HomeMy WebLinkAboutYAKUTAT BIOMASS MAIN APP FORMRenewable Energy Fund Round VII
Grant Application - Heat Projects
AEA 2014-006 Application Page 1 of 44 7/2/2011
Application Forms and Instructions
This instruction page and the following grant application constitutes the Grant Application Form
for Round VII 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 is available online at: www.akenergyauthority.org/REFund7.html.
• If you need technical assistance filling out this application, please contact Shawn Calfa,
the Alaska Energy Authority Grant 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 grant 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 is to be kept confidential the applicant must:
o Request the information be kept confidential.
o Clearly identify the information that is the trade secret or proprietary in their
application.
o Receive concurrence from the Authority that the information will be kept
confidential. If the Authority determines it is not confidential it will be treated as a
public record in accordance with AS 40.25 or returned to the applicant upon
request.
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Grant Application - Heat Projects
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SECTION 1 – APPLICANT INFORMATION
Name (Name of utility, IPP, or government entity submitting proposal)
City and Borough of Yakutat
Type of Entity: Local Government Fiscal Year End June 30
Tax ID # 92-6001319 Tax Status: For-profit Non-profit X Government ( check one)
Date of last financial statement audit: June 30, 2012 (by Mikunda & Cottrell, Inc. )
Mailing Address
309 Max Italio Drive, Yakutat, AK 99689
Physical Address
same
Telephone
(907) 784-3323
Fax
(907) 784-3281
Email
sryman@yakutatak.us
1.1 APPLICANT POINT OF CONTACT / GRANTS MANAGER
Name
Frank Ryman
City and Borough Manager
Mailing Address
309 Max Italio Drive, Yakutat, AK 99689
Telephone
(907) 784-3323
Fax
(907) 784-3281
Email
sryman@yakutatak.us
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
x A local government, or
A governmental entity (which includes tribal councils and housing authorities);
Yes
1.2.2 Attached to this application is formal approval and endorsement for the project by
the applicant’s board of directors, executive management, or other governing
authority. If the applicant is a collaborative grouping, a formal approval from each
participant’s governing authority is necessary. (Indicate Yes or No in the box )
Yes
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).
Yes
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/veep/Grant-Template.pdf. (Any exceptions
should be clearly noted and submitted with the application.)
Yes
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.
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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.
Yakutat Biomass District Heating Loop
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.
GPS Location 59’33’ 02.5” N; 139’ 44’ 24.02 W, Yakutat, AK
City Hall Building: 309 Max Italio Drive, Yakutat, AK
Court House Building: 120 Max Italio Drive, Yakutat, AK
Yakutat Community Center: 100 Ridge Road, Yakutat, AK
2.2.2 Community benefiting – Name(s) of the community or communities that will be the
beneficiaries of the project.
Yakutat
2.3 PROJECT TYPE
Put X in boxes as appropriate
2.3.1 Renewable Resource Type
Wind to Heat X 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
I. Reconnaissance X III. Final Design and Permitting
II. Feasibility and Conceptual Design X IV. Construction and Commissioning
2.4 PROJECT DESCRIPTION
Provide a brief one paragraph description of the proposed heat project.
Primary heat sources in three municipal publicly accessible buildings will be replaced
with two Garn WHS2000 boilers, which will use locally sourced cordwood biomass to
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provide heat through a supply loop linking all buildings. Existing antiquated hydronic
heating systems in each building will be replaced and upgraded to improve efficiency an
estimated 25%. Concurrent to this project, VEEP projects (Yakutat is a 2013 VEEP
recipient) will be conducted to increase envelope efficiency per AEA statewide goal of
15%. AEA-required performance metering is addressed through ACEP subcontract.
With significant local match and good project partners, we are seeking the funding for
Phases III and IV: final design, purchase and installation of 2 Garn WHS2000 boilers,
pipe installation and associated link up plumbing to all three buildings in the district
heating loop. The project also includes construction of a separate boiler building and a
cordwood storage/drying building. Per standard practice, existing oil furnaces will
remain as supplemental and emergency back-up heat systems.
The City and Borough of Yakutat, along with Yak-tat-Kwaan, want to ensure that we
install the most effective technologically and economically appropriate equipment for our
biomass district heating loop. We are pleased to have the interest of Garn Boiler
Company in participating in this application based on the estimate for the equipment
they suggested as most appropriate for the buildings involved. Garn has a proven track
record of installing and operating their equipment in several locations in Alaska,
including at least two that we know of in the coastal SE Alaska environment. It is our
plan to also closely monitor developments in the biomass energy world, and we
recognize that this technology sector is evolving. During the 9th month period of AEA
review, legislative approval and appropriation, CBY and Yak-tat-Kwaan will continue to
monitor technological development. One of our goals for the project is to link Yak-tat
Kwaan’s forest management program and the biomass products produced with the
installed boiler technology and have the best opportunity for expansion and integration
of future biomass projects.
CBY is prepared to operate and maintain this project, and has demonstrated
ability to operate energy infrastructure through the electric utility, Yakutat Power.
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.)
1. Initial Fuel Displacement (with current building status)
The project is designed to displace an estimated total of 7,700 gallons of diesel
currently used annually to heat these buildings at a current cost of $38,973.00.
The supplemental use of oil is estimated to be at 10% of current usage, or 770
gallons, for a initial displacement of 6,930 gallons annually.
Displacement is maximized by inclusion of efficiencies gained from two sources:
25% improvement (conservative estimate) through replacement and upgrade of
hydronic baseboards specified in this request.
15% additional gains through VEEP/CBY joint project to improve building
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envelope efficiency.
2. Local Employment
CBY will issue a bid to local small businesses to contract for the harvesting,
delivery and splitting of cordwood to supply the new boiler system. Additionally a
¼ -time position will be created for operations and maintenance of the Garn
system, with at least two existing positions in CBY public works trained as back-
up operators of the system.
3. Research on Emissions – Community and Statewide Benefit
An important component of this project involves the utilization of beach wood for
part of the initial feedstock. This is of expressed interest to Garn Boiler Co.
because it will provide useful information on the compatibility of their systems
with this source of wood. Some local households have begun using beach wood
for home wood stoves, and there is local concern about potential toxins present
in the emissions. The emissions monitoring of this system will be undertaken
outside the scope of this project by the Alaska Native Tribal Health Consortium
and EPA (funded separately. However, CBY, Yakutat Tlingit Tribe and Yak-tat-
Kwaan all take keen interest in the results of which will inform biomass
technology developers, the AEA, and concerned local citizens, including those
who have submitted support letters for this project.
4. Synergy with concurrent Energy Efficiency Project
The project will dovetail closely to the work being undertaken through the Village
Energy Efficiency Program. Two of the buildings in this District Heating Project
will also undergo efficiency upgrades through the VEEP program: The CBY office
building a.k.a. City Hall, and the Court House/Planning Department Building,
a.k.a. the Court House. As discussed elsewhere in the application, the
community of Yakutat has DoE funds that could easily be used to cover Level 2
audit of the Community Center at the same time as other buildings are done
under the VEEP program. In this way, we believe it is safe to estimate that 15%
DSM improvements could be realized to all 3 buildings. Not only will the fuel
source be replaced, but energy inputs will be reduced. This project offers the
opportunity to bring the benefits of two AEA programs, and possibly START, to
bear on improving energy use in a discrete, measureable district heat loop.
5. Positive Momentum Towards Self-Sufficiency
This project is in alignment with Yakutat’s Renewable Energy Self-Sufficiency
Program, seeking to both reduce the cost of energy and replace outside energy
supply with local renewable energy sources. Renewable Energy utilization in
Yakutat has been is in the early stages of growth. For several years, especially
since the drastic fuel price increases of 2008, Yakutat has been in a state of
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energy crisis, like most of rural Alaska. This project will take an important step
towards our goals and generate momentum for more comprehensive
development of Yakutat’s biomass resources.
