Native Association and South
Central Foundation. Under El i's leadership , IRHA has had unqualified (no findings) audits for the
last ten years . Eli's contact information is 452 -8315. ejames@irha .org
3. 7 Financial Accounting System
Discuss the accounting system that will be used to account for project costs and who w ill be the
primary user of the accounting system.
IRHA utilizes Fundware accounting software for projects wh ich compares and tracks actual and
budgeted project funds. IRHA has a financia l po li cy instituting controls such as segregation of
duties for handling cash and utilization of a purchase order system for expenditures. IRHA is
required to conduct annual audits in accordance with OMB Circu lar A-133 . IRHA 's most recent
audit can be found at the Federal Audit Clearinghouse (www.harvester.census.gov)
3.8 Financial Management Controls
Discuss the controls that will be utilized to ensure that only costs that are reasonable, ordinary and
necessary will be a llocated 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 Renewable Energy Fund Grant Program .
IRHA has established a financial management system (adopted by resolution by the Board of
Commissioners) based on Generally Accepted Accounting Pr inc iple (GAAP) and has a set of
interna l controls to ensure effective control and accountab il ity for all cash and property. IRHA also
has a procurement system in place that provides for the fair and equitable treatment of a ll persons
or firms involved in purchasing by IRHA; assure that supp lies , services and construction are
procured efficiently, effectively and at the most favorable prices available to IRHA; promote
competition in contracting ; provide safeguards for maintaining a procurement system of quality and
integrity; and assure IRHA purchasing actions are in full compliance with applicable federal , state
and local law s.
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Grant Application-Heat Projects
SECTION 4-PROJECT DESCRIPTION AND TASKS
The level of information will vary according to phase(s) of the project you propose to undertake
with grant funds.
If some work has already been completed on the project and the funding request is for an
advanced phase, submit information sufficient to demonstrate that the preceding phases are
satisfied and funding for an advanced phase is warranted.
4.1 Proposed Energy Resource
Describe the potential extenUamount of the energy resource that is available .
Discuss the pros and cons of your proposed energy resource vs. other alternatives that may be
available, in the market, to be served by your project. For pre-construction applications, describe
the resource to the extent known. For design and permitting or construction projects, please
provide feasibility documents, des ign documents, and permitting documents (if applicable) as
attachments to this application.
There is a significant biomass resource ava il able in the market in both Fairbanks and Nenana and
it is available in multiple forms -spruce cordwood, b ir ch cordwood , pellet logs and wood pellets.
The pellets and logs are produced in North Pole. Cordwood is also availab le, either in lengths, or
cut and split. The feasibility study will examine the efficiency and cost of all biomass resources
available in Fairbanks and Nenana and compare them to the ex isting heating oil costs.
4.1.1 For Biomass Project only
Identify any wood inventory questions , such as:
• Ownership/Accessibility. Who owns the land and are their li mitations and restrictions to
accessing the b iomass resource?
• Inventory data. How much biomass is available on an annual basis and what types (species)
are there, if known? Please attach any forest inventory reports
This project will examine biomass sources available on the market; IRHA does not own any
forested land in Fairbanks or Nenana . Therefore, land ownership will not be an issue as the
resource will be purchased on the open market.
I 4 .2 Existing Energy System
4 .2.1 Ba sic configuration of Existing Heating Energy System
Briefly discuss the basic configuration of the existing energy system. Include information about the
number, size, age, efficiency, and type of generation .
The IRHA main office building is heating by two boilers one is a Burnham V-16-A-T (guessing 1984
no manufacture date found on placard) which is about 30 years old based on the looks of it also
Weil Mclain PWG05 (about 2001 manufacture date found on p lacard) which is about 13 years old.
It is a fuel oil fired hot water base board heat boiler.
The IRHA warehouse is heated by a 1999 Wei! Mclain 78 Boiler water base board heaters .
The Meda Lord Sen ior housing complex is heated by three 1993 oil fired boilers water base board
heaters.
The public buildings to be evaluated for poss ible wood-heating are currently heated with fuel oil
boilers that produce heat as well as heat for domest ic hot-water heating .
4 .2 .2 Existing Heating Energy Resources Used
Briefly discuss your understanding of the existing energy resources . Include a brief discussion of
any impact the project may have on existing energy infrastructure and resources.
