HomeMy WebLinkAboutwood fired boiler application HCSD FY15Renewable Energy Fund Round VIII
Grant Application – Heat Projects
AEA 15003 Page 1 of 30 7/2/14
Application Forms and Instructions
This instruction page and the following grant application constitutes the Grant Application Form for
Round VIII of the Renewable Energy Fund Heat Projects only. If your application is for energy
projects that will not primarily 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 online at: www.akenergyauthority.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 applying for grants for more than one project, provide separate application forms
for each project.
• Multiple 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 limit
recommendations for grants to preliminary development phases in accordance with 3 ACC
107.605(1).
• If some work has already been completed on your project and you are requesting funding
for an advanced phase, submit information sufficient to demonstrate that the preceding
phases are completed and funding for an advanced phase is warranted.
• If you have additional information or reports you would like the Authority to consider in
reviewing your application, either provide an electronic version of the document with your
submission or reference a web link where it can be downloaded or reviewed.
• 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 additional 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 received will be posted on the Authority web site 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 their
application.
o Receive concurrence from the Authority that the information will be kept confidential.
If the Authority determines it is not confidential it will be treated as a public record in
accordance with AS 40.25 or returned to the applicant upon request.
Renewable Energy Fund Round VIII
Grant Application – Heat Projects
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SECTION 1 – APPLICANT INFORMATION
Name (Name of utility, IPP, or government entity submitting proposal)
Hydaburg City School District
Type of Entity: School District Fiscal Year End: June 30, 2015
Tax ID #
Tax Status: For-profit ☒ Non-profit Government (check one)
Date of last financial statement audit: 6/30/2013
Mailing Address: Physical Address:
P.O. Box 109 100 Totem Lane
Hydaburg, Alaska 99922 Hydaburg, Alaska 99922
Telephone: Fax: Email:
(907) 285-3491 (907) 285-3391 pgoulding@sisd.org
1.1 APPLICANT POINT OF CONTACT / GRANTS MANAGER
Name: Priscilla Goulding Title: Grants and Federal Programs Manager
Mailing Address:
P.O. Box 19569
Thorne Bay, AK 99919
Telephone: Fax: Email:
(907) 828-8254 (907) 828-8257 pgoulding@sisd.org
1.1.1 APPLICANT ALTERNATE POINTS OF CONTACT
Name Telephone: Fax: Email:
Lauren Burch (907) 828-8254 (907) 828-8257 lburch@sisd.org
Jonathan Fitzpatrick (907) 329 - 2277 (907) 828-8257 jfitzpatrick@sisd.org
Renewable Energy Fund Round VIII
Grant Application – Heat Projects
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1.2 APPLICANT MINIMUM REQUIREMENTS
Please check as appropriate. If you do not to meet the minimum applicant requirements, your
application will be rejected.
1.2.1 As an Applicant, we are: (put an X in the appropriate box)
☐ An electric utility holding a certificate of public convenience and necessity under AS 42.05, or
☐ An independent power producer in accordance with 3 AAC 107.695 (a) (1), or
☐ A local government, or
☒ A governmental entity (which includes tribal councils and housing authorities)
1.2 APPLICANT MINIMUM REQUIREMENTS (continued)
Please check as appropriate.
☒ 1.2.2 Attached to this application is formal approval and endorsement for the project by the
applicant’s board of directors, executive management, or other governing authority. If the
applicant is a collaborative grouping, a formal approval from each participant’s governing
authority is necessary. (Indicate by checking the box)
☒ 1.2.3 As an applicant, we have administrative and financial management systems and follow
procurement standards that comply with the standards set forth in the grant agreement
(Section 3 of the RFA). (Indicate 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.html. (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)
Renewable Energy Fund Round VIII
Grant Application – Heat Projects
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SECTION 2 – PROJECT SUMMARY
This section is intended to be no more than a 2-3 page overview of your project.
2.1 Project Title – (Provide a 4 to 7 word title for your project). Type in space below.
Hydaburg Schools Wood Fired Boiler Project
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 assistance obtaining this information please contact
AEA at 907-771-3031.
Hydaburg School, located in Hydaburg Alaska, Prince of Wales Island in SE Alaska
physical address: 100 Totem Lane, Hydaurg, AK
2.2.2 Community benefiting – Name(s) of the community or communities that will be the
beneficiaries of the project.
Hydaburg, Alaska
2.3 PROJECT TYPE
Put X in boxes as appropriate
2.3.1 Renewable Resource Type
☐ Wind to Heat ☒ Biomass or Biofuels
☐ Hydro to Heat Solar Thermal
☐ Heat Recovery from Existing Sources Heat Pumps
☐ Other (Describe)
2.3.2 Proposed Grant Funded Phase(s) for this Request (Check all that apply)
Pre-Construction Construction
Reconnaissance ☒ Final Design and Permitting
Feasibility and Conceptual Design ☒ Construction
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Grant Application – Heat Projects
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2.4 PROJECT DESCRIPTION
Provide a brief one paragraph description of the proposed heat project.
This project involves placing wood fired boilers at Hydaburg City Schools in Hydaburg, AK on
Prince of Wales Island in Southeast Alaska, with the intent of decreasing dependence on fossil fuel
and relying instead on a local, renewable energy source.
We intend to use cordwood biomass to heat the school buildings, replacing diesel fuel. We will still
retain the diesel furnaces for back up.
The project involves placing four wood fired boilers adjacent to the school site and running
underground pipes from the boilers to plumb into the school’s hydronic heating system, and
possibly four teacher housing units, and a greenhouse.
Hydaburg City School District shares its superintendent with Southeast Island School District, also
on Prince of Wales Island. Hydaburg has its own school board, but the district shares many of its
services with Southeast Island. This partnership gives Hydaburg an advantage in developing the
wood fired boiler systems since Southeast Island has two systems up and running and a third
ready to start any day in the village of Kasaan. Jonathan Fitzpatrick, project manager for both
grants, if awarded, has the expertise and training to ensure a smooth transition to the new system.
