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Home My WebLink AboutReynolds Creek GrantApplication4 September 14, 2010 Alaska Energy Authority Attn: Butch White, Grants Administrator AEA-11-005-RE Fund Grant Application Round 4 813 West Northern Lights Blvd Anchorage, AK 99503 RE: Reynolds Creek Hydroelectric Project Transmission Line Grant Application AEA-11-005-RE Fund Grant Application Round 4 Dear AEA: Enclosed in response to RFA AEA-11-005-RE Fund Grant Application Round 4 program, is an application requesting funding for the Reynolds Creek Transmission Line Hydroelectric Project. Enclosed with this letter are two hard copies and one CD with the document in PDF format. Enclosed as per the RFA, o Grant Application Form o Cost Worksheet (included in Section 10 – Appendices) o Grant Budget (included in Section 10 – Appendices) o Grant Budget Form Instructions o Other pertinent information If you have any questions, please call either Glen Martin (Resource Assessment & Permits) 360-385-1733 x122, or Bob Grimm (President) 360-385-1733 x120. Sincerely, Glen D. Martin Resource Assessment & Permits Enc. (as stated) Renewable Energy Fund Round IV Grant Application AEA 11-005 Application Page 1 of 16 7/21/2010 Application Forms and Instructions The following forms and instructions are provided to assist you in preparing your application for a Renewable Energy Fund Grant. An electronic version of the Request for Applications (RFA) and the forms are available online at: http://www.akenergyauthority.org/RE_Fund-IV.html Grant Application Form GrantApp4.doc Application form in MS Word that includes an outline of information required to submit a complete application. Applicants should use the form to assure all information is provided and attach additional information as required. Application Cost Worksheet Costworksheet4.doc Summary of Cost information that should be addressed by applicants in preparing their application. Grant Budget Form GrantBudget4.doc A detailed grant budget that includes a breakdown of costs by milestone and a summary of funds available and requested to complete the work for which funds are being requested. Grant Budget Form Instructions GrantBudgetInstructions4.pdf Instructions for completing the above grant budget form.  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 completion of each phase.  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.  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. 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. Renewable Energy Fund Grant Application Round IV AEA11-005 Grant Application Page 2 of 16 7/21/2010 SECTION 1 – APPLICANT INFORMATION Name (Name of utility, IPP, or government entity submitting proposal) ALASKA POWER COMPANY (APC)(a subsidiary of ALASKA POWER & TELEPHONE COMPANY) Type of Entity: Utility Mailing Address P.O. Box 3222, Port Townsend, WA 98368 Mailing Address P.O. Box 3222, Port Townsend, WA 98368 Telephone 360-385-1733 Telephone 360-385-1733 Telephone 360-385-1733 1.1 APPLICANT POINT OF CONTACT Name Glen Martin Name Glen Martin Mailing Address Alaska Power & Telephone Company P.O. Box 3222 Port Townsend, WA 98368 Telephone 360-385-1733 x122 Telephone 360-385-1733 x122 Telephone 360-385-1733 x122 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) X 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); Yes 1.2.2. Attached to this application is formal approval and endorsement for its project by its 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. Yes 1.2.4. If awarded the grant, we can comply with all terms and conditions of the attached grant form. (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. Renewable Energy Fund Grant Application Round IV AEA11-005 Grant Application Page 3 of 16 7/21/2010 SECTION 2 – PROJECT SUMMARY This is intended to be no more than a 1-2 page overview of your project. 2.1 Project Title – (Provide a 4 to 5 word title for your project) Reynolds Creek Hydro Transmission Line 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. The Project is on Prince of Wales Island, Alaska (POW). The purpose of this project is to connect a new hydroelectric project (5.0-megawatt Reynolds Creek Hydroelectric Project) with the existing grid on the island, which although presently has two hydroelectric projects is still needing diesel generation to meet peak loads and new loads as the economic landscape continues to fluctuate and change on the island.The transmission line will benefit the communities of Hydaburg, Hollis, Klawock, Craig, Thorne Bay, South Thorne Bay, Kasaan, and soon both Coffman Cove and Naukati. The overall 34kV power line route is approximately 12 miles long. Approximately 0.9-mile of the westernmost section is an existing APC 2kV distribution line that will be overbuilt. The line will cross Hetta Inlet via Jumbo Island. On Jumbo Island the transmission line will go southeast to Copper Harbor where the powerhouse and switchyard will be located. The route will be able to primarily follow existing logging roads. 2.3 PROJECT TYPE Put X in boxes as appropriate 2.3.1 Renewable Resource Type Wind Biomass or Biofuels Hydro, including run of river X Transmission of Renewable Energy Geothermal, including Heat Pumps Small Natural Gas Heat Recovery from existing sources Hydrokinetic Solar Storage of Renewable Other (Describe) 2.3.2 Proposed Grant Funded Phase(s) for this Request (Check all that apply) Reconnaissance Design and Permitting Feasibility X Construction and Commissioning Conceptual Design 2.4 PROJECT DESCRIPTION Provide a brief one paragraph description of your proposed project. The overall 34kV power line route is approximately 12 miles long. Approximately 0.9-mile of the westernmost section is an existing APC 2kV distribution line that will be overbuilt. The line will cross Hetta Inlet via Jumbo Island. The route primarily follows existing logging roads. The power line will begin at a point along Hydaburg Road about 0.45 miles northeast of the town. It will continue northeast along the existing logging road passing north of Deer Bay and intersecting Hetta Inlet opposite Jumbo Island. This section is adjacent to private forested land with a small section of Muskeg Renewable Energy Fund Grant Application Round IV AEA11-005 Grant Application Page 4 of 16 7/21/2010 and is 7.0 miles long. The logging roads are mostly mild to moderate cut sections with a few rock cuts. The first 0.9 miles of this section is an existing APC corridor adjacent to the road established for a 2kV line. The water crossing over Hetta Inlet will be accomplished with 3 multi-pole structures with one on each side of the inlet and one at the pinnacle of Jumbo Island. Jumbo Island slopes steeply toward the water on both sides and is heavily forested. A new corridor will need to be established. The structure on the island will likely be set by helicopter. This crossing is 0.9 miles across. The power line will continue in a new corridor for 0.3 mile to the east until it intersects an existing logging road. Approximately 1500 feet of temporary or permanent access road spurs