HomeMy WebLinkAboutItem 1b: MOU with San Gabriel Valley Council of Governments to Participate in the California Long Term Energy Efficiency Plan I , F ARC
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°nity ato STAFF REPORT
Public Works Services Department
DATE: February 1, 2011
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director
Jason Kruckeberg, Assistant City Manager /Development Services Directors
Prepared by: Carmen Trujillo, Management Aide
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A MEMORANDUM
OF UNDERSTANDING WITH THE SAN GABRIEL VALLEY COUNCIL
OF GOVERNMENTS TO PARTICIPATE IN THE CALIFORNIA LONG
TERM ENERGY EFFICIENCY STRATEGIC PLAN (CEESP)
Recommendation: Approve
SUMMARY
In March 2010, Southern California Edison (Edison) released a solicitation to fund
activities for local government partnerships which would support California's Long term
Energy Efficiency Strategic Plan (California's Energy Plan). The San Gabriel Valley
Council of Governments (SGVCOG) submitted a proposal on behalf of members of the
San Gabriel Valley Energy Wise Partnership (Energy Wise Partnership) and was
awarded funding. The City of Arcadia is a member of the Energy Wise Partnership and
will be able to participate in California's Energy Plan and receive reimbursement for time
spent on completing tasks upon execution of the Memorandum of Understanding
developed by the SGVCOG.
Staff recommends that the City Council authorize the City Manager to execute an MOU
with the SGVCOG in order to participate in California's Energy Plan.
BACKGROUND
The Energy Wise Partnership is a joint effort between the SGVCOG and Edison. The
Energy Wise Partnership provides funding to cities for direct energy savings through the
installation of energy efficiency projects as well as provides funding for education and
outreach activities that promote energy efficiency in the region. On July 20, 2010, the
City Council passed Resolution 6731 declaring support for an energy wise partnership
between the City of Arcadia, the SGVCOG and Edison.
The Energy Wise Partnership has been instrumental to the City in reducing cost and
increasing energy savings. The Energy Wise Partnership allows the City of Arcadia, as
a member of the SGVEWP, to receive $0.11 per kilowatt hour (kWh) saved by an
Page 1 of 3
Mayor and Council
February 1, 2011
energy efficient project. Over the past three (3) years, the City has received
approximately $49,200 in rebates for the following energy efficiency projects:
. Installation of daylight harvesting light fixtures for the Library and Police
Department
• Installation of energy efficient air handlers in the Library
. Installation of Light Emitting Diodes (LED) in traffic signals
In March 2010, Edison released a solicitation to fund activities for local government
partnerships which would support California's Energy Plan. The SGVCOG saw this as
an opportunity for members of the Energy Wise Partnership to reduce energy
consumption and save money as well as demonstrate our leadership in becoming more
energy efficient. The SGVCOG worked with cities and identified activities that would
qualify for funding. The City of Arcadia supported the SGVCOG's proposal for a local
government strategic plan and understands that strategies related to local government
found in California's Energy Plan could help achieve long term energy savings. In May
2010, the SGVCOG was awarded approximately $4.6 million to:
• Develop an Energy Efficiency Climate Action Plan — The City of Arcadia will
be able to complete inventories of energy usage both for municipal facilities and
the various community -wide facilities based on land use. An energy action plan
will be developed and will assist the City in creating a road map for decreasing
energy usage, increasing financial savings and implementing AB 32
requirements which set 2020 greenhouse gas emissions reduction goals.
• Implement an online Municipal Facility Energy Management System - The
City of Arcadia will be able to obtain the County . of Los Angeles Enterprise
Energy Management Information System (EEMIS) which is an online energy
tracker that will allow City staff to monitor energy usage of facilities.
DISCUSSION
Since participation and City staff time will be imperative for the development of the
energy action plan and for the implementation of the online municipal facility energy
management system, the SGVCOG will reimburse cities for staff time spent on these
efforts. Cities who participate in California's Long term Energy Efficiency Strategic Plan
will be able to receive up to $39,190 for providing a point of contact to the SGVCOG to:
. Provide requested data to the SGVCOG and consultants regarding municipal
energy usage and facilities.
• Participate in the development of a program management plan.
. Participate in trainings on the use of the online management system.
. Participate in the planning and execution of the energy action plan.