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 benefits for this project are multifold; Hydaburg City School District will save $62,532.00 in
heating costs the first year by replacing costly diesel with locally available cordwood. The project
would benefit the students and staff of Hydaburg City Schools. Money saved on fuel costs will be
reinvested in the school system, and the plan is to erect a greenhouse where students can be
involved in growing food for the school lunch program. The benefit could also include more
opportunities for students and improvements to the facilities. The project would benefit the
residents of the City of Hydaburg and residents of Prince of Wales Island (POW) by reducing costs
of the gym facility. The gym is used heavily all year round; during the summer for a week long
Culture Camp, an educational cultural experience open to Native and Non-native students, ‘open
gym’ throughout the school year, and has been used for funerals (three so far this year), and other
celebrations because it is the only space in town big enough. Reduced fuel costs enable the
district to host these vitally important community events at a much reduced cost.
Wood is available from the 5,200 acres owned by Haida Corporation, all within three miles of the
village. To the north and east are lands owned by Sealaska Corporation and the US Forest
Service. Permits for cutting firewood would be available to Haida Corp members, and for $5.00 on
Forest Service land. Cutting and delivering cordwood is an economic benefit for Hydaburg
residents, creating a job (or jobs) in a village where few opportunities exist. Stoking the boilers
could provide supplemental hours to a school employee, or employ a high school student, as is
being done in Thorne Bay and Coffman Schools with excellent success. When jobs are created,
people’s quality of life improves, and they are more apt to stay in the community with their families.
Families keep schools open and add to the economic structure of a community. Plans include
using excess heat from the boilers to heat a greenhouse. Growing produce will create countless
opportunities for students at all levels to learn valuable horticultural skills, job skills, and business
skills in marketing their produce. In a community that has a tiny store only selling soda, candy and
chips, the greenhouse will provide additional healthy food to a population that struggles to some
degree with obesity and diabetes. The Hydaburg City School District believes that the ripple effect
of the project goes well beyond the savings in diesel fuel costs.
Renewable Energy Fund Round VIII
Grant Application – Heat Projects
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By tying in the teacher housing units, the district may arrange to have the residents feed the
boilers, greatly reducing the labor costs of fueling them. Additionally, the teachers will not have to
pay diesel bills for their own units.
The chart below outlines how much money would be saved annually and how long it would take to
reach ‘payback.’
Proposed Rate of Return: Hydaburg City Schools
Simple Payback Period Analysis for GARN Cordwood Boilers
Annual Cost of fuel oil @ $4.11
per gallon (25,531 gallons) $104,932.00
212 cords @ $200/cord
anticipated to heat all school
structures annually
$42,400.00
Annual Fuels Savings amount $62,532.00
Total Investment
costs
$660,977.00
Simple payback in
years
10 years
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 amount of funding required for the entire project would be a total of $660,977.00, which
includes a 15% overrun cost figured in. Hydaburg School District would commit $40,000 of cash
match to complete the project. In this application we would seek $620,977.00 to procure a final
design, build the housing for the boiler and wood storage, and implement the new heating system.
Hydaburg’s feasibility study, completed in 2011 found the use of pellets impractical due to the lack
of local (Hydaburg) availability. Pellets were expensive and shipped from out of state. Cordwood,
however is in abundance, and we are virtually surrounded by it on Prince of Wales Island. We are
putting our proposal forward with the use of cordwood as fuel. The source of the funds would
come from two sources. The primary source of funding would be the Alaska Energy Authority.
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)
2.7.1 Grant Funds Requested in this application $620,977.00
2.7.2 Cash match to be provided $40,000.00
2.7.3 In-kind match to be provided $
2.7.4 Other grant funds to be provided $
2.7.5 Total Costs for Requested Phase of Project (sum of 2.7.1 through 2.7.4) $660,977.00
Renewable Energy Fund Round VIII
Grant Application – Heat Projects
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Other items for consideration
2.7.6 Other grant applications not yet approved $
2.7.7 Biomass or Biofuel Inventory on hand $
2.7.8 Energy efficiency improvements to buildings
to be heated (upgraded within the past 5 years or
committed prior to proposed project completion) $ (last energy upgrades were in 2006)
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
Summary from Cost Worksheet, Section 4.4.4, including
estimates through construction.
$660,977.00
2.7.10 Additional Performance Monitoring Equipment not
covered by the project but required for the Grant
Only applicable to construction phase projects
$16,000.00 Btu monitors
(included as part of the cash
match)
2.7.11 Estimated Direct Financial Benefit (Savings)
The economic model used by AEA is available at
www.akenergyauthority.org/REFund8.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 applicants.
$62,532.00 (annual)
2.7.12 Other Public Benefit
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.
$42,400.00 (this figure reflects
what the district expects to pay
local residents for cordwood
annually)
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.
Jonathan Fitzpatrick, Maintenance Supervisor, for Southeast Island School District will be the
Project Manager and work with Hydaburg School District to oversee the project. Jonathan has
worked on two wood fired boiler projects for Southeast Island School District. He may be
contacted at 907-828-8254 or jfitzpatrick@sisd.org Resume is attached. He will work with local
maintenance personnel as needed.
Renewable Energy Fund Round VIII
Grant Application – Heat Projects
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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.
Please fill out form provided below. You may add additional rows as needed.
Milestones Tasks
Start
Date
End
Date
Feasibility studies Completed Fall 2011 and Fall 2013
Submit AEA application Apply for AEA grant for an engineer to a re- review
data of feasibility study for cord wood boiler instead of
pellets. 9/2014 9/2014
Seek Engineered Design for Cord wood
boiler
Put out RFP for design. Review and choose design.
Hold meeting, select winning proposal for design,
approval at May School Board Meeting or Special
meeting held in May. Complete paperwork associated
with awarding bid. 6/2015 6/2015
Review of Engineered Plan Accept and review all heat exchangers, pumps, Btu
meters. Engineered plan completed. 7/2015 7/2015
Contractual Services Post RFP on website for electrical contractors, site
prep, etc. 8/2015 8/2015
Choose contractors Begin site prep 8/2015 8/2015
Wood storage construction Wood storage buildings constructed in order to start
stockpiling dry wood. 9/2015 9/2015
On-going review Project Supervisor & Superintendent review progress,
keep project and design completion on task and
Engineers projected costs.