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.
Total project budget: $335,456
Phase summaries:
Phases I and II, Reconnaissance and Feasibility, are complete
Phase III: Final Design: $55,775
Phase IV: Construction / Commissioning / Metering: $279,681
2.7 COST AND BENEFIT SUMMARY
Include a summary of grant request and your project’s total costs and benefits below.
Grant Costs
(Summary of funds requested)
2.7.1 Grant Funds Requested in this application $286,166
2.7.2 Cash match to be provided $25,000
2.7.3 Total In-kind match to be provided (sum of lines below) $24,290
Biomass or Biofuel inventory on hand 52 cords cut and stored in
May 2012. $10,400
Energy efficiency improvements to buildings to be
heated (within past 5 years or committed prior to
proposed project completion)
*See note on VEEP
Program attached
Other In-Kind match to be provided $13,890
2.7.4 Other grant funds to be provided $n/a
2.7.5 Other grant applications not yet approved $ n/a
2.7.6 Total Grant Costs (sum of 2.7.1 through 2.7.4) $335,456
Project Costs & Benefits
(Summary of total project costs including work to date and future cost estimates to get to a fully
operational project)
2.7.7 Total Project Cost Summary from Cost Worksheet, Section
4.4.4, including estimates through construction.
$335,456
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2.7.8 Additional Performance Monitoring Equipment not
covered by the project but required for the Grant Only
applicable to construction phase projects.
Monitoring included in
ACEP portion of this project
2.7.9 Estimated Direct Financial Benefit (Savings) $17,624 / year
2.7.10 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.
$
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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 expects project management assistance from
AEA or another government entity, state that in this section.
Project Manager:
Skip Ryman, Manager, City and Borough of Yakutat. (907) 784-3323 ext. 103.
As the primary executive for the CBY, Mr. Ryman is responsible for all grant
administration. He will oversee the project and ensure milestones, timelines and
reporting requirements are adhered to. He will be the point of contact for AEA on this
project.
Resumé attached.
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
One year supply of wood available
Harvest and split beach wood, store
temporarily, COMPLETE
6/1,
2013
6/8
2013
Engineering bids released
Develop criteria for RFP scoring
Identify engineering firm candidates
2/1
2014
8/1
2014
Engineers selected, work
commences
Score RFPs, announce winning bid
9/15
2014
10/1
2014
Cordwood supply land source
chosen
Negotiate cordwood supply contracts 8/1,
2014
11/30,
2014
Harvest permits approved
Complete all permit application(s) with
appropriate agencies
12/1
2014
3/1
2015
Engineering complete
END PHASE III: DECISION
POINT ON FINAL PROJECT GO-
AHEAD
Obtain engineers report, make any revisions
necessary; site visit by technology supplier
for plan review 10/1
2014
3/1
2015
Boiler house built; wood storage
built
Order building supplies, pour concrete boiler
house floor, construct building, order boilers
3/1
2015
6/30
2015
Boiler Delivered and installed Take delivery of boilers, dig pipe trenches,
lay and connect pipe, install new
baseboards, all plumbing connections. Spare
parts inventoried, install electrical wiring,
7/1
2015
8/31
2015
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controls, monitoring equipment
System Commissioning
END PHASE IV
2nd site visit by supplier 9/1
2015
3.3 Project Resources
Describe the personnel, contractors, accounting or bookkeeping 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.
CBY Primary Support Staff:
-Bill Lucey, Planning Director. (907) 784-3329, resumé attached.
Mr. Lucey is an expert in forest biology and is intimately familiar with Yakutat’s
environmental factors, permitting requirements and
-Ian Fisk, Renewable Energy Coordinator. (907) 209-2657, resumé attached.
Mr. Fisk is responsible for outreach and coordination for Yakutat’s multi-part energy
plan. He routinely maintains contact with regulatory agencies and partners such as the
Alaska Center for Energy and Power. He will function as an alternate point of contact for
AEA in this project.
CBY Secondary Support Staff:
-Scott Newlun, General Manager, Yakutat Power (local electric utililty). (907) 784-3242
Mr. Newlun is primarily responsible for operating the power plant, but is an integral
member of CBY’s energy team and is involved in planning and decision-making in that
process. He will participate in project update meetings and advise the project manager
with his mechanical and technical expertise.
-Connie Klushkan, CBY Finance Director. (907) 784-3323 ext. 105
Ms. Klushkan is responsible for financial tracking and record keeping, and will ensure
proper records are kept of all expenditures, receipts and reimbursements associated
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with this project.
Other project support personnel
-Amanda Byrd, TITLE: Alaska Center for Energy and Power, UAF. (907) 474-6728
As ACEPs primary staff associated with this project, Ms. Byrd will be responsible for
overseeing data management, storage and analysis. Her duties are outlined in an
attached scope of work. Resumé also attached.
-Dave Frederick, Alaska Heating Technologies, Tok, AK (907) 883-4328
As the licensed distributor for Garn Boiler Co., Mr. Frederick will make two site visits to
Yakutat as part of Phases III and IV.
-Martin Lunde, President, Garn Boiler Co., St. Anthony, MN. (612) 781-3585
Mr. Lunde, the founder of Garn Boiler Co. and an expert in biomass district heating, will
advise the project team during the final design and construction/commissioning phases.
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 will be supervised by Skip Ryman, CBY Manager.
Amanda Byrd of ACEP will supervise data collection, storage and analysis, with reports
to be issued after year one and year two of the project.
Ian Fisk, Renewable Energy Coordinator, will provide monthly progress reports to AEA
throughout Phases III and IV of the project, and after commencement of operations.
Alternative Contact Person:
Scott Newlun, Yakutat Power: (907) 784-3242
3.5 Project Risk
Discuss potential problems and how you would address them.
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Road Crossing: the ditch for the district heating piping will have to cross Max Italio
Drive, a paved two lane road that bisects one of the piping circuits in the system. Traffic
can be diverted around the crossing during the excavation of the piping ditch and
repaving. All necessary equipment and materials will be supplied locally to accomplish
the road crossing.
Fire: CBY will work closely with supplier to ensure best practices are identified for fire
prevention. Project is adjacent to Yakutat Fire Department. Final Design should should
account for adequate spacing between boiler house, court house and other buildings.
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 your project and you are requesting funding 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 for the market to be served by your project. For pre-construction applications, describe
the resource to the extent known. For design and/or construction projects, please provide
feasibility documents, design documents, and permitting documents (if applicable) as attachments
to this application.
In June of 2013, CBY crew harvested, split and stored 52 cords of beach wood and
dedicated it as start-up feedstock for this project.
Biomass estimates done in 2013 by ACEP and CBY (funded by CBY National Science
Foundation Grant) concluded that approximately 1,000 dry tons of biomass is available
using commercial thinning from previously cut areas within a 5 mile radius of the project
site. This is equivalent to 800 dry cords of spruce. (2,500 lbs per dry cord) This project is
estimated to require 38.4 cords of wood to meet current heating load, or 4.8% annual
demand vs annual feedstock available.
Feasibility documents are attached to this application describing available biomass from
forest inventory and site reconnaissance process.
4.1.2 For Biomass Projects Only
Identify any wood inventory questions, such as:
• Ownership/Accessibility. Who owns the land and are their limitations and restrictions to
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accessing the biomass resource?
• Inventory data. How much biomass is available on an annual basis and what types
(species) are there, if known?
•
Ownership/Accessibility:
-US Forest Service Land:
Extensive road network provides abundant access lands. Support letter attached
references 24,000 acres of timberland under USFS Yakutat Ranger District.
-Yak-tat-Kwaan: In a previous informal commitment of land, up to 5,700 acres were offered
for harvest of biomass that benefit the community. With the close working relationship
between the Kwaan and CBY, firm commitments and delineation of any harvesting
necessary from Kwaan land will be formalized in Phase III.
