Worship Facility Matching Grant Program 2010 Program Manual

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1 Worship Facility Matching Grant Program 2010 Program Manual

2 Chapter 1 Introduction TABLE OF CONTENTS 1 1 INTRODUCTION DEFINITIONS PROGRAM GOALS PROGRAM PARTICIPANTS PROGRAM MANAGER SERVICE PROVIDERS APPLICANTS PROGRAM ELIGIBILITY APPLICANT FACILITY SERVICE PROVIDERS PROJECT MEASURES BUDGET, GRANTS, AND INCENTIVES AVAILABLE BUDGET GRANTS INCENTIVES PROGRAM PARTICIPATION PROJECT PHASES QUALIFYING PHASE PRE ASSESSMENT PHASE APPLICATION SUBMISSION PHASE GRANT REVIEW PHASE INSTALLATION PHASE POST INSTALLATION INSPECTION PHASE GRANT PAYMENT PHASE PROJECT DOCUMENTS DOCUMENTATION SUBMISSION NONPROFITWORSHIP MATCHING GRANT APPLICATION (C) (3) STATUS ELECTRICITY USAGE WORKSHEET COMERCIAL ENERGY AUDIT REPORT PROJECT SAVINGS FILES PROJECT BID OR QUOTE GRANT NOTIFICATION LETTER REQUEST FOR MODIFICATION, EXTENSION, OR CANCELLATION PROJECT MILESTONES ADDITIONAL INFORMATION CONFIDENTIALITY PARTICIPATION COSTS SUBMISSION OF FALSE INFORMATION COMPLIANCE Nonprofit Facility Matching Grant Program 2

3 Chapter 1 Introduction 3.5 MISCELLANEOUS APPENDIX A: GLOSSARY APPENDIX B: PROJECTS AND UPGRADES APPENDIX C: INSTALLATION STANDARDS APPENDIX D: COOLING EQUIPMENT TABLES APPENDIX E: DUCT EFFICIENCY APPENDIX F: SOLAR PHOTOVOLTAIC 43 F.1 OVERVIEW F.2 ELIGIBILITY F.3 DEEMED SAVINGS (TAC (D)(1) APPENDIX G: LIGHTING EFFICIENCY APPENDIX H: WINDOW FILM APPENDIX I: ENERGY STAR ROOF 53 I.1 OVERVIEW I.2 PRE RETROFIT PROJECT SAVINGS FILE I.3 POST RETROFIT PROJECT SAVINGS FILE I.4 CALCULATION OF ENERGY SAVINGS APPENDIX J: PSF INCENTIVE FILE FORM Nonprofit Facility Matching Grant Program 3

4 1 INTRODUCTION Chapter 1 Introduction Oncor Electric Delivery Company LLC ( Oncor ) is a regulated electricity transmission and distribution company that provides the essential service of delivering electricity safely, reliably and economically to end use consumers through its distribution systems, as well as providing transmission grid connections to merchant generation plants and interconnections to other transmission grids in Texas. Oncor operates the largest distribution and transmission system in Texas, delivering electricity to approximately three million homes and businesses and operating more than 117,000 miles of transmission and distribution lines. The Oncor 2010 Worship Facility Matching Grant Program (the Program ) was developed by Oncor to provide an incentive to Worship Facilities and Faith based Organizations ( Applicant(s) ) to implement approved electric energy efficiency and/or qualified renewable energy projects at facilities served by Oncor. As a result of the Program, eligible Applicants can receive matching grants from Oncor totaling up to 50% of the installation costs of certain energy efficiency and/or renewable energy upgrades (but not to exceed $100,000). This Worship Facility Matching Grant Program 2010 Program Manual ( Program Manual ) is intended to inform both Applicants and contractors that install energy efficiency and/or renewable energy upgrades ( Service Providers ) of the Program requirements and processes. Those Service Providers that have an approved application in any one of Oncor s other existing energy efficiency programs at the time an Application is submitted will be a Qualified Service Providers. Qualified Service Providers are able to market, sell and install Energy Efficiency Measures. Oncor is not directly involved in the sales or installation of energy efficiency and/or renewable energy services to its customers. Unique to the Program, Oncor offers incentives for peak demand reductions and energy savings directly to the Applicant, not the Service Provider. Incentives in the Program take the form of a grant award to Applicants or an incentive payment to Qualified Service Providers Oncor may generally educate potential Applicants, all Service Providers, and the public about the Program, but will not directly market any specific energy efficiency related product or service to its customers. 1.1 DEFINITIONS See Appendix A at the end of this Program Manual for a complete list of definitions of program terms contained within. 1.2 PROGRAM GOALS The Program is designed to assist Applicants with improving the energy efficiency of their facilities. A total of $3.8 million in matching grant funding will be made available to Applicants through 2012 for the installation of energy efficiency and/or renewable energy upgrades Nonprofit Facility Matching Grant Program 4

