Iowa Economic Development Authority (IEDA) Solor Ready Iowa AwardMasterpiece on the Mississippi
Dubuque
band
AI -America City
1
2007 • 2012 • 2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Acceptance of Iowa Economic Development Authority Solar Ready Award
DATE: August 13, 2014
Sustainable Community Coordinator Cori Burbach recommends City Council
acceptance of an Iowa Economic Development Authority (IEDA) Solar Ready award.
The award grants up to $20,000 to the City of Dubuque to participate in the Solar Ready
Iowa program. The purpose of the program is to work with communities across Iowa to
lower the soft costs associated with rooftop solar installations. Communities are
expected to review their current processes, streamline permitting and zoning as they
pertain to solar photovoltaic energy systems, and participate in training and outreach
events. Specifically, by signing the agreement, the City of Dubuque agrees to:
1. Work with consultant Optony to create a Solar Roadmap for our community.
2. Attend training as provided by IEDA to review potential barriers to solar and best
practices.
3. Review zoning ordinances and permitting processes and fees to identify
opportunities for improvement.
4. Review comprehensive plan and other community guidelines to identify potential
areas to improve solar adoption.
Funding may be used for staff time, travel expenses, and subcontracts to complete the
scope of work. It is recommended that following reimbursement for any required
trainings or travel, the remainder of the grant funds be put towards the Sustainable
Community Coordinator salary in Fiscal Year 2015.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
bd-t44 (4,,
Mic ael 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
Masterpiece on the Mississippi
TO: Michael Van Milligen, City Manager
FROM: Cori Burbach, Sustainable Community Coordinator
SUBJECT: Acceptance of IEDA Solar Ready Iowa Award
DATE: August 4, 2014
INTRODUCTION
The purpose of this memo is to recommend acceptance of the Iowa Economic
Development Authority Solar Ready award in the amount of $20,000.
Dubuque
kcetri
Al-Ancy
11111.1
2007 • 2012 •2013
BACKGROUND
In 2013, the City signed on to be a pilot city in IEDA's application to the US Department
of Energy's Rooftop Solar program. IEDA was successful in securing the grant, but
early this year turned the award back to the DOE. They have since reached out to pilot
communities to complete much of the original scope of work with funds they have
secured from an alternative location.
DISCUSSION
The attached award grants up to $20,000 to the City of Dubuque to participate in the
Solar Ready Iowa program. The purpose of the program is to work with communities
across Iowa to lower the soft costs associated with rooftop solar installations.
Communities are expected to review their current processes, streamline permitting and
zoning as they pertain to solar photovoltaic energy systems, and participation in training
and outreach events. Specifically, by signing the agreement, we agree to:
1. Work with consultant Optony to create a Solar Roadmap for our community.
2. Attend training as provided by IEDA to review potential barriers to solar and best
practices.
3. Review zoning ordinances and permitting processes and fees to identify
opportunities for improvement.
4. Review comprehensive plan and other community guidelines to identify potential
areas to improve solar adoption.
Funding may be used for staff time, travel expenses, and subcontracts to complete the
scope of work, 1 recommend that following reimbursement for any required trainings or
travel, the remainder of the grant funds be put towards the Sustainable Community
Coordinator salary in Fiscal Year 2015.
Thank you.
Cc: Laura Carstens, Planning Services Director
Rich Russell, Building Services Manager
Jennifer Larson, Budget Director
Teri Goodmann, Assistant City Manager
2
IOWA ECONOMIC DEVELOPMENT AUTHORITY
200 East Grand Avenue 1 Des Moines, Iowa 50309 USA 1 Phone: 515.725.3000
iowaeconornicdevelopment.com
June 26, 2014
Michael Van Milligen
City Manager
Dubuque
50 West 13th Street
Dubuque, IA 52001
Dear Mr. Van Milligen:
K)WA
economic development
Congratulations! The Iowa Economic Development Authority (IEDA) has selected Dubuque to receive a
Solar Ready Iowa award, a maximum of $20,000. Specifically, pilot communities will be reimbursed for
their work on lowering soft costs associated with rooftop solar installations. Communities will be
expected to review their current processes, streamline permitting and zoning as they pertain to solar
photovoltaic energy systems, and participation in training and outreach events.
