Multifamily and Commercial Plus 2015 Program

Transcription

1 Multifamily and Commercial Plus 2015 Program Policies and Procedures Manual July 2, 2015 A Joint Project of: This program is funded by California utility ratepayers and administered by Pacific Gas and Electric Company in collaboration with the City and County of San Francisco and under the auspices of the California Public Utilities Commission. Funding is limited. Rebates and services are provided on a first-come, first-served basis until Dec. 31, 2015 or until program funds are depleted, whichever comes first. California consumers are not obligated to purchase any full service fee or other service not funded by this program.

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3 Table of Contents 1 Program Overview Description Goals General Terms and Conditions Contacts Comprehensive Project Scope Double Counting of Energy Savings Availability of Funds Required Forms and other Documents Contractor Participation Contractor Recruitment Contractor Eligibility and Enrollment Contractor Training Contractor Support Evaluation of Contractor Performance Participating Contractor Project Process Determining Customer Eligibility Customer Recruitment Customer Responsibilities Application Submittal Pre-Installation Inspections Completion of Work by Participating Contractor Project Completion Documents Post-Installation Inspection Incentive Payment Self-Installation Project Process Equipment Installation Requirements Eligible Efficiency Measures Types of Energy-Saving Measures Equipment Specifications Warranties Incentive Funds Rules Governing Incentives Incentive Payment Process Quality Control Application Quality Control Project Verification Project Tracking Third Party Evaluation, Measurement, & Verification Customer Service and Dispute Resolution Customer Service Customer Complaints Dispute Resolution Contractor Suspension or Termination Appendix A: Qualifying Measure List & Incentives Multifamily Plus Measures Commercial Plus Measures Appendix B: Equipment Specification Guide Introduction Lighting HVAC & Water Heating Refrigeration San Francisco Energy Watch Multifamily and Commercial Plus Program

4 5. Power Management Software Appendix C: Program Forms Sample PG&E Bill Sample Itemized Customer Invoice Participating Contractor Agreement IRS W-9 Form Background Check Compliance Certificate Site Access Agreement Incentive Application Prescriptive Incentive Application Installation Verification Form Self-Installation Agreement Warranty & Recycling Information San Francisco Energy Watch Multifamily and Commercial Plus Program

5 1 Program Overview 1.1 Description The City and County of San Francisco (CCSF) and Pacific Gas and Electric Company (PG&E) have developed the "San Francisco Energy Watch Program" (SFEW or Program), a group of sub-programs that promote the installation of energy-efficient equipment in small- to medium-sized businesses and multifamily properties ( Customers ) located in San Francisco. The Multifamily and Commercial Plus subprograms of SFEW leverage a network of participating lighting, HVAC, refrigeration, and other installation contractors to serve these Customers by offering participating contractors ( Contractors ) financial incentives for the installation of a wide range of measures. SFEW offers the following energy efficiency measure types: (1) lighting; (2) heating, ventilation, and air conditioning (HVAC) equipment and HVAC controls; (3) natural gas boilers, water heating systems, and controls; (4) refrigeration equipment and controls; and (5) computer power management software. SFEW targets businesses and the owners and managers of commercial and multifamily facilities who receive electric and/or natural gas distribution service from PG&E and are located within City limits. Contractors are only eligible to receive incentives that correspond directly to the type of service (i.e. electricity and/or natural gas) that the Customer receives from PG&E. By employing a trade ally-driven implementation approach, SFEW leverages Contractors existing relationships with their customers to drive marketing efforts while supporting these efforts with training and materials to help overcome barriers to energy efficiency improvements. Financial incentives motivate Contractor participation and reduce the incremental cost of installing energy efficient equipment, which is particularly key in target markets with limited financial resources. The SFEW Program is implemented by the San Francisco Department of the Environment (SF Environment) with the support of ICF International ( ICF, or ICF Resources, LLC in Program documents), and is funded by California ratepayers under the auspices of the California Public Utilities Commission (CPUC) 1.2 Goals The Program s primary purpose is to reduce energy use in San Francisco. CCSF has adopted long-range plans to make San Francisco more environmentally sustainable by developing initiatives that promote clean energy and the reduction of carbon emissions. As part of those efforts, SFEW expects to achieve or exceed the following electricity and gas savings goals during the 2015 Program cycle: Reduce peak electric load by 1,700 kilowatts (kw) Reduce electricity use by 12,000,000 kilowatt hours (kwh) 1.3 General Terms and Conditions Contacts San Francisco Department of the Environment Kathleen Bryan (Commercial) 1455 Market Street, Suite 1200 San Francisco, CA, (415) Kathleen.Bryan@sfgov.org Lowell Chu (Multifamily) 1455 Market Street, Suite 1200 San Francisco, CA, (415) Lowell.Chu@sfgov.org San Francisco Energy Watch 2 Multifamily and Commercial Plus Program