5 Chapter 1 Introduction The primary objective of the Program is to achieve cost effective reduction in demand during the on peak summer period. Additionally, the Program is designed to do the following: Encourage private sector delivery of energy efficiency products and services. Achieve customer energy and cost savings. Significantly reduce barriers to participation by streamlining program procedures and measurement and verification requirements. Encourage participation by a wide range of Service Providers. 1.3 PROGRAM PARTICIPANTS The Program involves three primary participants: the 1) Program Manager (Oncor), 2) Service Providers, and 3) Applicants PROGRAM MANAGER The Oncor Program Manager s responsibilities include: Conducting workshops for potential Service Providers. Reviewing, approving, and/or rejecting all program documentation. Performing certain inspection activities. Authorizing and issuing grant payments to the Applicant. Authorizing and issuing incentive payments to Qualified Service Providers SERVICE PROVIDERS A Service Provider s responsibilities include: Conducting marketing activities to potential Applicants. Attending workshops and meetings as may be required by Oncor. Assisting the Applicant in completing the Application. Submitting complete Project Savings File(s) ( PSF(s) ) and other required supplemental project information. Completing the installation of approved Projects as required. Submitting project documentation in accordance with the program procedures and deadlines. Submitting any additional information when requested for measure verification APPLICANTS An Applicant s responsibilities include: Committing to an energy efficiency and/or renewable energy Project. Completing the Application and submitting all supporting program documentation Nonprofit Facility Matching Grant Program 5

6 Chapter 1 Introduction Providing Oncor, and any statewide measurement and verification contractor or other inspector designated by Oncor, access to the project site both before and after project completion for installation inspection, as determined by Oncor in its sole discretion. 1.4 PROGRAM ELIGIBILITY APPLICANT Worship organizations must meet the following requirements in order to be eligible for consideration of matching grant funding: Meet the IRS guidelines for 501(c)(3) tax exemption status. Be organized and operated exclusively for religious or faith based purposes. Those 501(c)(3) organizations that are organized and operated exclusively for educational, scientific or other charitable purposes should refer to the program manual and program guidelines for the Oncor 2010 Nonprofit Facility Matching Program FACILITY Only worship facilities that meet the following eligibility requirements will be considered for matching grant funds: Receive service from Oncor as evidenced by the Electric Service Identifier (ESI ID) number on the Applicant s electric bill. The ESI ID number is a 17 digit number. If the third through seventh digits are or 17699, then this account is serviced by Oncor. Example: Be owned by the Applicant or, if the facility is leased or donated, the electric bill must be the sole responsibility of the Applicant SERVICE PROVIDERS Qualified Service Providers in good standing in any one of Oncor s existing Energy Efficiency Programs are eligible to participate in the Program. It is the responsibility of the Applicant to choose a Qualified Service Provider or Service Provider to install Energy Efficiency and/or Renewable Energy Measures for the facility that is the subject of the Application. Only Qualified Service Providers that are active, and in good standing with one of Oncor s existing Energy Efficiency Programs, are eligible for the Project Savings File Incentive (as discussed in Section of this Program Manual). To become a Qualified Service Provider a Service Provider must first apply and be accepted into any one of Oncor s other Energy Efficiency Programs. For more details on Oncor s existing Energy Efficiency Programs, visit Eligible Qualified Service Providers and Service Providers may include: National or local energy service companies 2010 Nonprofit Facility Matching Grant Program 6

7 Chapter 1 Introduction Retail Electric Providers National or local companies that provide energy related services (e.g., contracting) or products (e.g., lighting, HVAC equipment) PROJECT A Project is a set of proposed energy efficiency and/or renewable energy upgrades at an eligible facility. For a detailed list of eligible Projects see Appendix B. Proposed upgrades or Projects not listed in Appendix B of this Program Manual will be evaluated for Program eligibility by Oncor on a case by case basis. Below are the criteria that upgrades in an eligible facility must meet in order to be considered for matching grant funding under the Program: Produce savings through an increase in energy efficiency. Produce a measureable and verifiable electric demand reduction during the peak summer period or must reduce overall energy consumption. Be installed in a retrofit application. Exceed minimum equipment standards. Exceed minimum state and local building standards. There are no minimum project sizes in the Program. The maximum project size is determined by the size of the grant awarded to an Applicant MEASURES Additional Energy Efficiency Measures in small commercial and commercial applications that reduce electric energy consumption and/or system on peak demand at the Applicant s site(s) could also be eligible for matching grants under the Program. Contact the Oncor Program Manager with questions or concerns on eligibility of specific Measures not listed in Appendix B. Eligible Energy Efficiency and/or Renewable Energy Measures do not include repair or maintenance activities or behavioral changes. A list of minimum installation and efficiency standards is provided in Appendix C of this Program Manual. All energy and peak demand reductions must also be measurable and verifiable. If any of the proposed Energy Efficiency Measures have been installed prior to Oncor s written approval of the Application, such previously installed Energy Efficiency and/or Renewable Energy Measures shall not be eligible for grants or incentives under the Program. Oncor shall determine, in its sole discretion, whether any particular Energy Efficiency Measure is eligible for grants or incentives under the Program Nonprofit Facility Matching Grant Program 7