will need to be constructed to access 2 line structures along this section. The line route then turns south and follows existing loggings roads 3.8 miles southeast to the powerhouse/switchyard location near Copper Harbor. This section is adjacent to private, recently harvested forest land with very steep and rocky terrain prone to slides. The logging road is primarily full bench construction with several rock cut sections. There are danger trees (and boulders) above the power line route on the eastern side slopes that may need to be removed/secured to protect the power line. 2.5 PROJECT BENEFIT Briefly discuss the financial and public benefits that will result from this project, (such as reduced fuel costs, lower energy costs, etc.) Reynolds Creek will allow the loads within the interconnected system on POW to be met exclusively with renewable hydroelectric power. The Project provides other operational benefits as well:  The facilities are lower in elevation than the Black Bear Lake and South Fork hydro projects and will, therefore, not be as susceptible to freezing as the other two resources are.  Reynolds Creek will also allow better use of the storage reservoir at Black Bear Lake Hydro so that water can be stored and used during drier months or provide for new peaking loads. The 5.0-megawatt Reynolds Creek hydroelectric project is located approximately 10 miles east of Hydaburg. The Project, through this transmission line grant application, will be interconnected into the island grid and sold on a wholesale basis to APC, the certificated retail electric utility on the island. Although APC owns and operates two other hydroelectric resources on the island (Black Bear Lake and South Fork), power requirements cannot be fully met with these two resources. APC was also recently awarded a grant to expand the interconnection system to Coffman Cove and Naukati, further increasing the need for hydroelectric power. A summary of the 2008 power supply for the interconnected grid and Coffman Cove and Naukati is provided in the following table. Prince of Wales Island Sources of Power –2008 Energy Requirements (MWh) Generation Existing Grid 26,313 Hydroelectric Coffman Cove 885 Black Bear 15,101 Naukati 497 South Fork 6,558 Diesel 6,036 Total Requirements 27,695 Total Generation 27,695 From the Table above it is apparent that the load matches the current generation system, but relies upon Renewable Energy Fund Grant Application Round IV AEA11-005 Grant Application Page 5 of 16 7/21/2010 over 6 MWh of diesel generation annually. Current diesel fuel costs are $3.00/gallon for the grid. Fuel offset by this project is approximately 429 gallons annually. The continued use of diesel means the electric rates on the island are continuing to fluctuate with the price of diesel, placing economic pressure on households and businesses. Until this grid can be 100% hydroelectric power the communities on the island will continue to be impacted by rate fluctuations. 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 total cost for the transmission line facilities will be $3,000,000. In a recent loan application for Reynolds Creek Hydroelectric Project, total costs for the project are as follows: Sources of Funds Grants Federal $1,340,000 State $4,000,000 Subtotal - Grants $5,340,000 Equity To Date (Approximate) $4,000,000 Partial Equity Repayment* ($1,095,000) Subtotal - Equity $2,905,000 24% PPF Loan $9,500,000 76% Total $17,745,000 * From loan proceeds. Of the $9,000,000 requested in the loan above, $3,000,000 is for the transmission line. From a financial feasibility standpoint, grant funding is preferable to a loan. The transmission line is one significant part of the Project still requiring funding and would be one of the first and significant parts of the project to be constructed. For this grant application, because other hydro projects are on the island grid, we are requesting $2,000,000. 2.7 COST AND BENEFIT SUMARY 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. $2,000,000 2.7.2 Other Funds to be provided (Project match) $400,000 (20% matching) 2.7.3 Total Grant Costs (sum of 2.7.1 and 2.7.2) $2,400,000 Project Costs & Benefits (Summary of total project costs including work to date and future cost estimates to get to a fully operational project) 2.7.4 Total Project Cost (Summary from Cost Worksheet including estimates through construction) $3,000,000 2.7.5 Estimated Direct Financial Benefit (Savings) $ 2.7.6 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 your application (Section 5.) $ Renewable Energy Fund Grant Application Round IV AEA11-005 Grant Application Page 6 of 16 7/21/2010 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). 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. Vern Neitzer, APC’s Chief Engineer, will be the Project Manager. Mr. Neitzer is located in Skagway, Alaska, and has extensive experience in managing hydroelectric development, including feasibility, construction and operation phases. A resume for Mr. Neitzer is included in Section 7 – Appendices. 3.2 Project Schedule Include a schedule for the proposed work that will be funded by this grant. (You may include a chart or table attachment with a summary of dates below.) Phase IV: Construction: July 2011 – October 2012 APC will place the order for transmission line materials in early 2011. APC expects to begin mobilization of equipment to Hydaburg the spring/summer of 2011 in anticipation of starting construction by July 2011. Since a logging road already exists into the site construction can start immediately with the any additional brushing that is needed and then the placement of poles. Transmission Facilities Schedule Hydaburg to Deer Bay 7/1/2011 – 10/31/2011 Jumbo Island Crossing 11/1/2011 – 2/28/2012 Jumbo Island to Copper Harbor 3/1/2012 – 10/1/2012 3.3 Project Milestones Define key tasks and decision points in your project and a schedule for achieving them. The Milestones must also be included on your budget worksheet to demonstrate how you propose to manage the project cash flow. (See Section 2 of the RFA or the Budget Form.) Key (i.e. critical path) milestones for the Project are:  Order materials for the transmission line by July 2011  Beginning of construction of the transmission line by July 2011  Completion of Hydaburg to Deer Bay by Fall 2011  Completion of Jumbo Island crossing by February 2012  Completion of transmission line installation by October 2012 The schedule described in 3.2 above is consistent with these milestones. It should be noted that the schedule assumes weather will be cooperative throughout the winter, however if unusually harsh weather conditions occur, the entire schedule could slip, however, if mild conditions persist then more work will be accomplished 3.4 Project Resources Describe the personnel, contractors, 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. Renewable Energy Fund Grant Application Round IV AEA11-005 Grant Application Page 7 of 16 7/21/2010 Key APC personnel involved in the project development and their roles will be:  Vern Neitzer, Project Manager/Senior Engineer  Bob Berreth, Electrical Design  Ben Beste, Mechanical Design  Larry Coupe, Civil Design  Glen Martin, Resource Assessment and Permits Phase IV: Construction Construction will be by local contractors and APC staff. Resumes for the above-mentioned individuals are included in Section 7. 