Iowa Economic Development Authority (IEDA) - Community Energy Mgmt ProgramCopyright 2014
City of Dubuque Consent Items # 9.
ITEM TITLE: Iowa Economic Development Authority (IEDA) - Community Energy
Management Program Agreement
SUMMARY: City Manager recommending approval for executing the City Energy
Management Program Agreement.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
❑ IEDA Community Energy Management Program Agreement -MVM Memo City Manager Memo
❑ Staff Memo Staff Memo
❑ CEMP Agreement Supporting Documentation
THE CITY OF
Dui
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
Dubuque
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AI -America City
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2007 • 2012 • 2013
SUBJECT: Recommendation to Join Iowa Economic Development Authority's
Community Energy Management Program
DATE: October 13, 2014
The City of Dubuque applied to join the Iowa Economic Development Authority's
Community Energy Management Program and recently received notification that the
City of Dubuque was selected. As a participating community, the City of Dubuque will
do the following:
• Enroll primary city -owned buildings into the Iowa Public Building Benchmarking
Program, a program similar to the national Environmental Protection Agency
Portfolio Manager that helps facility managers monitor energy and water use,
• Review public building operations and maintenance procedures and set energy
reduction goals,
• Develop an Energy Action Plan,
• Train staff on energy management best practices,
• Partner with utilities to discuss energy priorities, and
• Track energy savings over time to gauge success.
Sustainable Community Coordinator Cori Burbach recommends the City Council
approve executing the City Energy Management Program Agreement. There is no
match (beyond City staff time) required to join this technical assistance program. Any
energy-saving recommendations that require funding would be proposed as part of the
annual budget cycle.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
bd-t44 .,
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
THE CITY OF
Dui
Masterpiece on the Mississippi
Dubuque
band
AI -America City
r
2007 • 2012 • 2013
TO: Michael Van Milligen, City Manager
FROM: Cori Burbach, Sustainable Community Coordinator
SUBJECT: Recommendation to Join IEDA Community Energy Management Program
DATE: October 13, 2014
INTRODUCTION
The purpose of this memo is to recommend the City sign the attached agreement,
indicating our agreement to join the Iowa Economic Development Authority's (IEDA)
Community Energy Management Program.
BACKGROUND
Many City of Dubuque departments have already implemented "low -hanging fruit"
energy-saving measures in recent years. However, additional work remains to be done,
particularly as technology in this field continues to rapidly develop.
The IEDA recently hired a Regional Energy Manager (REM) to assist cities in setting
energy reduction goals and implementing energy efficiency projects. By working with
the REM, participating cities will receive one-on-one customized assistance to identify
and achieve energy efficiency goals.
DISCUSSION
The City of Dubuque applied to join the CEMP and recently received notification we
were selected. As a participating community, City departments will, with leadership
from myself and Building Services Manager Rich Russell and assistance from the REM,
do the following:
• Enroll primary city -owned buildings into the Iowa Public Building Benchmarking
Program, a program similar to the national EPA Portfolio Manager that helps
facility managers to monitor energy and water use,
• Review public building operations and maintenance procedures and set energy
reduction goals,
• Develop an Energy Action Plan,
• Train staff on energy management best practices,
• Partner with utilities to discuss energy priorities, and
• Track energy savings over time to gauge success.
Work will be carried out by December 31, 2015.
BUDGET IMPACT
There is no match (beyond City staff time) required to join this technical assistance
program. Any energy-saving recommendations that require funding would be proposed
as part of the annual budget cycle.
REQUESTED ACTION
I respectfully request City Council approval, through the signature of the attached
agreement, to join the IEDA CEMP.
cc: Rich Russell, Building Services Manger
Department Managers
2
City Energy Management Program Agreement
Agreement # 14-CEMP-007
This Agreement is between the Iowa Economic Development Authority and the City of Dubuque for the purpose of
participating in the City Energy Management Program in Dubuque.
THIS AGREEMENT is entered into and executed by the Iowa Economic Development Authority herein referred to
as the "IEDA", the City of Dubuque hereinafter referred to as the "City".
WHEREAS, the City of Dubuque submitted an application to the IEDA to participate in the City Energy
Management Program; and
WHEREAS, the IEDA approved the City of Dubuque's participation in the City Energy Management Program; and
WHEREAS, both the City of Dubuque and the IEDA desire to establish a partnership through the City Energy
Management Program in 2014;
NOW THEREFORE, in consideration of the foregoing and mutual covenants and agreements contained herein, the
parties have agreed to do as follows:
SECTION I. The City agrees to:
1. Provide City staff to meet with the Regional Energy Managers (REMs) to determine the energy needs/goals
for the City.
2. Work with the REMs to develop a City Energy Advisory Team (CEAT) that will include City staff. The
City staff will draft a resolution establishing the CEAT and work to obtain passage of the resolution by the
City council. The resolution shall contain a list of CEAT members and their terms of membership and a
description of the roles and responsibilities of the CEAT members.
3. Upon passage of a resolution establishing the CEAT, submit one (1) copy of the City's resolution
establishing the CEAT along with a signed copy of this Program Agreement.
4. Submit quarterly reports documenting progress on www.iowagrants.gov. The reports will document the
progress of the CEAT on CEMP tasks.
5. Ensure the CEAT meets with the REMs, IEDA, and representatives of the City's electrical and gas utilities
to discuss the energy goals of the City and the assistance utilities can provide to potentially increase the
City's energy efficiency and its savings.
6. Provide City staff to assist the REMs by providing access to building and meter information that will be
entered into B3 including utility bills (lighting, water, and wastewater) that will be used for verification that
all meters are operational and correspond to the correct account.