-Available City and Borough of Yakutat previously cut lands dedicated for harvest total 800
acres.
-Alaska Mental Health trust lands included in the timber inventory total 440 acres.
As mentioned in questions on permitting, these lands are subject to the Alaska Forest
Practices Act (except Forest Service lands if necessary, which are subject to NEPA)
AFPA lays out permits for accessing the timber for this project.
Stands included in the timber inventory are on previously cut lands. No old-growth stands
were factored into the inventory estimates. No access impediments are anticipated once
permits are in place. Existing road network provides no necessity for road development to
access feedstock for this project.
Inventory Data:
The primary sources of woody biomass in Yakutat are Sitka Spruce, Balsam Poplar,
Western Hemlock, and Sitka Alder.
The primary sources of cordwood for this project will be most useful. Inventory analysis
conducted in summer 2013 indicates 1,000 tons of woody biomass available on
previously cut lands, conservatively assuming an 86 year rotation. At an estimate of 1.25
tons (2,500 lbs per cord) this would provide 800 cords of wood for biomass district heating
projects. Our project estimates a biomass requirement of 38.4 cords per year, or 4.8% of
the annual available feedstock identified.
.
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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.
City Hall, Building 1: 1 Chevron Boiler, 0.65 gph nozzle.122' linear feet of base board.
Court House, Building 2: 1 Weil-Mcclain Boiler; 0.75 gph nozzle; 60' linear feet of base
board. Parts of this building utilize out-dated radiators of unknown manufacturer, 18" tall
18" wide 8" front to back. Reconnaissance stage estimated this system as particularly
inefficient.
Community Center, Building 3: 1 Weil-Mcclain Boiler; 1.20 gph nozzle; 248' linear feet
of base board.
Age of existing boilers in buildings 1 and 2 is estimated at 30 years, building 3 boiler
estimated to be 20 years old.
Existing baseboard description:
Baseboards in all three buildings are characterized as undersized and much less efficient than
they could be with upgrade to larger fin size and closer fin spacing (to increase heat transfer with
more surface area) Between the 3 buildings there is a linear footage of 430’ of fin tube plus the 9
old radiators in the Building 2.
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 project will impact the existing diesel boilers by relegating them to a supplemental
and emergency backup role. It will reduce the amount CBY currently spends on fuel
purchased from Delta Western, which supplies 100 percent of heating oil to Yakutat. We
have not made an effort to analyze the impact of this project on Delta Western’s fuel
business. The profitability of existing suppliers is not the primary concern of the CBY,
when savings can be realized and multiple public benefits can be derived from switching
to a local renewable heat source.
The mostly untapped local biomass resources will likely be minimally
impacted by this project through the use of beach wood, pre-commercial and commercial
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thinning. No clear-cutting will be necessary to supply feedstock to this system through its
lifecycle. Ample cordwood exists from previously cut stands with existing road access.
This project alone will not have a large impact on forest ecology, but going forward
towards greater utilization of biomass, we are cognizant that harvest practices should
minimize disturbance, and should be planned with long-term forest health in mind.
4.2.3 Existing Heating Energy Market
Discuss existing energy use and its market. Discuss impacts your project may have on energy
customers.
This is a closed market for heating oil, with only one known supplier in Yakutat. A call to
Delta Western earlier in 2013 indicated that approximately 200 households in Yakutat still
operate oil furnaces. The degree to which households blend heating oil with cord wood is
not known to have been measured, and is not a part of the scope of this project. Impacts
of this project on other energy customers within this closed market are unknown. It is the
hope of CBY that biomass will play a larger role in the heating market within the
community, and that this project hastens the transition of biomass to the primary heat
source for all energy users in the community.
4.3 Proposed System
Include information necessary to describe the system you are intending to develop and address
potential system design, land ownership, permits, energy efficiency 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
• Delivery methods
• Energy efficiency measures (building envelope)
Renewable Energy Technology:
-Boilers: Two Garn WHS 2000 Vertical cord wood boilers with associated pumps, valves
and plumbing connections
Optimum Installed Capacity:
This will be determined in Phase III final design.
Replacement and upgrade of baseboards, coupled with building envelope improvements
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through concurrent VEEP grant efficiency upgrades, will have considerable impact on
final system design.
Anticipated capacity factor:
Per recommendation of Garn Boiler Co. this will be 80%
Basic integration method:
Even very preliminary estimates of projected savings from baseboard replacement and
upgrade led us to include new aluminum baseboard with 40 fins per foot and 4.25” X
4.25” fins in this project. Final design Phase III, will provide specific estimates of savings
from baseboard replacement. Garn Boiler Co. performed a cursory analysis and
estimated up to 40% efficiency improvements could be gained by increasing heat transfer
of baseboards. This allows the boiler to run at lower temperature to provide equivalent btu
transfer. For the purposes of this application we assumed a 25% gain rather than 40%.
This significantly reduces cord wood estimates and supplementary heat to be provided by
existing heat system in backup role.
This will be firmed up in final design Phase III. It is the wish of CBY to build in maximum
efficiency to this new system rather than link a new efficient boiler to old heat exchangers.
Standard plumbing connections, valves and controls will mate the new system to the
existing boilers, which will act as emergency and supplement heat system.
Delivery methods:
Heat will be delivered from the boiler building to the three target buildings with standard
pumps provided by the supplier, moving heated water through the hydronic system with
1.5” dual carrier Ecoflex-type pre-insulated pipe, linking to new hydronic baseboards of
4.25” X 4.25” X 40 fins/ft. dimension.
Energy Efficiency / DSM Measures:
The CBY was awarded a grant on September 16 through the VEEP program. Level 2
Audits will be completed in the 3rd quarter of 2014 for Buildings 1 and 2 (City Hall and
Court House.) Audit for Building 3 will be funded in-house as an in-kind contribution, so
that it can be coordinated with VEEP work. Once audits are complete for all 3 buildings
(by same audit contractor) we will incorporate recommended efficiency measures and
expected performance into Phase III Final Design.
The buildings identified in this project are prime candidates for efficiency improvements.
For the purposes of this project, we are estimating that 15% reductions in energy use (per
State of Alaska Statewide 2020 target) will be easily achievable. We have roughly
calculated Benefit / Cost Ratio based on this 15% reduction through improvements to
building envelopes plus a 25% efficiency improvement through baseboard replacement
and upgrade.
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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 obtain harvest contracts and access issues.
Yak-tat-Kwaan has had a standing offer making their 5,700 acres of timberland available for
harvest of feedstock for community biomass projects. Specific sales of timber from Kwaan land, if
necessary, will be negotiated during Phase III
US Forest Service Yakutat Ranger District recently committed to sales of sufficient timber to
supply 70 cords of wood to this project, which is expected to far exceed system requirements. A
timber sale of this size was estimated by the district ranger to be $200. Actual sales have not
been made, and won’t be until final sources of cordwood are chosen. The Yakutat Ranger District
has a forest base of over 24,000 acres, but USFS lands were not included in the Forest Inventory
conducted in Phase II.
Alaska Mental Health Trust lands are approximately 440 acres, previously thinned, within the
scope of the Forest Inventory undertaken in Phase II.
City and Borough of Yakutat available forest lands are approximately 800 acres, previously
thinned, within the scope of the same Forest Inventory.
For beach wood component of supply, land owner is the State of Alaska. Division of Forestry has
investigated the permit status for beach wood in Yakutat and can issue such a permit if the project
is approved by AEA. Division of Forestry has also written a letter of support for the project. A
permit will be available from DNR but will not be issued until the project is funded and Phase III is
complete.
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 discussion of potential barriers
Required Permits and Status:
-State Fire Marshall: for the construction of the boiler housing building, the project will
require inspection by the State Fire Marshall. Like many rural communities, the City and
Borough of Yakutat does not have a building code. However, for any construction of
public facilities, the CBY does follow a protocol. We follow the International Building Code
recommendations for Alaska, and we submit all plans to the State Fire Marshal’s office.