8 Chapter 1 Introduction 1.5 BUDGET, GRANTS, AND INCENTIVES AVAILABLE BUDGET Oncor has assigned an incentive budget for the Program of approximately $3.8 million to be spent on Energy Efficiency and/or Renewable Energy Measures and the implementation for worship facilities serviced by Oncor until $614,076 of this amount has been allocated to the Program for Oncor will provide grants and incentives related to completed, approved Projects until the Program budget for the year is exhausted GRANTS For the 2010 program year, the available, aggregate matching grant fund for all projects is $614,076. Each matching grant award is designed to cover up to half of the energy efficiency costs incurred by an Applicant to purchase and install an approved, completed Project s energy efficiency and/or renewable energy upgrade(s). The outstanding balance to fund completion of each Project will need to be secured by the Applicant from sources other than the Program or Oncor and outlined in the Application as additional funds. A facility is defined to be a single building and any directly connected buildings. An Applicant may apply for multiple matching grants during a program year for energy efficiency and/or renewable energy upgrades for different facilities. Only one (1) matching grant will be awarded per facility per year, up to 50% of the total project cost, but not to exceed $100,000. A matching grant can be used only to pay for the direct purchase and installation of the approved energy efficiency. The matching grant will be issued to the Applicant only after receipt of all project specific completed PSFs and verification of the installation of the energy efficiency and/or renewable energy upgrade(s) conducted by Oncor. The final matching grant amount paid to the Applicant will be calculated based on the verified kw and kwh savings of the energy efficiency and/or renewable energy upgrade(s) installed at the facility. The kw and kwh savings will be verified by reviewing support documents submitted at project completion and by site Inspections conducted by Oncor. Notifications of grant award amounts are through the Matching Grant Notification Letter. Once a Project has been successfully completed and verified by Oncor, it could take up to four (4) weeks for an Applicant to receive a matching grant payment INCENTIVES For the 2010 program year, the available Project Savings File Incentive ( PSF Incentive(s) ) budget is $2, Nonprofit Facility Matching Grant Program 8

9 Chapter 1 Introduction Oncor will pay active Qualified Service Providers a fixed incentive of $100 per Project that is accompanied by a completed Application. (Note: One Project could require multiple PSFs based on the number of Measure(s) included in the Project). The following guidelines will be used to determine payment of the incentive: Only Qualified Service Providers in good standing with one of Oncor s Energy Efficiency Programs are eligible for the PSF Incentive. Service Providers that are interested in becoming Qualified Service Providers are required to apply, and be accepted, into one of Oncor s other Energy Efficiency Programs. Visit for more details on the various programs and the requirements. An incentive will be paid on only one (1) complete project submission per Application. If a proposed Project has multiple Measures, measure specific PSFs are required for all corresponding Measures. PSF(s) submitted with a completed Application will be eligible for an incentive payment. No incentives will be paid for incomplete, misleading, or inaccurate PSFs. If a Qualified Service Provider has been locked out and/or terminated from one of Oncor s other Energy Efficiency Programs during the program year, the Qualified Service Provider is no longer eligible for incentive payments in the Program. PSF Incentives will be paid based on the date Oncor receives the complete submission (hard copy with Application, electronic copy with PSF Incentive Form and Invoice). The PSFs will not be considered an Invoice for payment of incentive funds. The Qualified Service Provider must submit an Invoice to Oncor for payment. The Project Savings File Incentive Form in Appendix J is required with the Invoice submission. Oncor will decline payments for duplicate submissions to the same Project. Upon successful receipt of an Application, PSF(s), and all supporting documentation, Oncor will determine in its sole discretion whether a Qualified Service Provider should receive a PSF Incentive. Once the Invoice is received, it could take up to four (4) weeks for a Qualified Service Provider to receive payment or notification that payment has been denied Nonprofit Facility Matching Grant Program 9

10 2 2 PROGRAM PARTICIPATION This section provides information on participating in the Program including the program phases, required submittals, and milestones. Oncor will open the Program on May 7, 2010, and allow the immediate submission of Projects. Oncor will continue to allow submissions until the budget is exhausted. 2.1 PROJECT PHASES In the following Figure 2.1: Worship Facility Matching Grant Project Phases a flowchart shows the various project phases of the Program. There is a phase specific checklist at the end of each segment description to guide Applicants, Qualified Service Providers, and Service Providers through each phase of the Program. The checklist includes suggested task owners, a description of the tasks, and an area to apply the time and date the task was completed for your records. Figure 2.1: Worship Facility Matching Grant Project Phases

11 Chapter 3 Additional Information QUALIFYING PHASE The Qualifying Phase is considered the phase of the Project when the Applicant, and any Service Providers are assisting the Applicant in determining if the Applicant, facility, Project, and proposed Measures are eligible for a matching grant from Oncor. The following should be confirmed during this project phase: QUALIFYING PHASE CHECKLIST Owner Task Complete (date) Applicant Applicant and/or Service Provider Confirm that the Applicant meets the eligibility requirements listed on Page 6 of the Program Manual. Confirm that the facility meets the eligibility requirements listed on Page 6 of the Program Manual PRE ASSESSMENT PHASE The Pre Assessment Phase is the project phase where the Qualified Service Provider, or Service Provider, and the Applicant are determining the scope of the proposed Project. Time should be taken to benchmark the facility and determine which Projects are most suited to the goals of the Applicant. The Applicant can use the Electricity Usage Worksheet in Appendix B of the 2010 Worship Facility Matching Grant Program Application and Guidelines packet on the Program Web site. This form helps the Applicant to determine if the facility is classified as a small commercial or commercial facility. To utilize this worksheet the Applicant will need to have the facility s past twelve (12) months electric bills. (See Section for additional instruction.) The following should be confirmed during this project phase: PRE ASSESSMENT PHASE CHECKLIST Owner Task Complete (date) Applicant or Service Provider Collect the past twelve (12) months of electric bills for the facility. Complete the Electricity Usage Worksheet in Appendix B of the 2010 Worship Facility Matching Grant Program Application and Guidelines packet on the Program Web site. The results of this form will classify the facility type. Service Provider IF THE FACILITY IS CLASSIFIED SMALL COMMERCIAL Schedule and complete a Facility Pre Assessment using the pre retrofit portion of the Project Savings File(s) located on the Program Web site Nonprofit Facility Matching Grant Program 11

