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Pre-Application Workshop
Improving Performance and Cost Effectiveness of Small Hydro, Geothermal and Wind Energy Technologies (GFO ) Silvia Palma-Rojas; Mike Kane; Chuck Gentry Energy Research and Development Division California Energy Commission June 28, 2016 Good morning everyone and welcome to our workshop. Thank you for your interest in the California Energy Commission, EPIC Grant funding opportunity GFO You are joining us for the pre-applicantion Workshop on EPIC Grant solicitation, titled Improving Performance and Cost Effectiveness of Small Hydro, Geothermal and Wind Energy Technologies This Funding Opportunity Announcement (FOA) was released on June 15, An today we will be covering the basic aspects of the GFO during this workshop.
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Agenda Time Topic 10:00 am Welcome and Introductions Housekeeping
Commitment to Diversity Background Solicitation Purpose, Goals, Funding Eligible Applicants Key Dates 10:15 am Application requirements Attachment Overview Match Funding Proposal Approval Process 11:00 am Questions and Answers 12:00 pm Meeting Adjourn Here is the agenda for our Workshop today. We will start with some housekeeping items and an introduction to CEC, EPIC Program and to this grant funding opportunity Then I will provide background information including policy drivers, solicitation purpose, and the research funding areas, applicant eligibility, Key Dates. Lastly I will go through the submission requirements and the screening/scoring process. I will have a answers and question portion. Thus, I ask that you please hold your questions until the end of the presentation.
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Housekeeping In case of emergency Facilities Sign-in sheet
Diversity Survey Slide/Online Participant Link: Updates on solicitation documents and today’s presentation will be posted: Improving Performance and Cost Effectiveness of Small Hydro, Geothermal and Wind Energy Technologies In case of an emergency please go out of the room in an orderly manner. There are exit doors to the outside to the right. The regrouping area is across 9th and P Street at Roosevelt Park diagonally across from this building. Restrooms are across the hall and to the left, don’t go out the doors to the left. Please, Complete the sign in sheet Energy commission sets some goals for increasing participating in its funding programs, one of the metrics we use to evaluate how well we’re doing is by marking those who attend and if they fit into some of the sub groups we are trying to target. So we really try to encourage, everyone to fill the Diversity survey. There will be someone passing around the IPad to fill out the survey, as well as the link that will be sent to all the WebEx folks.
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Commitment to Diversity
The Energy Commission adopted a resolution strengthening its commitment to diversity in our funding programs. We continue to encourage disadvantaged and underrepresented businesses and communities to engage in and benefit from our many programs. To meet this commitment, Energy Commission staff conducts outreach efforts and activities to: Engage with disadvantaged and underrepresented groups throughout the state. Notify potential new applicants about the Energy Commission's funding opportunities. Assist applicants in understanding how to apply for funding from the Energy Commission's programs. Survey participants to measure progress in diversity outreach efforts. As mentioned before, The Energy Commission is committed to ensuring that the participation of its funding programs reflect the diversity of California and its people. To that end, staff conducts multiple outreach activities to: Provide education and bring awareness to potential new applicants about the many funding programs being offered; Encourage greater participation from disabled veteran, women-owned, minority-owned, small businesses and LGBT-owned businesses; And offer assistance on how to better understand the application process.
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Connect With Us TALKING POINT - Connect with us on Facebook, Twitter, and the new LinkedIn Networking Hub.
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Find Partners via LinkedIn
The Energy Commission created a user-driven LinkedIn group page to help potential applicants connect, collaborate and partner on proposals for funding opportunities. Join the “California Energy Commission Networking Hub” using: The LinkedIn Search Box or click on Using LinkedIn, the Energy Commission developed a new online resource to help applicants connect and collaborate on various grant funding opportunities. The “California Energy Commission Networking Hub” will help you locate and network with potential partners to create stronger proposals. Participants can join the “California Energy Commission Networking Hub” by: Searching for the “California Energy Commission Networking Hub” group; or Entering this link into your browser: (bit.ly/CalEnergyNetwork) Once there, find and join the desired solicitation subgroup Then, use the ‘About this Group’ section on the LinkedIn group page to find funding opportunity specific subgroups.
