American Recovery and Reinvestment Act of 2009 Energy Efficiency and Conservation Block Grant Program Small City and County Grant Kick-Off Meeting California Energy Commission

2 Kick-Off Meeting Agenda Welcome and Introductions Roll Call EECBG Grant Requirements Questions and Answers OMB 1512 Reporting Requirements Questions and Answers

3 Introduction Kick-off meeting provides guidance to assist Recipients with their projects. Recipients encouraged to read and understand grant terms and conditions. Project specific questions should be directed to your assigned Commission Project Manager (CPM) after this meeting. General questions can be fielded at the end of today’s meeting. Recipients should sign up on listserver at to receive updates to program guidance.

4 Waste Management Plans Recipients submit plan to CPM. CPM must accept plan in writing prior to Recipient generating any waste. Waste Management Plan template and guidance available for download at:

5 Prevailing Wages Recipients must provide copy of each subcontract and wage rate determinations to CPM. CPM must provide written approval of wage rate determinations prior to any work occurring under the subcontract. Subcontractor expenditures will be reimbursed only if wage rates have been approved by the Energy Commission. Energy Commission does not provide review or approval of subcontracts other than supporting wage rate determinations. Energy Commission Support Contractor: McGladrey

6 Prevailing Wage Conformance Requests Job classifications that do not currently have wage rates established will need to be requested. Recipients should contact their assigned CPMs for further guidance.

7 Weekly Certified Payrolls Subcontracts subject to federal Davis-Bacon prevailing wage requirements. Weekly certified payrolls submitted to CPM. Must be current at the time payment requests are processed.

8 Permits Recipients must submit either: –Letter documenting permits required; or –Letter stating no permits are required. As permits are obtained, copies of approved permits If required permits change during the term of the project, Recipient must provide an update to CPM.

9 Authorizing Resolutions Resolutions must be accurate and complete prior to receiving reimbursement under the Agreement. Resolutions must: –Contain accurate and complete project description. –Acknowledge acceptance of award up to $ (specific amount). –Make determination regarding CEQA. –Authorize a person to execute documents. –Be approved by governing board with signature.

10 National Historic Preservation Act Recipients must have written clearance under NHPA prior to beginning project. NHPA clearance letters must: –Accurately reflect the measures funded –Accurately document the locations where projects installed –Not contain any conditions from SHPO NHPA consultation request information can be found at A majority (but not all) EECBG recipients have fully complied with NHPA.

11 Procurement Standards Must ensure open and fair competition is maximized. Must comply with procurement standards contained in 10 CFR DOE guidance (dated August 2, 2010) on how to comply with the federal standards can be found at: Compliance documentation of procurement processes must be retained for audit purposes. Energy Commission does not provide review or approval of procurement methods.

12 Registration Requirements DUNS Number: Central Contractor Registry: Recipients must register and remain in good standing during the term of the project.

13 Reporting Requirements OMB 1512 Monthly Reporting –covered in last part of this meeting Monthly Progress Reports –Due 3rd day of each month. –Monthly progress report template can be found at –Reports must be current at time of payment requests. Final Report –Due 60 days prior to end term of grant. –Must be approved by CPM prior to approval of final payment request.

14 Payment Requests Submit to Energy Commission Accounting Office Documentation: Proof of Costs Incurred (vendor invoices, receipts, timecards, etc.) All reports and products due to date rec’d and accepted. 10% will be retained as retention. Expenses are allowable, reasonable and consistent with approved project. Undisputed payment requests will be paid within 45 days maximum (Energy Commission will strive to approve payments more quickly).

15 Monitoring, Verification, and Evaluation Projects subject to site visits and information requests for purposes of MV&E and audits. Recipients must provide reasonable access to records and project site locations. Access may be requested for Energy Commission staff, Energy Commission contractors, and federal government representatives. KEMA, Inc. and KEMA Services Inc. are prohibited from participating in any ARRA funded projects.

16 Recognition of ARRA Funding Recipient shall publicly recognize ARRA as a source of funding. CPM will provide further guidance as it becomes available.

17 Single Audit Act Recipients must remain in compliance with Single Audit Act requirements during the term of the project. Payment requests may not be processed for entities out of compliance. See “Complying with the Single Audit Report” document for more information. This can be downloaded at 17_OMB_A-133_The_Single_Audit_Act.pdfwww.energy.ca.gov/recovery/documents/ _OMB_A-133_The_Single_Audit_Act.pdf.

18 Accounting and Recordkeeping Recipients must keep books and records in accordance with the agreement terms and conditions, including: –Keeping separate project records for ARRA projects. –Maintain ARRA funds separately from other funds. –Maintain records that identify the source and application of ARRA funds. –Keep accounting records and supporting documentation. –Energy Commission may request utility bill data Records must be retained for 3 years after final payment received or 3 years after federal grant term, whichever is later. Energy Commission Support Contractor: Perry- Smith, LLP

19 Amendments Minimize need to greatest extent possible. Time extensions are not allowed. Amendments must be requested in writing. Must not cause the project to fall below the minimum cost-effectiveness standard.

20 Formal Amendments Changes to scope or purpose Budget reallocations exceeding 10% or $75K, whichever is less. Approved at a Commission Business Meeting Take a minimum of 60 days to process.

21 Informal Amendments Budget reallocations less than 10% or $75K whichever is less. Task due date revisions (as long as within original term of agreement) Certain changes in equipment budgets as outlined in terms and conditions. Documented through a Letter of Agreement with the Energy Commission and Recipient. May take up to 30 days to complete.

22 Questions and Answers