The IRHA office and warehouse utilize heating oil for space heat. In 2013, the combined facilities
used almost 8000 gallons of heating oil at an average price of $3 .60 per gallon .
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The Meda Lord Senior comp lex in Nenana spent $25,505.00 on heating fuel in 2012 and
$30,894.35 on heating fuel in 2013 .
4.2 .3 Existing Heating Energy Market
Discuss existing energy use and its market. Discuss impa cts your project may have on energy
customers.
Converting the heating systems from fue l oil to wood is expected to lower energy costs. The IRHA
Facilities Biomass Feasibility Study has the potential to suggest a path forward using biomass
resources that are less expensive than heating oil. Reducing utility costs for an organization allow
more funds to flow d irectly to programs, rather than utility costs. The project has the potential to
have a positive impact on the seniors residing in the Meda Lord Senior housing and to the villages
IRHA serves in the Interior.
4.3 Proposed System
Include information necessary to describe the system you are intending to develop and address
potentia l system design, land ownership, permits, and environmental issues.
4.3 .1 System Des ig n
Provide the following information for the proposed renewable energy system :
• A description of renewable energy technology specific to project locat ion
• Optimum installed capacity
• Anticipated capacity factor
• Anticipated annual generation
• Anticipated barriers
• Basic integration concept
• Delivery methods
The proposal calls for the study of biomass heating systems and their potential application to three
IRHA fac ili ties. There are two typical categories of biomass heating systems : first, stoves or
app liances that heat space directly through convect ion and radiation by burning cordwood or
pellets; second, hydronic systems where boilers burn cordwood, woodchips or pe ll ets to heat liquid
that is distributed to radiant piping, radiators or heat exchangers. The heated liquid is distributed
out to users, and then returned to the heat source for re-heating. Given the size of a ll three IRHA
facilities, hydronic systems are the more practical of the two, especially in the case of the
Fairbanks facilities that can most likely effectively utilize a heat loop .
Potential biomass systems will be evaluated on the compatibility of the chosen fue l, handling
system and combustions system. Typically available biomass fuel systems such as batch load
solid chunk boiler , semi-automated or fully automated chipped or ground biomass bo il ers or fully-
automated densified fuel boiler, using pellets, logs or bricks.
The two Fairbanks bui ldings are located in a non-attainment area for PM 2.5; emissions of
proposed systems will a lso need to be eva luated.
4.3.2 Land Ownership
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.
IRHA will purchase b iomass products that are readily avai lable on the market, thus avoiding any
land ownership issues .
I 4.3.3 Permits
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Grant Application-Heat Projects
Provide the following information as it may relate to permitting and how you intend to address
outstanding permit issues.
• List of app licable permits
• Anticipated permitting timeline
• Identify and discuss potential barriers
In Fairbanks, a building permit may be required , depending on if the biomass system requires any
modification to the existing buildings footprints. Bui lding permits generally take about 2 months to
receive. IRHA has extensive experience with the City of Fairbanks permitting process.
Since Fairbanks is in a non-attainment area for PM2.5 any proposed system w il l need to be
evaluated in an air quality context. The Fairbanks North Star Borough's Air Quality Division is a
good resource for PM 2.5 em issions. Neither building permits nor air quality permits represent an
impediment to the project, rather something that needs to be addressed prior to final design and
construction.
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4.3 .4 Environmental
Addre ss whether the following environmental and land use issues apply, and if so how they w ill be
addressed:
• Threatened or endangered species
• Habitat issues
• Wetlands and other protected areas
• Archaeo logical and historical resources
• Land development constraints
• Tel ecommunications interference
• Aviation considerations
• Visual, aesthetics impacts
• Identify and discuss other potential barriers
The proposal will have no negative impact on wildlife, habitat, wetlands , archaeological or historical
resources , land development, telecommunications, or aviation operations . The proposal calls only
for feas ibi lity assessments and no impacts are expected if the project proceeds to design and
construction.
4.4 Proposed New System Costs and Projected Revenues
(Total Estimated Costs and Projected Revenues}
The level of cost information provided will vary according to the phase of funding requested and
any previous work the applicant may have done on the project. Applicants must reference the
source of their cost data . For example: Applicant's records or analysis, industry standards ,
consultant or manufacturer's estimates.