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Networking group for GFO-16-301
Here is our group created on LinkedIn Networking Hub. So, you can look for this group on LinkedIn and become a member and meet potential partners.
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Background The Electric Program Investment Charge (EPIC) is funded by an electricity ratepayer surcharge established by the California Public Utilities Commission (CPUC) in 2011. Annual program funds total $162 million per year with 80 percent administered by the California Energy Commission. The purpose of EPIC is to: Benefit the ratepayers of the three largest electric investor-owned utilities, Pacific Gas and Electric Co., San Diego Gas and Electric Co., and Southern California Edison Fund clean energy technology projects that promote greater electricity reliability, lower costs, and increased safety. Encourage technological advancement and breakthroughs to achieve state’s statutory energy goals. The projects will be funded by the EPIC Program. The Electric Program Investment Charge (EPIC) is funded by an electricity ratepayer surcharge established by the California Public Utilities Commission (CPUC) in 2011 and invests in projects that facilitate technological advancements and breakthroughs to overcome the barriers that prevent the achievement of the state’s statutory energy goals and that benefit the ratepayers of California’s 3 largest electric IOUs. Energy commission is one of the 4 administers for this program along with the largest 3 investor owned utilities in the state and administers 80% of funding Benefits of these projects have to relate back to the electricity ratepayers SB 96 provides further guidance on the EPIC program EPIC funds projects that promote greater reliability, lower costs, and increased safety to electric utility ratepayers. The EPIC program funds about $162 million worth of projects annually to achieve the state’s statutory energy goals.
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General Introduction Assembly Bill (AB) 32 (The Global Warming Solutions Act of 2006) Renewables Portfolio Standard (Senate Bill (SB) X1-2 SB 350 (Clean Energy and Pollution Reduction Act of 2015 (Statutes of 2015) Governor’s Clean Energy Jobs Plan (2011) Integrated Energy Policy Report (Biennial) Executive Order B (Drought technologies) Executive Order B (Greenhouse gas emission reduction target) This solicitation addresses different topics related to energy and environmental goals and policies, Which include technologies that are technically feasible, commercially viable and are aligned with CA Energy policies. Among the California policy drivers of this solicitation are shown here: and I’ll cover a few those shown here:
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Solicitation Specific Information
Specific Objectives: Increase in-conduit small hydropower, geothermal and wind power generation. Expand in-state installed capacity and generation, and improve the reliability and flexibility of sustainable power systems. Develop technologies which can be duplicated at different locations. Increase economic competitiveness of renewable generation and cost- effectiveness of investments. In general terms, We seeks with this solicitation Increase in-conduit small hydropower, geothermal and wind power generation. Expand in-state installed capacity and generation, and improve the reliability and flexibility of sustainable power systems. Develop technologies which can be duplicated at different locations. Increase economic competitiveness of renewable generation and cost- effectiveness of investments.
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Solicitation Purpose The purpose of this solicitation is to fund applied research and development projects that develop technologies, tools, and strategies to enable higher penetrations of renewable energy into the in-state electricity mix; and that reduce technological and economic barriers to small hydropower, geothermal, and wind power generation. Group 1: Expanding California’s use of in-conduit hydrokinetic power. Group 2: Improving the cost-effectiveness and operational flexibility of geothermal energy production. Group 3: Upgrading California’s aging wind turbines. Thus, the purpose of this solicitation: Fund applied research and development projects that develop technology to enable higher penetration of renewable energy into the in-state electricity mix. Reduce technological and economic barriers to small hydropower, geothermal, and wind power generation. Based on it, we created three project groups where the projects must fall: 1. in-conduit hydropower group 2. Geothermal energy group 3. Wind energy group
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Solicitation Purpose Group 1: Expanding California’s use of in-conduit hydrokinetic power. Develop and validate technologies and tools that expand the use of in-conduit hydropower in California, leading to increased installed capacity and improved understanding of its benefits to the grid Group 2: Improving the cost-effectiveness and operational flexibility of geothermal energy production. Develop new and advanced technologies, strategies, and tools that improve the cost-effectiveness and operational flexibility of geothermal energy production, extending the operating life of existing and new geothermal energy generation facilities Group 3: Upgrading California’s aging wind turbines. Develop and upgrade technologies, strategies, and tools to maximize the use of wind energy resources in California, reduce the cost of energy and implementation, and improve reliability and flexibility of power systems with large-scale integration of wind energy Currently, each group have a number of technical and non technical barriers that limit the increase of share of small-hydropower, geothermal and wind energy into the electric mix. The purpose of this solicitation is to address these barriers by awarding projects that will successfully develop and deploy renewable energy technology to benefit the IOU electric ratepayers. Group 1 aims to Develop and validate technologies and tools that expand the use of in-conduit hydropower in California Group 2 seeks to Develop new and advanced technologies, strategies, and tools that improve the cost-effectiveness and operational flexibility of geothermal energy production, extending the operating life of existing and new geothermal energy generation facilities And Group 3 aims to Develop and upgrade technologies, strategies, and tools to maximize the use of wind energy resources in California, reduce the cost of energy and implementation, and improve reliability and flexibility of power systems with large-scale integration of wind energy
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Available Funding Up to $8.5 million available for this solicitation.
