Trailhead Energy Contract_Georgetown University Engery Prize Copyright 2014
City of Dubuque Consent Items # 8.
ITEM TITLE: Trailhead Energy Contract
SUMMARY: City Manager recommending approval of the execution of a contract with
Trailhead Energy to complete work related to Dubuque's competition as
one of 52 semi-finalists for the Georgetown University Energy Prize.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
❑ Trailhead Energy Contract-MVM Memo City Manager Memo
❑ Staff memo Staff Memo
❑ Trailhead contract Supporting Documentation
THE CITY OF Dubuque
UBE I
erica .i
Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Contract with Trailhead Energy for Georgetown University Energy Prize
DATE: August 12, 2015
Sustainable Community Coordinator Cori Burbach recommends City Council approval
of the execution of a contract for $10,000 with Trailhead Energy to complete work
related to Dubuque's competition as one of 52 semi-finalists for the Georgetown
University Energy Prize.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Micliael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Cori Burbach, Sustainable Community Coordinator
THE CITY OF Dubuque
UBE I
erica .i
Masterpiece on the Mississippi 2007-2012-2013
TO: Michael Van Milligen, City Manager
FROM: Cori Burbach, Sustainable Community Coordinator
SUBJECT: Contract with Trailhead Energy for Georgetown University Energy Prize
DATE: August 11, 2015
INTRODUCTION
The purpose of this memo is to recommend the execution of the attached contract with
Trailhead Energy to complete work related to Dubuque's competition as one of 52 semi-
finalists for the Georgetown University Energy Prize (GUEP).
BACKGROUND
The GUEP is a new challenge initiated in 2013 by Georgetown University to incent
small to medium-sized cities to implement creative strategies to reduce energy use in
residential, municipal, and K-12 school buildings. In 2014, the City of Dubuque reached
out to Alliant Energy and Black Hills Energy to explore the opportunity to join the
competition. After working with our utility partners to gather data about existing energy
use patterns and meeting with additional partners working in the energy efficiency
space, the City submitted a letter indicating our intent to compete in the program.
Of over 200 communities that indicated interest, 52 communities, including Dubuque,
were chosen as semi-finalists. These 52 communities will compete to reduce energy
use in residential, municipal, and K-12 schools in 2015-2016, using 2013-2014 data as
a baseline. At the end of that competition, ten communities will be chosen, based on
energy use reduction, to advance to a finalist round where they will be asked to submit
a final report of the work completed during the competition.
In addition to the environmental and economic benefits all communities will experience
by participating in the program, the GUEP will award one community $5 million at the
end of the competition based on a combination of the energy use reduction and
community's final report, which will include information regarding: competition
performance, innovation, potential for replication, likely future performance, equitable
access, community engagement, education, and overall success.
The timing for the GUEP competition aligns well with Dubuque's commitments to energy
efficiency and renewable energy. Notably, the following goals and programs can be
leveraged to support Dubuque's competition in the GUEP:
• The 50% by 2030 Community GHG Reduction plan includes recommendations
for energy efficiency in residential and municipal buildings.
• The City is currently participating in the Iowa Community Energy Management
Program, which will assist us in developing an action plan for energy efficiency in
our own facilities.
• The Dubuque Community School District, Holy Family Schools, and City of
Dubuque all have significant capital improvements planned that will decrease our
energy use per square foot.
• Programs including Operation New View's Low Income Heating Assistance
Program and Green Iowa Americorps provide hands-on assistance for residents
to decrease energy use.
• Alliant and Black Hills have robust community programs available, including
audits, rebates, community education, and financing, that can all be leveraged.
Trailhead Energy is a newly-launched Dubuque non-profit whose mission is to promote
energy efficiency and renewable energy solutions for homeowners, nonprofits,
churches, schools, municipalities and commercial building owners. Lead by Eric
Coffman and Carrie Lohrmann, PE, Trailhead Energy currently manages the Grants to
Green program at the Community Foundation of Greater Dubuque and will launch
additional community energy education initiatives in the fall of 2015.
DISCUSSION
Alliant Energy, Black Hills Energy, the Dubuque Community School District, Holy Family
Schools, Green Vision Schools, Trailhead Energy and the City have all committed to
participating in the GUEP.
This partnership will utilize a collective impact model to compete in the GUEP, relying
on existing outreach initiatives, financing, staffing, and resources with the goal of
reducing energy use in residential, municipal, and K-12 school facilities in 2015-2016.
However, the group has identified a need for one organization to facilitate the work of
the group, organizing meetings, coordinating and implementing public outreach efforts,
and collecting and analyzing data. For that reason, I am recommending execution of
the attached contract with Trailhead Energy. Through the activities laid out in the
contract, Trailhead Energy staff would work with me to facilitate the work of the partners
listed above and the requirements as a semi-finalist of the GUEP.