3.5 Project Communications Discuss how you plan to monitor the project and keep the Authority informed of the status. During Phases IV, APC proposes to provide quarterly reports to AEA regarding the status of the work. APC has provided similar reports to AEA and other grant funding agencies in the past years on other projects, and has established the necessary procedures for producing the report expeditiously. At the completion of Phase IV, APC will provide AEA with a copy of the final design drawings, specifications, and a report on how construction went, lessons learned, and how things would be done differently, if needed. 3.6 Project Risk Discuss potential problems and how you would address them. Site Control – APC has a joint venture with Haida Corporation as Haida Energy. Haida Corporation owns some of the land. Other land is owned by Sealaska Corporation and a land lease is currently being negotiated with them. A map showing land ownership is provided in Attachment 2. Power Sales Agreement – Haida Energy (joint venture) will be a regulated utility selling wholesale power to APC. Inclement Weather – Working conditions in the Project area can be very harsh during the winter. The proposed schedule however has assumed that winter weather will not be overly harsh for the December- March period. If unusually harsh winter weather extends that period, the entire schedule could slip. Should that appear likely, AP&T and its contractor(s) will review various options, including double-shift work during the long summer days or limited outside work during the winter such as boring holes for the poles. Renewable Energy Fund Grant Application Round IV AEA11-005 Grant Application Page 8 of 16 7/21/2010 SECTION 4 – PROJECT DESCRIPTION AND TASKS  Tell us what the project is and how you will meet the requirements outlined in Section 2 of the RFA.  The level of information will vary according to phase(s) of the project you propose to undertake with grant funds.  If you are applying for grant funding for more than one phase of a project provide a plan and grant budget form for completion of each phase.  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. Proposed Energy Resource: APC will develop the 5 MW Reynolds Creek Hydro Transmission Line to get renewable energy out to the power grid on POW to offset the use of diesel generation. At present this would offset up to 6 MWh of diesel annually. Loads are expected to grow due to some industries being proposed for POW, such as mining. During Phase IV: Construction, APC will construct the transmission line either using its own linemen or using a contractor. This project has been licensed by the Federal Energy Regulatory Commission (FERC). The full potential of this renewable resource is being developed at 5 MW. Alternatives: There are no real alternatives for another storage project on POW. This project, already licensed, is the logical next step to providing energy independence and security to the communities on the island. Although other forms of renewable energy may one day become a part of the energy mix on the island, those technologies, i.e. wind, geothermal, are not yet advanced enough to warrant an investment of this nature. To our knowledge none of these other technologies are currently being actively pursued, making this project the only viable alternative as opposed to the continued use of diesel generation. Pros: Compared to diesel generation, the hydro project the transmission line will support will have the following advantages: • less expensive to operate than diesel (lower O&M); • will reduce or eliminate APC’s need to purchase fuel for the island; • reduced or eliminated air emissions; • fewer hazardous substances; • no particulate matter emissions; • can come on-line after a power outage almost immediately, but diesel can’t; • lower and more stable electric rates for customers (current diesel rate based on $2.86/gal) Cons: As with all hydroelectric projects, the initial cost of development is much higher than for diesel generation. 4.2 Existing Energy System 4.2.1 Basic configuration of Existing Energy System Briefly discuss the basic configuration of the existing energy system. Include information about the number, size, age, efficiency, and type of generation. There are two hydroelectric projects currently on the POW grid:  Black Bear Lake Hydro (4.5 MW) storage mode of operation;  South Fork Hydro (2.0 MW) run-of-river mode of operation. Renewable Energy Fund Grant Application Round IV AEA11-005 Grant Application Page 9 of 16 7/21/2010 4.2.2 Existing 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. Hydropower is the main source of energy on the POW grid, with diesel generation needed to meet peak loads up to 6 MWh annually. There are backup diesel generators in almost every community APC serves on the island left over from before they were intertied with today’s grid. This project would also affect the frequency of maintenance of the diesel generators, reducing the annual cost of O&M. The Project would impact the existing energy system by reducing or eliminating the use of diesel, except for maintenance or power outages. Because this project connects the Reynolds Creek Hydro Project, which is lower in elevation than the other two hydro projects on the island, this project would not be susceptible to freezing giving it more flexibility in its operations. The hydro project this project will intertie will also allow better use of the storage reservoir at Black Bear Lake Hydro so that water can be stored and used during drier months or provide for new peaking loads. 4.2.3 Existing Energy Market Discuss existing energy use and its market. Discuss impacts your project may have on energy customers. APC sells power to all the communities presently on the POW grid. These communities include: Hydaburg; Hollis, Klawock, Craig, Kasaan, South Thorne Bay, and Thorne Bay. Two other communities are expected to be added to the grid in the next few years, Coffman Cove and Naukati. APC’s two hydroelectric projects generated 21,659,055 kWh in 2008 while generating 6,305,868 kWh with diesel generation. Transmission lines throughout the island grid are primarily 34.5 kV, 3-Phase. This transmission line from the Reynolds Creek Hydropower Project will give the energy customers more stable rates by eliminating the use of diesel and because they presently rely primarily upon hydropower. 