CITY OF BOISE. ACTION REQUIRED: Approval of Agreement with Climate Solutions. RECOMMENDATION: Public Works recommends approval of the Agreement

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1 CITY OF BOISE To: FROM: Mayor and Council Paul Woods, Environmental Division Manager, Public Works Beth Baird, Air Quality Programs Manager, Public Works RESOLUTION NUMBER: R DATE: February 21, 2012 SUBJECT: Climate Solutions Agreement ACTION REQUIRED: Approval of Agreement with Climate Solutions RECOMMENDATION: Public Works recommends approval of the Agreement FISCAL IMPACT/BUDGET IMPLICATIONS: The workshop is a one time expenditure of $5,000 for the city of Boise. Public Works is funding this project through the professional services line item in the air quality division budget. The funding will be leveraged with local partner funding from Idaho Power, Center for Advanced Energy Studies, Capitol City Development Corporation and US Green Building Council Idaho Chapter totaling $12,000 in local matching funds. New Clean Energy Cities will contribute a total of $26,700 in matching funds for a total value of $43,700. BACKGROUND: The scope of work will consist of developing an inventory of energy consumption and use within the community and then conducting a one-day community stakeholder workshop with the intent of developing a community action plan to both improve energy efficiency and increase production of renewable energy within the community. The intent is to build on efforts to implement the recommendations of the Mayor s Climate Protection Advisory Committee with an emphasis on the already built environment. Climate Solutions is a Northwest based non-profit organization. Its New Energy Cities Program assists communities with developing meaningful strategies to increase energy efficiencies that are tailored to the particular needs of a locality. Most recently the group assisted Blaine County in conducting a similar effort. ATTACHMENTS: Agreement and Scope of Services

2 RESOLUTION NO. BY THE COUNCIL: CLEGG, EBERLE, JORDAN, MCLEAN, QUINTANA AND THOMSON A RESOLUTION APPROVING AN AGREEMENT BY AND BETWEEN THE CITY OF BOISE CITY (PUBLIC WORKS DEPARTMENT) AND CLIMATE SOLUTIONS FOR FACILITATING AN ENERGY ACTION PLAN; AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AND ATTEST SAID AGREEMENT ON BEHALF OF BOISE CITY; AND PROVIDING AN EFFECTIVE DATE. NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE CITY OF BOISE CITY, IDAHO: Section 1. That the Agreement by and between the City of Boise City and Climate Solutions, a copy of said Agreement marked Exhibit A attached hereto and incorporated herein by reference, be, and the same is hereby, approved as to both form and content. Section 2. That the Mayor and City Clerk be, and they hereby are, authorized to respectively execute and attest said Agreement for and on behalf of the City of Boise City. Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the Council of the City of Boise, Idaho, this day of February, APPROVED by the Mayor of the City of Boise, Idaho this day of February, APPROVED: ATTEST: David H. Bieter MAYOR Debbie Broughton EX-OFFICIO CITY CLERK R-80-12

3 Climate Solutions Agreement with City of Boise For: Facilitating an Energy Action Plan February 1, 2012 Contact: Eileen V. Quigley x 34 (o) (m)

4 AGREEMENT THIS SERVICE AGREEMENT ( Agreement ) is dated as of the day of February, in the year 2012, by and between the City of Boise City, an Idaho Municipal Corporation (hereinafter CLIENT ), and CLIMATE SOLUTIONS, an Olympia, WA based nonprofit organization (hereinafter CONTRACTOR ). CLIENT and CONTRACTOR, in consideration of the mutual covenants hereinafter set forth, agree as follows: Article 1. WORK CONTRACTOR shall complete all WORK as specified or indicated in the Contract Documents referenced and incorporated in, including but not limited to Exhibit A (Climate Solutions Scope of Work and Deliverables). The WORK is generally described as follows: Coordinating the governance process for the NEW ENERGY CITIES PROGRAM described as Scope of Services and Deliverables in attachment Exhibit A. Article 2. CONTRACT TIME The WORK shall be conducted between and including the dates of February 1, 2012 and December 30, 2012 Article 3. CONRACT PRICE CLIENT shall pay FEES for performance of the WORK as described in Exhibit A. Article 4. PAYMENT TERMS Upon completion of the WORK, CONTRACTOR shall submit invoice for Payment of completed services as set forth in Exhibit A. Article 5. CONTRACT DOCUMENTS 5.1 The Contract Documents that comprise the entire agreement between CLIENT and CONTRACTOR are attached to this Agreement, made a part hereof and incorporated herein, and consist of the following: This Service Agreement Exhibit A: Scope of Services and Deliverables 5.2 There are no Contract Documents other than those listed in Article 5. The Contract Documents may only be altered, amended, or repealed by means of an Amendment, which both the CLIENT and CONTRACTOR must agree in a written letter signed by both. Climate Solutions New Energy Cities Contract Page 2