12 Chapter 3 Additional Information Applicant and Service Provider Applicant and Service Provider Applicant Applicant Service Provider Applicant and/or Service Provider Review the results of the Facility Pre Assessment and the pre retrofit portion of the Program Savings File(s) to select the desired upgrade(s) to be included in the Application. If unsure what upgrade(s) are eligible, see Appendix B or contact the Oncor Program Manager. Confirm that the Project meets the eligible Projects listed in Appendix B or submit to Oncor for approval. IF THE FACILITY IS CLASSIFIED COMMERCIAL Visit to apply for the Commercial Energy Audit Program for a full energy assessment for the commercial facility. Once the energy audit has been completed, select a Qualified Service Provider or Service Provider to complete the pre retrofit portion of the Project Savings File(s) for the Measure(s) to be included in the Application. Review the Commercial Energy Audit Report and complete the pre retrofit portion of the coordinating PSF(s) applicable to the proposed Project. Confirm that the Project is an eligible Project listed in Appendix B or submit to Oncor for approval APPLICATION SUBMISSION PHASE During the Application Submission Phase, the Applicant will be gathering all documents to submit for review by Oncor. During this process, there are many task owners. The checklist below is for both commercial and small commercial classified facilities. Applicants for the Program must submit a completed Application and all supporting documents, along with PSF(s) with pre retrofit portion(s) completed. Oncor will notify the Applicant of its application status within ten (10) business days after Oncor s of receipt of the hard copy of the completed Application, PSF(s), and all supporting documentation. All hard copies of applications, forms, reports, and supplemental documentation, as required for each Project, must be sent by U.S. Postal Service or other overnight mail services and must be addressed to the following (Oncor will not accept hand delivered information): Oncor Attn: Carmen Miestchovich, Program Manager 1601 Bryan St., Suite D Dallas, TX Phone: Fax: E mail: 2010 Nonprofit Facility Matching Grant Program 12

13 Chapter 3 Additional Information It is the sole responsibility of the Applicant, Qualified Service Provider, and/or Service Provider to ensure that Oncor receives all of the required project documentation by close of business on the applicable due date. Applicants should retain proof of delivery for all project materials submitted. Hard copies of incomplete Applications and PSFs received will not be processed for review by Oncor. The following should be confirmed during this project phase: APPLICATION SUBMISSION PHASE CHECKLIST Owner Task Complete (date) Applicant Applicant Applicant Applicant and Service Provider Applicant Service Provider Complete and sign the 2010 Worship Facility Matching Grant Program Application. Assemble a copy of IRS documentation to show proof of 501(c)(3) status (i.e., I 990 or IRS Determination Letter of Ruling). Assemble signed hard copy of all PSF(s) including facility photos. (NOTE: There should be one completed PSF for each Measure in the proposed Project.) Include an original, signed bid or quote from the selected Service Provider. Review all application documents for completeness and mail to Oncor for review. Submit electronic copy of all PSF(s) that have been submitted in the application packet by the Applicant. (NOTE: Qualified Service Providers Submit an electronic copy of the PSF Incentive Form, Invoice, and all PSF(s) associated to the Project.) IF THE FACILITY IS CLASSIFIED COMMERCIAL Applicant Oncor Program Manager Include a copy of the Commercial Energy Audit Report in the application submission. Contact the Applicant once all documentation has been received GRANT REVIEW PHASE During the Grant Review Phase, the Application, PSF(s), and accompanying documents are submitted to Oncor; and the proposed project documents are reviewed for accuracy and completeness. If, in Oncor s sole discretion, the Applicant and/or the Qualified Service Provider, or Service Provider, has not provided sufficient information on which Oncor can make a reasonable 2010 Nonprofit Facility Matching Grant Program 13

14 Chapter 3 Additional Information determination of an Applicant s submission of the Project, Oncor may reject any document or the entire Project for the deficiencies in question. The Oncor Program Manager will review all documentation prior to submitting any Projects to the Oncor Grant Review Committee ( Committee ). No Project will be submitted for review by the Committee until all completed documents have been received in hard copy form by Oncor Program Manager. Applications will be submitted to the Oncor Program Manager who will present the Project to the Committee. If Oncor approves an Application, it will execute the Matching Grant Notification Letter and deliver the document to the Applicant. The Matching Grant Notification Letter will detail whether a grant award has been approved or denied. Matching grants will be awarded on a monthly basis during each program year or until funds are no longer available. Completed applications must be received at least fifteen (15) business days prior to a scheduled Committee meeting. The meetings are generally scheduled during the fourth week of each month. Applications received after the fifteen (15) business day timeframe will automatically be rolled over into the next grant cycle for consideration. The Program Manager will contact each Applicant with timelines specific to the project Application. The Committee reserves the right to make final matching grant awards based on the proposed Projects that are most likely to achieve the goals and intent of the Program. All awards are subject to successful Project completion and verification. Oncor reserves the right to decrease a matching grant allowance if a Project does not demonstrate projected savings or deviates from the previously approved Project specifications. Projects are scored on the following criteria: Requested grant funds per proposed kw and kwh reduction. Project comprehensiveness. Project completion timeline. Availability of matching funds. Oncor may reject an Application for any reason in its sole discretion, including if: The Application is received after the budget for the program year has been fully committed. The Applicant s proposed Installation Phase cannot reasonably be expected to be completed by November 15, Required submittals are not received by deadlines stated in this Program Manual. (See Section 2.3: Project Milestones.) The Applicant, facility, Project, or Measure fails to meet program eligibility requirements. The Applicant, Qualified Service Provider, or Service Provider is found to have made material misrepresentations in the Application, PSF(s), and/or any supporting program documentation. The Applicant fails to comply with applicable federal, state, and local laws and regulations Nonprofit Facility Matching Grant Program 14