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  Delivery methods Renewable energy technology specific to location – The Project will be a transmission line connecting a new 5 MW, storage hydroelectric project. Facilities to be constructed include:  ~11 miles of three-phase 34.5 kV transmission line (wood poles, conductor, transformers)  <3 miles of new access road Optimum installed capacity – 34.5 kV). Anticipated capacity factor – N/A. Renewable Energy Fund Grant Application Round IV AEA11-005 Grant Application Page 10 of 16 7/21/2010 Anticipated annual generation – The Project will interconnect a 5 MW storage resource on Prince of Wales Island, approximately ten miles east of Hydaburg. Average annual energy production is projected to be 19.3 million kilowatt-hours. Power will be sold to Alaska Power Company (“APC”) on a wholesale basis and will displace over 6 million kilowatt-hours of diesel generation at current loads. Once the transmission line is completed, and the hydro project is completed, the full load of the entire interconnected grid on Prince of Wales Island will be met with renewable energy. Anticipated barriers – There is always the potential for environmental issues, i.e. something an eagle nest found in the transmission line right-of-way during construction, but since the road is already in place except for about 3 miles of new road, there is a low probability this would occur. No barriers are anticipated. Basic integration concept – Integration of this type of transmission line with the existing grid will have no difficulty as this same type of transmission line has been integrated many times on the island to create the grid that exists today. Delivery methods – The Project will deliver power from the hydro project via a 34.5 kV, 11-mile-long above ground transmission line to the existing 34.5 kV grid on the island. 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 Project will set on both Sealaska Corporation and Haida Corporation land. A land lease agreement with Sealaska Corporation is now being negotiated. Haida Corp is in a joint venture with APC, so this presents no issues. 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 The following major permits have been received to construct, operate, and maintain the Project subject to certain conditions: • Federal Energy Regulatory Commission License (FERC Project No. 11480) • Coastal Zone Consistency Determination No. AK 9902-06JJ from the State of Alaska, Office of the Governor, Office of Management and Budget, Division of Governmental Coordination • Fish Habitat Permit FG-00-I(POW)-0018 from the Alaska Department of Fish and Game • Corps of Engineers Permit No. 2-950127 from the Department of the Army, U.S. Army Engineer District, Alaska The following major permitting actions have yet to be completed and are currently being sought: • Easement from the Alaska Department of Natural Resources for the transmission line crossing of Hetta Inlet pending determination of the final routing of the line. Applications for this permit and the temporary permits for barge facilities in Deer Bay and Copper Harbor were submitted to the ADNR in 2010. Articles of the FERC License require Haida Corporation to file for approval certain environmental plans, as well as design drawings, specifications, and reports. HDR* has prepared five of the plans and has submitted them for review by various state and federal agencies. Following receipt of agency comments, they were submitted to FERC. The remaining seven plans are in various stages of development and were all submitted to FERC by August 2010. The design drawings, specifications, and reports were developed by HDR and submitted to FERC for approval during the summer of 2010. Renewable Energy Fund Grant Application Round IV AEA11-005 Grant Application Page 11 of 16 7/21/2010 *HDR is an engineering firm hired by Haida Corp to develop the environmental plans and final design for construction to begin. 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 Permitting to address environmental issues has almost been completed, except for the Alaska DNR permit still to be issued, which covers the transmission line water crossing over Hetta Inlet. T&E Species: Are not expected to be encountered. APC will construct the transmission line with raptor safety configuration and possibly some anti-perch devices placed on some poles. Habitat Issues: No real habitat issues for the transmission line, other than using a raptor safety configuration for the spacing of conductors. Appropriate erosion and sedimentation control measures are spelled out in the permits to protect wetlands and any aquatic habitat encountered. Wetlands: Wetlands will be avoided when possible. The ~11-mile transmission line will be in an existing road corridor requiring little if any clearing and with 300-foot pole spacing will avoid most or all wetlands. The approximately 3-miles of new road will be on slopes and most likely avoiding wetlands. This has been analyzed and permitted by the state and federal agencies. Archaeological Issues: There are no archaeological issues with this transmission line, primarily because it will be in an existing cleared right-of-way. Land Development Constraints: There are no land development constraints. Telecommunications Interference: The 34.5 kV transmission line will not create interference with telecommunications, although transformers sometimes can, however, this size of line is common for the island and is located in a remote area. Much higher voltages can cause interference. Aviation Considerations: This project is not near an airport or typical flight pattern, however, the aerial crossing of Hetta Inlet will be marked with three different colors of ball like devices. The transmission line will be configured to prevent avian electrocution as well. Visual & Aesthetic Impacts: Visual and aesthetics are not an issue here because of the remote location. There will be evidence of some human activity, but only in a narrow corridor at this remote site. 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, Renewable Energy Fund Grant Application Round IV AEA11-005 Grant Application Page 12 of 16 7/21/2010 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  Anticipated project costs:  Phase IV – Construction: $3,000,000 Requested grant funding: $2,000,000 (because other hydro already exists) Applicant matching funds: $400,000 (20%) Other sources of funding: none for the transmission line at this time, but additional may be sought Projected capital cost: $3,000,000 Projected development cost: $ 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.) APC will operate and maintain the Project with proceeds from sale of power to its customers. No grant funding is requested for operation and maintenance. 4.4.3 Power Purchase/Sale The power purchase/sale information should include the following:  Identification of potential power buyer(s)/customer(s)  Potential power purchase/sales price - at a minimum indicate a price range  Proposed rate of return from grant-funded project In order to facilitate construction and operations, Haida Energy was formed as a joint venture between Haida Corporation and Alaska Power & Telephone (AP&T), with Haida Corporation’s interest in the joint venture set at 75 percent and AP&T’s at 25 percent. Power will be sold by the joint venture to APC on a wholesale basis. 