6 ICF International Tom Morrison 620 Folsom St, Suite 200 San Francisco, CA, (415) Contractor Hotline SFEW (7339) David Brower 620 Folsom St, Suite 200 San Francisco, CA, (415) Comprehensive Project Scope The SFEW Program was established to ensure that PG&E ratepayer dollars for energy efficiency would be used to provide comprehensive services, backed by strict quality control process and exceptional customer service to San Francisco customers. Following the direction of the California Public Utilities Commission, who authorizes these funds, projects should include energy upgrades to all equipment with a reasonable return on investment. "Cherry-picking" single measures creates lost opportunities for other measures that would be cost-prohibitive to upgrade on their own afterwards. When marketing any projects through this Program, retrofits should be described as low-cost or in some instances no-cost after PG&E incentive is applied to all possible eligible measures. Projects or equipment should never be described as free to the customer. SFEW Participating Contractors are therefore required to provide customers with proposals that cover all possible measures within their technical expertise (lighting, HVAC, etc.) that cost-effectively maximize energy savings. Participating Contractors are also encouraged to bring to the Program s attention any other retrofit opportunities not covered by their expertise, so that a truly comprehensive scope can encompass all existing energy savings potential. SFEW reserves the right to reject submitted projects, or deny Program participation to any Contractor that does not make a reasonable effort to promote comprehensive project scopes Double Counting of Energy Savings The energy savings from measures installed through the SFEW Program may not count towards energy savings for other programs, pilots, or demonstration projects funded by the Public Goods Charge or any other ratepayer-funded source. PG&E customers, contractors, subcontractors, or agents of contractors who have applied, for or accepted rebates, incentives, or financial assistance from such programs for the same measures will be denied SFEW incentives. This includes all upstream rebate programs, which are programs in which PG&E pays an incentive to a product retailer or distributor to buy down the cost of the product to the end-use Customer. It is within SFEW s sole discretion to determine whether double counting has occurred Availability of Funds SFEW incentives are available on a first-come, first-served basis until December 31, 2015 or until funds are depleted, whichever comes first. With monthly review of projects and budgets, oversubscription will not be allowed to occur. In the unlikely event that funds are not available to serve eligible and interested customers, SFEW reserves the right to allocate incentives in a manner that maximizes energy savings and customer satisfaction. Any unserved customers will be referred to other existing rebate programs Required Forms and other Documents The Program uses the documents, forms, and agreements listed below. All Program documents can be found in Appendices A through C. ICF, on behalf of SF Environment, reserves the right to make changes in any or San Francisco Energy Watch 3 Multifamily and Commercial Plus Program

7 all of these documents, forms, and agreements as needed. Updated documents will be maintained at the SFEW Web site: A. Participating Contractor Agreement: Required for all installation Contractors receiving incentives through the Program, the Participating Contractor Agreement details requirements related to contractor licensing, insurance, training, work standards, and warranties. (Appendix C: Program Forms, Participating Contractor Agreement) B. IRS W-9 Form: Required attachment to the Participating Contractor Agreement, this form provides the Contractor s tax status for possible filing of incentive income to the IRS and a 1099 report to the Contractor at the end of each calendar year. This form must also be used for Customers or third parties receiving $600 or more in incentives. (Appendix C: Program Forms, IRS W-9 Form) C. Background Check Compliance Certificate: Required attachment to the Participating Contractor Agreement, this document certifies that all of the Contractor s employees, as well as any subcontractors, independent contractors and their employees that will enter PG&E customer premises have passed a background check. An updated Certificate must be provided to the Program whenever the Participating Contractor adds new staff that will enter PG&E customer premises. (Appendix C: Program Forms, Background Check Compliance Certificate) D. Site Access Agreement: All Customers participating in the Program must complete a Site Access Agreement. The Site Access Agreement allows sufficient access by SFEW staff and contractors to perform energy surveys and verify incentive eligibility for energy efficiency measures, and by PG&E or its subcontractors to perform subsequent inspections for evaluation, measurement, and verification (EM&V) activities. The Site Access Agreement also releases PG&E and the City of San Francisco from any liability associated with projects run through the San Francisco Energy Watch Program. (Appendix C: Program Forms, Site Access Agreement) E. Incentive Application: The Incentive Application must be completed fully and correctly and signed by the appropriate parties for every SFEW project. (Appendix C: Program Forms, Incentive Application & Program Participation Agreement) F. Self-Installation Agreement: A Customer wishing to do a Self-Installation project must sign and submit this agreement along with the standard application package before installation. This document highlights the additional responsibilities and liabilities the customer faces undertaking a Self-Installation project, including the loss of any labor warranties and accepting responsibility for proper disposal of removed lamps. (Appendix C: Program Forms, Self-Installation Agreement) G. Prescriptive Incentive Application: Contractor must complete this application to receive incentives for the qualifying prescriptive measures below. Special conditions apply. (Appendix C: Program Forms, Prescriptive Incentive Application & Program Participation Agreement) a) Vending machine controllers b) Glass-front cooler controllers c) Walk-in cooler or freezer door closers d) Horizontal or vertical case night covers H. Installation Verification Form: This form documents installation date and should be submitted as soon as possible after project installation has been completed. (Appendix C: Program Forms, Installation Verification Form) I. Statement of Influence Form: This form must be signed by the customer, confirming motivations for the retrofit, condition of the existing equipment, and that the equipment was purchased after enrolling in the Program. (Appendix C: Program Forms, Statement of Influence) J. Sample Itemized Customer Invoice: An example of an itemized customer invoice, which must be submitted after project installation, is required in order to receive payment of Program incentives. The invoice must list: (1) equipment manufacturer, model number, and quantity; (2) itemized product/equipment cost; (3) project labor cost; (4) SFEW incentive; and (5) total project cost. Project costs are associated with equipment and labor of only the measures receiving SFEW San Francisco Energy Watch 4 Multifamily and Commercial Plus Program