4.4.1 Project Development Cost
Provide detailed project cost information based on your current knowledge and understanding of
the project. Cost information should include the following :
• Total anticipated project cost, and cost for this phase
• Requested grant funding
• Applicant match in g funds-loans , capital contributions, in-kind
• Identification of other funding sources
• Projected capital cost of proposed renewable energy system
• Projected development cost of proposed renewable energy system
This proposal does not call for construction of a new energy system . For this reason , the question
of system costs and projected revenues is largely moot.
The budget for the IRHA Facilities Biomass Feasibility Study is based on the size of the facilities in
question and the anticipated comp lexity of biomass systems that most likely will be required .
4.4.2 Project Operating and Maintenance Costs
Include anticipated O&M costs for any new faci li ties constructed and how these would be funded
by the applicant.
(Note: Operational costs are not eligible for grant funds however grantees are required to meet
ongoing reporting requirements for the purpose of recording the impacts of AEA projects on the
communities they s erve.)
I See Section 4.4.1
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4.4.3 Heating Purchase/Sale
The heat purchase/sale information should include the following:
• Identification of potential energy buyer( s )/customer( s)
• Potential heat purchase/sales price-at a m inimum indicate a price range
• Proposed rate of return from grant-funded project
Shou ld the feasibility study lead to fina l design, construction and operation of a wood-fired heating
system at some future date, any space heating purchase/sale agreements Can be evaluated.
However, since IRHA will be the owner and operator of any biomass systems, there will be no
need for sales agreements.
4.4.4 Project Cost Worksheet
Complete the cost worksheet form which provides summary information that will be considered in
evaluating the project.
Pleasefill out the form provided below and provide most recent heatingfuel invoice that supports
the amount identified in "Project Benefits" subpart b below.
I Renewable Energy Source
The Applicant should demonstrate that the renewab le energy resource is available on a
sustainable basis .
Annual average resource availability. The wood resource available in Fairbanks and Nenana is
considerable. The resource likely needed for the facilities represents a fraction of a percentage of
what is available. There is a pellet manufacturer in the Fairbanks area and considerable cordwood
suppliers in the area as well .
Unit depends on project type (e.g. windspeed, hydropower output, biomass fuel)
I Existing Energy Generation and Usage
a) Basic configuration (if system is part of the Railbelt1 grid, leave this section blank)
i. Number of generators/bo ilers/other 6 Oil-fired boi lers -------------------------------------
ii. Rated capacity of generators/boilers/other Will be determined in feas ibility study
iii. Generator/boilers/other type Hot water baseboard boilers
iv. Age of generators/bo il ers/other 30/13/12/21 -------------------------------------
v. Efficiency of generators/boilers/other Wil l be determ ined in feasibility study
b) Annual O&M cost (if system is part of the Rail belt grid, leave this section blank)
i. Annual O&M cost for labor Varies between fac il ities , but generally low
ii. Annua l O&M cost for non-labor Varies between faci li ties, but fuel oi l costs are high for all
c) Annual electricity production and fuel usage (fill in as applicable) (if system is part of the
Rai lbelt grid, leave this section blank)
i. Electricity [kWh]
ii. Fuel usage
1 The Rai lbelt grid connects al l customers of Chugach Electric Association, Homer Electric Association, Golden Va lley Electric
Assoc iation , the City of Seward Elec t ric Department, Matanus ka Electric Association and Anchorage Municipa l Light and Power .
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Diesel (gal]
Other
ii i. Peak Load
iv. Average Load
v. Minimum Load
vi. Efficiency
vii. Future trends
d) Annual heating fuel usage (fill in as applicable)
i. Diesel [gal or MMBtu]
ii. Electricity [kWh]
iii. Propane (gal or MMBtu]
iv. Coal [tons or MMBtu]
v. Wood [cords, green tons, dry tons]
vi. Other
15,900 gallons
n/a
n/a
n/a
n/a
Proposed System Design Capacity and Fuel Usage
(Include any projections for continued use of non-renewable fuels)
a) Proposed renewable capacity
(Wind, Hydro, Biomass , other)
[kW or MMBtu/hr]
Biomass, wide range of BTU/hr rates depending on
bui lding
b) Proposed annual electricity or heat production (fill in as applicable)
i. Electricity [kWh]
ii. Heat [MMBtu]
c) Proposed annual fuel usage (fill in as applicable)
i. Propane (ga l or MMBtu]
ii. Coa l [tons or MMBtu]
iii. Wood or pellets [cords, green tons, Not yet known
dry tons]
iv. Other
Proj ect Cost
a) Total capital cost of new system N/A
b) Development cost N/A
c) Annual O&M cost of new system N/A
d) Annual fue l cost N/A
Project Benefits
a) Amount of fuel displaced for
AEA l5003 Page 14 of25 7/2/14
Renewable Energy Fund Round VIII /
Grant Application-Heat Projects
i. Electricity
ii. Heat Not yet known , but estimate the feasibility study will show reduction of 5,000-
7,000 gallons per year
iii. Transportation
b) Current price of displaced fuel Not yet known
c) Other economic benefits Will benefit local foresters and local businesses.