4.4.4 Project Cost Worksheet Complete the cost worksheet form which provides summary information that will be considered in evaluating the project. The Cost Worksheet is attached in Section 10 – Appendices. Renewable Energy Fund Grant Application Round IV AEA11-005 Grant Application Page 13 of 16 7/21/2010 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 (gal and $) over the lifetime of the evaluated renewable energy project  Anticipated annual revenue (based on i.e. a Proposed Power 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 The people of Alaska will benefit from the Project development as follows: Potential annual fuel displacement: The Project will displace about 429 gallons of diesel fuel in the first year of operation, which equates to a savings of $1,179.75 (average 2009 fuel price of $2.75 per gallon, which is expected to be $3.15/gallon in 2010). Over a 50 year period the Project could potentially save 21,450 gallons of diesel fuel valued at $59,000 (without assuming an escalation rate in the price of diesel fuel). Anticipated annual revenue: Not estimated. Potential additional annual incentives: Not estimated. Potential additional revenue streams : Not estimated. Non-economic public benefits to Alaskans: Reduced air emissions and noise, reduced chance for diesel fuel spills. Other benefits: The State of Alaska would spend less on the PCE program, since the Project generation would decrease the amount of diesel generation subject to PCE reimbursement. In the short term the local economy may benefit due to local hire for construction. In the long term, lower and more stable electric rates could lead to more residential and commercial development, which in turn would add more income to these communities. 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 The joint venture Haida Energy will operate the Project and sell wholesale power to APC to feed the POW electrical grid. APC will maintain the Project utilizing their background in hydroelectric resources operation and maintenance. The Project will be remotely operated, with continuous monitoring by a SCADA system. O&M personnel will visit the plant at least 2-4 times per month for routine checks on the equipment. A routine maintenance schedule will be established, a brief annual shutdown is likely for Renewable Energy Fund Grant Application Round IV AEA11-005 Grant Application Page 14 of 16 7/21/2010 maintenance. 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. APC is prepared to order poles, transformers and conductor in early 2011. The last permit for this project, from ADNR, is expected soon. Construction should be able to start by October 2011. FERC still needs to approve final design and some environmental plans which should be accomplished over the winter of 2010-2011. SECTION 8– LOCAL SUPORT Discuss what local support or possible opposition there may be regarding your project. Include letters of support from the community that would benefit from this project. Although there are no current letters of support, they were likely received years ago when the project was licensed. There can be little doubt that by funding a project like this through sources such as grants to keep costs down and by getting the communities off of diesel, their rates will be lower on average and they will have more stable rates. The communities on the island will support this type of infrastructure addition. SECTION 9 – GRANT BUDGET Tell us how much you want 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. Include an estimate of budget costs by milestones using the form – GrantBudget3.doc APC is applying for grant funds in the amount of $2,000,000, from Round IV, the maximum amount allowed for communities with installed hydropower, which POW has. Matching funds of 20% would amount to $400,000. Total costs for the transmission line to get hydropower out to the communities is $3,000,000. Below is a budget for the whole Reynolds Creek Hydroelectric Project showing where other sources of funding for that project has come from and the total costs of that project. The joint venture, Haida Energy is seek funds for the remainder of that project, which amounts to approximately $6,000,000 A construction budget prepared by HDR Engineering is provided in the following table showing the budget for the Reynolds Creek Hydroelectric Project the transmission line will carry electricity from. Recon/Permitting & Design/Prelim Design $2,120,000 Final Design/Surveying/Final Permits 2,000,000 Construction Construction Management $ 500,000 Mobilization 700,000 Access Facilities 1,000,000 Diversion Structure 1,000,000 Penstock 3,000,000 Powerhouse 4,000,000 Renewable Energy Fund Grant Application Round IV AEA11-005 Grant Application Page 15 of 16 7/21/2010 Transmission Facilities 3,000,000 Completion 300,000 13,500,000 Power Sales Agreement/Regulatory 125,000 $17,745,000 Funding sources for Project construction will include a combination of equity, grants, and debt. A loan was also applied for to be used to repay Haida Corporation for part of its equity investment thus far and for construction costs in excess of equity and grants. Sources of Funds Grants Federal $ 1,340,000 State 4,000,000 Subtotal - Grants $ 5,340,000 Equity To Date (Approximate) 4,000,000 Partial Equity Repayment* (1,095,000) Subtotal - Equity 2,905,000 24% PPF Loan 9,500,000 76% Total $17,745,000 * From loan proceeds. Haida Energy will be a regulated utility selling wholesale power to APC. As such, its return on equity will be regulated by the Regulatory Commission of Alaska. Since equity has a much higher cost of capital than debt, maximizing the supportable debt will lower the cost of power to the ratepayers. The above summary of funding sources is based on a viable financing structure with the grants now in hand. It is APC’s intention to seek additional grants, and if obtained, the debt and equity will be modified as appropriate. . 1=-:) ALASKA Renewable Energy Fund -=:' ENERGY AUTHORITY Grant Application Round IV SECTION 10 -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. B. Cost Worksheet per application form Section 4.4.4. C. Grant Budget Form per application form Section 9. D. Letters demonstrating local support per application form Section 8. E. An electronic version of the entire application on CD per RFA Section 1.6. F. Authorized Signers Form. G. 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. H. 