On
going On going
Supplies ordered Materials, supplies and boilers ordered and shipped 10/2015 10/2015
Construction phase continues Boiler building construction started and connections to
hydronic heating system 11/2015 1/2016
Project Manager oversees progress Review firewood bids, approval on completed
buildings, installation as weather allows 12/2015 2/2016
Boiler sheds completed Sheds completed and boilers installed 2/2016 2/2016
Final Inspection Engineer’s approval and sign-off 3/2016 3/2016
Punch list Complete check list, start up of boilers. Begin
collection of data. 4/2016 4/2016
On-going monitoring/testing Project Manager begins use of BTU meters and other
required monitoring checks 5/2016 10 years
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
application.
Key personnel for the project:
• Jonathan Fitzpatrick, Project Manager
• Lauren Burch, Superintendent, Hydaburg City School District, authority to sign
documentation and overall supervisor
• Priscilla Goulding, grants and federal programs manager, paperwork and reporting
requirements.
• Lucienne Smith, district business manager, accounting/bookkeeping and financial reporting
Renewable Energy Fund Round VIII
Grant Application – Heat Projects
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Equipment:
Equipment will be put out to bid to provide the Garn Wood Fired Boilers. In the past, Alaska Heat
Technologies in Tok, Alaska has been the successful provider of Garn Boilers for the school
Projects.
Services:
We will use the services of the school district’s maintenance crew to work on the projects. We will
also use the services of AEA. We will need the local ground work companies to dig the trench to
lay underground pipe from the individual building sites to the school’s boiler room.
Partnerships and Commitments:
Hydaburg City School District and Southeast Island School District will partner to work together to
accomplish this project. Lauren Burch, superintendent of Hydaburg School District is also
Superintendent of Southeast Island School District. Lauren has a successful record of
accomplishing wood fired boiler projects. Jonathan Fitzpatrick has committed to act as project
manager, should the project be funded. We would anticipate the help of the AEA to complete this
project. The project has community support and support of the Hydaburg Community Association
and the City of Hydaburg. The district hopes to hire students and local people to stoke the boilers,
thereby bringing more money to the community.
3.4 Project 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.
The Project Manager will report weekly to the superintendent on the status of the project.
There will also be a monthly report to the school board. Summaries can be sent to the
AEA on a weekly or monthly basis as needed. Maintenance work logs and work orders
will be maintained at the District Office. A monthly financial report is required for the
School Board on all projects, along with a grant report. These reports detail expenditures
and progress for the board and the superintendent. A copy of the School Board minutes
and packet are kept at Hydaburg City School District Office and will be available on the
HCSD website (http://www.hydaburg.k12.ak.us).
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The Project Manager will report weekly to the superintendent on the status of the project. There will also be a monthly report to the school board. Summaries can be sent to the AEA on a weekly or monthly basis as needed. Maintenance work logs and work orders will be maintained at the District Office. A monthly financial report is required for the School Board on all projects, along with a grant report. These reports detail expenditures and progress for the board and the superintendent. A copy of the School Board minutes and packet are kept at Hydaburg City School District Office and will be available on the HCSD website.
3.5 Project Risk
Discuss potential problems and how you would address them.
Potential Problems Solutions/strategies
Barges delivering equipment do not make
scheduled runs
Remind maintenance to plan ahead, anticipate
delays and adjust as soon as possible to stick
to the timeline.
Unforeseen price overages due to increased
fuel, metal prices, or freight charges
15% overrun factored into the budget
Delays in manufacture of the Garn boilers Notify the dealers early of deadlines for
installation of boilers, order barge-delivered
items early, correspond with Garn Dealer
regularly, order from Seattle for southeast
project if it was unavailable in Alaska
Wet wood Plan ahead to cut enough wood to start drying
well in advance of anticipated operation. No
blasting is required for site preparation for the
wood storage sheds, so these can be built
quickly before the rest of the project is
underway.
Difficulty getting cordwood If no one in the community is interested in this
size production of cordwood, we may consider
buying it from a neighboring community and
hauling it to Hydaburg. Another possibility is
using bio- bricks if they start being produced
on the island.
3.6 Project Accountant(s)
Tell us who will be performing 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.
Lucienne Smith serves as the District’s Business Manager on a contractual basis. She is
responsible for performing all accounting in the district including all special revenue funds
(Grants). She has served in that capacity since 2009, and the District has received unqualified
opinion clean audits from 2010 to date.
3.7 Financial Accounting System
Discuss the accounting system that will be used to account for project costs and who will be the
primary user of the accounting system.
The accounting software the District uses is Black Mountain. It is a fund accounting software that
records all transactions in line with Fund Accounting. Only staff working in the business
departments who have user id’s and passwords have access to the system.
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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 allocated to this project. Also discuss the controls in place that will ensure that
no expenses for overhead, or any other unallowable costs will be requested for reimbursement
from the Renewable Energy Fund Grant Program.
Standard Operating Procedures are in place for all purchasing, accounts payable, and cash
disbursements. As those procedures are followed, internal and external controls are in place to
insure only expenses that are allowable and approved will be recorded in the AEA fund.
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 extent/amount 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, design documents, and permitting documents (if applicable)
as attachments to this application.
Feasibility Studies have been done in 2011 and in 2013 to explore the use of biomass heating in
Hydaburg. The first study addresses use of chips and pellets but not cordwood. The second study
encompasses several buildings in Hydaburg; the Boys and Girls Club, The Village Public Safety
Officer’s building, the Alaska Native Brotherhood Hall and the schools. Though cordwood is
evaluated for the other buildings, the school was looked at with a wood chip boiler in mind.
Because of our project manager’s experience with cordwood systems and our track record of the
amount of fuel that can be displaced, we are proceeding with the cordwood option for this
application. The system we install could also take bio-bricks, if in the future, they would be
produced on-island and may prove cheaper than cordwood.