d) Alaska public benefits Will benefit loca l foresters and local businesses.
Heat Purchase/Sales Price
a) Price for heat purchase/sale Heating fuel $3.82/gallon on average
Project Analysis
a) Basic Economic Analysis
Project benefit/cost ratio
Payback (years)
Not yet known
Not yet known
AEA 15003 P age 15 of25 7/2 /14
Renewable Energy Fund Round VIII /
Grant Application -Heat Projects
4.4.5 Impact on Rates
Please address the following items related to the proposed location of the heating project. If more
than one building will be impacted, plea se address this information for each building .
• Build ing name
I Fairbanks IRHA Office Bui lding, IRHA Warehouse & Nenana Meda Lord Senior Hou s ing
• Type or primary usage of the building
I Office, meeting space, warehouse , s enior housing
• Location
I Fairbanks, Fairbanks, Nenana
• Hours of operation
I 8:00-4:30, 8:00-4:30, 24 hours a day
• Single structure or multiple un its
I Single, single , sing le
• Total square footage
I IRHA Office 4480 sf-two floors , IRHA Warehouse 10,800 sf, Meda Lord 15,600 sf
• Electrical consumption per year
I Office $12,000, Warehouse $8000, Meda Lord $13,000
• Heating oil/fuel consumption per year
I Office 2620 gallons , Warehouse 5000 gallons , Meda Lord 8335
• Average number of occupants
I Office 20, Warehouse 3, Meda Lord 15
• Has an energy audit been performed? When? Please provide a copy of the energy audit, if
applicable.
I No on al l three buildings
• Have building thermal energy efficiency upgrades been completed?
o If app licable , p lease provide evidence of efficiency improvements includ in g cost and
anticipated savings associated with upgrades.
Blown in insulation on main office , new front door installed on main office and energy
efficient lighting instal led of Warehouse & Office in 2013. 2009 Meda Lord weatherized
pictures attached.
o Estimated annua l heating fuel savings
I Main office saved about 5 gallons a month in winter, unsu re about Meda Lord
• If the building is not yet constructed p lease provide evidence of the value of planned
building envelope efficiency investments beyond typical construction practices. Include
anticipated savings associated with efficiency investments if available.
AEA 15003 Page 16 of 25 7/2/14
Renewable Energy Fund Round VIII /
Grant Application -Heat Projects
SE CTION 5-PROJECT BENEFIT
Exp lain t he economic a nd public ben efits of your p roj ect. Incl ude di rect cost savings, and
how th e p eople of Alaska will benefit from th e project.
The benefits information should include the following:
• Potentia l annual fuel displacement (gallons and dollars) over the lifetime of the evaluated
renewable energy project. In order for the applicant to receive credit for heating fue l
displaced the applicant must provide the most recent invoice for heating fuel purchased.
• Anticipated annual revenue (based on i.e. a Proposed Heat Purchase Agreement price, RCA
tariff, or cost based rate)
• Potential additional annual incentives (i.e. tax credits)
• Potential additional annual revenue streams (i.e. green tag sales or other renewable energy
subsidies or programs that might be availab le)
• Discuss the non-econom ic public benefits to Alaskans over the lifetime of the project
Installation of wood-fired heating systems in public buildings located in Fairbanks and Nenana
would displace a significant portion of fuel oil that is currently being used to heat those buildings .
For example, the City of Craig installed a wood-fired heating system (that utilizes wood chips) to
heat local schools and the swimming pool. Prior to the wood-fired system , the City was spending
$1 0 ,000/month on the fuel b ill for three buildings. Their wood-fired systems disp laced 85% of the
diesel and propane.
