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Alaska Energy Authority – Project Management Plan Template
Project No: [******]
Grant No: [******]
Application No: [15***]
Project Manager: [Name]
Project: [Project Title]
Grant: Renewable Energy Fund Round 15 (FY2024)
Date: [Date]
EXECUTIVE SUMMARY:
The project’s objective is to convert the energy from the pressure head and flow volume at three sites in a City of Homer water pipeline to electricity that will have a capacity of 19kW
and
generate 98,000 kWh annually. This will be used to reduce operating costs for the City of Homer’s Department of Public Works water distribution infrastructure. The proposed project
will create a flow bypass around the existing pressure control valve at each site to flow through
an energy recovery system. This system shall utilize an integrated solution, a pressure recovery
valve that will generate a new source of renewal energy, reduce Homer’s carbon footprint, save
water and extend the life of its infrastructure. Renewable Energy Fund (REF) is funding Phase 3
of 4, (Phase 3 – Final Design and Permitting) for this project.
PROJECT REQUIREMENTS:
a. Planned Outcome
i. Obtain Mechanical and Electrical Engineering Final Design including a Notice of FERC
exemption (regulatory/permitting) submitted by Grantee.
b. Assumptions and constraints
i. Assumptions
a. AEA will issue a pass-through grant to the City of Homer.
b. The City of Homer, Department of Public Works will perform the solicitation of contractual services necessary to produce the Final Design and Permitting.
c. AEA staff will perform a final review of the design documents.
ii. Constraints
a. Grant application, schedule and budget were prepared in November 2021 with the Final Design and permitting being contracted out. Cost and schedule
proposed by contractors to the City of Homer back in November 2021 may be
different during contract execution. Current Consumer Price Index (CPI) is
continues an upward trend which could affect the project cost and schedule.
c. Organizational documents
i. Renewable Energy Fund Grant Application #14006
ii. Project Management Plan
iii. Running budget
d. Non-Organizational documents
i. Grant Documentation
ii. Final Design Documents
iii. Permitting
SCOPE:
This project will be a pass-through grant with a series of deliverables that need to be approved
prior to moving to the next phase of design.
SCHEDULE/SCOPE MANAGEMENT PLAN:
Milestone
Task
Start
End
Deliverable
1
Final Design
Nov 22
Mar 23
Mechanical Engineering Design
Nov 22
Feb 23
Submit copies of mechanical design drawings to AEA
Electrical Engineering Design
Nov 22
Mar 23
Submit copies of electrical design drawings to AEA.
2
Regulatory/Permitting
Nov 22
Mar 23
FERC Exemption
Nov 22
Mar 23
Submit a copy of the Notice of FERC exemption to AEA.
3
Project close-out
Mar 23
May 23
Final Report
Final Inspection
Mar 23
Apr 23
Trip Report
Grant close-out
Mar 23
May 23
BOUNDARIES (ITEMS SPECFICIALLY EXCLUDED FROM SCOPE, IF ANY):
None identified.
BUDGET:
Type of Project: Bulk Fuel ___ RPSU ___ REF ___ OTHER ___
Project Code: Existing _______ New _______
Grant Type: Managed ___ Pass-thru ___
ESTIMATD TOTAL BUDGET: $_________
FUNDING SOURCE:
Fund Source
Description
Term Date of Fund Source
Federal:
State: $79,500
REF Rd 14
June 30, 2023
Other: $10,000
Grantee cash match
TOTAL: $89,500
BUDGET MANAGMENT PLAN:
This project was awarded as part of a grant application process in November 2021. At that time
this budget was established:
Milestone or Task
REF Grant Funds
Grantee Match
Source of Match
Total
1. Mechanical Design
$40,000
$5,000
Cash
$45,000
2. Electrical Design
$30,500
$5,000
Cash
$35,500
3. Regulatory
$4,000
$0
$4,000
4. Close out
$5,000
$0
$5,000
TOTAL
$79,500
$10,000
$89,500
ACCOUNTING BUDGET ENTRIES (completed by accounting for posting):
Amount
Fund
GL Acct
Appropriation
Contract
Stage
Award
Dept.
Finance Type
CHANGE MANAGEMENT PLAN:
Contract changes will be conducted by the grantee in accordance with their standing procedures. The Project Manager must be informed and conferred with in advance of any changes prior
to them being implemented.
STAFFING REQUIREMENT (Org Chart):
/
CONSULT THE RACI MATRIX BELOW ALONG WITH THE PROPOSED TEAM STRUCTURE ABOVE
A. FINANCE RESPONSIBILITIES:
I. RECTIFY EXISTING GRANT FUNDS
II. ISSUE REIMBURSEMENTS WITHIN THE GRANT BUDGET AS REIMBURSEMENT
REQUESTS ARE COMPLETED
B. GRANTS RESPONSIBILITIES:
I. DEVELOP AND EXECUTE THE GRANT
II. TRACK FINANCIAL REPORTS/REIMBURSEMENT REQUESTS
III. AMEND THE GRANT UPON REQUEST OF THE PROJECT MANAGER
RACI Matrix:
R = Responsible
Person who carries out the task. Responsible to get the job done.
A = Accountable
Responsible persons are accountable to them.
C = Consulted
Not directly involved in task but consulted i.e. stakeholder or SME.
I = Informed
Receive output from task, have to approve, or need to be informed.
Approval Required
ROLE
Executive Director
AEEE Director
Program Manager
Project Manager
Grants
Finance
City Management
TASK
Project Management Plan
I
I
A
R
C
C
C
Scope Development
C
A
I
I
R
Schedule Development
I
A
I
I
R
Budget Development
I
A
I
C
R
Communications
A
I
I
R
Commission/Inspection
A
R
I
Grant Reporting
A
R
I
R
Procurement
A
R
Close-out
I
I
I
R
A
C
I
COMMUNICATION MANAGEMENT PLAN:
The RACI matrix above will guide the internal AEA communications for this project. The City of Homer, Department of Public Works will provide quarterly reports to the AEA project manager
who will act as the primary point of contact for the agency. Design progression will be reviewed and documented. Project close-out will be closely monitored and may include an onsite
inspection.
PROCUREMENT MANAGEMENT PLAN:
This project is planned as a pass-through grant to the City of Homer, Department of Public Works who will enter into a contractual agreement with their solicited vendor to perform the
design activities.
APPROVAL:
The undersigned acknowledge they have reviewed the project charter and authorize and fund the Project. Changes to this project charter will be coordinated with and approved by the undersigned
or their designated representatives.
The following approvals signify acceptance of the proposed Project Charter and authorize the Project Manager to proceed.
Project Manager Date
Grants Manager Date
AEA Assistant Controller Date
REF Program Manager Date
Executive Director Date