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They will review the design in Phase III, and inspect the building in Phase IV,
Construction / Commissioning.
-Alaska DNR, Division of Forestry: The portion of the project that involves utilization and
testing of beach driftwood as a feedstock will require a permit or written authorization
from the DNR Division of Forestry, Northern SE Alaska office in Haines. This office has
included a letter of support for the project. Permitting will be finalized in Phase III. This
office has verbally committed to issuance of written authorization or a permit, but wishes
to do so if this application is funded by AEA.
-US Forest Service: The Yakutat District Ranger has jurisdiction over issuance of permits
for harvest of cordwood from its lands. The District Ranger has indicated that a sale of 70
cords of wood can be done annually, and when at the appropriate stage of the project he
is ready to structure a sale of cordwood to the project at a rate of only $200 for the entire
sale. (Note: this should not be confused with the $200 standard rate for purchase of each
cord from the harvester/supplier.) USFS total sale cost will be approximately $200
annually. If Forest Service lands were deemed necessary for supply, the sale would be
formalized in Phase III of the project.
Harvest of timber from Mental Health Trust Lands, Yak-tat-Kwaan lands, and CBY lands
will be subject to the Alaska Forest Practices Act. Thinning operational plans, and timber
operational plans are approved by the Alaska Division of Forestry. Based on previous
extensive experience with DNR permitting requirements, no known impediments are
anticipated.
We aim to have all permits in place for the project by March 1, 2015.
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
Environmental issues will be clearly identified in the design process of Phase III. The CBY
pledges to comply with applicable federal, state and local environmental standards.
Because emissions will be closely monitored in relation to the combustion of beach
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driftwood, laws relating to air quality will receive particularly close attention.
In managing the project, CBY commits to following all regulations and statutes related to
the source of feedstock for this project. CBY has a proven track record of conducting
scientific studies to characterize the ecology of its land base. The sound stewardship of
our environment is a top priority of CBY in all of our land use activities and permitting.
Threatened/Endangered Species; Habitat Issues: Wetlands / other protected areas:
There are no known conflicts with these issues identified in Phase I or Phase II of this
project.. Past marbled murrelet surveys showed decreased usage in the area
presumably due the historically extensive harvest. Through this management program it
is likely that murrelet use in the area will increase as the Yak-Tat Kwaan Forest
Stewardship Plan (2006) calls for 500’ buffers (7.5 times larger the State Forest Practices
Act requirements) on all lakes and streams. The buffers will return to large diameter
second growth over time providing murrelet habitat.
Salmon - Larger buffers will protect riparian habitat for class I salmon streams and lakes.
This will result in an increase in production of fish as current riparian buffers are severely
degraded and need management to restore their function. Removing excess LWD (large
woody debris) from streams, enhancing spruce generation at streamside through riparian
thinning and reestablishing pool:riffle ratios within the stream channels are part of the
overall forest management plan.
Trumpeter swans seasonally occupy some of the upper moraine ponds but this species
has been delisted. Current thinning operational plans have begun to restore the moraine
to the shoreline forests with the intent of recreating winter forest for Black Tail
deer. Though the thinning byproduct may be used as a biomass fuel it would constitute a
one-time entry and would coincide with post nesting timeframe for swans. Northern
Goshawks are frequently found in pole sized open spaced forests where I is easier for
them to pursue songbirds their chief prey. The 80 plus year rotational plan for the
biomass fuel area, while not providing the Habitat benefits of Old Growth will provide
good hunting habitat for goshawks.
The CBY contracted the USFS in 2008 to map out wetland soils for a road
decommissioning/salmon stream connectivity restoration program on Kwaan lands. All
land with wetland soils were removed from future harvest plans. Rotational biomass
harvest would occur only on well drained gravel soils more suitable for Sitka Spruce
production.
Plants -There are no known sensitive plants in the area. There is some concern with
invasive plants especially Giant Lupin (Lupinus polyphllus) that have spread down
abandoned logging roads. However active use of existing harvest roads will reduce
inroad growth and managing roadside vegetation
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Archaeological and historical resources; CBY Planning and Zoning Department does
not anticipate any conflict as there are no such known resources in the project area. Past
thinning projects have required Archeological (SHIPPO) approval and nothing of note has
been found in the clearcuts. Wood sources may be permitted through Alaska Division of
Forestry, US Forest Service and Yak-tat-Kwaan. All entities conduct reviews of land use
requests to ensure consistency with existing policies that protect these resources. This
will be reconfirmed in Phase III.
Land Development Constraints: Not anticipated, as land dedicated to the boiler and
wood storage buildings will not interfere with any previous intended use. Biomass
harvest areas are all in existing clearcut areas. The CBY is looking at rezoning harvest
areas within the borough as forestry lands with the specific intent of providing community
woodlot areas. This will benefit both the larger city heating projects and individual
cordwood harvesters.
The boiler house and wood storage building are on CBY land. Part of trench to Building 3
will be on Yak-tat-Kwaan land as will connection of loop to their baseboards. They are a
supporter of this project (attached letter) and are actively involved in biomass
investigations in general in Yakutat.
Telecommunications interference: All cell tower locations are located away from both
the boiler location as well as the harvest areas.
Aviation considerations: Maintaining smaller forests around the airport assist in
reducing airplane collisions.
Visual / aesthetic impacts:The boiler and wood storage facilities will be contained within
buildings and should offer no adverse visual impacts. The harvest areas will not be
clearcut with the forest taking on a more open aspect. Past thinning efforts have elicited
compliments form local citizens. However, road-side strips of spruce tend to grow thickly
on the main road (FH10) and form a visual barrier between the driver and harvest
operations. This strip will be maintained until such time as the managed forest has taken
on a natural appearance.
Visual impacts are anticipated to be minimal for the siting of the boiler building and wood
storage shed as well. Pipe will be buried. Wood storage and boiler siting will be in an
area of Yakutat that is already developed for community buildings, and will be
appropriately spatiallly separated from residential areas.
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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: Applicants 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 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
Total anticipated cost:
Engineering Final Design - Phase III: 55,775
Construction / Commissioning – Phase IV: 279,681
Requested Funding: $335,456
City and Borough of Yakutat Match:
Cash: 25,000
In-kind:24,290
Total: $49,290
Other funding sources: other funds were used for Phase I and II, such as $22,000 from
a National Science Foundation Grant to fund work related to forest inventory. We make
note of this for your information, but those expenditures are not part of phases III and IV
that we seek to fund here.
Projected capital cost of proposed system:
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--Two Garn WHS 2000 vertical wood boilers, incl. 6” Class A Duratec flue pipe (@ $1,500
per boiler unit); $35,000
Shipping both units; $7,000
Start up spare parts to ship with boilers; $2,000
Total Garn Boiler cost, incl. shipping and spares= $44,000 (manufacturer estimate)
--Hose: 1.5” dual carrier insulated hose, @ $30 / linear feet of line.
Estimate of hose runs from boiler building site to each building:
To Bldg 1, City Hall: 50 feet
To Bldg 2, Court House: 470 feet
To Bldg 3, Community Center: 410 feet
Total linear feet = 930
Linear feet for estimate purposes (accounting for diversions) 1,000 feet.
Cost per linear foot; $28.259 (Ferguson Enterprises quote) = $28,259.00
Total cost of insulated hose, incl. plumbing parts and freight = $30,000 (supplier)
Wood storage shed: 1,400 sq. ft. = $27,840 (applicant analysis based on Yakutat
building costs and past experience)
Building dimesions will ensure more storage capacity than annual estimated demand of
the new boilers. This will help achieve slightly longer drying times, critical in the coastal
climate, and will provide room for changes in system requirements.
Construction estimate is based on the following calculation:
70 cords, stacked 2 high = 8X4 footprint or 32 sq. ft. for every 2 cords
35X32 = 1,120 sq. ft.
add 180 square feet surplus = 1,400 sq. ft.