15 Chapter 3 Additional Information It is necessary due to changes that occur in laws or regulations directly affecting the Program. The following should be confirmed during this project phase: GRANT REVIEW PHASE CHECKLIST Owner Task Complete (date) Oncor Program Manager Applicant and/or Service Provider Oncor Program Manager Oncor Program Manager Contact the Applicant with project specific grant review timeline, cost effective scoring, and overall potential scoring of the Project. Discuss with Applicant any modifications to project documentation that may or may not need to be made prior to Committee submission. If any modifications were required to the original application documents (as discussed with the Oncor Program Manager), the modified documents should be submitted to Oncor as directed. Present proposed Project to Committee for evaluation. An official Matching Grant Notification Letter will be sent to the Applicant INSTALLATION PHASE After the Application is reviewed by the Committee, the Applicant will receive a Worship Facility Matching Grant Notification Letter ( Letter ). The Letter will specify the total allowance awarded and approved Energy Efficiency and/or qualified Renewable Energy Measure(s) or details as to why the Application was rejected. If any modifications, extensions, or cancellations to any previously approved portion of the proposed Project occur after the Letter is sent, it is the responsibility of the Applicant to notify Oncor. Any changes to the Project are subject to review and possible modification of the grant allowance at the sole discretion of Oncor. The following should be confirmed during this project phase: INSTALLATION PHASE CHECKLIST Owner Task Complete (date) Applicant Service Provider Contract Qualified Service Provider, or Service Provider, to complete the installation of approved Measures. Install the upgrade(s) based on the agreement with the Applicant Nonprofit Facility Matching Grant Program 15

16 Chapter 3 Additional Information Service Provider Oncor Program Manager Applicant and/or Service Provider Oncor Program Manager Complete and submit an electronic copy of the post retrofit portion of the originally submitted PSF(s) with and the necessary support documentation such as proof of project cost, post project photos, and any additional data to the Oncor Program Manager for initial review. (Note: The preretrofit and post retrofit portion of the file(s) should be completed at this point.) Review electronic PSF submission(s) for accuracy. Contact Applicant and/or Service Provider to discuss files. Complete and submit a hard copy of completed PSF(s) with necessary support documentation such as proof of project cost, post project photos, and any additional data to the Oncor Program Manager. (Note: The pre retrofit and postretrofit portion of the file(s) should be completed at this point.) Schedule Post Installation Inspection with Applicant and Service Provider POST INSTALLATION INSPECTION PHASE During the Post Installation Inspection Phase, Oncor will perform Inspections of all project sites to determine if the approved Energy Efficiency and/or Renewable Energy Measure(s) have been installed properly and are capable of performing their intended function(s). The Qualified Service Provider, or Service Provider, may be required to be on site during the Inspection. All Energy Efficiency and/or Renewable Energy Measures installed in the Program must conform to or exceed the standards listed in Appendix C I. Measure specific deemed savings are contained in the Appendices. If Energy Efficiency and/or Renewable Energy Measures installed do not meet these standards, they will not be eligible for matching grant allowance. If Oncor determines that the Measures have been installed, tested, and inspected to the extent required by Oncor and found to be capable of providing Peak Demand Savings and/or Energy Savings in material compliance with the contract documents, the Project will be approved as submitted. Oncor reserves the right to reject any installed Energy Efficiency and/or Renewable Energy Measure for any of the following reasons: Poor workmanship. Qualified Service Provider, Service Provider, or Applicant modification to the installed Measure. Lack of UL Listing. Measure not operating correctly Nonprofit Facility Matching Grant Program 16