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. Print Name Glen Martin Signature Title nvironmental Review Date September 14,2010 712112010AEA 11-005 Grant Application Page 16of16 [AUTHORIZED SIGNATURES] Grant Documents Authorized Signers Please clearly print or type all sections of this form. Community/Grantee Name: ALASKA POWER COMPANY Regular Election is held: Annually / Board of Dir. IDate: September 14, 2010 Authorized Grant Si Printed Name Title Term Glen Martin Permitting I Lic.ensing / PermanenEnvlfonnfental KeVleW Robert S. Grimm CEO I President Permanen I authorize the above person(s) to sign Grant Documents: (Highest ranking organization/community/municipal official) Printed Name Title Term Robert S. Grimm CEO I President Permanent Grantee Contact Information' . Mailing Address: P.o. Box 3222, Port Townsend, WA 98368 Phone Number: (360) 385-1733 x122 Fax Number: (360) 385-7538 E-mail Address: glen.m@aptalaska.com Federal Tax 10 #: 92-0153693 Please submit an updated form whenever there is a change to the above information. Please return the original completed form to: Alaska Energy Authority ALASKA813 W. Northern Lights Blvd. ENERGY AUTHORITYAnchorage, AK 99503 Attn: Butch White, Grants Adminjstrator H:\GRANTSIAEA Round IV Renewable Energy Grants LOIO\Grant_Authorized_Signers4.doc APPENDICES TABLE OF CONTENTS 1. Certificate of Public Convenience & Necessity 2. Corporate Resolution 3. Project Maps 4. Project Description & Photos 5. Permits & Licenses 6. Resume’s 7. Cost Worksheet 8. Grant Budget Form CERTIFICATE OF PUBLIC CONVENIENCE & NECESSITY CORPORATE RESOLUTION PROJECT MAPS & DRAWINGS Land Ownership Map Sealaska Land Haida Corp Land PROJECT DESCRIPTION & PHOTOS Description of Transmission Corridor The overall 34kV power line route is approximately 12 miles long. Approximately 0.9-mile of the westernmost section is an existing APC 2kV distribution line that will be overbuilt. The line will cross Hetta Inlet via Jumbo Island. The route primarily follows existing logging roads. The power line will begin at a point along Hydaburg Road about 0.45 miles northeast of the town. It will continue northeast along the existing logging road passing north of Deer Bay and intersecting Hetta Inlet opposite Jumbo Island. This section is adjacent to private forested land with a small section of Muskeg and is 7.0 miles long. The logging roads are mostly mild to moderate cut sections with a few rock cuts. The first 0.9 miles of this section is an existing APC corridor adjacent to the road established for a 2kV line. The water crossing over Hetta Inlet will be accomplished with 3 multi-pole structures with one on each side of the inlet and one at the pinnacle of Jumbo Island. Jumbo Island slopes steeply toward the water on both sides and is heavily forested. A new corridor will need to be established. The structure on the island will likely be set by helicopter. This crossing is 0.9 miles across. The power line will continue in a new corridor for 0.3 mile to the east until it intersects an existing logging road. Approximately 1500 feet of temporary or permanent access road spurs will need to be constructed to access 2 line structures along this section. The line route then turns south and follows existing loggings roads 3.8 miles southeast to the powerhouse/switchyard location near Copper Harbor. This section is adjacent to private, recently harvested forest land with very steep and rocky terrain prone to slides. The logging road is primarily full bench construction with several rock cut sections. There are danger trees (and boulders) above the power line route on the eastern side slopes that may need to be removed/secured to protect the power line. PERMITS & LICENSE PERMITS & LICENSE Permits and FERC license cover the whole Reynolds Creek Hydroelectric Project, but the purpose of this grant application is to cover costs for the transmission line only. BLANK PAGE BLANK PAGE BLANK PAGE RESUME’S 4 COST WORKSHEET Renewable Energy Fund Round 4 Project Cost/Benefit Worksheet RFA AEA11-005 Application Cost Worksheet Page 1 7-21-10 Please note that some fields might not be applicable for all technologies or all project phases. The level of information detail varies according to phase requirements. 1. Renewable Energy Source The Applicant should demonstrate that the renewable energy resource is available on a sustainable basis. Annual average resource availability. 5 MW Unit depends on project type (e.g. windspeed, hydropower output, biomasss fuel) 2. Existing Energy Generation and Usage a) Basic configuration (if system is part of the Railbelt 1 grid, leave this section blank) i. Number of generators/boilers/other 14 Diesel units and 2 hydro units ii. Rated capacity of generators/boilers/other 9780 kVa Diesel and 6500 kVa Hydro iii. Generator/boilers/other type iv. Age of generators/boilers/other Average age is 20 years v. Efficiency of generators/boilers/other 14 kWh/gal diesel units b) Annual O&M cost (if system is part of the Railbelt grid, leave this section blank) i. Annual O&M cost for labor ii. Annual O&M cost for non-labor 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] Diesel = 2.137 mwhs Hydro= 20.353 mwhs (10 mos ytd 2009) ii. Fuel usage Diesel [gal] 152,343 gallons (10 mos ytd 2009) Other iii. Peak Load 6480 kva iv. Average Load 3460 kva v. Minimum Load 1980 kva vi. Efficiency 14.03 kwh/gal vii. Future trends d) Annual heating fuel usage (fill in as applicable) i. Diesel [gal or MMBtu] N/A ii. Electricity [kWh] N/A 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 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. Renewable Energy Fund Round 4 Project Cost/Benefit Worksheet RFA AEA11-005 Application Cost Worksheet Page 2 7-21-10 3. 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] New Reynolds Creek Hydro project 5 MW designed capacity b) Proposed annual electricity or heat production (fill in as applicable) i. Electricity [kWh] 250,000 kwhs for emergency operations ii. Heat [MMBtu] c) Proposed annual fuel usage (fill in as applicable) i. Propane [gal or MMBtu] ii. Coal [tons or MMBtu] iii. Wood [cords, green tons, dry tons] iv. Other 4. Project Cost a) Total capital cost of new system $3,000,000.00 b) Development cost c) Annual O&M cost of new system d) Annual fuel cost 5. Project Benefits a) Amount of fuel displaced for i. Electricity 134,786 gallons annually ii. Heat iii. Transportation b) Current price of displaced fuel $2.86/gal x 134,786 gallons $385,488.00 annually c) Other economic benefits d) Alaska public benefits 6. Power Purchase/Sales Price a) Price for power purchase/sale 7. Project Analysis a) Basic Economic Analysis Project benefit/cost ratio Payback (years) GRANT BUDGET FORM Renewable Energy Fund Grant Round IV Grant Budget Form 7-21-10 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 HDR Engineering & Design 11-01-2010 $ $ $ 100,000.00 Order Materials 01-01-2011 $ $ $ Permitting 10-01-2010 $ $ $ 20,000.00 ROW Clearing 10-31-2011 $ $ $ 50,000.00 Receive Materials 07-01-2011 $ $ $ 958,397.00 Contractor completes construction 10-31-2012 $ $ $ 1,437,000.00 Final testing, energization, and closeouts 11-30-2012 $ $ $ 434,603.00 TOTALS $ 3,000,000.00 Budget Categories: Direct Labor & Benefits $ $ $ 184,118.00 Travel & Per Diem $ $ $ Equipment $ $ $ 56,831.00 Materials & Supplies $ $ $ 958,397.00 Contractual Services $ $ $ Construction Services $ $ $ 1,437,000.00 Other $ $ $ 363,654.00 TOTALS $ $ $3,000,000.00 Applications should include a separate worksheet for each project phase (Reconnaissance, Feasibility, Design and Permitting, and Construction)- Add additional pages as needed Renewable Energy Fund Grant Round IV Grant Budget Form 7-21-10 Project Milestones that should be addressed in Budget Proposal Reconnaissance Feasibility Design and Permitting Construction 1. Project scoping and contractor solicitation. 