5 Article 6. MISCELLANEOUS 6.1 No assignment by a party hereto of any rights under or interest in the Contract Documents will be binding on another party hereto without the written consent of the party sought to be bound; and specifically by, without limitation, monies that may become due and monies, which are due, may not be assigned without such consent (except to the extent that the effect of this restriction may be limited by law), and unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under the Contract Documents. 6.2 CLIENT and CONTRACTOR each binds itself, its partners, executors, administrators, successors, heirs, assigns, and legal representatives in respect to all covenants, agreements, and obligations contained in the Contract Documents. Article 7. OTHER PROVISIONS IN WITNESS WHEREOF, the parties hereto have signed this Agreement in duplicate. One counterpart each has been delivered to CLIENT and CONTRACTOR. All portions of the Contract Documents have been signed or identified by CLIENT and CONTRACTOR. Climate Solutions New Energy Cities Contract Page 3

6 CLIENT: City of Boise BY: NAME: David H. Bieter SIGNATURE TITLE: MAYOR ATTEST: NAME: BY: SIGNATURE TITLE: CITY CLERK CLIMATE SOLUTIONS: BY: NAME: SIGNATURE TITLE: ITS ADDRESS: Climate Solutions New Energy Cities Contract Page 4

7 EXHIBIT A Scope of Services and Deliverables Preparation Climate Solutions New Energy Cities Program a. Assemble readily available information on community electrical energy profile i. Sources of electrical energy and utility profiles. ii. Uses of electrical energy by sector, by month, base/peak iii. Key impacts related to electrical energy use b. Assess current community actions i. Review engagement efforts to date Climate Protection Advisory Committee work, EECBG partnership between Boise City and Idaho Power, current electrical energy incentives from Idaho Power, economic stimulus ii. Determine any established linkages to economic development efforts iii. Gain insights into institutional readiness local government, residents, businesses c. Refine the agenda for the working session based on advance work this refinement step is critical to ensuring that we get the balance of time right for the various topics, that enough background is included, and that we create the proper expectations about the end product of the working session. d. Provide strategic advice and direction with regard to community engagement, including Workshop invitees and critical stakeholder relationships. Advise on broader public engagement in advance or immediately following the Workshop. Workshop Culminating in a Roadmap for Action a. Presentation materials and background information includes materials that can be provided to participants in advance and the materials used at the Workshop i. Basic capacity building on energy systems thinking key energy system elements ii. The New Energy Cities framework iii. Policy and program development, engagement, and resource development iv. Prioritization and direction setting for key community stakeholders. This is a takeaway product of the Workshop itself, produced in real time during the session. b. Agenda customized for the community that explores the key elements of the New Energy System and explores their potential application in Boise: i. New Energy Cities Framework Concept: The concept centers on deploying smart power grids, green intelligent buildings, plug in electric vehicles, and renewable power sources such as wind, solar, geothermal and biomass all together in one coordinated system and serves as a blueprint for jobs and innovation. ii. Energy Snapshot: Overview of current electrical energy sources and uses in the city of Boise. iii. Buildings & Efficiency: Overview of buildings and energy use; factors of building performance; the critical role that energy efficiency must play in building of all types; what a green intelligent building is and how it can achieve net zero energy use and production and integrate into the energy system. Discussion of what the City of Boise might consider doing to achieve deep and comprehensive efficiency improvements in buildings and what implementation might look like. Climate Solutions New Energy Cities Contract Page 5