Pole Barn construction with pitched metal roof (incl. labor)
Framing and roofing materials: $20,000
Wood Storage Building Labor: $ 7,840
2 crew working 14 X 7 hr. days @ $30/hr. each
(CBY Public Works will provide 1 unskilled worker to this crew at $20/hr) ($1,960, match)
Boiler House: 768 sq. ft. (2 Garn WHS 2000 boilers) $45,575 (applicant analysis
based on Yakutat building costs and past experience)
24X32 stick construction 2X6 framing, 10’ ceiling $12,500
10ft. ceiling, pitched roof
10ft. access door $2,500
Roof (plywood, roofing paper, steel) $10,000
Insulation and Sheetrock $3,000
Concrete Floor (6” deep X 24’ x 32’ = 43 cu yards @ $225/yd. $9,675
Total Material cost: $37,675
Labor: $7,900
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Concrete forms and labor pouring concrete (CBY Public Works, in-kind $3,000
Framing, roofing, insulation, sheetrock $4,900
1 crew working 14 X 7 hr. days, $30/hr. + one unskilled laborer @ $20/hr.
*CBY Public Works in-kind contribution is one unskilled laborer for this ($1,960)
Road work $3,000 (related to trenching for pipe to Bldg 3) Local In-kind match
(applicant analysis based on Yakutat building costs and past experience)
Max Italio Drive bisects the heating circuit from the boiler house to Building 3, the Yakutat
Community Center . It will be necessary to dig up the asphalt, dig trench, backfill and re-
pave the street. This will be accomplished in-house by CBY Public Works road crew at an
estimated cost of $3,000
Hose Trench: $5,250 Local In-kind match (applicant analysis based on Yakutat
building costs and past experience)
CBY will provide backhoe and operator for digging the 1000 linear feet of trench
30 hrs. of operations, incl. backhoe and operator at $175/hour
Baseboard replacement: $17,840
480 linear feet of baseboards
Replace with 4.25 X 4.25” aluminum at 40 fins/ft;
Cameron Plumbing quoted price of $30.5 per linear foot
$ 30.5/ft. X 480 = $14,640
Labor = 40 hrs @ $80/hr = $3,200 (Applicant approximation based on estimate of
installing 1 10ft. baseboard per hour)
Plumbing and electrical installation:
Wire controls, pump motors, make plumbing connection to boiler and linkups to hyrdronic
systems in each building, some inline fittings in pipe runs.
Labor: 80 hrs @ $80/hr. = $6,400 (applicant approximation, based on understanding
of relative simplicity of wood fired system)
Projected development cost:
• Engineering: for Coffman Cove project, including boiler building and wood shed,
engineering was $35,000-$50,000. After verbal consultation with engineering firm
we are estimating a mid – low range of such: $42,500
• Installation cost: This was compared to estimates of the analogous Coffman Cove
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project installing two identical units, and the numbers are very similar. $35,425
(They advised figuring on $36,000 for installation)
• Permitting: conservative estimate of staff time to obtain harvest permits is 40
hours, based on CBY Planning Department extensive permitting experience.
Planning staff time = $43/hr. for a total of $1,720 in kind.
• Alaskan Heating Technologies consulting cost during design and installation:
Travel = $475 round trip Tok – Yakutat + $180/day per diem (Lodging, M&I)
Fee = $500/day
1 trip for 1 day consult with engineering team = $1,155
1 trip for 2 day trip at start-up = $1,835
Total AHT consulting cost = $2,990; based on consultant estimate (having
already traveled to Yakutat in April)
• ACEP Sub-contract: data collection, storage, analysis = $97,941 (Provided by
UAF)
4.4.2 Project Operating and Maintenance Costs
Include anticipated O&M costs for 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 reporting impacts of projects on the
communities they serve.)
Anticipated O&M Costs: $11,250
Labor cost will account for the vast majority of estimated O&M cost.
A reasonable time estimate for maintenance is 50 hrs/year, and roughly $1,000 in parts,
according to a supplier. (Based on communication with another Garn Boiler operator in
Thorne Bay on a project funded by Round 4) It was estimated that they pay $8,000/yr. in
labor plus $1,000 parts. We increased that by 25% to arrive at an estimated
annual O&M cost of $11,250.
Routine maintenance will be the responsibility of the dedicated operator, a part-time
position funded by savings.
List of typical maintenance issues, parts and service required:
• Chemical additive / Water sampling: 3 times per year. Only associated cost is if
additional chemical is required. Assuming 1 annual replacement of chemical $300
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per year. This is a safe assumption based on Garn experience. In some units 5
year chemical replacement has been realized, but in others additive must be
replaced three times per year.
• Tannic acid and bacterial load can affect corrosiveness of water.
• Filter replacement: design should include an inline strainer. There is a minute cost
associated.
• Ash removal from primary combustion chamber – operator responsibility. No cost
beyond labor.
• Access ports to heat exchanger tubes must be removed and system cleaned out.
This is operator responsibility.
• The motor blower must be inspected annually, and a gasket set will be replaced.
Current cost $92 per set.
• Brick replacement annually in combustion chamber: $8/brick + freight.
• Blower motor assembly is $550, but these have been found to rarely fail. It’s a
moving part that should last 10 years.
• Thermostat float switch combination piece occasionally fails. These are $122
• Maintenance on boiler building / woodshed: Occasional metal roof service and
replacement, snow removal, re-painting etc. These will be absorbed into the CBY
Public Works budget. These two small structures will make minimal impact on the
building maintenance budget and service/maintenance can be accomplished with
existing staff.
As operator of the system, CBY plans to stock spare parts (such as a healthy
supply of bricks, a thermostat float switch, filters, pump seals) at original unit
shipping to save costs and have a significant inventory on hand. This will reduce
down time and also save on shipping cost by using vacant space in the new
boilers.
Funding O&M:
As owner/operator of project, CBY is taking responsibility for O&M of the boilers and
associated controls, pumps and plumbing, boiler housing building, wood storage shed.
O&M of the new system will be funded as follows:
• Savings from heating oil displacement
• Heat purchase agreement
• CBY general fund (which already funds the CBY public works department)
If necessary
4.4.3 Heat Purchase/Sale
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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
Heat Purchase / Sale:
The only heat sale agreement will be between Yak-tat-Kwaan and CBY for heating
Building 3, the Community Center. At this time we are not prepared to estimate heat cost.
We understand that a typical heat sale may be from 50% of cost savings from fuel
replacement, up to 100% of original cost of heat. CBY will have btu meters on each circuit
within the system to be able to accurately track heat usage by each building. The intent is
to provide heat “at cost” as any public utility should, and only recover enough cost to pay
for part of the operational costs. The remainder of operating costs will be covered by
savings realized from CBY owned building; #1 and #2. Cost of heat sold should be
commensurate with heat consumed by the Community Center (#3) relative to the total
heat consumption in the system. Currently the Community Center accounts for 56% of
the fuel used by the three buildings. This may change after efficiency upgrades are made
and baseboards are replaced.
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. 1,000 tons of woody biomass from previously cut
lands, using managed cuts with pre-commercial
and commercial thinning on 86 year rotation. This
project anticipates using 38.4 cords per year, which
equates to 4.8% of annual average resource
availability. This estimate does not include beach
wood, which will be tested for suitability in early
stages of new boiler operation.