2. Resource identification and analysis 3. Land use, permitting, and environmental analysis 5. Preliminary design analysis and cost 4. Cost of energy and market analysis 5. Simple economic analysis 6. Final report and recommendations 1. Project scoping and contractor solicitation. 2. Detailed energy resource analysis 3. Identification of land and regulatory issues, 4. Permitting and environmental analysis 5. Detailed analysis of existing and future energy costs and markets 6. Assessment of alternatives 7. Conceptual design analysis and cost estimate 8. Detailed economic and financial analysis 9, Conceptual business and operations plans 10. Final report and recommendations 1. Project scoping and contractor solicitation for planning and design 2. Permit applications (as needed) 3. Final environmental assessment and mitigation plans (as needed) 4. Resolution of land use, right of way issues 5. Permit approvals 6. Final system design 7. Engineers cost estimate 8. Updated economic and financial analysis 9. Negotiated power sales agreements with approved rates 10. Final business and operational plan 1. Confirmation that all design and feasibility requirements are complete. 2. Completion of bid documents 3. Contractor/vendor selection and award 4. Construction Phases – Each project will have unique construction phases, limitations, and schedule constraints which should be identified by the grantee 5. Integration and testing 6. Decommissioning old systems 7. Final Acceptance, Commissioning and Start-up 8. Operations Reporting Renewable Energy Fund Round IV RFA AEA11-005 Grant Budget Instructions Page 1 of 5 7-21-10 Grant Budget Instructions NOTICE TO GRANTEES Reimbursement to a Grantee under this program is on a cost reimbursable basis. In accordance with the terms of the grant a Grantee is required to submit certified requests for reimbursements that document commitments and expenditures and demonstrate meeting milestones identified in the grant. A proposed reimbursement schedule tied to completion of milestones must be identified in the applicant’s proposal. The Alaska Energy Authority (“AEA” or “Authority”) will n ot approve a reimbursement schedule that does not reflect costs or commitments tied to the accomplishment of milestones identified in the grant. The final reimbursement schedule is subject to negotiation and will be incorporated into the grant agreement. The Authority may authorize a percentage of grant funds, up to 20% depending on the type of grant, as an advance reimbursement at the start up of the grant. The Authority may also withhold up to 20% of the total grant subject to completion of the project and submission of final reports and other documentation that may be required by the grant. A Grantee is required to account for and document all expenditures of grant and matching funds including documentation of expenditures on any advanced reimbursement. All requests for reimbursement are subject to audit by the Authority. The Grantee is also required to comply with 2.AAC.45.010, the State Single Audit regulations. 1. Budget Form Information concerning the proposed grant budget needs to be provided on the Grant Budget Form. The Grantee must tie their budget request to the proposed milestones they propose in their application. Examples of milestones for each project phase are included with the budget form and in Section 2 of the RFA. For the purposes of determining potential cash-flow and a reimbursement schedule Grantees should use the form to identify the proposed date that the milestone would be met, the anticipated amount of grant funds to be expended to meet that milestone, and the amount and type of matching resources they intend to apply to that milestone. The bottom part of the form includes the allowable Budget Categories and is intended to be a summary of types of cost for each phase of the grant. 2. Allowable Costs Allowable costs for a grant include all reasonable and ordinary costs for direct labor and benefits, travel, equipment, supplies, contractual services, construction services, and other direct costs identified that are necessary for and incurred as a direct result of the project. Grant Budget Instructions Renewable Energy Fund Round IV RFA AEA11-005 Grant Budget Instructions Page 2 of 5 7-21-10 A cost is reasonable and ordinary if, in its nature or amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the costs. Allowable costs under this grant include all reasonable and ordinary costs for direct labor & benefits, travel, equipment, supplies, contractual services, construction services, and other direct costs identified and approved in the Project budget that are necessary for and incurred as a direct result of the Project and are consistent with the requirements of the grant agreement. A cost is reasonable and ordinary if, in its nature and amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the costs. Allowable costs are only those costs that are directly related to activities authorized by the Grant Agreement and necessary for the Project. The categories of costs and additional limits or restrictions are listed below: a. Direct Labor & Benefits Include salaries, wages, and employee benefits of the Grantee’s employees for that portion of those costs attributable to the time actually devoted by each employee to, and necessary for the Project. Direct labor costs do not include bonuses, stock options, other payments above base compensation and employee benefits, severance payments or other termination allowances paid to the Grantee’s employees. b. Travel, Meals, or Per Diem Include reasonable travel expenses necessary for the Project. These include necessary transportation and meal expenses or per diem of Grantee employees for which expenses the employees are reimbursed under the Grantee’s standard written operating practice for travel and per diem or the current State of Alaska Administrative Manual for employee travel. c. Equipment Include costs of acquiring, transporting, leasing, installing, operating, and maintaining equipment necessary for the Project, including sales and use taxes. Equipment owned by the Grantee is to be charged to the project at the monthly rates contained in the Data Quest Blue Book. The rates for equipment owned by the Grantee for less than a month’s duration are to be computed on an hourly charge determined by dividing the monthly rate by 176. Equipment rented by the Grantee can be charged to the grant at actual invoiced charge rates, subject to a maximum amount equal to the hourly rates contained in the Data Quest Blue Book. The Authority’s Project Manager must approve all equipment charge rates to be used by the Grantee. The Data Quest Blue Book is available to the AEA Project Managers and grantees may contact them for current allowable rates. Grant Budget Instructions Renewable Energy Fund Round IV RFA AEA11-005 Grant Budget Instructions Page 3 of 5 7-21-10 Subject to prior approval of the Authority’s