8 iv. Next Generation Energy Infrastructure/Smart Grid & Electric Vehicles: The New Energy System will entail significant improvements in our energy infrastructure from an increasingly interactive and robust Smart Grid, to the expanded use of thermal networks to heat and cool buildings, to an accelerating transition from petroleum to electricity to fuel our transportation needs. We will explain what District Energy is and discuss the feasibility of implementation, the cost, and possible financial resources for the next generation of energy infrastructure. v. Distributed & Renewable Energy Technologies: A description of the available renewable energy technologies that are market ready or likely to be so in the near term (solar, wind, biomass, fuel cells, etc.), including pros and cons and opportunities and challenges. A discussion of what distributed generation means, what technologies, applications, trends, and emerging models are in the marketplace. vi. Clean Energy Financing: Significant new sources of financing will be necessary to implement a New Energy System. The rapidly changing policy landscape and advancement of new program innovations create financing options for efficient infrastructure and technology projects. This session will describe the emerging direction for financing energy system development. c. Action Plan i. New Energy City strategy ii. Policy and resource development iii. Community engagement recommendations iv. Project development and implementation steps v. Institutional roles and capacities vi. Learning and adapting processes Deliverables Workshop Materials New Energy Cities Framework Workshop Agenda Template invitation for the City of Boise to customize Presentation materials o Overview of the New Energy System o Building performance & efficiency o Strategic infrastructure development, deploying clean, renewable technologies o Policy & program development, resource development & capacity building Roadmap The visual representation of the mapping exercise that is conducted during the Workshop. Action Plan Strategy document (approx pages) describing the multiple elements needed to develop a New Energy System, addressing all of the system components: infrastructure, building systems, and distributed technologies. Action Plan Policies and programs to align incentives and mobilize capital for investments Engagement, outreach, and communications efforts needed to develop support for policies and to align interests and investment capital Climate Solutions New Energy Cities Contract Page 6

9 Active project development priorities, focusing on early, catalytic projects and the need for functional integration of infrastructure, building systems, and technologies Identification of institutional roles, including local government, utility service companies, financial institutions, energy companies, and workforce development organizations Project phasing and implementation timing, based on catalytic project schedule and communications needs o 1 6 months Engagement, policy and program development, demonstration project initiation o 6 18 months Ongoing engagement, with demonstration project implementation, measurement o months Iterative policy and program refinement, re alignment of implementation plan based on demonstration project results Identified resources needs and a financing plan for project implementation o Initial program development resource needs o Public and private capital investment resource opportunities Recommendations for ongoing process management to support accelerated actions, ensure linkages to economic development efforts. Cost of Services All members of the Climate Solutions consulting team are involved in the Workshops we conduct, as well as in the Action Plans and Roadmaps we produce. The table below shows the actual hours that team members collectively spend on the different tasks involved in creating the deliverables we produce for the cities we work with. As a project of a nonprofit organization, the New Energy Cities program receives charitable support from foundations to supplement the fees that the cities we work with pay us. Hence we are able to charge only $15,000 for deliverables that cost approximately $42,000 to produce. Travel: Travel expenses to cover five New Energy Cities consultants not to exceed $2,000. Climate Solutions New Energy Cities Contract Page 7

10 New Energy Cities Workshop, Roadmap, Action Plan Bid Total Labor Labor Cost Task 1 Workshop Subtask 1.1 Prep: Assemble community energy profile 15 2,250 Subtask 1.2 Prep: Assess community's assets 12 1,800 Subtask 1.3 Prep: Create Workshop agenda 12 1,800 Subtask 1.4 Prep: Develop presentation materials 29 4,350 Subtask 1.5 Prep: Produce presentation materials 24 3,600 Subtask 1.6 Planning meetings 24 3,600 Subtask 1.7 Workshop 80 12,000 Total Task ,400 Task 2 Action Plan Subtask 2.1 Drafting Action Plan 24 3,600 Subtask 2.2 Project development 14 2,100 Subtask 2.3 Meetings to review Action Plan 16 2,400 Subtask 2.4 Editing and finalizing Action Plan 16 2,400 Subtask 2.5 Presenting Action Plan to community 12 1,800 Total Task ,300 Travel 2,000 TOTAL COST 44,700 NEC OFFSET 26,700 NET COST TO BOISE 17,000 Climate Solutions New Energy Cities Contract Page 8