8 rebate. The invoice must also show the SFEW incentive subtracted from the total project cost to arrive at the net co-payment by the Customer. (Appendix C: Program Forms, Sample Itemized Customer Invoice) K. Warranty & Recycling Information: This form provides Customer with Contractor contact information, project warranties, and recycling requirements. (Appendix C: Program Forms, Warranty and Recycling Information) L. Qualifying Measure List: A full list of the types of measures eligible for Program incentives (Appendix A: Qualifying Measure List & Incentives). M. Equipment Specification Guide: A description of the energy efficiency specifications that qualifying measures must meet in order to receive Program Incentives (Appendix B: Equipment Specification Guide). 2 Contractor Participation 2.1 Contractor Recruitment Contractors are enrolled in the SFEW Program to encourage and ensure the installation of high-efficiency equipment in small- to medium-sized commercial businesses and multifamily properties located in San Francisco. Contractor participation is solicited through a combination of direct mail, telephone, and announcements, targeted primarily at Bay Area contractors who install lighting, HVAC, refrigeration, and commercial food service equipment. The goals of SF Energy Watch contractor recruitment are to: Motivate contractors to join the Program and attend a training session (see Section 2.3). Increase installation of qualifying energy-saving equipment by offsetting a portion of the Customer s cost for high-efficiency products Increase the local workforce and number of businesses who can provide high quality energysaving products and exceptional customer service to San Francisco businesses and property owners. o o o o o o o Participating Contractors receive leads from SFE and can be listed as Preferred Contractors on the SFEW website. Participating Contractors can use (with program permission) program materials to promote themselves to get more work. Participating Contractors may have the opportunity to become Small Business Direct Install contractors and provide higher incentives for their customers. Participating Contractors in good standing get known in the EE program community and referred to other programs. Participating Contractors have some prestige being sponsored by the program and can promote themselves as program contractors in partnership with the City. Projects installed by Participating Contractors require less paperwork than Self-install projects, and are typically processed faster. Self-install projects require additional paperwork that make the customer responsible for installations, eligibility of installed equipment, and waive their right to the Program labor warranty. Self-install projects also always require a pre and post installation inspection, and typically have more postinstallation inspection issues, slowing down the payment processing. We value our Participating Contractors, and commit to: San Francisco Energy Watch 5 Multifamily and Commercial Plus Program

9 Assist in resolving customer issues, performing audits, and scheduling inspections quickly Pay them within our stated timeline Streamline procedures and paperwork Get their feedback to improve the program Treat them like program partners Keep them informed of new program policies 2.2 Contractor Eligibility and Enrollment In order to participate in the Program, Contractors shall meet the following eligibility criteria and shall submit proof of required license(s) and insurance as listed: Hold and maintain appropriate licenses required by the State of California Contractor s License Board to perform the class and type of work required, and if applicable, ensure that any subcontractors meet the same requirement. Hold and maintain all required City and County licenses. Hold and maintain general commercial liability insurance coverage with a single limit of $1,000,000 or higher per event. Hold and maintain Worker s Compensation Insurance. Submit a signed Participating Contractor Agreement to ICF. (See Appendix C: Program Forms, Participating Contractor Agreement) Demonstrate compliance with PG&E background check policy and sign Compliance Agreement. (See Appendix C: Program Forms, Background Check Compliance Certificate) Comply with PG&E s Drug and Alcohol policy: All employees of subcontractors and third-party companies participating in the implementation of SFEW who perform work on the property of a PG&E customer for the SFEW Program must be drug- and alcohol-free while performing such work. Comply with PG&E s Social Security Number Trace policy: Contractors shall verify the identity and work authority of all employees who perform work on the property of a PG&E customer for the SFEW Program for purposes of determining compliance with U.S. immigration laws. Provide the following information on their Technicians who will be participating in the Program: Name, years of experience, and credentials held. Attend a Contractor training session. For an initial probationary period, Contractors must successfully complete three (3) projects before approaching any other Customers with SF Energy Watch incentives. Each of these initial projects will be carefully reviewed and evaluated for compliance with Program participation procedures. If any issues are found during this probationary period, or during official Program participation, SFEW reserves the right to restrict project submission by contractor, or to suspend the contractor, until the issues are resolved to the Program s and Customer s satisfaction. After a period of proven performance and customer satisfaction, SFEW staff may, at its sole discretion, consider the Contractor for placement on the "Preferred Contractor List, which will be used for customer referrals. Contractors must complete a minimum of two projects per year in order to remain on the Preferred Contractor List. Use of the SFEW logo, with pre-approval by SF Environment, is limited to Contractors on the Preferred Contractor List. Contractors will no longer be eligible for participation in the Program if there are complaints about Contractor performance and problems are not resolved to the satisfaction of the Customer and the SFEW administration. Contractor will also be ineligible for participation if it is determined that fraudulent misrepresentation of removed or installed equipment has occurred, or that the Program has been falsely described or represented in any way. (See Section for discussion of Contractor suspension or disqualification process). San Francisco Energy Watch 6 Multifamily and Commercial Plus Program

10 2.3 Contractor Training Contractor training is required to achieve Participating Contractor status. Contractors are not obligated to pay any fees, including training, material, or equipment fees, to participate in the Program. Contractor training sessions include the following elements: Information on requirements, participation procedures, agreements, and Program forms. Education about the benefits of high-efficiency equipment for property owners and managers. Specific selling tactics that enable Contractors to demonstrate to their customers the value of the equipment. Referral information for measures not eligible for incentives through this Program, but which may qualify for incentives through other programs. 2.4 Contractor Support Participating Contractors will be provided with resources to support sales and marketing of qualifying equipment installations, such as incentive calculator worksheets that allow contractors to determine the incentive they will receive for any given project. The SFEW Contractor Resource website, contains the necessary Program documents including: downloadable Program forms and agreements, this Policies & Procedures Manual, incentive worksheets, and other relevant materials. Contractors are also provided with a dedicated telephone number and address for contacting implementation staff with questions regarding participation requirements, qualifying equipment, instructions on filling out required forms and applications, etc. Contractors who have meet all the requirements in 2.2 above and are on the Preferred Contractor List, become part of a customer referral system. Only names of contractors from this list will be provided to customers who become aware of the Program through SFEW's marketing and outreach efforts. Contractors remain on the list while in good standing. 2.5 Evaluation of Contractor Performance SFEW staff will provide training and support to contractors in order to facilitate successful participation in the Program. However, contractor eligibility to participate is contingent upon high performance and customer satisfaction. Contractors are expected to abide by all policies and procedures set forth in this manual and its appendices. SFEW staff monitor contractor performance carefully and will communicate directly with a contractor if there are areas that need improvement. Any contractor who systemically fails to address errors and does not improve performance will be subject to a probationary period and, if on the Preferred Contractor list, will be removed immediately. Conditions of the probation can be lifted with improved performance. However, Contractors who fail to correct problems or do not demonstrate consistent high performance may be permanently banned from participating in the Program. A Contractor who has been suspended or disqualified from the program is ineligible to provide any services related to SFEW, including serving as a Customer s contractor for the Self-Installation track. San Francisco Energy Watch 7 Multifamily and Commercial Plus Program