Wood is available from the 5,200 acres owned by Haida Corporation, all within three miles of the
village. This resource is described in the feasibility study of November, 2013 done for Haida
Corporation. To the north and east of town are lands owned by Sealaska Corporation and the US
Forest Service. Permits for cutting firewood would be available to Haida Corp members on their
land, and for $5.00 on Forest Service land.
The United States Forest Service (USFS) published a map and reconnaissance reports listing
commercial firewood potential in 2008. The potential wood resources available to contractors on
Prince of Wales Island was approximately 270 MBF (million board feet) or more at that time.
According to Stan McCoy, (Thorne Bay Ranger District, Timber Sales Assistant), the potential
targeted goal of wood resources available to contractors on Prince of Wales Island is
approximately 70 MBF (million board feet) or more per year. There are also private sources of
firewood available, along with waste wood from the local sawmills. The POW Biofuels Coop is
currently scheduled to be in production in the year 2015 -2016. They will be producing a variety of
products (pellets and bio-bricks). Since the GARN systems can also run with bio-bricks, this may
be another option that could be lower cost than cordwood.
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Pros: The school is located on Prince of Wales Island in the heart of the Tongass National Forest,
the largest forest in the nation. Wood sources are located in immediate proximity to the Hydaburg
City Schools. Transportation of wood to school district is reasonable due to the short distance.
Wood can be obtained and stored for up to a year or more ahead of time, ensuring a reliable, low-
moisture, reasonably priced source of energy. Wood is a non-contaminating, biodegradable,
renewable material. Though the GARN systems are low-ash producing, the ash can be used on
local gardening projects. With the formation of POW Biofuels, the cost of heating the school may
drop. The materials purchased in bulk may decrease the storage space by stacking pallets of
material. The bio bricks may have a dependable consistency with less variation to the quality.
Cons: It takes up more room than diesel fuel, and needs a large, dry storage area. It takes time
to write an RFP/advertise and oversee delivery of wood. Quality/type/size of wood may vary if not
specified in RFP. Moisture content of wood may vary. Locating commercial firewood suppliers
takes planning time. Weather can factor in deliveries, if not preplanned. It also requires more
manual labor than turning a switch. With formation of the POW Biofuels Coop, sources of wood
may become more competitive to the small commercial firewood producer, raising the cost of
cordwood.
4.1.1 For Biomass Project only
Identify any wood inventory questions, such as:
• Ownership/Accessibility. Who owns the land and are their limitations and restrictions to
accessing the biomass 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
As stated above, Haida Corporation owns 5,200 acres within three miles of the village. This
resource is described in the feasibility study of November, 2013, and would be accessible for
cutting firewood by members/shareholders. According to the study harvest could be 200-300
cords per year. To the north and east of town are lands owned by Sealaska Corporation and the
US Forest Service. Though Sealaska has not yet been approached for availability of their
resources, permits for cutting firewood on Forest Service land are available for $5.00. There are no
restrictions. Stan McCoy, Timber Management Assistant at the Thorne Bay Ranger District, reports
that there are 23 MBF total “utility volume” in close proximity to the school. This is 127 years worth
of biomass available. The species are yellow cedar (Callitropsis Nootkatensis), Sitka spruce
(Picea Sitchensis), alder (Alnus Rubra) and hemlock (Tsuga Heterophylla). The wood fired boilers
at Coffman Cove School, in Southeast Island District, have been using a mix of these species and
find that the GARNs perform very well.
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4.2 Existing Energy System
4.2.1 Basic 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.
Hydaburg School Existing Energy System
Location
of
Existing
Boilers
# of
Boilers
Make Model Efficiency Age Gross
output
Existing
MBH
Gym
14,525 sq. ft.
2 Burnam V36 69% Over 20
yrs old
886
Elem
School
17,445 sq.ft.
2 Weil
McLain
878 69% Over 20
yrs old
660
High
School
and library
13,392 sq.ft.
1 Weil
McLain
976 69% Over 20
yrs old
633
The schools are currently heated by individual fuel oil boiler plants. The elementary school
and gymnasium have two boilers and the high school has one. Each building has a
hydronic distribution system that supplies the heat.
Periodic replacement of boilers and pumps will be necessary to keep the heating systems
operational. Island Plumbing, a business that has been doing maintenance on the
systems notes the following life spans of the existing diesel fuel boilers:
1. Elementary School Boilers: Remaining service life of 15 years; no replacement.
2. High School Boilers: Remaining service life of 15 years; replace in Year 20.
3. High School Fuel Tank: Remaining service life of 10 years; replace in Year 10. This tank
is above ground and will need maintenance within the next few months (per maintenance
staff in Hydaburg).
4. Gymnasium Boilers: Remaining service life of 10 years; replace in Year 10.
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.
Adding supplemental wood fired boilers at Hydaburg City Schools will have little impact on the
existing energy resource of available wood.
As discussed in the feasibility study of 2013, the community of Hydaburg is exploring options to
reduce energy costs and to rely on locally available, renewable resources rather than fossil fuels.
Haida Corporation lands that are in close proximity to the village, consist of over 5000 acres of
second growth trees which would sustain 200-300 cords per year of harvest. While cutting on
Sealaska land has not yet been explored, the US Forest Service has a huge amount of resource
available for cordwood harvest. The Thorne Bay Ranger District provided information that the
USFS goal is to provide 70 MBF of timber yearly between the Craig and Thorne Bay Districts.
Trees are a renewable energy source. Removal of the trees, allows more light to hit the forest floor
and other trees will grow to replace the removed trees. Several other schools on Prince of Wales
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Grant Application – Heat Projects
AEA 15003 Page 14 of 30 7/2/14
Island are currently using wood boilers to heat their facilities. Southeast Island School District is a
leader in this arena and currently have Coffman Cove, Thorne Bay and Kasaan Schools operating
with wood fired Garn Boiler systems. At Thorne Bay Wood Products [in Thorne Bay] and W.R.