Project Manager, costs or expenses necessary to repair or replace equipment damage or losses incurred in performance of work under the grant may be allowed. However, damage or losses that result from the Grantee’s employees, officer’s, or contractor’s gross negligence, willful misconduct, or criminal conduct will not be allowed. d. Materials and Supplies Include costs of material, office expenses, communications, computers, and supplies purchased or leased by the Grantee necessary for the Project. e. Contractual services Include the Grantee’s cost of contract services necessary for the Project. Services may include costs of contract feasibility studies, project management services, engineering and design, environmental studies, field studies, and surveys for the project as well as costs incurred to comply with ecological, environmental, and health and safety laws. f. Construction Services For construction projects this includes the Grantee’s cost for construction contracts, labor, equipment, materials, insurance, bonding, and transportation necessary for the Project. Work performed by the Grantee’s employees during construction may be budgeted under direct labor and benefits. Contracted project management or engineering may be budgeted under contractual services and major equipment purchases made by the Grantee may be budgeted under equipment. g. Other Direct Costs In addition to the above the following expenses necessary for the Project may be allowed. • Net insurance premiums paid for insurance required for the grant Project; • Costs of permits and licenses for the grant Project; • Non-l itigation legal costs for the Project directly relating to the activities; in this paragraph, “non-litigation legal costs” includes expenses for the Grantee’s legal staff and outside legal counsel performing non-litigation legal services; • Office lease/rental payments; • Other direct costs for the Project directly relating to the activities and identified in the grant documents; and/or • Land or other real property or reasonable and ordinary costs related to interests in land including easements, right-of-ways, or other defined interests. 3. Specific Expenditures not allowed Ineligible expenditures include costs for overhead, lobbying, entertainment , alcohol, litigation, payments for civil or criminal restitution, judgments, interest on judgments, penalties, fines, costs not necessary for and directly related to the grant Project, or any costs incurred before the beginning date of the grant as indicated on the signature page. Grant Budget Instructions Renewable Energy Fund Round IV RFA AEA11-005 Grant Budget Instructions Page 4 of 5 7-21-10 Overhead costs described in this section include: • salaries, wages, applicable employee benefits, and business-related expenses of the Grantee’s employees performing functions not directly related to the grant Project; • office and other expenses not directly related to the grant Project; and • costs and expenses of administration, accounting, human resources, training, property and income taxes, entertainment, self-insurance, and warehousing. 4. Match and Cost Sharing If the Applicant is providing a match, it is should be detailed either as a specific dollar amount or as a percentage of the total project budget. The type and amount of matching contributions should be discussed in the application under section two. Cost sharing or matching is that portion of the Project costs not borne by the Authority. The Authority will accept all contributions, including cash and in-kind, as part of the Applicants’ cost sharing or matching when such contributions meet the following criteria: • Are provided for in the Project budget; • Are verifiable from the Applicant’s records; • Third party costing sharing contributions are verifiable (with a letter of intent or similar document); • Are not included as contributions for another state or federally assisted project or program (i.e., the same funds cannot be counted as match for more than one program); • Are necessary and reasonable for proper and efficient accomplishment of the Project or program objectives; • Are allowable costs; • Are not paid by the State or federal government under another award, except for authorized by the State or federal statute to be used for cost sharing or matching; • Must be incurred within the grant eligible time period. Any match proposed with the application will be required in the Grant award and the Grantee will be required to document the use of the proposed matching funds or in-kind contributions with their request for reimbursement. Previous Renewable Energy Fund grants will not be counted as match. 5. Valuing In-Kind Support as Match If the Applicant chooses to use in-kind support as some; or, its entire match, the values of those contributions will be reviewed by the Authority at the time the budget is approved. The values will be determined as follows: • The value of real property will be the current fair market value as determined by an independent third party or a valuation that is mutually agreed to by the Authority and the Applicant and approved in the grant budget. • The value assessed to Applicant equipment or supplies will not exceed the approved equipment rates or fair market value of the supplies at the time the grant is approved or amended. Grant Budget Instructions Renewable Energy Fund Round IV RFA AEA11-005 Grant Budget Instructions Page 5 of 5 7-21-10 Equipment usage will be valued based on approved usage rates that are determined in accordance with the item c. above. Rates paid will not exceed the fair market value of the equipment if purchased. Rates for donated personal services will be based on rates paid for similar work and skill level in the recipient’s organization. If the required skills are not found in the recipient organization, rates will be based on rates paid for similar work in the labor market. Fringe benefits that are reasonable, allowable, and allocable may be included in the valuation. Transportation and lodging provided by the Applicant for non-local labor will not exceed the commercial rates that may be available within the community or region. 6. Grant Disbursements Applicants are reminded that they must request disbursement of grant funds in the form and format required by the Authority with appropriate back-up documentation and certifications. This format will be provided by the Authority. The back-up documentation must demonstrate the total costs incurred are allowable, and reflect the amount being billed. Documentation must include: • A summary of direct labor costs supported by timesheets or other valid time record to document proof of payment; • Travel and per diem reimbursement documentation; • Contractor or vendor payment requests; and • Invoices. Payment of grant funds will be subject to the Applicant complying with its matching contribution requirements of the proposed grant. Payment of grant funds will be made by AEA to the Grantee within 30 days of receipt of a properly completed, supported, and certified Reimbursement Request.