Unit depends on project type (e.g. windspeed, hydropower output, biomasss fuel)
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Existing Heating Energy Generation and Usage
a) Basic configuration
i. Number of generators/boilers/other 3 oil-fired boilers
ii. Rated capacity of generators/boilers/other 273,000 btu/hr
iii. Generator/boilers/other type
iv. Age of generators/boilers/other Approximately 30 years
v. Efficiency of generators/boilers/other Estimated 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 $11,000
ii. Annual O&M cost for non-labor $38,885
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]
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] 7,700 gallons
ii. Electricity [kWh]
iii. Propane [gal or MMBtu]
iv. Coal [tons or MMBtu]
v. Wood [cords, green tons, dry tons]
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]
.273 MMBtu/hr.
b) Proposed annual electricity or heat production (fill in as applicable)
i. Electricity [kWh]
ii. Heat [MMBtu] 759.7 MMbtu
c) Proposed annual fuel usage (fill in as applicable)
i. Propane [gal or MMBtu]
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ii. Coal [tons or MMBtu]
iii. Wood or pellets [cords, green tons,
dry tons]
38.4 Cords
iv. Other 462 gal. heating oil
(initial 10% factor, plus 25% additional efficiency from
baseboard upgrade and 15% from building envelope
improvements
Project Cost
a) Total capital cost of new system $147,115
b) Development cost $188,341
c) Annual O&M cost of new system $11,250
d) Annual fuel cost $10,011 (current prices)
Project Benefits
a) Amount of fuel displaced for
i. Electricity
ii. Heat 7,238 gallons
iii. Transportation
b) Current price of displaced fuel $5.05 gallon (current CBY and Yak-tat-Kwaan avg.)
c) Other economic benefits Greater independence and cost control
d) Alaska public benefits Displacement of diesel, investigation and testing of
new biomass resource (beach wood) Increase
energy independence of rural community, positive
momentum toward greater use of renewable heat
energy source.
Heat Purchase/Sales Price
a) Price for heat purchase/sale N/A until Phase III (see discussion above)
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Project Analysis
a) Basic Economic Analysis
Project benefit/cost ratio 1.58/1
Payback (years)
19
Summary of Benefit / Cost Calculation:
I did a B/C based on the following:
Used current fuel and cordwood costs (without assuming to forecast long term energy prices)
It is quite likely fuel costs will rise significantly, but in discussing with ISER analysts it was clear
that their spreadsheet was based on a high degree of speculation and assumption. There was
no sheet that did regressions for rural heating oil (analyst could not find one either.)
Therefore I analyzed cost benefit simply on the basis of annual fuel saved vs. total project cost.
Current fuel cost = $38,885 (7,700 gallons X $5.05 average price between CBY and Yak-tat-
Kwaan
Current estimated O&M
New System fuel cost is based on cordwood requirement significantly lower than what was
estimated to be available by the forest inventory of 2013. My first analysis did not include
savings projected for baseboard upgrade, although capital cost of the upgrade was factored into
project cost and funds requested. Furthermore I had not factored in a reasonable amount for
DSM measures to be undertaken through the VEEP program.
New system cordwood demand = 38.4 cords per year
New system supplemental heating oil demand = 462 gallons
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Total fuel cost at same rate of $5.05/gallon = $10,011
New system O&M is estimated at $11,250 for labor and minor cost for parts based on supplier
information
The net savings from current expenditures to projected expenditures = $17,624/yr
At this rate the project has a B/C ratio of 1.58 to 1; capital and installation costs will be
recovered in 19 years.
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4.4.5 Building Efficiency
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 #1: City Hall ( CBY ); 309 Max Italio Drive, Yakutat
Single Structure; approximately 1,300 gallons of heating oil per year.
Office space for 6 CBY staff incl Manager, Clerk, Finance office, and mayor’s
office.
Hours of operation are 8-5 Monday through Friday, but include evening and
weekend meetings, and in some cases, limited after hours occupancy.
Level 2 audit will be completed by Q4 2014 through VEEP program.
Builidng #2: Court House/Planning Office: 120 Max Italio Drive
Single Structure; approximately 2,100 gallons of heating oil per year.
Magistrates office, Chief of Police family housing – upstairs: 4 occupants
Planning Department has downstairs office: 2 occupants
6 total occupants, most of building utilized 8-10 hours per day, except housing
Police chief housing which is 24 hrs.
Level 2 audit will be completed by Q4 2014 through VEEP program
Building #3: Yakutat Community Center; 100 Ridge Road
(Kwaan owns, leases to YTT)
Single structure; approximately 4,300 gallons of heating oil per year
6 residential occupants through Tribal housing program, small office space
Small meeting hall used by variety of community residents for various events.
Level 2 audit will be funded outside this grant request, and completed while same
contractor is in Yakutat for other VEEP audits.
Energy Efficiency Audit coordination: CBY seeks to coordinate our VEEP Level 2
audits with this biomass heat project. We anticipate these will be performed with AEA
contractor in Q3 2014 on 4 CBY-owned buildings targeted in the VEEP grant, including
City Hall (Bldg. 1 and the Court House (Bldg. 2). In the ensuing time, CBY will plan
along with the YTT and Yak-tat-Kwaan to find a funding source to cover an equivalent
audit of the Yakutat Community Center (Bldg. 3). The START funds of Yakutat Tlingit
Tribe are a potential source of funds for the additional audit for Bldg. 3, and the START
program site visit occurs immediately following the due date of this application. CBY
also has funds on hand to contribute. Essentially, the parties in Yakutat will find funding
outside this project to complete audit of Bldg. 3 during the time frame this application is
in process. This way our Phase III Final Design in Q3-4 2014 will be able to incorporate
solid estimates of achievable efficiencies for all three buildings in this heat project, and
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synergy will be realized between VEEP and REF programs that we will undertake
simultaneously.
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
Initial Fuel Displacement Estimate: 6,930 gallons annually. (This figure includes 10%
estimated supplemental operation of boilers) It is based on meeting existing heat
demands, with no efficiency improvements. In addition to replacing oil furnaces with
wood boilers, this project aims to improve heat transfer through baseboard upgrade and
to dovetail with building envelope improvements through the VEEP program. (See
attached briefer on VEEP status.)
From initial fuel displacement estimate, we believe significant additional displacement is
quite reasonably achievable. We include an additional 40% savings from initial
displacement estimate above, 25% from baseboard upgrade and 15% envelope
improvments:
Secondary (after DSM measures) fuel displacement estimate: 7,238 gallons/yr.
Supplemental heating oil is reduced to an estimated 462 gallons/yr.
Final design will provide more accurate efficiency estimates before construction in
Phase IV.
Life cycle fuel dollars displaced: Over an expected 30 year life span of the project,
we are conservatively assuming heating oil prices will rise at the same rate as cordwood
prices. So we’re inputting $6.00/gallon for heating oil and increasing the current
cordwood rate of $200/cord (current Yakutat)
We looked at State Department of Revenue oil price forecast through 2023 and
observed about a 10% projected increase in forecast price per barrel of crude. The
ISER paper provided seemed no less speculative, and the State DoR number is
conservative for budgeting purposes. $5.50 is 10% higher than current heating oil
purchase in Yakutat at State Government rates from Delta Western.
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The total projected lifecycle heating oil savings are $528,720 at current prices.
Volume of heating fuel displaced = 217,140 gallons (7,238 gallons per year at a
displacement rate of 94%, remember the efficiency gains calculated in)
Heat purchase price: will be determined in Phase III. Too early
Annual incentives or revenue streams: none identified at this time
Non-economic public benefits:
-Minimum 90% decrease in vulnerability to fluctuations of global oil petroleum market.
Near full independence could be achieved with efficiency improvements.
-Potential to improve local way of life and social factors when achieving self-sufficiency
and closer relationship to local sources of energy
-Less risk of fuel spills
-Carbon neutral heat production
SECTION 6– SUSTAINABILITY
Discuss your plan for operating the completed project so that it will be sustainable.
Include at a minimum:
• Proposed business structure(s) and concepts that may be considered.
• How you propose to finance the maintenance and operations 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
Ownership structure:
City and Borough of Yakutat will own and maintain the boilers, boiler housing building,
wood storage building, and associated plumbing (pipes, valves, pumps) Heat exchange
equipment within the two buildings owned by CBY (City Hall and Court House) will also
be owned by CBY, but the Yak-tat-Kwaan will own and maintain such system inside it’s
Yakutat Community Center.