Jones & Son Lumber Co. [in Craig], slabs, edgings, butt cuts and buck-outs are burned in
cordwood boilers to heat a process building and dry kilns. (T. Miles 4.3.1 Fuel Cost) When the
USFS offers small thinning sales; a contract to remove the thinned wood could take wood that only
ends up rotting on the forest floor and generating green house gases. At this time few of the
thinned trees are used. The positive impacts: cutting wood to supply the wood fired boilers in the
schools will create an economic opportunity for individuals to cut and deliver firewood, allowing
money to stay in the community. The jobs created may keep a family with children employed or
provide seasonal employment, keeping families and children in the school district. When families
stay in small towns, the schools remain open, benefiting the community as a whole.
4.2.3 Existing Heating Energy Market
Discuss existing energy use and its market. Discuss impacts your project may have on energy
customers.
The existing energy resource, diesel fuel, is currently used to heat the school. The price is $4.11 a
gallon (averaged from the most recent bills), and this price historically seems to have risen during
the winter months. The price of fuel used during the 2013 feasibility study was $4.32 per gallon.
The average over the last three years’ usage total was 25,531 gallons annually or $104,932.00.
According to the feasibility study done for Haida Corporation in Fall 2013, the price of diesel fuel is
expected to rise to $5.19 by 2015 and continue a slow but steady increase. At this rate that annual
cost would jump to $132,506.00.
Switching from diesel fuel to wood heat will have little or no negative impact on the people of
Hydaburg since fuel oil for the school is purchased from an out of town distributor and the money
leaves the community. If a local person starts a firewood business, (as we have seen at Southeast
Island School District), and keeps the dollars in Hydaburg, it could have a significant economic
impact for residents of Hydaburg. The GARN boilers are also less polluting than diesel
furnaces/boilers.
The commercial cordwood market for schools currently has two major users on Prince of Wales
Island – Coffman Cove School and Thorne Bay School, with Kasaan School’s boiler due to come
on-line in the next two weeks. Southeast Island is currently applying for an AEA grant as well to
install systems at three other schools. The Howard Valentine School in Coffman Cove, AK
purchased 200 cords of wood for start up for the wood fired boiler and a total of 22 cords were
purchased in 2011 for a total of 222 purchased cords. Thorne Bay has a large stockpile right now.
The only other users of firewood on the island are ‘personal use.’ Quite a few homes in Hydaburg
rely on wood as their heat source.
The Hydaburg project will use somewhat more than the Thorne Bay site. There is a pellet mill
going in at Thorne Bay within the next few years and one of the advantages of this project is that
the school districts may provide this company another market for their product if the price is
comparable to commercial cordwood prices. The boilers can run on bio-bricks similarly to
cordwood. The cordwood market for the school will offer local residents of Hydaburg the
opportunity to start up a small business. There is a steady demand for firewood with the increasing
cost of fuel oil. With the projected amount of timber available (approximately 70 million board feet),
the demand of an additional 200 cords of firewood a year will not have a major effect on the
firewood market.
If Hydaburg consolidates offices of the city, the tribe and the corporation and applies for a heat
energy grant in the future, the school district may have the opportunity to share resources in the
form of personnel to fill the boilers, conduct routine maintenance and perhaps share in equipment
such as a very large log splitter, such as a Cord King, to produce a substantial amount of
Renewable Energy Fund Round VIII
Grant Application – Heat Projects
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cordwood from logs in a short time. In Thorne Bay, one person’s business using such a machine
is almost entirely supported by orders from the school district.
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4.3 Proposed System
Include information necessary to describe the system you are intending to develop and address
potential system design, land ownership, permits, and environmental issues.
4.3.1 System Design
Provide the following information for the proposed renewable energy system:
• A description of renewable energy technology specific to project location
• Optimum installed capacity
• Anticipated capacity factor
• Anticipated annual generation
• Anticipated barriers
• Basic integration concept
Renewable Energy Technology:
The school district proposes placing a series of GARN Wood Fired Boilers, (high efficiency, low
emissions), at the Hydaburg School to heat the Elementary School, the High School and the gym.
The plan is also to heat a greenhouse to benefit both the school and the community in the future.
Optimum installed/anticipated Capacity:
The GARN boilers are rated at 80-90% efficiency, and come in three different sizes: models WHS
1500 (250,000 BTU/hr), WHS 2000 (325,000 BTU/hr) and the commercial model WHS 3200
(700,000 BTU/hr). The efficiency rating is 81% (model 1500) – 87% efficiency (model 2000).
Anticipated capacity factor:
Both school buildings would be heated and ultimately the four housing units and greenhouse.
Anticipated Annual Generation:
1,850,000 combined Btu’s per hour with 2,544,000 stored
The plan is to totally replace diesel with cordwood.
Anticipated barriers:
A delay in the funding cycle could become a barrier if construction begins too late in the season to
dig the trench, bury the pipe and connect the wood fired boilers to the heat exchanger in the boiler
room at the school. Delaying the building of the wood storage building could cause the wood to
not dry adequately and decrease the amount of Btu’s produced. Because of this, the wood storage
building will be completed as soon as funding is secured and wood will be stockpiled.
Basic integration concept:
Wood fired boilers would be located near the school and housed in a separate building. The
boilers would be integrated into the current diesel heating system through a series of underground
pipes, pumps and heat exchangers that transfer energy in the form of heat, stored in the liquids
surrounding the burn chamber of the wood fired boiler, to the diesel system. The transferred heat
keeps the temperature high in the diesel system and keeps the boilers from turning on.
According to our local expert in the GARN systems, Jonathan Fitzpatrick, sometimes a problem
can occur because the wood boilers have a larger temperature range than an oil furnace; 140-180
degrees, rather than 160-180. What he has done in the past to remedy this situation is install an
adjustable aquastat on boilers so they can be adjusted down to the 140-160 degree range. Since
temperatures in southeast are not extreme, our existing systems have run fine at the 140-160
degree range, except for a couple of weeks out of the year. When temperatures are hovering at
zero he has turned the heat up and thus solved the problem.
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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.