The funding for this award is authorized through the Iowa Economic Development Authority Energy
Office. To ensure successful completion of the grant, you must continue to maintain your account with
IowaGrants.gov. This database will allow you to submit reports, claim expenses, and record achieved
milestones for project development.
Your contract with respect to this award will have a start date of July 1, 2014 pending successful contract
negotiation and complete execution. Enclosed is the contract between Dubuque and IEDA. Please review
the document thoroughly. Once signed, please return the original signed copy to IEDA. Upon receipt of
your signed contract, we will execute and upload a copy to IowaGrants.gov for your records.
Please contact Paritosh Kasotia, (515)-725-0434, with any questions or concerns. We look forward to
working with you on this important project.
Sincerely,
Deborah V. Durham
Director
Cc: Paritosh Kasotia
Cori Burbach
Governor Terry E. Branstad 1 Lt. Governor Kim Reynolds 1 Director Debi V. Durham
Iowa Economic Development Authorfty
Contractor: DubuqueEnergy Office
Contract Amendment
Contract Number: SOL -014-004
Contract ' One (2015Amendment
12,
TheIoweEnonumicDevalopmontAuUhority(|EOA)haoabyemendoMheoboverof renced contracby extending the
contract end date.
The contract by and between the lowa Economic Development Authority ("Department or IEDA") and the City of
Dubuque is amended as of the date shown above as follows:
AMEND Contract End Date bzJuly 31.2016.
p.4, Attachment A, Scopof Work
1. Community will identify a staff person to be the solar PV contact in the community. This person will become
the city solar PV contact for the pub|ir, be the contact for the Energy Office on Solar Ready Iowa project,
and be the best contact for people within the city staff to taik about solar issues.
2. Each pilot community will work with Optony to create a Solar Roadmap. IEDA will organize the calls and
act as the Ilaison between Optony and each community.
3. Community will send staif to attend a workshop ed by a consultant hired by IEDA to review findings of
community's potential barriers to solar PV in their policies. The half day workshop will be held at a location
in the community for the city management to participate in.
4. IEDA will provide a list and resource guide of best practices for communities to implement to reduce
barriers to sotar PV through their Iocal government policies.
5. IEDA will provide a model zoning ordinance for solar PV. Community planning departments will review and
give feedback on the model ordinance, and potentially adopt in their community.
G. Pilot communities will flow chart their current solar PV permitting process in order to understand and
visuaUze the process.
7'
IEDA will provide a model expedited solar PV permit for communities to revievv, provide feedback and
adopt.
8. IEDA will provide a solar PV permitting checklist for communities to review, provide feedback, and adopt.
9. Communities will review their permit fee structure.
10. Communities will review their comprehensive plan and identifies ways to incorporate planning for solar PV
and alternative energy resources into their comprehensive plan.
11. Community will send building inspectors to a training workshop for building inspectors on solar PV focused
on safety and overall awareness.
12. Other activities as mutuatly agreed upon.
Attachment A, Scope ofWork: ProjectCnnlpletionDate:Decembor31.2Oi5.Ju|y31,2O1G"
Except as otherwise revised above, the terms, provisions, provisions, and conditioris of the Contract remain unchangedand are in
full force and effect.
CITY OF DUBU
BY:
Roy D. uol, City Mayor
tOWA ECONOMIC DEVELOPMENT AUTHORITY
BY:
Tim Waddefl, Division Administrator
IOWA ECOMOMIC DEVELOPMENT AUTHORITY
SOLAR READY IOWA
PILOT LOCAL GOVERNMENT AGREEMENT
BETWEEN IOWA ECONOMIC DEVELOPMENT AUTHORITY
200 East Grand Avenue
Des Moines, Iowa 50309
(Hereinafter "IEDA")
AND City of Dubuque
50 West 13th Street
Dubuque, Iowa 52001
(hereinafter "Grantee")
GRANT NUMBER: SOL -014-004
AWARD DATE: July 1, 2014
AWARD AMOUNT: $20,000
FEIN:
DUNS:
In consideration of the promises and mutual covenants and agreements contained herein, the Parties agree as
follows:
1. GRANT PROJECT. "Project" means the detailed description of the work, services, and other obligations to be
performed or accomplished by the Grantee as described in this Agreement and the Action Plan approved by the
IEDA and described in Attachment A - Work Statement.
