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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.