In order for the City of Arcadia to participate and be reimbursed for time spent on
working on the work plan elements, the City of Arcadia City Council must approve the
MOU developed by the SGVCOG. The MOU was reviewed by the City Attorney and no
changes were needed.
Page 2 of 3
Mayor and Council
February 1, 2011
Therefore, Staff recommends that the City Council authorize the City Manager to
execute a Memorandum of Understanding with the San Gabriel Valley Council of
Governments in order to participate in the CEESP
FISCAL IMPACT
None
RECOMMENDATION
Authorize the City Manager to execute a Memorandum of Understanding with the
San Gabriel Valley Council of Governments to participate in the California Long
Term Energy Efficiency Strategic Plan ( CEESP)
Approved by: . D r a 0
Donald Penman, City Manager
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Attachment
Page 3 of 3
Memorandum of Understanding
THE CALIFORNIA LONG -TERM ENERGY EFFICIENCY STRATEGIC PLAN (CEESP)
MEMORANDUM OF UNDERSTANDING
BETWEEN THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS AND THE CITY OF
ARCADIA
This Memorandum of Understanding (MOU) is entered into by and between the San Gabriel Valley
Council of Governments (SGVCOG) and the City of Arcadia (CITY).
WHEREAS, the SGVCOG was established to have a unified voice to maximize resources and advocate
for regional and member interests to improve the quality of life in the San Gabriel Valley by the member
cities and other local governmental agencies; and
WHEREAS, Southern California Edison (SCE) has awarded funding to the SGVCOG to implement
activities that achieve the goals set forth in the California Long -Term Energy Efficiency Strategic Plan
(CEESP); and
WHEREAS, the CITY submitted a letter of participation to the SGVCOG requesting to be included in the
SGVCOG's proposed work plan for this solicitation; and
WHEREAS, the SCE agreement (Agreement) with the SGVCOG attached as Exhibit A provides for
funding for two activities: 1) the development of energy- efficiency chapters of Climate Action Plans (EE
CAP Chapter) and 2) the implementation of an online municipal facility utility manager (Utility
Manager); and
WHEREAS, the SGVCOG and the CITY desire to set forth the terms of their collaboration with respect
to the CEESP in this MOU.
NOW, THEREFORE, the Parties agree to the following:
I. General Conditions
A. The Parties to this MOU are the San Gabriel Valley Council of Governments and the City of
_Arcadia_
B. The Parties agree that all work contemplated under this MOU must be consistent with the terms
of the Agreement between Southern California Edison and the San Gabriel Valley Council of
Governments attached hereto as Exhibit A.
C. The term of this MOU shall commence upon receipt by the SGVCOG of a Notice to Proceed
from SCE pursuant to the Agreement and continue through October 31, 2012. The term may be
extended by mutual agreement of both Parties.
I1. Responsibilities of each of the Parties
A. SGVCOG
1. Coordinate and manage consultants, including contract management
2. Review and process all billing and reports to SCE
3. Perform all responsibilities required under the SCE agreement except those responsibilities
assumed by the CITY as specified in this MOU
4. Provide reimbursement to the CITY for eligible work completed by CITY staff upon
approval of invoices and receipt of payments from SCE.