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It is the intent of the CBY to consider other different ownership structures for future
community biomass heating improvements that may complement this project.
Financing for project life:
O&M (1 dedicated part-time CBY position) will be financed from the savings realized by
the fuel displacement, which will serve as a partial revenue stream for the lifespan of the
project. In addition, heat sales to Yak-tat-Kwaan for the Community Center will
contribute to operations and maintenance. The heat sales agreement and exact revenue
stream from such will be determined in Phase III final design. Preliminary estimates of
savings from heating oil displacement and potential revenue from heat sales are
contained elsewhere in this application, and indicate ample funds to cover O&M. In the
event additional revenues are necessary, funding will come from City and Borough
regular revenue streams, including local property and sales taxes, State of Alaska
Municipal Revenue Sharing, and other such traditional revenue of the CBY. The City
and Borough of Yakutat accepts full responsibility for the O&M of this project.
Operation of existing boilers and equipment:
The existing boilers for these buildings are maintained by staff of the City and Borough
of Yakutat and Yak-tat Kwaan. This project will still require the maintenance of these
systems as emergency back-up and supplemental heating systems. We expect that
annual wear on these oil furnaces will be reduced significantly, but existing personnel
(who are responsible for numerous other oil furnaces in Yakutat,) will still be needed,
and will be funded through current budget practice.
Potential operational issues:
While we are interested in this technology because of its proven record of reliable and
low-maintenance operations, there are a number of issues that could arise:
-Corrosion of control parts, failure of pumps, sticking of valves and other such fairly
standard part failures will be corrected with an appropriate spare parts inventory to be
kept on hand.
-Fire: all three buildings are in close proximity to the Yakutat Fire Department. Our
operating procedures will spell out detail fire prevention practices.
-Operator error and improper maintenance are potential issues, as with any system.
Some problems encountered by Garn supplier in Alaska include:
• Ash not removed causing restricted air flow.
• Throwing fuel in the unit from a distance of 6’ damaging the reaction chamber
• Poor electrical ground causing electrolysis
• Motor failure due to high dust environment
• Unit shut down due to low water because water level not monitored properly
• Un-authorized modification of the controller
CBY will ensure proper training of the lead position and at least two existing employees
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of the CBY Public Works Department, in professional operations and repair of the
system. CBY wishes to include specific trainings with the manufacturer. In Phase III we
will also contact other entities in Alaska that are operating similar systems.
Reporting of savings and benefits:
The City and Borough of Yakutat commits to reporting the financial savings and
categorizing the overall benefits of this project. We are subcontracting with the Alaska
Center for Energy and Power to conduct data collection, storage and analysis for the
first two operational years of the project. The scope of work and budget for this
subcontract are attached.
The analysis from ACEP will include annual reports, which will provide CBY project
manager with a template and methodology for future tracking and reporting of this
project, so that AEA can be aware of performance and benefits into the future.
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.
Award preparedness:
We have prepared for this award by conducting research on various biomass energy
options from combined heat and power to biomass district heating loops, engaging in
forest inventories and communication with technology suppliers over a period of at least
4 years.
Additionally we have been consulting with Garn Boiler Co. on conceptual design, advice
on anticipated performance, operations and maintenance planning. The Alaska supplier
for Garn, Alaska Heating Systems, conducted an initial site visit to Yakutat in April, 2013.
CBY has also enlisted the support of Alaska Center for Energy and Power (UAF) who
have dedicated staff to forest inventory work completed in phase II of the project. ACEP
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support letter is attached.
Yakutat is in dire need of cost savings and the CBY will move immediately into Phases
III and IV of the project as soon as funds are available.
Project Work Accomplished to Date:
The City and Borough of Yakutat has completed Phase I and II of this project
concurrently through self-funded projects and utilization of previous legislative and AEA
grant funds.
• Phase I: Site reconnaissance and concept design
Beginning in April 2013, technological feasibility of this district heating loop project
was investigated with assistance of ACEP staff and consultation with Alaska
Heating Technologies, Inc. and Garn Boiler Co. AHT staff visited Yakutat for
preliminary site reconnaissance in April 2013 as participants in the Yakutat
Energy Fair, meeting with CBY, AEA and ACEP staff who were in attendance.
The technological feasibility was known preliminarily based on existing Garn
projects in similar communities. Data on existing heating oil usage, boiler and
baseboard specifications were presented to Garn Boiler and AHT for purposes of
budget estimates used in this application.
Site reconnaissance/Concept Design. In June of 2013, CBY staff along with
assistance of ACEP Biomass Coordinator did preliminary site reconnaissance.
Two distinct heat loop options were identified:
Option one: City Hall, Court House and Community Center.
Option two: Kwaan Plaza (housing Tribal Clinic and Forest Service offices) and
the A/C grocery store.
Option 1 was selected because it was determined partnerships would be easier,
no out of town private business is a beneficiary, and CBY buildings were involved
(which makes sense because CBY is taking the lead on the project and will own
and operate it.)
• Phase II: Biomass assessments and harvest feasibility
Both the City and Borough of Yakutat and Yak-tat-Kwaan have been
investigating biomass energy options for several years. The first two assessments
listed here are pre-feasibility studies undertaken when efforts were focused on the
economics of CHP projects. Nonetheless, they constitute early phases of our
current project because they pointed towards district heat as the logical first step
for the community. The third document is hot off the press, having been
conducted this summer after initial reconnaissance of the heat loop concept. The
inventory analysis was done with a district heat project in mind.
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1. 2010 AEA grant for biomass investigations: this grant was used to establish a
biocrop test plot for analyzing various native and non-native species growth
rates and suitability as a potential CHP project feedstock. The slow growth
rates achieved by spring of 2013, and problems with wild animal browsing led
us (along with other factors) to focus our initial biomass energy development
on this district heating project. This was a very helpful project in directing
efforts toward the most immediate steps we can take toward our renewable
energy and self-sufficiency goals.
2. 2010 Bionera Pre-feasibility Report (Executive Summary attached, full
report in electronic submission). This report was undertaken by contract to
CBY to estimate available biomass for a community-wide CHP project.
Estimates were made that indicated up to 10,000 tons of biomass suitable for
such a project. Further estimates were made to include the possibility of a
biocrop.
The first analyses undertaken pointed to the need to focus first on biomass
district heating projects, because they can utilize off-the-shelf technology and
have proven track records of success in other parts of the state and across the
world.
3. UAF ACEP Forest Inventory, 2013. (Draft attached. The results of this
report are in final draft form and are awaiting signature for release from
UAF.) Biomass Coordinator Amanda Byrd with the assistance of CBY
Planning Director and local biomass expert Bill Lucey, conducted this biomass
feedstock availability estimate in the summer of 2103: Results indicate the
following:
2,000 tons/yr. of biomass availability in the Yakutat Forelands on a 43-year
rotation.
For the purposes of this project, we are basing estimates on an 86-year
rotation, using previously cut areas only. These have easier road access and
do not involve any old growth harvesting.
Using pre-commercial and commercial thinning methodology, including buffer
zones to minimize aesthetic impacts, we estimate that 1000 tons/yr are
available. Using 1.25/tons (2,500 lbs) per cord of dry wood for estimation
purposes, this feasibility and forest inventory concludes that 800 cords of
woody biomass are available on the Yakutat Forelands for biomass projects.
The district heat project described in this application will use an estimated 64
cords per year, amounting to only 8% of estimated annual biomass availability,
just to meet current heat load in the targeted buildings. For B/C analysis, we
are also factoring in total efficiency improvements of 40%
Meeting requirements of previous grants:
As a home rule borough since 1992 and an incorporated city since 1961, Yakutat has a
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long history of sound financial management and compliance with requirements of both
state and federal grants. We have completed and met all requirements of the AEA grant
mentioned above, aswell as completing the upgrade of our diesel power plant, operated
by CBYs utility, Yakutat Power. We have cooperated with AEA staff, through Yakutat
Power, for numerous studies of power plant operations and efficiency. Our staff have
complied with all projects for municipal and school infrastructure in partnership with the
State of Alaska, and we’ve managed numerous federal grants for scientific research
within the City and Borough Boundaries. Our staff is professional, fully competent at
grant management and accounting and stand ready to work with AEA on this grant if
selected.