17 Chapter 3 Additional Information Measure or its installation poses a safety hazard. Measure or its installation poses an environmental hazard. Measure does not comply with local or state building codes. Measure does not comply with National Electric Code or National Electric Safety Code. Failure to comply with program requirements or any applicable laws or regulations. After Inspections are completed, all installations will be evaluated on a measure by measure basis to calculate an adjustment factor for energy efficiency savings and matching grant allowance. In the event the Applicant disagrees with the payment adjustment, the Applicant may request that all information be reviewed again after additional clarifying information is provided by the Applicant and/or the Qualified Service Provider or Service Provider. However, final payment adjustments will be at the sole discretion of Oncor. In the event the Inspection Report results in a failure, the Qualified Service Provider, or Service Provider, will be given the opportunity to make the appropriate adjustments to the Project. A second Inspection will then be required to review the modifications. The second Inspection will be at the cost of $200 to the Applicant. POST INSTALLATION INSPECTION PHASE CHECKLIST Owner Task Complete (date) Applicant and Service Provider Inspector Oncor Program Manager Oncor Program Manager Be available for the Post Installation Inspection and provide access to the project site. Inspect project site and send results to Oncor Program Manager. Review feedback from Inspector and make matching grant adjustments, if necessary. Contact Applicant with inspection results. Submit Invoice for grant payment. Contact Applicant with proposed date the funds will be delivered GRANT PAYMENT PHASE For approved Projects, Oncor will pay the Applicant a matching grant award within four (4) weeks after the date Oncor approves the post installation of the project Measures. The amount of the matching grant award shall be determined by Oncor in its sole discretion based on the results of the Inspection Nonprofit Facility Matching Grant Program 17

18 Chapter 3 Additional Information Notwithstanding anything in the Program Manual to the contrary, Oncor will make grant payments and PSF Incentive Payments only to the extent funding remains available in the program budget at the time the associated Application is approved by Oncor. 2.2 PROJECT DOCUMENTS DOCUMENTATION SUBMISSION Program Applications, forms, reports, and supporting documentation may be submitted any time after May 7, 2010, but must be received by Oncor no later than November 8, Hard copies of all project documentation, and required accompanying documents, must be received by Oncor within five (5) business days of any electronic submittals. Oncor will not make any matching grant payments for any Measure not included in a PSF(s). The final passing Post Installation Inspection for any approved matching grant Project must be received electronically by November 30, 2010, at 5 p.m., Central Standard Time. All program Applications, forms, reports, and supporting documentation must be date stamped by Oncor by the due date. All program documents and supporting documentation must be sent by U.S. Postal Service or other overnight mail services HAND DELIVERED DOCUMENTS WILL NOT BE ACCEPTED. Oncor may request clarification of, or additional information about, any item submitted as part of the project documentation. Applicant, Qualified Service Provider, and Service Provider must respond to such requests within the time period specified by Oncor. If the clarification or additional information provided is not sufficiently responsive, Oncor may, at its sole discretion, request additional information or discontinue its evaluation of the submittal. Any Applicant submitting an unsuccessful Application may reapply for project funding by submitting another Application. However, if an Applicant reapplies, it will be considered a new Application for the purpose of determining submission order with respect to all other Applications. The Applicant will lose the initial position in the order of submittal for project funding purposes, if applicable. Table 2.2: Worship Document Matrix Task Owner Document Name File Submission Document Location Applicant 2010 Worship Facility Matching Grant Application HARD COPY Worship Facility Matching Grant 2010 Application and Guidelines (Pg. 7 12) Applicant IRS I 990 IRS Letter of Determination These documents show proof of 501 (c)(3) status HARD COPY This document will need to be provided from the Applicant s records Nonprofit Facility Matching Grant Program 18

19 Chapter 3 Additional Information Applicant Electricity Usage Worksheet HARD COPY Worship Facility Matching Grant 2010 Application and Guidelines (Pg. 14) Appendix B Applicant (COMMERCIAL CLASSIFICATION) Commercial Energy Audit Program Application HARD COPY Applicant (COMMERCIAL CLASSIFICATION) Commercial Energy Audit Program Report HARD COPY The full Commercial Energy Audit Report will be sent to you after the commercial energy audit has been completed. Applicant and Service Provider Project Savings File(s) (Used during the Facility Pre Assessment/Preretro fit portion of the file(s)) HARD COPY ( submitted by the Applicant with Program Application) ELECTRONIC COPY (submitted by Qualified Service Provider with PSF Incentive Form and Invoice) Service Provider Project Savings File(s) (Used during the Installation Phase/Postretrofit portion of the file(s) ) ELECTRONIC COPY (submitted by the Service Provider for initial review) HARD COPY (submitted by the Applicant and Service Provider once reviewed by Oncor) Use the originally submitted PSF(s) submitted with the Application. Applicant and Service Provider Project Bid or Quote HARD COPY Will be provided by the Service Provider of the Applicant s choice. Program Manager Worship Facility Matching Grant Notification Letter HARD COPY Will be provided by the Oncor Program Manager once the Application has been reviewed Nonprofit Facility Matching Grant Program 19

20 Chapter 3 Additional Information Applicant Request for Modification, Extension, or Cancellation ELECTRONIC (submit request electronically, then mail HARD COPY within 5 days of electronic submission) Contact Oncor Program Manager for this document WORSHIP MATCHING GRANT APPLICATION The Application is to be completed by the Applicant. The Foundation, Qualified Service Provider, or Service Provider, can assist the Applicant. See the Program Web site for the Worship Facility Matching Grant 2010 Guidelines and Application. All sections of the Application must be completed prior to submission. Section 1: Contact Information Detailed information for the Applicant (primary point of contact) during the Project. Section2: Facility Information Detailed information on the proposed project facility, including ESI ID. If there is more than one ESI ID number for the facility. Remember to place all of the numbers on the Application. Section 3: Project Information Select all applicable Measures for the proposed Project. Remember to include a PSF for each Measure selected. Measure: Include the type of Measures being proposed (i.e., T 8 lighting, HVAC). Quantity: Include the number of specific Measures being included (i.e., 27 light fixtures, 2 HVAC). Check the list of all applicable supporting documentation for the Project. Section 4: Project Savings The kw and kwh savings figures are the sum of the kw and kwh savings calculated on the PSF file(s). Section 5: Customer Participation Agreement Applicant must read, sign, and return all parts of the Customer Participation Agreement with the Application (Pg of the Worship Facility Matching Grant 2010 Application and Guidelines). Applicant must read, sign, and return the Worship Facility Matching Grant Program Application Certification with the application submission (Pg. 12 of the Worship Matching Grant 2010 Application and Guidelines) Nonprofit Facility Matching Grant Program 20