2. GRANT PERIOD. Project begins: July 1, 2014 Project Completion Date: December 31, 2015
3. PRIOR EXPENSES. No expenditures made prior to the Award Date may be included as Project costs for the
purpose of this Grant Agreement. Match dollars made after September 15, 2013 may be included to meet the
match requirement.
4. UTILIZATION OF CONSULTANT(S ). In the event that consultant(s) are to be hired, other than those identified
in the original Action Plan, the Grantee shall seek and must have received written approval from IEDA to hire
said consultant(s). IEDA shall have final approval of consultant(s) hired by the Grantee for the Project.
5. FUNDING. Grantee will receive funding in accordance with the terms as indicated below:
TOTAL PAYMENT OF STATE FUNDS UNDER THIS AGREEMENT IS NOT TO EXCEED: $20,000
6. COST VARIATION. In the event that the total Project cost is less than the amount specified in this Agreement,
IEDA's participation shall be reduced at the same ratio as IEDA funds are to the total Project budget, and any
disbursed excess above the reduced IEDA participation shall be returned immediately to IEDA.
7. REPORTS. The Grantee shall submit quarterly and final report to IEDA. The report will assess progress toward
the goals outlined in the work statement, and shall include a copy of the work performed on the Grantee's behalf.
The reports are made available on www.iowagrants.gov.
8. CLAIMIPAYMENT PROCEDURES. Payment of financial assistance shall be according to statements of
expense to be submitted to IEDA at intervals of not less than one month. Claims shall include documentation
describing each major item of expense and shall be made on the standard IEDA claim form of which shall bear an
original signature of an authorized official of the company. Final claim for payment shall be presented to IEDA
no later than 30 clays after the project completion date or at the end of the Project Period, whichever comes first.
9. MATCHING CONTRIBUTIONS. The local government agrees that matching contributions shall be made in an
amount to be 20% of the amount to be paid by IEDA. Matching contributions may be paid in the form of cash
expenditures or paid in kind by the Grantee. Matching contributions shall be reported to IEDA with each claim
for payment.
10. DEFAULT. The occurrence of any one or more of the following events shall constitute cause for IEDA to
declare Grantee in default of its obligations under this Agreement: a) non-performance; b) a failure of Grantee to
make substantial and timely progress toward performance of the Agreement; c) a failure of Grantee's work
product and services to conform with any specifications noted herein; d) a repeated exhibition of defects in the
services delivered by Grantee, causing serious disruption of use or downtime over a six month period; e) a breach
of any term of this Agreement.
11. TERMINATION. This Agreement may be terminated in the following circumstances: a) By either party,
without cause, after thirty (30) days written notice; b) As a result of Grantee's default under this Agreement; c)
As a result of the termination or reduction of funding to IEDA.
12. REMEDY UPON TERMINATION. In the event of termination of this Agreement or reduction of the Agreement
amount, the exclusive, sole and complete remedy of Grantee shall be payment for services rendered prior to
termination.
13. NONASSIGNMENT. This Agreement may not be assigned without prior IEDA written consent.
14. WRITING REQUIRED. No change, modification, or termination of any of the terms, provisions or conditions of
this Agreement shall be effective unless made in writing and signed by both parties.
15. COMPLIANCE WITH LAWS AND REGULATIONS; DECLARATION SOF GRANTEE. Grantee shall comply
with all applicable State and federal laws, rules, ordinances, regulations and orders. Grantee declares that it has
complied with all federal, state, and local laws regarding business permits and licenses that may be required to
carry out the work to be performed under this Agreement.
16. COMPLIANCE WITH EEO/AA PROVISIONS. Grantee shall comply with the provisions of federal, state and
local Iaws, rules and executive orders to insure that no employee or applicant for employment is discriminated
against because of race, religion, color, age, sex, national origin, or disability. A breach of this provision shall be
considered a material breach of this Agreement.