The land for the project is owned by the Hydaburg School District. There are no potential land
ownership issues. The School District is proposing the project, and bases its confidence of the
proposed system on its track record in Southeast Island District. There are no access issues as
the school district controls access to the site. The Hydaburg City School District School Board
Resolution is attached to this application. Also see attached letter from the Hydaburg Community
Association supporting the wood fired boilers.
4.3.3 Permits
Provide the following information as it may relate to permitting and how you intend to address
outstanding permit issues.
• List of applicable permits
• Anticipated permitting timeline
• Identify and discuss potential barriers
List of Permits: The only permit that is required would be the Fire Marshall’s approval for a wood
fired boiler at the school location. Hydaburg City School District has site control.
Timeline: Once the project has been funded and the mechanical drawings drafted and approved,
we would proceed with the application for the Fire Marshall’s permit. The time line for Fire
Marshall’s approval and permit is approximately 4 weeks after submittal of conceptual design.
Barriers: A delay in the Fire Marshall granting approval of the project would cause a delay in the
installation of the project.
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4.3.4 Environmental
Address whether the following environmental and land use issues apply, and if so how they will be
addressed:
• Threatened or endangered species
• Habitat issues
• Wetlands and other protected areas
• Archaeological and historical resources
• Land development constraints
• Telecommunications interference
• Aviation considerations
• Visual, aesthetics impacts
• Identify and discuss other potential barriers
Threatened or Endangered Species: Hydaburg School has been in place since 1963 and there
are no threatened or endangered species at the location.
Habitat Issues: There are no habitat issues that would need to be addressed.
Wetlands and other protected areas: The school is not located in a wetland or other protected
area, as the area was filled with shot rock prior to school construction.
Archaeological or Historical resources: There are no archaeological, cultural, or historical
resources are located near the proposed site of the boilers or wood storage areas. The boiler
buildings would not be seen from the totem park in front of the school. The Alaska State Historic
Preservation Office evaluated all sites and found no historic properties affected.
Land Development Constraints: There are no land constraint issues at Hydaburg School. The
School District owns the land surrounding the location of the wood fired boilers and there is plenty
of land surrounding the areas.
Telecommunications interference: There are no: Satellite dishes, phone lines, cell towers or
cables in the area selected for the wood fired boilers.
Aviation considerations: The school is located away from the seashore. All our aviation is
conducted by float plane and the wood fired boilers would be located in an area that would not
interfere with floatplane operations.
Visual and Aesthetics Impacts: The location selected for the wood fired boilers will have a
minimal affect on the surrounding areas as the boilers must be contained inside a locked building
to keep people away from the area. One of the outer fences could become part of another project
such as a project that could enhance the area like community garden or the community green
house.
Identify and discuss other potential barriers: Other barriers could include placing the project in
an earthquake or tsunami potential zone. The wood fired boilers are self contained in their own
buildings away from the main school, piping is underground and plumbed directly to the boiler
room. Garn boilers have a high efficiency and low emissions. Emissions will not be a problem as
the Garn Boilers have met all the EPA clean air requirements.
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.
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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 matching 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
The total anticipated cost of the project is $660,977.00. Grant funding requested for this project is
$620,977.00.
The school board has pledged a $40,000 of cash match for the entire project. This
includes the BTU meters that are required but not allowable in the grant. The GARN 3200’s are
currently $41,995.00 each and shipping to Prince of Wales Island is approximately $24,000 from
AK Heat Technologies in Tok, Alaska.
Hydaburg
City
Schools
Project
Development
for
Cordwood
Heating
System
Fuel
Consumption
gallons
per
year
:
Main
school
and
gym
High
School,
Elementary
School
and
Gym
(average
of
2012-‐2014)
total
–
25,513
gallons
per
year
Required
BTU’s
per
hour
Gym
–
570,000
High
school
–
250,000
Elementary
school
–
660,000
Library
–
570,000
total
–
2,050,000
BTUh
Cordwood
Boiler
Btu’s
combined
and
stored
per
hour
4
Garn
Boilers
WHS
3200
-‐
1,850,000
combined
BTU’s
per
hour
2,544,000
BTU’s
Stored
Building
and
equipment
estimates
Engineering
$100,000.00
Wood
Fuel
storage
and
wood
boiler
buildings
$40,000.00
Boilers
–
four
3200’s
(AK
Heat
Technologies,
Tok,
AK)
($41,995each)
$167,980.00
Shipping
for
boilers
(Samson
Tug
and
Barge)
$24,000.00
Plumbing
and
connections
$60,000.00
plumbing
and
connections
Electrical
installation
$40,000.00
Contractual
or
rental
heavy
equipment
for
installation
$8,000.00
Installation
labor
charges
Building
construction
and
boiler
installation
$100,000.00
Sub
total
cost
$539,980.00
Contingency
cost
overrun
15%
$80,997.00
Grand
Total
$620,977.00
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4.4.2 Project Operating and Maintenance Costs
Include anticipated O&M costs for any new facilities 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 serve.)
We do not propose building any new facilities. Hydaburg City School currently contracts for
maintenance and repair of the existing fuel oil heating systems at a rate of $80.00 per hour. The
district will save thousands of dollars a year with reduced problems that have occurred with the
diesel systems. With the new system, the maintenance supervisor could maintain the system with
the help of local hires.
All boilers require annual maintenance to clean the firebox, maintain burners, and check
components.
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 minimum indicate a price range
• Proposed rate of return from grant-funded project
Identification of Customer
Hydaburg City School District will be the customer for the wood fired boilers.
Heat Purchase/sales: N/A
The Purchase price of project and rate of return
The total project will cost $660,977.00. See the table below for the breakdown of the cost and rate
of return.
Back-up documentation of fuel bills is attached to this application.
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4.4.4 Project Cost Worksheet
Complete the cost worksheet form which provides summary information that will be considered in
evaluating the project.
Please fill out the form provided below and provide most recent heating fuel invoice that supports
the amount identified in “Project Benefits” subpart b below.
Renewable Energy Source
The Applicant should demonstrate that the renewable energy resource is available on a
sustainable basis.
Annual average resource availability.