21 Chapter 3 Additional Information (C) (3) STATUS The Applicant is required to submit proof of IRS 501(c)(3) status with its Application submission. Acceptable documents include a copy of the IRS I 990 or Determination Letter ELECTRICITY USAGE WORKSHEET The Electricity Usage Worksheet in Appendix B of the Worship Facility Matching Grant 2010 Application and Guidelines is designed to assist Applicants in determining: 1) the customer classification of the applicant facility; and, 2) the Applicant s annual electric bill. The Applicant will need to have the last twelve (12) months of electric bills. From each bill fill in the total cost per month as well as the total kw usage. Once January December has been completed, calculate the total of each column. The Total Bill ($$) field is required for the Application. If the kw usage in any of the grey (June September) fields is greater than 100 kw, the facility is commercial. Applicants for commercial facilities should complete the Commercial Energy Audit Program Application for a comprehensive energy audit COMERCIAL ENERGY AUDIT REPORT Applications for facilities that have been classified commercial by the Electricity Usage Worksheet will be asked to complete a comprehensive commercial energy audit. The Application for this audit is at energy audit. If the Applicant has a Commercial Energy Audit completed, all supporting PSF(s) are required with the Application submission PROJECT SAVINGS FILES PSFs are used as the reporting tool for the Facility Pre Assessment as well as for the post installation reporting. The files are used to capture pre retrofit data (actual and proposed) and post retrofit data (actual). Initially, the PSF(s) support the Application in the proposed kw and kwh savings for the Project. Remember, a PSF is required for each Measure type. Examples of Project Savings Files Lighting Cooling Window Film ENERGY STAR Roof Once the installation of the Measure(s) is complete, the original PSF(s) should be used. The postretrofit portions of all files will need to be completed and submitted for review by the Oncor Program Manager prior to printing hard copies for submission. Once reviewed by the Oncor 2010 Nonprofit Facility Matching Grant Program 21

22 Chapter 3 Additional Information Program Manager, contact will be made with the Applicant and/or the Qualified Service Provider, or Service Provider, as applicable, to schedule the Post Installation Inspection PROJECT BID OR QUOTE A detailed price bid or quote for the proposed Project is required with the submission of the Application. This price quote should be an itemized quote including equipment details and costs. This document must be signed by the Applicant, Qualified Service Provider, and/or Service Provider GRANT NOTIFICATION LETTER Once an Application has been reviewed by Oncor, the Program Manager will contact the Applicant with the outcome of the review. A Matching Grant Notification Letter will be sent to the Applicant including information specific to the proposed Project including, but not limited to, award or decline status REQUEST FOR MODIFICATION, EXTENSION, OR CANCELLATION If there are any changes to the project equipment needs, a cause for delay in completion of the approved Project, or a cancellation of installation of previously approved Measures, a Request for Modification, Extension, or Cancellation is required. The Request should be e mailed to 2.3 PROJECT MILESTONES Table 2.3: 2010 Worship Facility Matching Grant Program Milestones Dates Description May 7, 2010 October 2010 November 8, 2010 November 15, 2010 November 30, 2010 Program opens for Application submission. Last month for Grant Review Committee to review Projects that can be completed in program year Applications can be submitted for subsequent program years. Last day to electronically submit any and all program Applications, forms, or supporting documentation for the Projects approved for completion in Last day to have hard copies of all program Applications, forms, reports, or supporting documentation delivered to Oncor by 5 p.m., Central Standard Time, for the Projects approved for completion in Last day to have a completed passing Post Installation Inspection completed for payment submission in Nonprofit Facility Matching Grant Program 22

23 Chapter 4 Appendix A: Glossary 3 3 ADDITIONAL INFORMATION Oncor may impose additional restrictions and qualification requirements on Applicants, Qualified Service Providers, or Service Providers based on prior program participation. 3.1 CONFIDENTIALITY Oncor s Program is subject to oversight by the Public Utility Commission of Texas and the Texas Legislature, which may request a copy of any Program materials that Oncor receives. Oncor may also be required to disclose any documents pursuant to laws, regulations or legal process. Any documents sent to the Public Utility Commission of Texas or the Texas Legislature or disclosed pursuant to laws, regulations or legal process may be accessible by the general public. Oncor will attempt to treat sensitive information submitted by the Applicant, Qualified Service Provider, or Service Provider, such as financial statements and Project costs, confidential to the extent possible. However, Oncor will not be liable to any Applicant, Qualified Service Provider, or other party as a result of public disclosure of any information submitted pursuant to the Program. By submitting an Application and/or attempting to participate in the Program, each Applicant, Qualified Service Provider, and/or Service Provider understands and agrees that any information it provides to Oncor could be publicly disclosed. According to the State of Texas House Bill 698, businesses that dispose of records containing personal information, must destroy or modify the record through shredding or other means that renders the information unreadable. Applications, Qualified Service Providers, and/or Service Providers are subject to these restrictions. Personal information for purposes of State of Texas House Bill 698 consists of the customer s name and any one of the following: Customer identification number (premise number, meter number and/or ESI ID) Social security number (or government identification number) Drivers License number Address (physical or mailing) Documents 3.2 PARTICIPATION COSTS Oncor will not reimburse any Applicant, Qualified Service Provider, or Service Provider for any costs incurred by participating in the Program, including costs of preparing program documentation, reviewing or executing program documents, or preparing and submitting any program reports. 3.3 SUBMISSION OF FALSE INFORMATION Oncor reserves the right to discontinue its evaluation of all submittals from any Applicant, Qualified Service Provider, or Service Provider who submits false, misleading, or incorrect information. In the 2010 Nonprofit Facility Matching Grant Program 23