11 3 Participating Contractor Project Process Below is a flowchart of the Program project application process detailed in this chapter (Contractor steps in blue, Program steps in green; days are business days after application submittal): 3.1 Determining Customer Eligibility The Program is designed to meet the efficiency needs of small and medium businesses and multifamily residential buildings located in San Francisco. Eligible facilities must meet the following requirements: (1) be located in San Francisco city limits; (2) receive gas and/or electric distribution service from PG&E and pay into the Public Goods Charge (PGC) fund for the respective service type; and (3) receive energy efficiency measures that correspond directly to the type of service (i.e. electricity and/or natural gas) that the facility receives from PG&E. The following customer classes are eligible to participate in the Program: Commercial customers receiving electric service from PG&E on rate schedules A1, A6, A10, E19, or E20, and with an electric demand less than 500 kw. Commercial customers receiving gas service from PG&E. Multifamily owner or tenant customers receiving electric and/or gas service from PG&E. Multifamily is defined as a building with multiple residential units, with either residential or commercial rate schedule; if there are questions determining multifamily eligibility, please contact SFEW. Contractors will have the responsibility of verifying Customer eligibility. There is a pre-approval process for all projects (see Sections 3.4 and 3.5). There are different incentive levels (and different applications and worksheets) for commercial customers under and over 100 kw demand. In a commercial facility with a master meter and multiple tenants, customer size may be determined by dividing the total facility demand by the number of tenants. If the average demand is less than 100 kw, all tenants are considered small customers; if the average demand is 100 kw or greater, all tenants are considered large customers. Commercial Customers with electric demand of 100 kw or greater are defined as Large Commercial Customers. When working with Customers with a demand of 100 kw to 499 kw, Contractors must notify SFEW prior to submitting a project proposal to the Customer. This will allow the Program to coordinate with PG&E Service and Sales representatives, who have established relationships with these Customers and who can encourage Customer participation in the Program. Larger Commercial Customers with electric demand of 500 kw or greater are not eligible to participate in the Program unless authorized by the PG&E Program Manager. Requests will be reviewed on a case-bycase basis. San Francisco Energy Watch 8 Multifamily and Commercial Plus Program

12 For a sample PG&E bill with required information highlighted, see Appendix C: Program Forms, Sample PG&E Bill. More detailed information on understanding a commercial PG&E bill is available at: For any Customer that generates its own power onsite, such as by solar or wind, SF Energy Watch cannot pay any incentives for energy savings that exceed the Customer s annual energy usage provided by PG&E. Said energy savings are the total for projects installed through all Public Purpose Programs (PPP) -funded programs, including PG&E, any implemented by third-parties, and government partnership programs. Non-utility supply, such as cogeneration or deliveries from another commodity supplier, does not qualify as usage from PG&E (with the exception of Direct Access Customers or Customers paying departing load fees for which the utility collects a PPP charge). KW, kwh and therm savings are limited to the previous 12 months quantity of kw, kwh, and/or therms purchased from or delivered by the utility on the meter(s), serving the equipment to be installed, for which the utility collects the PPP surcharge. The previous 12 months are defined as the calendar year prior to the date the Customer submitted the application to the Implementer (including usage from Standby Service and less savings associated with pending energy efficiency applications). If there is any question regarding customer eligibility, please contact Program staff. On-Bill Financing is available for eligible businesses through PG&E. For more information on PG&E s On- Bill Financing (OBF) program, and for all OBF program forms, please check PG&E s website, Customer Recruitment Participating Contractors provide a primary recruitment channel for bringing small/medium commercial facilities and multifamily properties into the Program. It will be the Contractor's responsibility to conduct the following activities: Solicit Customers and inform them about opportunities for reduced installation cost of qualifying energy efficiency measures available through the Program. Verify Customer eligibility for participation in the Program as indicated in Section 3.1. Conduct facility surveys to identify opportunities for saving energy through the installation of qualifying measures. In the event that the customer needs additional energy efficiency information or service outside of the contractor s scope of service, the customer shall be referred to a SFEW Project Manager (PM) for follow-up, or deliver information about other program offerings available to Customers. Examples of other programs that may enhance services to San Francisco businesses include: o o o o o SFEW/PG&E Customized Retrofit Incentive/Demand Response program PG&E s core rebate programs Third-party incentive programs Water conservation incentives through the San Francisco Public Utilities Commission (SFPUC) San Francisco Small Business Commission neighborhood activities Provide Customer with a detailed explanation of all phases of the work that would be undertaken on the Customer s premises in order for the Contractor to receive Program incentives, and the Customer s estimated cost for implementing such measures. Prepare installation bids for Customer review. The bid shall include all costs of the project, including all labor, materials, tools, equipment, and services, of all items required for a complete and operating system. Obtain Customer approval of bid proposals. San Francisco Energy Watch 9 Multifamily and Commercial Plus Program