Unit depends on project type (e.g. windspeed, hydropower output, biomass fuel)
Existing Energy Generation and Usage
a) Basic configuration (if system is part of the Railbelt1 grid, leave this section blank)
i. Number of generators/boilers/other four
ii. Rated capacity of generators/boilers/other 2,179 MBH
iii. Generator/boilers/other type Burnham and Weil McLain
iv. Age of generators/boilers/other 20 + years
v. Efficiency of generators/boilers/other Less than 70%
b) Annual O&M cost (if system is part of the Railbelt grid, leave this section blank)
i. Annual O&M cost for labor $8,000.00
ii. Annual O&M cost for non-labor $1,200.00
c) Annual electricity production and fuel usage (fill in as applicable) (if system is part of the
Railbelt grid, leave this section blank)
i. Electricity [kWh] This section not applicable.
ii. Fuel usage
Diesel [gal]
Other
iii. 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] 25,513 gallons
ii. Electricity [kWh] N/A
1
The
Railbelt
grid
connects
all
customers
of
Chugach
Electric
Association,
Homer
Electric
Association,
Golden
Valley
Electric
Association,
the
City
of
Seward
Electric
Department,
Matanuska
Electric
Association
and
Anchorage
Municipal
Light
and
Power.
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iii. Propane [gal or MMBtu] N/A
iv. Coal [tons or MMBtu] N/A
v. Wood [cords, green tons, dry tons] N/A
vi. Other
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 100%
b) Proposed annual electricity or heat production (fill in as applicable)
i. Electricity [kWh] N/A
ii. Heat [MMBtu] 1,000,000 BTU’s
c) Proposed annual fuel usage (fill in as applicable)
i. Propane [gal or MMBtu] N/A
ii. Coal [tons or MMBtu] N/A
iii. Wood or pellets [cords, green tons,
dry tons]
212 cords
iv. Other
Project Cost
a) Total capital cost of new system $660,977.00
b) Development cost
c) Annual O&M cost of new system $2000.00
d) Annual fuel cost $42,400.00
Project Benefits
a) Amount of fuel displaced for
i. Electricity N/A
ii. Heat 25,531 gallons
iii. Transportation N/A
b) Current price of displaced fuel $4.11
c) Other economic benefits Local jobs in the community providing firewood,
stacking and stoking. Additional benefits will include
greenhouse production, sales of excess to local
community. Teacher housing units heated by
renewable resource.
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d) Alaska public benefits Another community moving towards energy
independence. Future potential of linking with other
buildings in Hydaburg thereby decreasing
dependence on fossil fuels. Students exposed to
living with a sustainable, non-polluting system.
Extended benefits will include heating a greenhouse
to provide healthier food in the school lunch program
and that will be made available in the local market.
Student involvement will instill pride in their
community.
Heat Purchase/Sales Price
a) Price for heat purchase/sale N/A
Project Analysis
a) Basic Economic Analysis
Project benefit/cost ratio
Payback (years) 10 years
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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, please address this information for each building.
• Building name
Hydaburg City School
• Type or primary usage of the building
school
• Location
100 Totem Lane, Hydaburg, Alaska
• Hours of operation
7:45 am – 4:00 pm with additional evening hours for open gym, sports practice, etc.
• Single structure or multiple units
multiple units
• Total square footage
45,362 square feet
• Electrical consumption per year
312,267 KWH (3 year average)
• Heating oil/fuel consumption per year
25,531 gallons
• Average number of occupants
95 but significantly more during culture camp, celebrations such as totem raisings,
potlatches, basketball games, etc.
• Has an energy audit been performed? When? Please provide a copy of the energy audit, if
applicable.
No
• Have building thermal energy efficiency upgrades been completed?
o If applicable, please provide evidence of efficiency improvements including cost and
anticipated savings associated with upgrades.
No
o Estimated annual heating fuel savings
$62,532.00
• If the building is not yet constructed please provide evidence of the value of planned
building envelope efficiency investments beyond typical construction practices. Include
anticipated savings associated with efficiency investments if available.
N/A
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SECTION 5– PROJECT BENEFIT
Explain the economic and public benefits of your project. Include direct cost savings, and
how the people of Alaska will benefit from the project.
The benefits information should include the following:
• Potential 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 fuel
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 available)
• Discuss the non-economic public benefits to Alaskans over the lifetime of the project
We anticipate many different benefits in the community of Hydaburg if we can bring this project to
completion. In addition to saving the school district money and freeing up more of the general fund
for instruction and extra programs which will have a direct benefit to student learning, the district
hopes that the project will generate an additional job or jobs related to cutting and hauling firewood.
This is healthy work and we might see students involved in this venture as well as local adults. In
this community of around 400 people, there are very few job opportunities. Jobs created will
create another tie between the community and the school. As a school district, we believe the
more community involvement the better. Students too will benefit by learning themselves how to
load the boilers. Job skills are again hard to learn when so few people have steady employment.
The potential annual fuel displacement (gallons and dollars) over the life (25 years) of the project
is: 25,314 gallons X 25 years = 632,850 gallons or $106,320. X 25 years = $2,658,000.00.
The economic benefit will be the savings to the general fund budget in the form of diesel fuel
expenditures. There are no tax incentives given to school districts nor are there additions to
annual revenue streams available to school districts. The economic incentives will be realized by
residents of Prince of Wales Island that provide the cord wood to the school district and the land
owners who sell the cordwood to the dealers. This economic benefit would be in excess of
$500,000. The non economic benefits include: cleaner air from low emission from the wood
burners, use of previously wasted and un-harvested slash from the forest, and less dependency on
foreign oil. If the waste heat from the boilers is used to heat a greenhouse in the future, a healthier
lifestyle resulting from better produce could also be a factor.
If funded, the school district expects to purchase firewood from local residents in Hydaburg who
may establish a business or businesses cutting and selling wood. Since we anticipate using
around 200 cords per year this public benefit would be approximately $42,400.00 yearly.
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SECTION 6– SUSTAINABILITY
Discuss the operation of the completed project so that it will be sustainable.
Include at a minimum:
• Proposed business structure(s) and concepts that may be considered.