B. CITY
1. Provide a point of contact to SGVCOG for both tasks (EE CAP Chapter and Utility Manager)
as follows:
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• EE CAP Chapter
Name: Carmen Trujillo
Title: Management Aide
Phone: (626) 256 -6551
Email: crujillo@ci.arcadia.ca.us
• Utility Manager
Name: Dave McVey
Title: General Services Superintendent
Phone: (626) 256 -6664
Email: dmcvey @ci.arcadia.ca.us
2. Provide requested data to SGVCOG and consultants regarding municipal energy usage and
facilities (including number, type and usage of facilities)
3. Participate, at a minimum, in the development of a "Program Management Plan" (PMP) for
both the EE CAP Chapter and the Utility Manager tasks. This is intended to assess the
feasibility of completing both tasks' workplans. Additionally, the CITY may participate in
and be reimbursed for the following subtasks:
EE CAP Chapters:
• Participating in the Project Steering Committee
• Participating in the consultant selection and review process
• Providing data to the consultant regarding municipal and community-wide energy
usage as well as planned or existing projects and programs relevant to the City's EE
CAP Chapter
• Coordinating with the consultant and participating in the municipal and community-
wide EE CAP Chapter goal setting workshops
• Reviewing and commenting on the draft EE CAP Chapter
• Participating in the planning and execution of the San Gabriel Valley Climate
Change Information Sharing Session
Utility Manager:
• Coordinating with staff from the County of Los Angeles on the installation of
Utility Manager software, including networking of facilities as needed to connect to
the Utility Manager
• Participating in trainings by the County of Los Angeles on the use of EEMIS to
analyze energy consumption data, identify energy savings opportunities, benchmark
facility usage and operations, and sustain project saving
• Developing an EEMIS maintenance plan
4. Submit invoices to the SGVCOG for any billable hours by the fifth (5th) calendar day of the
month for work completed the prior month, unless otherwise agreed to in writing by the
SGVCOG. All invoices must be in the format provided by the SGVCOG and include the
following information: subtask, title /position of staff, hourly rate by staff position, number of
hours worked, date of hours worked, and description of work completed. All invoices are
subject to review and verification by the SGVCOG and CEESP consultants. Reimbursements
will be capped by a not to exceed maximum per deliverable as indicated in Table 1 below.
Due to the nature of the funding allocations, a late invoice may not be eligible for
reimbursement.
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Subtask Maximum
Reimbursement
Utility Manager Task
Task A.1: Work with County staff to identify opportunities and constraints related to
installation of EEMIS $ 720
Task A.2: Work with County staff to develop EEMIS planning report $ 1,110
Task A.3: Coordinate procurement of EEMIS with County staff $ 720
Task A 4: Work with County staff to install EEMIS and report back to SGVCOG $ 12,300
Task A 5: Participate in EEMIS trainings and develop EEMIS maintenance plan with
County staff $ 4,880
Task A.6: Report back on actions taken resulting from the benchmarking analysis $ 550
Subtotal
$ 20,280
EE CAP Chapter Task
Task B.1: Participate on Project Steering Committee $ 4,760
Task B 3: Plan for the development of the energy efficiency chapters $ 1,200
Task B 5: Review and provide input on technical memo on baseline and long -term
forecasts $ 3,741
Task B 7: Review and provide comment on draft energy efficiency chapters $ 8,729
Task B 9: Review final energy efficiency chapters and report back on implementation
of recommendations $ 480
Subtotal
$ 18,910
Table 1. Maximum Reimbursement by Subtask
5. Maintain official timesheets and other records that support hours billed to the CEESP
program for a ten year period following the completion of the project.
6. Warrants and represents as follows:
a. Understands and agrees that for the purposes of the foregoing, any requirements imposed
upon SGVCOG by SCE are hereby passed- through and adopted as obligations of the
CITY to the maximum extent allowable by law;
b. Agrees to strictly comply with the scope of any and all authorizations, limitations,
exclusions, and /or exceptions for use of CPUC funds;
c. Shall not cause SGVCOG to be in violation of the Agreement, whether by act or
omission; and
d. Shall comply with all applicable Federal, State, and local laws, rules, regulations,
ordinances, and directives, now existing and as such may change from time -to -time. Any
such laws, rules, regulations, ordinances, and directives required thereby to be included in
this MOU are incorporated herein by reference.
7. Notwithstanding any provision to the contrary, whether expressly or by implication, the
CITY agrees to indemnify, defend, and hold harmless SGVCOG, its elected and appointed
officers, employees, and agents form and against any and all liability resulting from the
CITY'S negligent and wrongful act(s) and/or omission(s) arising from and /or relating to the
Agreement and as such would be imposed in the absence of Government Code section 895.2.
Without limiting the scope above, such liability includes but is not limited to the following:
any funding disallowance; audits; demands; claims; actions; liabilities; damages; fines; fees,
costs, and expenses, including attorney, auditor, and/or expert witness fees.
8. The CITY understands and agrees that it is solely responsible for any and all incurred
amounts found by SCE to be ineligible under the Agreement. Immediately upon the request
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of SGVCOG or SCE, the CITY shall return any funds that have been disbursed to the extent
that their use has been disallowed.
For the San Gabriel Valley Council of Governments
Signed:
Date:
For the City of Arcadia
Signed:
Date:
•
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