13 Obtain Customer approval for access to Customer s facility for pre-installation and post-installation verification activities. Prepare and submit Incentive Applications and associated documentation in accordance with requirements spelled out in Section 3.4. Representatives of the Program (either ICF at the direction of SF Environment or SF Environment itself) will also conduct targeted Customer recruitment activities. Such activities will include: Soliciting business associations, property management firms, and individual Customers through targeted outreach campaigns, presentations, and neighborhood canvassing, direct mail and/or telephone. Verifying Customer eligibility. Conducting facility audits. Identifying opportunities for saving energy through the installation of qualifying measures. Customers interested in proceeding with installation of qualifying measures will be referred to contractors on the Preferred Contractor List. For Customers wishing to self-install qualifying measures, SFEW representatives will provide guidance and materials as required under the Self-Installation Track (see Section 4). Under no circumstances can a Participating Contractor lead the customer to believe that SFEW incentives are contingent on the Customer's purchase of additional, non-sfew related equipment or services. Participating Contractors who are found to be presenting the Program in this manner, or otherwise misrepresenting the Program and the Contactor's role will be temporarily suspended and potentially permanently barred from the program. 3.3 Customer Responsibilities Customers shall provide all requested information needed in order for Contractors to determine eligibility and complete the appropriate Incentive Application (Small Commercial, Large Commercial, or Multifamily). Additionally, Customers shall sign a Site Access Agreement and be available for all scheduled appointments with representatives of the Program for pre- or post-installation verification activities. Contractors will be ineligible to receive incentives for projects that cannot be verified. 3.4 Application Submittal For all projects where standard measures (as opposed to prescriptive measures) are being proposed for installation, Contractors must submit the following and obtain Program pre-approval before delivering products or commencing installation work: Site Access Agreement, signed by the Customer, authorizes access to the Customer s facility for verification purposes by SFEW staff or contractors. (See Appendix C: Program Forms, Site Access Agreement.) Incentive Application, noting the type of facility where qualifying equipment will be installed (Multifamily, Small Commercial, or Large Commercial), signed by Customer and Contractor, with applicable worksheets corresponding to the facility s project type(s). (See Appendix C: Program Forms, Incentive Application & Program Participation Agreement.) Worksheets. Each category of the standard Incentive Application has associated worksheets attached for documenting measures removed and installed and for calculating incentive amounts, with the exception of computer power management system, which can be documented directly on the application. Prescriptive Measures: Contractors pre-approved by the Program for installing the prescriptive measures below for projects with a total incentive request of up to $1, can submit the Prescriptive Incentive Application, Site Access Agreement, and project invoices after project installation is complete, and will be San Francisco Energy Watch 10 Multifamily and Commercial Plus Program

14 only subject to a post-installation inspection. For projects with a total incentive request above $1,000.00, or for a batch of projects with a total incentive request above $5,000.00, Contractors must notify the Program before installation and await project approval. The prescriptive measures consist of the following: Vending machine controllers Glass-front cooler controllers Walk-in cooler or freezer door closers Horizontal or vertical case night covers For all projects, the complete application and Site Access Agreement should be submitted to ICF by , fax, or mail to: SF Energy Watch ICF International 620 Folsom St, Suite 200 San Francisco, CA Fax: (415) sfenergywatch@icfi.com Upon receipt of an Incentive Application, ICF will enter project information into the Tracking System and review the application to ensure that all required information has been provided (see Section 8.1). If ICF s review determines that the Incentive Application is incomplete or otherwise deviates from requirements, ICF will notify Contractor of errors/omissions and will note such errors/omissions in the project s Tracking System record. It will be Contractor s sole responsibility to obtain and provide the required information. As soon as possible, but within 15 business days, Contractor will be notified if the project is subject to preinstallation inspection by the CPUC s Energy Division (see Section 3.5). SFEW will notify Contractor of project acceptance by providing Contractor with an Application Number. Contractor will have ninety (90) calendar days, or by the Program installation deadline, whichever comes first, to complete installation work upon receipt of an Application release. After this time, funds may no longer be held for the project; if there are special circumstances, please contact the Project Manager. Please note that changes in deadlines may occur as program termination approaches. The current program installation deadline is indicated on the applications. 3.5 Pre-Installation Inspections Pre-installation inspection will be required for the first three (3) projects submitted, and SFEW will conduct a pre-installation inspection at random or as necessary for all other projects. The CPUC Energy Division may also request a pre-installation project review. Pre-installation inspection will verify the following: Customer market sector, as specified in the application. Counts, types, models, and energy-related characteristics (baseline wattage, etc.) of equipment to be removed ( Base Case Equipment ). Applicability of energy efficiency measures to be installed, as specified in the application worksheets. Customer and/or Contractor will be notified regarding any projects selected for pre-installation inspection. SFEW will seek to complete inspection activities within fifteen (15) business days after application receipt, barring any delays associated with incomplete information on the application submittal, difficulty in contacting the Customer, scheduling an inspection appointment, or gaining access to Customer s facility. If ICF encounters such delays, ICF will notify the Contractor of the reason for the delay. For any projects selected for the occasional CPUC review, application release may be delayed beyond 15 business days. The Program employs a zero tolerance policy for fraudulent misrepresentation of base case equipment in the application. It will be SFEW's sole discretion to determine whether differences between base case San Francisco Energy Watch 11 Multifamily and Commercial Plus Program