• How the maintenance 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
Using wood biomass is a logical choice for sustainability in this heavily forested area of Alaska.
Available wood is virtually limitless, and trees grow fast here without needing to be replanted.
The Garn boilers are low maintenance. The yearly operating and maintenance cost will be
budgeted from the general fund budget. Maintenance is anticipated to be significantly less costly
than the upkeep of old diesel furnaces currently in use at the Hydaburg Schools. The school
district has its own preventative maintenance schedules in place and budgeted for on a yearly
basis. The existing boilers will be kept as back-up and regular maintenance on them continued as
before. Operational issues that could arise are: failure of system parts, increasing wood fuel cost,
aging of equipment, and turn over in staff. Again, each of these financial costs can be budgeted
for out of the general fund. Turn over in staff can be overcome by continuously training multiple
staff members on the operation of the equipment. The district is committed to reporting savings
and benefits by monthly tracking of fuel usage, electric cost and degree days – already in place.
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SECTION 7 – READINESS & COMPLIANCE WITH OTHER GRANTS
Discuss what you have done to prepare for this 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.
We have collected data, contacted possible vendors to get quotes, and begun searching for other
funding sources to help finance this project. If funded, the process of meeting the goals of the
grant would begin immediately. Lauren Burch, superintendent, and Jonathan Fitzpatrick, our
Project Manager, have worked with the Alaska Energy Authority on a previous project and
completed it successfully. We have also completed two other wood fired boiler projects, one at the
new school in Coffman Cove and the other through a legislative grant for Kasaan.
Lauren Burch, Superintendent, has talked to community partners, the City of Hydaburg, Haida
Corporation and Hydaburg Cooperative Association to gain support for the project. The district
also commits to helping any of these organizations that may apply for a similar grant in the future.
SECTION 8 – LOCAL SUPPORT AND OPPOSITION
Discuss local support and opposition, 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 Documentation of support must be dated within one year of the RFA date of July 2,
2014.
Other organizations in Hydaburg have pledged support to the project, and the letters of support are
attached to this application. The school board has also shown support in the resolution.
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 total anticipated cost of the project is $660,977. Hydaburg City School District Board of
Education has pledged to commit funding for the project, not to exceed a $40,000 match at this
time.
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.
The school district is fully aware of the reporting requirements and commits to comply with annual
reporting for ten years after the project is completed. We have included in our cash match, the
required BTu meters. Estimated cost for each meter is $8000.00 and for this project we will
purchase two.
Renewable Energy Fund Round VIII
Grant Application – Heat Projects
AEA 15003 Page 28 of 30 7/2/14
Applications MUST include a separate worksheet for each project phase that was identified in
section 2.3.2 of this application, (I. Reconnaissance, II. Feasibility and Conceptual Design, III. Final
Design and Permitting, and IV. Construction and Commissioning). Please use the tables provided
below to detail 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
Administrator, Shawn Calfa, at scalfa@aidea.org.
Milestone or Task
Anticipated
Completion
Date
RE- Fund
Grant Funds
Grantee
Matching
Funds
Source of
Matching
Funds:
Cash/In-
kind/Federal
Grants/Other
State
Grants/Other
TOTALS
(List milestones based on
phase and type of project.
See Milestone list below. )
$ $ $
Pre Feasibility & Feasibility
Study completed
2011 and
2013 $ $ $
Submit AEA Application 9/2014 $ $ $
Grant awarded 5/2015 $ $ $
Advertise for Engineering Firm
Post RFP web/newspapers 6/2015 $ $ $
Hold Board Meeting to select
winning bids (prep for meeting) 6/2015 $ $ $
Engineer designs for Cord
wood boiler, wood storage
buildings, etc.
7/2015 $100,000. $ $100,000.
Review final design and
permitting. Prepare for next
phase
7/2015 $ $ $
RFP’s posted and bid selected
for electrical contractors, site
prep, etc.
8/2015 $ $ $
Materials ordered and
construction begins 8/2015 $199,980.
$16,000.
(BTU
meters)
$215,980.
Plumbing/electrical
connection/installation 9/2015 $200,000. $200,000.
Boiler shed and installation
completed 2/2016 $40,000. $ $40,000.
Integration of system 2/2016 $ $ $
Contingency cost overrun 15% $80,980. $80,980.
TOTALS $ $ $
Budget Categories:
Direct Labor & Benefits $ $24,000.00 $
Travel & Per Diem $ $ $
Equipment $ $16,000.00 $
Materials & Supplies $ $ $
Contractual Services $ $ $
Construction Services $ $ $
Other $ $ $
TOTALS $620,977.00 $40,000.00 $660,977.00
Renewable Energy Fund Round VIII
Grant Application - Heat Projects /
AI.ACK-A.-
ENERGY AUTHORITY
SECTION 10 - AUTHORIZED SIGNERS FORM
Community/Grantee Name: Hydaburg City School District
Regular Election is held:Date:
Authorized Grant Signer(s):
Printed Name Title Term Signature
Lauren Burch Superintendent N/A r^t, &—
I authorize the above person(s) to sign Grant Documents:
(Highest ranking organization/community/municipal official)
Printed Name Title Term Signature
Tracy Nix President, Hydaburg Ctiy
School District Board of
Education
10/2016
'JW\/~~2^-
Grantee Contact Information:
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.
AAAEA 15003 Page 28 of 30 7/2/14 FA isnm Paop -U ofM 7/7714
Renewable Energy Fund Round VIII
Grant Application - Heat Projects 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 web 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 including existing credit and federal tax obligations.
E. An electronic version of the entire application on CD or other electronic media, per
RFA Section 1.7.
F. CERTIFICATION
The undersigned certifies that this application for a renewable energy grant is truthful
and correct, and that the applicant is in compliance with, and will continue to comply
with, all federal and state laws including existing credit and federal tax obligations and
that they can indeed commit the entity to these obligations.
Print Name
Signature (^Q^%^
L<KIKV*^ ZX\oc\-\
Title
Date
30
AEA 15003 Page 30 of 30 7/2/14