BUDGETIMPACT
The Sustainability Department budget experienced a $9,000 savings in the FY15
budget by not using all of the line item devoted to hiring a temporary intern. That
savings, in addition to $1 ,000 from the current year's intern budget, are recommended
as the funding source to hire Trailhead Energy. This efficient and effective use of funds
is recommended, as Trailhead staff are experienced in energy efficiency and outreach
work and have experience partnering with the organizations listed above. They are
highly capable to complete the work which City staff do not currently have the capacity
to do with limited orientation and direct supervision, which would be required of an
intern.
2
REQUESTED ACTION
I respectfully recommend approval to execute the attached contract with Trailhead
Energy to complete work related to Dubuque's competition as one of 52 semi-finalists
for the Georgetown University Energy Prize (GUEP).
3
CONSULTING AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
TRAILHEAD ENERGY.
This Consulting Agreement (the "Agreement"), dated for reference purposes this
day of4 q - , 2015, is by and between the City of Dubuque, Iowa ("City"),
a municipal corporation, and Trailhead Energy ("Consultant").
WHEREAS, the City of Dubuque is one of fifty (50) semi-finalists in the
Georgetown University Energy Prize competition, which challenges communities to
compete over a two (2) year period to reduce energy use in residential, municipal, and
kindergarten through twelfth grade (K-12) public and private schools; and
WHEREAS, the City seeks a professional and technical consultant who can
coordinate work of all engaged stakeholders, perform public outreach efforts related to
energy efficiency, and coordinate data collection related to energy efficiency; and
WHEREAS, Consultant represents it is duly qualified and willing to perform such
professional and technical services set forth in this Agreement.
NOW THEREFORE, it is agreed by and between the parties hereto as follows:
SECTION 1. SCOPE OF CONSULTANT'S SERVICES.
1.1 Coordinate Stakeholder Team. In coordination with City Sustainability
Coordinator, Consultant will facilitate regular meetings and correspondence with the key
stakeholders that include Alliant, Black Hills, City of Dubuque, Operation New View, and
Dubuque Community Schools District, and Holy Family Schools. Consultant will provide
regular updates to all partners on community progress.
1.2 Expand Public Education Campaign. Consultant will execute the following energy
efficiency public education campaigns, taking into account feedback provided by
stakeholder team:
1) Execute Energize Dubuque campaign to generate wider residential exposure
and participation in energy efficiency and renewable energy programs.
2) Facilitate creation of Dubuque Cool Congregations chapter in partnership with
local religious organizations.
1.3 Support Partner Programs and Efforts to Reduce Energy Use. Consultant will
support City and additional stakeholders to implement and expand existing programs
which have the potential to reduce energy use in residential, municipal, and K-12 school
buildings:
1) Work closely with Green Iowa AmeriCorps (managed by City of Dubuque and
Operation New View) to support the Energize Dubuque campaign and complete
energy efficiency audits and weatherizations.
2) Work closely with Green Vision Education to support their focus on energy
education in 2015-2017.
3) Utilizing data required for the Georgetown University Energy Prize, assist City
and school officials in planning energy efficiency improvements as requested.
1.4 Technical Support. Consultant will support Alliant Energy and Black Hills Energy
to deliver data required by competition on a timely basis, as well as mine the data for
indicators of performance and quality assurance.
1.5 Outreach. Consultant will assist City to develop and review press materials related
to the competition.
1.6. Competition Reporting. Consultant will assist City in completing any reports as
required by the Georgetown University Energy Prize, including but not limited to a final
report if Dubuque is chosen as a finalist. Consultant will document stakeholder activity
and prepare quarterly reports on community energy use to assist in the preparation of the
final report.
SECTION 2. CITY'S RESPONSIBILITY. The City is the primary contact for the
Georgetown University Energy Prize and is responsible for communicating with Prize
coordinators, submitting all required reports and data on behalf of Dubuque stakeholders,
and reviewing any outreach efforts and initiatives prepared by the Consultant.
City, to the extent permitted by law, will provide to Consultant all records, files and
information needed for the project upon Consultant's reasonable request.
SECTION 3. TERM OF AGREEMENT. Consultant will assist the City through the end
of the competition on December 31, 2016. If City is chosen as a finalist, the Consultant
will assist the City in preparing the final report, which will be completed by June 30, 2017.
SECTION 4. TERMINATION.
4.1 City may terminate this Agreement for any reason, with or without cause, upon
seven (7) calendar days' written notice to Consultant. If City terminates this Agreement
prior to completion of the Scope of Services, Consultant will be paid for all work and
services performed up to the time of termination. However, such sums shall not be
greater than the maximum compensation amount provided in Section 7.
4.2 Upon termination of this Agreement, Consultant must furnish copies of all notes,
charts, computations, press releases, outreach materials, and any other data prepared or
2
obtained by Consultant pursuant to this Agreement without cost, and without restriction or
limitation. Consultant will not be liable for City's use of such documents on other projects.
SECTION 5. INSURANCE AND INDEMNIFICATION.