15 equipment as described in the Incentive Application worksheets and what is identified during preinstallation inspection are the result of Contractor error or misrepresentation. Contractor will be barred from participation if SFEW determines that misrepresentation has occurred. It is the Contractor s responsibility to provide accurate existing equipment information, such as existing lighting system wattage, and revised wattages after installation if it is discovered that incorrect existing wattage assumptions were made. 3.6 Completion of Work by Participating Contractor Contractor will complete the installation of qualifying equipment under the terms of their agreement with the Customer, in conformance with Program requirements and in a professional manner consistent with industry standards and in conformance with all applicable building codes, zoning laws, and other relevant requirements. Contractors must follow the installation requirements in Section 5 below and comply with the Equipment Specification Guide found in Appendix B: Equipment Specification Guide. 3.7 Project Completion Documents In order to receive Program incentives, Contractors must submit the following project completion documents to ICF within thirty (30) calendar days of installing qualifying equipment in an eligible commercial business or multifamily property: Installation Verification Form, completed and signed, indicating whether: 1) changes have or have not been made to the initial Incentive Application form; 2) permits were required, with related permit information; and 3) new worksheets submitted. Job invoice itemizing all equipment installed, with (1) equipment manufacturer, model number, and quantity, (2) product/equipment cost; (3) labor cost; (4) SFEW incentive; and (5) total project cost. The invoice must also show the SFEW incentive deducted from the total project cost. Project costs are associated with equipment and labor of only the measures receiving SFEW rebate. Copies of receipts and/or invoice listings are acceptable. For a sample itemized invoice, see Appendix C: Program Forms, Sample Itemized Customer Invoice. In addition, the appropriate bills of lading, or other proof of proper disposal of all universal waste generated during the job must be available for review at any time for the duration of the Program. Project completion documents must be ed to: sfenergywatch@icfi.com or mailed to: SF Energy Watch ICF International 620 Folsom St, Suite 200 San Francisco, CA Upon receipt of the project completion documents, SFEW will ensure that all necessary information has been provided and is consistent with Program requirements (see Section 8.2). If the review of these documents determines that the submission is incomplete or otherwise deviates from requirements, SFEW will: (1) contact the Contractor to inform them of errors/omissions; and (2) note any errors or omissions. It will be the applicant s sole responsibility to obtain and provide the required information. 3.8 Post-Installation Inspection ICF will contact Customers to schedule post-installation verification activities (see Section 3.8) upon completion of the Application QA/QC review. ICF will seek to complete verification activities within ten (10) business days barring any delays associated with difficulty in contacting the Customer, scheduling a verification appointment, or gaining access to Customer s facility. If ICF encounters such delays, ICF will notify the Contractor of the reason for the delay. San Francisco Energy Watch 12 Multifamily and Commercial Plus Program

16 Site verification will be required, for the first three (3) applications submitted by a participating Contractor, and the Program will conduct site verification at random for all other applications. Telephone verification will be conducted for all applications that do not receive site verification. 3.9 Incentive Payment Incentive payments will be issued within thirty (30) calendar days of receipt of complete post-installation documentation, provided there are no delays associated with post-installation verification activities. In no case will incentive payments exceed the total project cost of measures eligible for an SFEW incentive. Project costs are associated with equipment and labor of only the measures receiving SFEW rebate. Payment will be made directly to the Participating Contractor in accordance with information provided on the Incentive Application, and cannot be redirected to any other payee (see exceptions for Self- Installation projects in Section 4 below). Incentives totaling $600 or greater over a calendar year are subject to tax and are reported to the IRS on form Self-Installation Project Process SFEW serves many large customers that have staff engineers, building operation crews, and/or established service providers who regularly perform maintenance and upgrades on their properties. To accommodate these customers, SFEW established the Self-Installation Track, which does not require a Program Participating Contractor for the installation of Program measures if the staff or Customer s contractor meets all Program requirements. Any Customer who desires to submit an application under the Self-Installation Track must first have the project reviewed by SFEW Program Staff, who will ensure that the Customer is informed of the terms of Program guarantees and warranties forfeited by not partaking in the standard Program offerings. Any project may be rejected if Program requirements and guidelines are not met. The Self-Installation track will follow the steps listed below: 1. All Self-Installation projects must be pre-approved by an SFEW staff member. SFEW reserves the right to reject a project submitted for Self-Installation for any reason that could compromise the Program s reputation or performance, or the quality of the Customer s project installation. Selfinstallation projects from new Customers or new contractors will be undertaken one at a time to assure compliance with Program policies. Contractor for a Self-Installation project cannot commit Customer to any penalties without first obtaining project approval from SFEW. 2. If it is determined that the proposed retrofit requires work that must by law or regulation be performed by a licensed contractor, then a Customer participating in the Self-Installation Track will not be eligible for an incentive unless the individuals conducting the installation possess the requisite licenses. 3. For all Self-Installation projects, the Customer must submit the following signed documents before installation work begins to obtain pre-approval by SFEW: a. Incentive Application b. Appropriate worksheet(s) c. Site Access Agreement d. Self-Installation Agreement. 4. Customer can proceed with installation after receiving an approval from SFEW. Contractors should wait for project approval from SFEW before buying products or signing any contracts with suppliers or customers. 5. Once installation is complete, the Customer will submit a completed and signed Installation Verification form along with supporting documentation listed in Section 3.7.SFEW will then contact the Customer to schedule a post-installation verification. San Francisco Energy Watch 13 Multifamily and Commercial Plus Program