24 Chapter 4 Appendix A: Glossary event Oncor determines it has received false, misleading or incorrect information, Oncor may deny or terminate participation in the Program or any other Oncor Energy Efficiency Programs by the provider of such information. 3.4 COMPLIANCE Applicants and/or Qualified Service Provider, or Service Provider warrants and represents that the Project meets all applicable federal, state, and local laws and regulatory requirements, including: The Project will result in Energy Savings and Peak Demand Savings and a reduction in energy costs for the Applicant. The Project will result in consistent and predictable Energy Savings and Peak Demand Savings over the Estimated Useful Life of the Measure. The Qualified Service Provider, or Service Provider, disclosed all potential adverse environmental or health effects associated with the Measures to be installed, if any. The Project includes appropriate and adequate measurement, verification, and reporting procedures. The Project does not achieve demand reduction by eliminating an existing function or shutting down a facility or operation, or result in building vacancies or the re location of existing operations to locations outside of the facility or area served by Oncor. Measures installed pursuant to the Project would not be installed in the absence of the Project. The Project does not result in negative environmental or health effects, including effects that result from improper disposal of equipment and materials. The Project does not involve the installation of self generation or cogeneration equipment, but may involve renewable DSM technologies. Applicants, Qualified Service Providers, and Service Providers shall keep and maintain accurate and detailed records and documentation relating to the Project and its associated Energy Savings and Peak Demand Savings for a period of not less than three (3) years beyond the termination of this grant award. During the retention period, such records shall be made available, upon reasonable notice, for Inspection during normal business hours by Oncor or any governmental agency having jurisdiction over the Program or any portion of the Project. 3.5 MISCELLANEOUS Applicant and/or Qualified Service Provider, or Service Providers, shall not use Oncor s corporate name, trademark, trade name, logo, identity, or any affiliation for any reason, including soliciting Worship Customers for participation in the Program, without Oncor s prior written consent. Applicants, Qualified Service Providers, and Service Provider may file a complaint against Oncor concerning the Program with the Public Utility Commission of Texas Nonprofit Facility Matching Grant Program 24

25 Chapter 4 Appendix A: Glossary 4 4 APPENDIX A: GLOSSARY Applicant shall mean an eligible worship organization that submits an Application for the Program and contracts with a Qualified Service Provider or Service Provider for the installation of Measures pursuant to the Project. Application: The Worship Facility Matching Grant Application, comprising a set of standard forms, is submitted by the Applicant in conjunction with the Project Savings File(s). Baseline is generally defined, for the purposes of determining estimated and measured energy savings for equipment replacement Projects implemented under the Program, as the energy consumed by equipment with efficiency levels that meet the applicable current federal standards and reflect current market conditions. The Baseline may be determined by the equipment or conditions currently in place under the following conditions: a) when federal energy efficiency standards do not apply, or b) when the existing equipment can be shown by Service Provider to have a remaining service life of at least fifteen (15) years. Conditioned space: Cooled space, heated space, or indirectly conditioned space: Cooled space: Enclosed space within a building that is cooled by a cooling system whose sensible capacity exceeds 5 Btu/ (h ft2) or is capable of maintaining a space dry bulb temperature of 90 F or less at design cooling conditions. Heated space: Enclosed space within a building that is heated by a heating system whose output capacity exceeds 10 Btu/ (h ft2) or is capable of maintaining a space dry bulb temperature of 50 F or more at design heating conditions. Indirectly conditioned space: Enclosed space within a building that is not heated or cooled space, whose area weighted heat transfer coefficient to heated or cooled space exceeds that to the outdoors or to unconditioned space, or through which air from heated or cooled space is transferred at a rate exceeding three air changes per hour (see heated space and cooled space). Deemed Savings shall mean a pre determined, validated estimate of energy and peak demand savings attributable to an Energy Efficiency Measure in a particular type of application that a utility may use instead of energy and peak demand savings determined through measurement and verification activities. Energy Efficiency Measures: Equipment, materials, and practices that when installed and used at a customer site result in a measurable and verifiable reduction in purchased electric energy consumption, measured in kilowatt hours (kwh), or peak demand, measured in kilowatts (kw), or both. Energy Savings shall mean the amount of annual (one year) electric energy reduction, expressed in kilowatt hours (kwh), that result from the installation of Measures pursuant to the Project. Energy 2010 Nonprofit Facility Matching Grant Program 25

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