5.1 During the term of this Agreement, Consultant must maintain insurance as set
forth in the attached Insurance Schedule A. Consultant must present a certificate of
insurance to City prior to beginning work on this project.
5.2 Consultant will indemnify and hold harmless City, its officers, agents and
employees, from and against all claims, damages, losses and expenses, including but
not limited to attorneys' fees, arising out of or resulting from performance of the
Agreement to the extent caused in whole or in part by actions, negligent acts or
omissions of Consultant, Consultant's subcontractor, or anyone directly or indirectly
employed by Consultant, Consultant's subcontractor or anyone for whose acts
Consultant or Consultant's subcontractor may be liable, regardless of whether or not
such claim, damage, loss or expense is caused in part by a party indemnified
hereunder.
SECTION 6. CONFIDENTIAL INFORMATION. All business, technical, creative and
financial information Consultant learns or obtains in connection with this Agreement and
services performed hereunder that is related to City or that is received by or for City in
confidence, constitutes "Confidential Information." Consultant will hold in confidence and,
except in performing services for City, not disclose or allow such Confidential Information
to be disclosed. Consultant will not at any time during the term of this Agreement or any
time thereafter divulge Confidential Information in any manner to any person other than
Consultant's employees or agents with a legitimate need to know in order to perform
services for City. Consultant's employees and agents have no expectation of privacy with
respect to City's telecommunications, networking or information processing systems and
any activity, files or messages on or use of those systems may be monitored at any time.
Confidential Information does not include any information that: i) is or becomes within the
public domain through no act of Consultant; ii) was in the possession of Consultant prior
to its disclosure under this Agreement as shown by written records; iii) is independently
developed by Consultant without reference to any Confidential Information; iv) is received
from a source other than City or its affiliates, employees, agents, subcontractors or
consultants without any restriction on its use or disclosure, as shown by written record; or
v) is required by law to be disclosed in the written opinion of Consultant's legal counsel.
SECTION 7. COMPENSATION FOR SERVICES. Consultant will be paid
consideration in the total amount of ten thousand dollars ($10,000.00) for all services
performed pursuant to this Agreement in increments of $625.00 per month. All
compensation and reimbursement will be paid in a timely manner. However, failure of
Consultant to satisfactorily perform in accordance with this Agreement will constitute
grounds for City to withhold payment in an amount determined by City to be sufficient to
properly complete the project in accordance with this Agreement.
3
SECTION 8. FORCE MAJURE. A party's performance under this Agreement shall be
excused if, and to the extent that, the party is unable to perform because of actions due
to causes beyond its reasonable control such as, but not limited to, acts of God, the acts
of civil or military authority, Toss of potable water source, floods, quarantine restrictions,
riots, strikes, commercial impossibility, fires, circumstances reasonably beyond the
control of the party obligated to perform, whether such other causes are related or
unrelated, similar or dissimilar, to any of the foregoing. In the event of any such force
majeure, the party unable to perform shall promptly notify the other party of the
existence of such force majeure and shall be required to resume performance of its
obligations under this Agreement upon the termination of the aforementioned force
majeure.
SECTION 9. NOTICE. All notices and correspondence related to this Agreement must
be sent to the following:
Consultant:
City:
Eric Coffman
Executive Director
Trailhead Energy
3395 Ashly Lane
Dubuque, IA 52002
Michael C. Van Milligen
City Manager
50 West 13th Street
Dubuque, IA 52001-4845
Cori Burbach
Sustainability Community Coordinator
50 West 13th Street
Dubuque, IA 52001-4845
SECTION 10. MISCELLANEOUS.
10.1 Consultant must not discharge or refuse to hire any individual because of race,
color, religion, sex, national origin, disability, age, marital status, gender identity, or
sexual orientation. Consultant must not discriminate against any individual in terms,
conditions, or privileges of employment because of race, color, religion, sex, national
origin, disability, age, marital status, gender identity, or sexual orientation. Consultant
must prohibit any contractors or subcontractors hired by Consultant in connection with
this Agreement from committing any of the discriminatory employment practices
described herein.
10.2 This Agreement shall be binding upon the successors and assigns of the parties
and may not be assigned without the written consent of both parties.
4
10.3 Consultant must comply with all applicable state, federal, .and local laws and
ordinances in the performance of this Agreement.
10.4 If any part of this Agreement is found invalid, the remaining parts of this Agreement
will be deemed valid and severable and shall continue in full force and effect.
10.5 Consultant acknowledges that Iowa Code §3625 prohibits a City officer or
employee from having an interest in a contract with City, and certifies that no employee or
officer of City, which includes members of the City Council and City boards and
commissions, has or will have a prohibited interest, directly or indirectly, in this
Agreement.
10.6 This Agreement is governed by the laws of the State of Iowa and venue for any
action with respect to this Agreement will be in Dubuque County, Iowa.
CITY OF DUBUQUE, IOWA
By:
Michael C. Van Milligen, City Manager
5
TRAILHEAD ENERGY
By:
Eric Coffman, President