17 6. The Customer will not reinstall and will dispose of all replaced equipment in accordance with proper recycling or disposal requirements. Disposal of lamps must be offered by any supplier or contractor working with a customer via Self-installation. The customer may opt out of that service, but their responsibility for disposal as spelled out in the application must be clearly communicated by the vendor or contractor. 7. After successfully passing the post-installation inspection, the incentive will be paid, per Customer s choice, to the Customer, or to the Customer s business property manager, or to the entity on the project invoice. Deficiencies identified by the inspection must be rectified prior to payment. 8. As outlined in the requirements of the Incentive Application or Prescriptive Incentive Application, rebates totaling $600 or more are taxable to the payee, and in these cases, SFEW will file IRS Form 1099 in order to meet IRS reporting requirements. Payees are responsible for all incentiverelated taxes and must provide an IRS W-9 form. A Contractor who has been suspended or disqualified from the program is ineligible to provide any services related to SFEW, including serving as a Customer s contractor for the Self-Installation track. 5 Equipment Installation Requirements Equipment must be installed in a manner that yields energy savings and provides long-term occupant comfort and safety. Installation standards go far beyond how a piece of equipment is wired and attached to a structure. An approach involving the entire process, beginning at installation scheduling and ending at final acceptance is needed to ensure that both the Customer and Contractor are satisfied with the new system. For each project eligible to receive Program incentives, Contractor must meet the installation requirements below. General Requirements: Materials and installation procedures shall conform to all applicable building and electrical codes, standards, and regulations, and shall meet the specified warranty standards. Maintain all required permits and licenses necessary to conduct the installation work, and pay all associated fees for such permits and licenses. Prior to commencement of work, the Contractor shall note and report to the SFEW Project Manager (PM) all defective equipment, including electrical and safety defects, code violations and aesthetic defects (e.g., missing or damaged parts). If the Contractor or any of Contractor s employees or agents discovers a pre-existing code violation(s) prior to or in the course of performing the work that would affect the work specified in any Work Order, Contractor shall stop work and immediately notify the Customer and the PM of said violation(s). Work on the affected system shall not proceed until the applicable code violation is corrected. If the code violation presents an immediate danger, the Contractor shall evacuate his staff from the premises leaving the equipment being retrofit in a safe condition. If equipment cannot be retrofit or handled without damaging it, the Contractor shall leave the equipment as it is and notify the Customer, and the PM to reassess retrofit options. The Contractor is liable for leaving the existing equipment in preretrofit condition if it cannot be retrofitted or upgraded. Plan and conduct installation work to safeguard persons and property from injury, in compliance with reasonable safety and work practices and with applicable laws, ordinances, codes and regulations of governmental agencies, including federal, state, municipal and local governing bodies having jurisdiction over any or all of the scope of services, including all provisions of the Occupational Safety and Health Act of 1979 as amended, and all California Occupational Safety and Health Regulations, including the wearing of hard hats at the worksite(s) when required. Use qualifying equipment that is new and free of defects in design, engineering, workmanship, and material. The equipment shall comply with the requirements and perform in the manner set forth in of the Equipment Specification Guide, and shall be fit for its intended purpose. San Francisco Energy Watch 14 Multifamily and Commercial Plus Program

18 Equipment and materials shall be carefully handled, properly stored, and adequately protected to prevent damage before and during installation, in accordance with the manufacturers recommendations. Contractor is responsible for supplying storage for any materials. Contractor may utilize allowable space designated by the Customer for that purpose. Protect people and property from damage and debris at all times during the installation process, covering merchandise, food and dry goods, furniture, equipment, etc. to protect against dust and dirt during installation. Remove fingerprints from all surfaces touched by Contractor staff, and sweep or vacuum all debris from work site. Worksites shall be left in the same condition they were found at the end of each day and at the completion of the installation. The Contractor shall be solely responsible for damage or cleaning costs caused by installation. Any unused or leftover materials, garbage, and debris shall be promptly removed from worksites and disposed of at Contractors expense. On-site refuse containers shall not be used for disposal of any material whatsoever, without prior approval of the Customer. Keep access to all areas of each building clear; move and replace furniture, files, machines, and equipment during construction; minimize interference to occupants; and interrupt building services only after attaining the Customer's approval. Ensure that Contractor s staff (both sales and installation) behave respectfully to other staff, customers, and their clients. The Contractor s staff shall not behave in any manner that is offensive to the Customer or their clients. This includes, but is not limited to, the use of loud or foul language, smoking, the use of illegal drugs, and suggestive or provocative words or gestures. The Contractor shall be accountable for the behavior and actions of Contractor s employees and sales and installation personnel working on the Program. Immediately following installation, remove all replaced equipment from installation site and dispose in accordance with proper recycling/disposal requirements. Removed equipment may not be reinstalled at the customer s site or elsewhere. All refrigerant (e.g., Freon) shall be recovered and recycled or reused, and recovery shall be conducted by federally licensed technicians and follow federally mandated procedures. As for equipment removed, any material that is exposed to coolant (coils, copper piping) and insulation shall be disposed of under OSHA handling standards and shall be handled through an approved hazardous disposal company. The removed material shall be temporarily quarantined at the site (with prior Customer approval) in barrels or similar safe storage until scheduled pickup by the approved hazardous recycling company. Manifests shall be available at all times for the duration of the Program. Maintain accurate business records relating to the installation of qualifying equipment according to customary industry practice for at least one (1) year following installation. Lighting Modifications: Wiring shall comply with the prevailing National Electrical Code (NEC). For lighting fixtures installed by the Contractor, the methods of fixture hanging shall comply with requirements of the UBC and the California Administrative Code, Title 24 and all applicable local building codes. All installed equipment and retrofit kits shall be UL approved and labeled as required. Clean fixture lenses and reflective surfaces: both should be cleaned evenly so that no wipe marks or fingerprints are seen, and no loose dust is present. Cleaning requirements of louvers requires feather dusting only, not ultrasonic or other similar cleaning method. Anything that can t be removed with a reasonable effort with a damp cloth is the responsibility of the customer, who should be informed that lenses and reflective surfaces should be cleaned regularly to assure maximum fixture performance. Encourage Customers to replace or repair broken diffusers or lenses for better light distribution, protection of the lamp, and security of the occupants. Replacement diffusers or lenses must replace the old ones exactly and attach securely to the fixture. San Francisco Energy Watch 15 Multifamily and Commercial Plus Program