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,
2013.
Support for renewable energy and specifically biomass energy development in Yakutat
has been at the forefront of City and Borough of Yakutat priorities for several years,
especially since 2008 fuel price spikes. Specific to this project we are attaching support
letters from the following entities:
• CBY Assembly: The assembly issued a resolution of support on September 5,
2013
• Yakutat Tlingit Tribe: As the federally recognized tribe representing the native
Alaskans of Yakutat, the YTT shares the basic goals of the CBY in pursuing
affordable renewable energy projects.
• Yak-tat-Kwaan: The local ANCSA Village Corporation has issued a letter of
support and has been investigating various energy options for the community and
the use of its lands. Yak-tat-Kwaan has a forestry consultant whose informal input
has already proven valuable to the project.
• State of Alaska, Division of Forestry, Haines Office:
As the DNR office that has cordwood cutting permit authority over the Northern
SE Alaska Region, this office has issued its written support for the project. This
office will be involved in permitting in Phase III of the project.
• USFS Yakutat Ranger District: The local Forest Service Ranger, Mr. Lee
Benson, has been an active participant in biomass development
There is no known opposition to this project. One local resident expressed concern that
this project could reduce demand that would be met by a larger community-wide CHP
project. Such a project is not anticipated to be economically viable in the short
foreseeable future, although the community remains interested in technological
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developments that would improve readiness of larger scale CHP projects. CBY views
this project as an appropriate first step that will not curtail our ability to pursue community
scale CHP projects when appropriate.
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.
We are seeking $286,166 in grant funds from AEA.
The City and Borough of Yakutat has committed $25,000 in cash match, and $24,290 of
in-kind match for a total of $49,290 of local contribution.
Outside of cash and in-kind contributions to this specific Phase III and IV budget,
investments to date include funding for the 2010 Bionera assessment of biomass
(although this was directed towards a CHP concept). The cost of this pre-feasibility
study was approximately $40,000 and was funded by a previous AEA grant from 2009.
CBY also contributed $22,000 from an NSF grant towards Phase II of this project,
funding ACEP staff time and travel costs.
Metering:
Per ACEP Scope of Work attached to this application:
An Aalto in-line heat energy metering system will be installed accompanied by an Aalto
Infra-Read data logger in each of the three outgoing heat pipes from the biomass boiler
to measure flow rate, and energy (BTU/hr) into the buildings, and the return water
temperature. The size of the flow metering devices will be decided upon final design of
the biomass system. Each metering device will cost approximately $3,650 and Infra-
Read $290. In addition to the energy meters will be Hobo temperature data loggers
placed inside the buildings being heated, and one outside for ambient temperature.
These devices are available at $200 per unit.
Installation of these devices will be contracted out at a cost of around $2000 including
travel. The devices will remain in place for two years, at which time they will be removed
for around the same cost.
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PHASE III: FINAL DESIGN AND PERMITTING
Milestone or Task
Anticipated
Completion
Date
RE- Fund
Grant
Funds
Grantee
Matching
Funds
Source of
Matching
Funds:
Cash/In-
kind/Federal
Grants/Other
State
Grants/Other
TOTALS
(List milestones based on
phase and type of project.
See Milestone list below. )
Harvest beach wood COMPLETE $10,400 In-kind $10,400
Engineering Report Complete $42,500 $- $42,500
Permitting $ $1,720 In-kind $1,720
Consulting (Alaska Heat Tech) $1,155 $ $1,155
$ $ $
$ $ $
*NOTE: Beach wood harvest did
not fit neatly into any category. It is
included in Phase iii as it is
complete but not really a feasibility
task
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
TOTALS $43,655 $12,120 $55,775
Budget Categories:
Direct Labor & Benefits x $ 37,500 $ 1,720 $
Travel & Per Diem $ 6,155 $ $
Equipment $ $ $
Materials & Supplies $ $ 10,400 $
Contractual Services $ $ $
Construction Services $ $ $
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Other $ $ $
TOTALS $43,655 $12,120 $55,775
PHASE IV: CONSTRUCTION / COMMISSIONING
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. )
Purchase Garn Boilers and
ship to Yakutat
6/30/2015 $44,000 0 $44,000
Purchase insulated hose and
ship to Yakutat 6/30/2015 30,000 0 $30,000
Build Boiler House 6/30/2015 $18,615 $26,960
Legislative
Grant 2012
+ In-kind
$45,575
Build Wood Storage Building 6/30/2015 $25,880 $1,960 In - kind $27,840
Dig trench / install hose 8/31/2015 $0 $5,250 In-kind $5,250
Road dig and repair 8/31/2015 $0 $3,000 In-kind 3,000
Install new baseboards 8/31/15 $17,840 $0 $17,840
Plumbing connections and
Electrical wiring: 8/31/2015 $6,400 $0
$6,400
Consultant 2 day visit
($500 labor, $1,335 travel &
Per diem)
9/1/2015 1,835 $0 $1,835
Award ACEP Subcontract 8/1/2015 $97,941 $0
$97,941
$ $
$
$ $ $
$ $ $
$ $ $
TOTALS $242,511 $37,170 $279,681
Budget Categories:
Direct Labor & Benefits $21,120 $7,420 $
Travel & Per Diem $1,335 $ $
Equipment $35,000 $3,750 $
Materials & Supplies $79,115 $26,000 $
Contractual Services $97,941 $ $
Construction Services $ $ $
Other – Shipping $8,000 $ $
TOTALS $242,511 $37,170 $279,681
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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. )
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
TOTALS $ $ $
Budget Categories:
Direct Labor & Benefits $ $ $
Travel & Per Diem $ $ $
Equipment $ $ $
Materials & Supplies $ $ $
Contractual Services $ $ $
Construction Services $ $ $
Other $ $ $
TOTALS $ $ $
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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. )
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
TOTALS $ $ $
Budget Categories:
Direct Labor & Benefits $ $ $
Travel & Per Diem $ $ $
Equipment $ $ $
Materials & Supplies $ $ $
Contractual Services $ $ $
Construction Services $ $ $
Other $ $ $
TOTALS $ $ $
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SECTION 10 – AUTHORIZED SIGNERS FORM
Community/Grantee Name:
City and Borough of Yakutat
Regular Election is held:
October
Date:
Authorized Grant Signer(s):
Printed Name Title Term Signature
Frank Ryman Manager, City and
Borough of Yakutat
n/a
Attached in PDF
Connie Klushkan Finance Director, City
and Borough of Yakutat
n/a Attached in PDF
I authorize the above person(s) to sign Grant Documents:
(Highest ranking organization/community/municipal official)
Printed Name Title Term Signature
Cindy Bremner Mayor 2014 Attached in PDF
Grantee Contact Information:
Mailing Address:
City and Borough of Yakutat
309 Max Italio Drive
Yakutat AK 99689
Phone NumberL
(907) 784-3323
Fax Number:
(907) 784-3281
E-mail Address:
sryman@yakutatak.us
Federal Tax ID #:
92-6001319
Please submit an updated form whenever there is a change to the above information.
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SECTION 11 – ADDITIONAL DOCUMENTATION AND CERTIFICATION
SUBMIT THE FOLLOWING DOCUMENTS WITH YOUR APPLICATION:
A. Contact information, resumes of Applicant’s Project Manager, key staff, partners,
consultants, and suppliers per application form Section 3.1 and 3.4. 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. One paper copy and one 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 Frank Ryman,
Signature Attached in PDF
Title City and Borough Manager
Date September 18, 2013