The City of Tanana has installed GARN boilers in their water plant/washeteria and estimates their
fue l cost reduction to be 30% while increasing local employment and cash into the local economy
by utilizing a loca l resource rather than a barged product.
Sealaska constructed a pellet project for its headquarters in Juneau and report a savings in heating
costs of $3800/month .
This proposal calls for assessments of three public facilit ies in two communities . It is expected the
reports provide a sound econom ic analysis and w ill show comparable potentia l cost savings. It
should be noted however, this proposal calls only for feasibility assessment -all economic benefits
are projections and contingent upon fina l design and construction.
SECTION 6-SUSTAINABILITY
Discuss the operation of the completed project so that it will be sustainable.
Include at a minimum:
• Proposed business str ucture(s) and concepts that may be considered.
• How the mai ntenance and operations of the completed project will be financed for the life of the
project
• Identification of operational issues that could arise.
• A description of operational costs including on-going support for any back-up or existing
systems that may be require to continue operation
• Commitment to reporting the savings and benefits
This proposal calls only for a feasibility study of wood-fired heating systems and locally available
biomass resources . In as much as this proposal does not call for actual construction or of biomass
heating systems, business structure. f inancial considerations , maintenance and operational issues
are not included in any detail. However, these issues (OM&R and financial metrics) will be
included in the study. The issues of sustainabi lity will be addressed in the study and are not
applicable at this time.
A EA 15003 Page 17 of25 7/2/14
Renewable Energy Fund Round VIII j
Grant Application-Heat Projects
S ECTION 7 -R EAD INE SS & COMPLIANCE WI TH OTHE R G RANTS
Discuss what you have done to prepare for th is award and how quickly you intend to proceed with
work once your grant is approved.
Tell us what you may have already accomplished on the project to date and identify other grants
that may have been previously awarded for this project and the degree you have been able to
meet the requirements of previous grants.
IRHA is prepared to proceed with this grant/project as soon as funding is made available. IRHA
has weatherized its office building as a prelude to looking at renewable energy sources for space
heating .
There have been no other grants awarded for this project.
SECTION 8-LOCAL SUPPORT AND OPPOSITION
D iscuss local support and oppositi o n , known or anticipated, for the project. Include letters of
support or other documentation of local support from the community that would benefit from this
project. The D ocumentation of support must be dated within one year of the RFA date of July 2,
2014.
There is no local opposition, known or anticipated for the project. Support for the project is local.
IRHA CEO has written a letter of support for th e project (attached).
A EA 1500 3 P age 18 o f 25 7/2/14
Renewable Energy Fund Round VIII j
Grant Application -Heat Projects
SECTION 9-GRANT BUDGET
Tell us how much you are seeking in grant funds. Include any investments to date and funding
sources, how much is being requested in grant funds , and additional investments you will make as
an applicant.
9.1 Funding sources and Financial Commitment
Provide a narrative summary regarding funding source and your financial commitment to the
project
The requested funding amount is $50,000 which includes salary support for the IRHA project
manager, administrative costs and contractual costs for the feasibi li ty study.
9.2 Cost Estimate for Metering Equipment
Please provide a short narrative, and cost estimate, identifying the metering equipment, and its
related use to comply with the operations reporting requirement identified in Section 3. 15 of the
Request for Applications .
N/A
AEA 15 003 Page 19 of25 7/2/14
Renewable Energy Fund Round VIII
G ran t Ap p li cation-Heat Projects
Appl ications MUST inc lu de 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, I l l. Final
Design and Pe rmitting, and IV. Construction and Commissioning). Please use the tab les provided
below to detai l your proposed project's budget. Be sure to use one table for each phase of your
project.
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 at 907-771-3031 or by emailing the Grants
A dministrator, Shawn Calfa, at scalfa@aidea.om.