17. INDEMNIFICATION AGAINST LOSS OR DAMAGE. Grantee shall jointly and severally defend, indemnify
and hold IEDA, its successors and assigns, harmless from and against any liability, loss, damage or expense,
including reasonable counsel fees, which IEDA may incur or sustain by reason of (a) the failure of Grantee to
fully perform and comply with the terms and obligations of this Agreement; (b) Grantee's performance or
attempted performance of this Agreement; (c) Grantee's activities with subgrantees and third parties.
18. ACCESS TO RECORDS. Grantee shall permit IEDA or its agents to access and examine, audit, excerpt and
transcribe any directly pertinent books, documents, reports, papers and records of Grantee relating to orders,
invoices, or payments or any other documentation or materials pertaining to this Agreement.
19. RECORDS RETENTION. All records of Grantee relating to this Agreement shall be retained for a period of
three (3) years following the date of final payment or completion of any required audit, whichever is later.
20. UNALLOWABLE COSTS. If IEDA determines at any time, whether through monitoring, audit, closeout
procedures or by other means that the Grantee has received Grant funds or requested reimbursement for costs
which are unallowable under the terms of this Agreement, the Grantee will be notified of the questioned costs and
given an opportunity to justify questioned costs prior to IEDA's final determination of the disallowance of costs.
If it is IEDA's final determination that costs previously paid by IEDA are unallowable under the terms of the
Agreement, the expenditures will be disallowed and the Grantee shall immediately repay to IEDA any and all
disallowed costs.
21. SURVIVAL OF AGREEMENT. If any portion of this Agreement is held to be invalid or unenforceable, the
remainder shall be valid and enforceable.
22. GOVERNING LAW. This Agreement shall be interpreted in accordance with the law of the State of Iowa, and
any action relating to the Agreement shall only be commenced in the Iowa District Court for Polk County or the
United States District Court for the Southern District of Iowa.
23. INTEGRATION. This Agreement contains the entire understanding between the Grantee and IEDA and any
representations that may have been made before or after the signing of this Agreement, which are not contained
herein, are nonbinding, void and of no effect. Neither of the parties have relied on any such prior representation
in entering into this Agreement.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed as of Article 2. GRANT
PERIOD Project begins July 1, 2014
FOR GRANTEE:
FOR IEDA:
Name, title Date
Tim Waddell, Community Development Division Administrator Date
ATTACHMENT A SCOPE OF WORK
1. Community will identify a staff person to be the solar PV contact in the community. This person will
become the city solar PV contact for the public, be the contact for the Energy Office on Solar Ready
Iowa project, and be the best contact for people within the city staff to talk about solar issues.
2. Each pilot community will work with Optony to create a Solar Roadmap. IEDA will organize the calls
and act as the liaison between Optony and each community.
3. Community will send staff to attend a workshop led by a consultant hired by IEDA to review findings of
community's potential barriers to solar PV in their policies. The half day workshop will be held at a
location in the community for the city management to participate in.
4. IEDA will provide a list and resource guide of best practices for communities to implement to reduce
barriers to solar PV through their local government policies.
5. IEDA will provide a model zoning ordinance for solar PV. Community planning departments will
review and give feedback on the model ordinance, and potentially adopt in their community.
6. Pilot communities will flow chart their current solar PV permitting process in order to understand and
visualize the process.
7. IEDA will provide a model expedited solar PV permit for communities to review, provide feedback and
adopt.
8. IEDA will provide a solar PV permitting checklist for communities to review, provide feedback, and
adopt.
9. Communities will review their permit fee structure.
10. Communities will review their comprehensive plan and identifies ways to incorporate planning for solar
PV and alternative energy resources into their comprehensive plan.
11. Community will send building inspectors to a training workshop for building inspectors on solar PV
focused on safety and overall awareness.
12. Other activities as mutually agreed upon.
TOTAL PILOT LOCAL GOVERNMENT FUNDING
Total Grant Funding Reimbursable up to $20,000
Eligible expenses: Allowable project costs include project related staff time, travel expenses, and
subcontracts to complete the scope of work. Travel expenses will be reimbursed per State of Iowa
guidelines.
Ineligible expenses: Funds cannot be used for equipment, materials, or labor related to the construction or
installation of solar projects.