Match funding is not required for this Solicitation. Applications that include match funding will receive additional points during the scoring phase Group Amount Available Minimum and Maximum Award Amount Expanding California’s use of in-conduit hydrokinetic power $3.5 million $500,000 – $2 million Improving the cost-effectiveness and operational flexibility of geothermal energy production $2.5 million Upgrading California’s aging wind turbines $500, $2 million This solicitation will fund up to $8.5 million. The allocation of funds among groups is 3.5 million for small hydro group and 2.5 millions for geothermal and 2.5 for wind power group. Totalizing 8.5 millions. The minimum amount available is 500 thousand for project in all groups. I just want to point out at match funding is not a requirement for this solicitation.
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Eligible Bidders This is an open solicitation for public and private entities, except for publicly owned utilities. Applicants must accept the EPIC terms and conditions. Standard T&Cs: Applicants are required to register with the California Secretary of State and be in good standing to enter into an agreement with the Energy Commission. Applicants must propose a team with proven ability to successfully complete similar projects. All public and private entities are eligible to apply for this grant except for publicly owned utilities. All applicants must accept the Standard T&C’s of EPIC, the link can be found on this slide and in the solicitation manual. We do require you to register and be in good standing with the California Secretary of State in order to apply for this grant.
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Key Dates Activity Action Date Solicitation Release June, 15, 2016
Pre-Application Workshop Sacramento June 28, 2016 DEADLINE FOR WRITTEN QUESTIONS July 6, :00 pm Anticipated Distribution of Questions and Answers Week of July 18, 2016 DEADLINE TO SUBMIT APPLICATIONS August 17, :00 pm Anticipated Notice of Proposed Award (NOPA) September 30, 2016 Anticipated Energy Commission Business Meeting Date December 14, 2016 Anticipated Agreement Start Date February 13, 2017 Anticipated Agreement End Date March 2020 This slide shows the anticipated schedule for the GFO. The GFO package has already been posted, and we are conducting the Pre-application workshop today. DEADLINE FOR WRITTEN QUESTIONS is next Wednesday July 6 – Please use this time if you have any question Another important data is the DEADLINE TO SUBMIT APPLICATIONS that is due to August 17, remember the submission must be until 5:00 p.m. Pacific time. Announce for hard deadline submitting applications, submit well in advance Anything anticipated is subject to change
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GFO Application Requirements (for Electronic Submittal)
Preferred method of Delivery is the Energy Commission Grant Solicitation System, available at: Electronic files must be in Microsoft Word XP (.doc format) and Excel Office Suite formats, unless originally provided in solicitation in another format. Attachments requiring signatures may be scanned and submitted in PDF format. Completed Budget Forms (Attachment 7) must be in Excel format. First-time users must register as a new user to access the system. The system will not allow applications to be submitted after the due date and time (August 17, 2016 at 5:00 p.m. PDT). Now is available the Energy Commission Grant Solicitation System for submitting the proposal of Grant Fund opportunities. This is the respective link Applicants will receive a confirmation after all required documents have been successfully uploaded. The system will not allow applications to be submitted after the due date and time.