19 Maintain existing switching capabilities. Where bi-level (in-board/out-board) switched fixtures are de-lamped to one light level, convert all fixtures in one space to checker-board switching (alternating fixtures on same circuit, in checkerboard pattern), or other pattern as desired by customer (e.g. row of fixtures by windows), so as to utilize the existing dual circuits to reduce space lighting levels as needed, in the spirit of the state s Title 24 energy ordinance. Removed lamps shall not be broken or crushed except in an acceptable manner at an approved disposal site. Have the appropriate bills of lading, or other proof of proper disposal of all universal waste generated during the job, including equipment with PCBs (Polychlorinated biphenyl), available at all times for the duration of the Program. While it is not mandatory, Contractor is strongly encouraged to recycle (as scrap metal, not for reuse) fixtures that are removed. Fluorescent Fixtures: o o o o Replace any missing or broken lamp holders. Install fixture retrofit kits by method approved by manufacturer. Secure reflector to fixture in manner that permits access to ballast compartment with hand tools. Tandem ballasting of abutting fixtures is permissible where tandem fixtures are through-wired, providing that existing switching capabilities are maintained. The Contractor shall mark the fixture containing the ballast. Verify fixture operation after retrofit. De-lamping Fixtures: o De-lamped fixtures are not eligible for incentives. Compact Fluorescent Lamps: o o Ensure that screw-based and GU-based compact fluorescent lamps (CFLs) fit wholly and appropriately within the fixture. CFLs selected for replacement shall fit the application (e.g., lensed, par, globe, spiral etc.). New Fixtures: o o o o Connect fixtures to the same power source as the existing fixtures and mount at the location of the existing fixtures unless otherwise specified. Mounting materials and configuration shall be capable of supporting all loads in compliance with the UBC and the California Building Code. Fixture mounting and wiring methods shall conform to manufacturer's instructions. Cover and conceal gaps in the ceiling that result from the fixture replacement and paint to match. 6 Eligible Efficiency Measures 6.1 Types of Energy-Saving Measures All energy-efficiency measures eligible for Program incentives must be pre-approved by SF Environment. The Qualifying Measure List appears in Appendix A: Qualifying Measure List, and may be revised from time to time at the discretion of SF Environment. An updated Qualifying Measure List will be maintained at the SFEW Web site: Equipment Specifications The Equipment Specification Guide in Appendix B lists the minimum requirements of energy efficiency measures eligible for Program incentives. Equipment must be installed and maintained in a manner that San Francisco Energy Watch 16 Multifamily and Commercial Plus Program

20 will yield the expected energy savings. Proper installation procedures, appropriate lighting, esthetic, comfort, and safety levels must also be maintained. 6.3 Warranties The warranty period for labor and materials of all installed equipment shall extend for one (1) year, unless otherwise indicated. For lamps, the labor portion of the warranty shall extend to only 30 days after the time of final acceptance. Warranty periods shall commence at the time of final acceptance by the Customer and is indicated by the date of Customer s signature on the Installation Verification Form. During this period, Contractor shall provide replacement materials and the necessary labor (at no additional cost to the Program or the Customer) to replace the defective materials and repair incorrectly operating equipment. Please refer to the Equipment Specification Guide in Appendix B or exceptions to the one-year equipment warranty. SFEW reserves the right to make changes to the warranty exceptions during the course of the Program. 7 Incentive Funds 7.1 Rules Governing Incentives Based on the Program accomplishing specific performance goals, SFEW is reimbursed from a pool of Public Goods Charge funds collected from utility ratepayers under the auspices of the California Public Utilities Commission. These incentives are used to benefit the rate-paying Customer by subsidizing the overall project cost. The Customer pays the Contractor for the portion of project installation cost not covered by the incentive. Appendix A: Qualifying Measures List itemizes the incentive levels for each qualifying energy efficiency measure covered by the Program. When the Customer uses a Participating Contractor approved to work with the Program, incentives are paid directly to the Contractor and shall be deducted from the Contractor s invoice to the Customer. If the Customer self-installs a project with an approved non-participating installer, the incentive will be paid directly to the Customer after installation and successful inspection. In these cases, to obtain a SFEW incentive the Customer and/or Customer s contractor/installer shall be bound by all applicable equipment and installation standards, mercury and PCB and refrigerant recycling procedures, and code compliance guidelines established herein. 7.2 Incentive Payment Process For participating Contractors or Customers participating in the Self-Installation Track, the incentive payment process is as follows: Once an Installation Verification Form is approved and payment authorized, ICF will note the approval in the project s Tracking System record and add the Participating Contractor or Self- Installation project Payee to the Approved Incentive List spreadsheet. On a weekly or biweekly basis (depending on application volume), the Approved Incentive List will be transmitted to ICF s payment center. The payment center will issue the incentive payment via check within two to three business days and notify ICF that the incentive has been paid. ICF will record the incentive payment in the project s Tracking System record. Contractors or Self-Installation project Payees who have not received their incentive payment check within 30 calendar days of submitting project completion paperwork should contact their SFEW Project Manager. San Francisco Energy Watch 17 Multifamily and Commercial Plus Program