Source of
Matching
Anticipated Grantee Funds:
RE-Fund Cash/In-Milestone or Task Compl etion Grant Funds Matching kind/Federal TOTALS
Date Funds G r ants/Other
State
GrantsiOther
(List m ilesto nes based on
phase and type of project. $ $ $
See Milesto ne list below. )
G rant administration January $1500 $ $1500 20 16
Preparatory Wor k AuQust20 15 $5000 $ $5000
Develop a nd Issue RFP AuQust 2015 $750 $ $750
Feasib ili ty Study December $40,000 $ $40 ,000 2015
Review/Revis ion of Study December $1250 $ $1250 2015
F ina l Reporti ng January $1500 $ $1500 2016
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
TOTALS $50,000 $ $50,000
Budget Categorie s :
Direct Labor & Benefits $10,00 0 $ $10,000
Trave l & Per Diem $ $ $
Equipment $ $ $
Ma terials & S uppli es $ $ $
Contractu al SeNices $40 ,000 $ $40 ,000
Construction SeNices $ $ $
Other $ $ $
TOTALS $50,000 $ $50 ,000
AEA 1500 3 Page 20 of 25 7/2/14
Renewable Energy Fund Round VIII j
Grant Application-Heat P roj ects
Anti c ipated Grantee RE· Fund Milestone or Task Co mpletion Gr a nt Fund s Mat ching
Date Funds
(List mil estones based on
phase and type of project. $ $
See Milestone list below. )
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
TOTALS $ $
Budget Cat egories:
Direct Labor & Benefits $ $
Travel & Per Diem $ $
Eq uipment $ $
Materials & Supplies $ $
Co ntractua l Serv ices $ $
Construction Services $ $
Other $ $
TO TALS $ $
AEA 15003 Page 21 of25
Source of
Matching
Fund s:
Cas h/In-
kind/Feder al TOTALS
Gra nt s /O ther
State
Gr an t s/Other
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
7/2/14
Renewable Energy Fund Round VIII
Grant Application-Heat Projects
Anticipated RE-Fund Milestone or Task Completion Grant Funds Date
(List mil estones based on
phase and type of proj ect. $
See Milestone list below. )
$
$
$
$
$
$
$
$
$
$
$
TOTALS $
Budget Categories:
Di rect Labor & Benefits $
Travel & Per Diem $
Equipment $
Materials & Suppl ies $
Contractu al Services $
Constructio n Services $
Other $
TOTALS $
Grantee
Matching
Funds
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
AEA 15003 Page 22 of25
Source of
Matching
Funds:
Cash/In-
kind/Federal TOTALS
Grants/Other
State
Grants/Other
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
7/2 /14
Renewable Energy Fund Round VIII j
Grant Application -Heat Projects
A nticipated Grantee RE-Fund Milestone or Task Compl eti on Grant Funds Matching
Date Funds
(Li st mi lestones based on
phase and typ e of project. $ $
See Milestone list below. )
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
TOTALS $ $
Budget Categories:
Direct Labor & Benefits $ $
Travel & Per Diem $ $
Equ ipment $ $
Materia ls & Supplies $ $
Contractual Services $ $
Construction Services $ $
Other $ $
TOTALS $ $
AEA 15003 Page 23 of 25
Source of
Matching
Funds:
Cash/In-
kind/Federal TOTALS
Grants/Other
State
Grants/Other
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
7/2/14
Renewable Energy Fund Round VIII
Grant Application-Heat Projects
II SECTION 10 -AUTHORIZED SIGNERS FORM
I ENERGY A UTHORITY
Community/Grantee Name: Interior Regional Housing Authority
Regular Election is held: Board member elections
held annually during TCC Convention
I Authorized Grant Signer(s):
Printed Name Title
Jana George CEO
Eli James CFO
Date: 9/22/2014
Term Si~ture
l a~u
£_l. ...... ~~--
Kimberly Carlo coo ~ ftrL tfC
Printed Name Term Signature
Jana George CEO Indefinite
I Grantee Contact Information:
Mailing Address:
828 2ih Avenue, Fairbanks, 99701
Phone Number:
907 452-8315
Fax Number:
90 7 456-8 941
E-mail Address: rsnyder@irha.org
Federal Tax ID #: 92 -0049042
Please submit an updated form whenever there is a change to the above information.
AEA l 5003 Page 24 o f25 7/2/14
Renewable Energy Fund Round VIII
Grant Application -Heat Projects I ) ENERGY AUTHORITY
SECTION 11-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 we b site.
B . Letters or resolutions demonstrating local support per application form Section 8.
C. For heat projects only: 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 includi ng 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 re newable 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 J ana George
Signature ~
Title 6/o
Date 9/22/2014
AEA 1500 3 Page 25 of25 7/2/14