7. Provide City staff to enter the utility bill information into B3 after the City is established in the system.
8. Ensure the CEAT assists the REMs with the identification of buildings that require an energy audit. The
REMs will request a utility energy audit from the local utility provider.
9. Provide City staff to conduct a building walk-through with the REMs and assist in the review of the City's
building operation and maintenance processes and procedures. City staff and the REMs will share any
inefficiencies that are identified with the CEAT.
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Agreement # 14-CEMP-007
10. Coordinate with the CEAT and the REMs to update the City's building operations and maintenance
processes and procedures.
11. Ensure the CEAT meets with the REMs to draft an Energy Action Plan (EAP). The EAP will be drafted
based on the information collected from energy audits, analysis of B3 data, and recommendations from the
utilities and will identify and recommend energy efficiency projects that will increase efficiency and energy
cost savings for the City.
12. Review the draft EAP and provide comments to the CEAT and the REMs. The CEAT and REMs will
work to obtain final approval of the EAP by drafting a resolution approving the EAP and submitting the
resolution to a vote by the City council.
13. Ensure the CEAT identifies energy efficiency project(s) to be implemented based on benchmarking results,
energy audits, and the EAP. The CEAT will recommend a project or projects to the city council.
14. Ensure the CEAT works with the REMs to obtain the necessary approval of spending or an appropriation of
funds from the City council for the implementation of energy efficiency projects proposed in the EAP.
15. Provide input to the REMs during the development of bid materials, the selection process, and the
implementation of the energy efficiency projects that are approved by the city council.
16. Ensure the CEAT and the REMs review bid results for the energy efficiency project(s) and submit
recommendations to city council for final selection.
17. Ensure the CEAT identifies a person(s) in the community to be an "energy champion" who will help
advocate for the City's continued work towards the targets and measures identified in the EAP.
18. Ensure the Energy Champion(s) present the finalized EAP to the City council and IEDA.
19. Work with IEDA and the REMs to determine savings from planned energy efficiency proj ect(s) and the
EAP to forecast what type of funding commitment the City may be able to make to help ensure the City's
continued participation in the CEMP.
20. Ensure the CEAT works with the REMs provide a white paper to IEDA and the city council documenting
the problems encountered, success stories, and goals.
21. If economically feasible, ensure the CEAT collaborates with the REMs to work to obtain the adoption of a
resolution by the City council for the City's continued participation in the CEMP.
22. Submit the resolution, if approved, and a letter of support, to the IEDA documenting the continued
commitment of the City to participate in the CEMP.
23. Remain in compliance with the requirements of this program as outlined in this agreement. If the IEDA
finds that the City is not in compliance with the requirements of this program, the REM will notify IEDA
of non-compliance and of the probationary period in which the City must return to compliance. Continued
non-compliance beyond the probationary period will result in termination of this agreement and loss of
recognition as a participating community in the CEMP.
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Agreement # 14-CEMP-007
SECTION II. The IEDA agrees to:
1. Provide funding for and administration of REM technical services throughout the specified project period.
2. Conduct orientation training sessions with the City and the REMs detailing the overall intent of the CEMP,
the type of energy services and assistance provided to participating cities by the REMs, and define the
goals and objectives of energy management planning.
3. Provide education materials to the City on the topics of energy management, benchmarking, and the value
of energy efficiency projects.
4. Participate in meetings with the REMs, representatives of the City's electrical and gas utilities, and the
CEAT to discuss energy options that will increase energy efficiency and savings.
5. Identify available financing options and energy efficiency justification materials to assist the City in
financing the implementation of energy efficiency projects. IEDA will propose fmancing tools if
applicable.
6. Submit a white paper describing the financing options available for implementation of energy efficiency
projects to the city council for their review.
7. Review the draft EAP and provide comments to the City and the REMs.
8. Attend a meeting where the Energy Champion(s) present(s) the finalized EAP to City staff.
9. Provide a cost-sharing contract template to be used for the City's continued participation in the CEMP and
employment of the REM(s), if approved by the City council.
10. Assist the City in determining the savings from implemented energy efficiency project(s) and energy
efficiency projects proposed in the EAP to forecast what type of funding commitment the City may be able
to make for the City's continued participation in the CEMP which would include possible cost-sharing
employment of the REM(s).
11. Submit draft cost-sharing contract to the City for review and comments.
12. Meet with the City to discuss their experience of the CEMP and seek a commitment to continue the EAP
and participation in the CEMP.
13. Collect project information, including resolutions, commitment letters, white papers, etc. for the
preparation of a final report on the CEMP pilot project.
14. Provide on-site technical assistance visits as requested.
SECTION III. The PARTIES hereto otherwise agree as follows:
1. The telni of this agreement shall be from September 1, 2014 to January 31, 2016. It may be extended or
revised by a written amendment signed by both parties.
2. This agreement shall be binding upon and shall inure to the benefit of the parties and their successors.
3. Not to discriminate against any employee or applicant for employment because of race, color, sex, age,
disability, creed, religion, sexual orientation, marital status, or national origin. The parties further agree to
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Agreement # 14-CEMP-007
take affirmative action to ensure that employees are treated without regard to their race, color, religion, sex,
age, disability, creed, religion, sexual orientation, marital status, or national origin during employment.
4. Either party may terminate this agreement without cause after 30 days written notice to the other party.
5. This document memorializes all elements of this agreement, and both incorporates and supersedes any
previous agreements or negotiations, whether oral or written.
6. The TFDA is limited to furnishing its technical services to the City and thus nothing contained herein shall
create any employer-employee relationship.
IN WITNESS WHEREOF, the parties have executed this agreement.
BY:
BY:
October 20, 2014
(Mayor) f 1 (Date)
Dubuque, Iowa
(City)
Tim Waddell, Division Coordinator
Community Development Division
Iowa Economic Development Authority
(Date)
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