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Live Demo Tutorial (for Electronic Submission)
Now we will present the demo tutorial of the system, where is explained how to register and submit proposals into our system. But, remember you may contact the Commission Agreement Officer identified in the Questions section of the solicitation for more assistance. I will give you his contact information at the end of this workshop.
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GFO Application Requirements (for Hard Copy Submittal)
Submit Applications with all attachments in the order specified in Section III of the manual, by the due date and time listed in Section I – part F of the manual. Application documents should meet formatting requirements, page limits, and number of copies specified in Section III - part A: APPLICATION FORMAT, PAGE LIMITS, AND NUMBER OF COPIES. Five hard copies with signatures and one electronic copy. five hard copy (with signatures) One electronic copy on a CD-ROM or USB memory stick
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Application Requirements
Each Applicant must complete and include the following: 1. Application Form 7. Budget 2. Executive Summary 8. CEQA Compliance Form 3. Fact Sheet 9. References and Work Product 4. Project Narrative 10. Contact List 5. Project Team 11. Commitment and Support Letters 6. Scope of Work Here are the application requirements, please ensure you include everything on this chart in your proposal. I’ll discuss the Project Narrative, Scope of Work, Budget, and Commitment and Support Letters in more detail in the next slides. But first I just want to quickly go over some of these attachments. The Application Form is basic information about your project and it needs to have a signature by a representative from your organization. The Executive Summary should summarize the highlights of your application, this should also be included in the project narrative. The Fact Sheet is your chance to present the project information in a manner suitable for publication. Project Team is simply a description of the roles, contributions, and credentials of the key personnel for your project. The CEQA Compliance Form needs to be completed regardless of whether the proposed activities are considered a “project” under CEQA. References and Work Product assures us that you are capable of doing the work in your proposal by showing us similar work done in the past. The Contact List identifies the correct person to contact for various purposes. Be consistent in your application!
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Project Narrative This is your opportunity to tie everything together and explain the entirety of the project Include detailed description of the proposed project according to the Application Scoring Criteria – Section IV, part F). The narrative should explain: Why your project is important? What you will be doing in your project? How are you going to complete the project? How will ratepayers benefit? What it is going to cost ratepayers, and is it worth it? Provide enough detail so that reviewers will be able to evaluate the proposal against each of the scoring criteria The project narrative is a big piece of your proposal (limit 20 pages excluding documentation for CEQA) where you want to highlight what you will be doing in your project. This is where you should focus on telling us how your project will help us to increase in-conduit small hydropower or geothermal or wind power generation, expand in-state installed capacity and generation, and improve the reliability and flexibility of the power systems, develop technologies which can be duplicated at different locations, increase economic competitiveness of renewable generation and cost-effectiveness of investments. Describe to us What your project is going to do, and how are you going to make it work and tie this closely with the scope of work Explain to us how the ratepayers are going to benefit from your project Lastly, Are you making good use of ratepayer funds? Prove to us why your project should explicitly get funded. Within the project narrative, there are a list key criteria areas to address. It is important to Provide enough detail so that reviewers will be able to evaluate the proposal against each of the scoring criteria
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Scope of Work Tell us exactly what you are proposing to do in your project. Identify what you will deliver to the Energy Commission. Be sure to include Project Schedule (Attachment 6a) The scope of work needs to be consistent with the project narrative in terms of problems, solutions and goals. Also, Failure to include the project schedule which is (Attachment 6a) will result in disqualification.
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Budget (Attachment 7) Identify how you will be spending EPIC funding and match funds to complete this project. Each Applicant and major subcontractor must complete the budget form, including all budget forms. This must be submitted in the same format as it is provided. Do not delete sheets or rows, use the hide/expand functions. Shaded cells are automatically filled or calculated. The budget form is an explanation of how you will spend all EPIC and match funds for this project. All applicants and major subcontractors must complete all budget forms and in the format required. Please DO NOT DELETE any of the sheets or rows in the excel document provided.
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Commitment and Support Letter Form (Attachment 11)
This form provides guidelines for letters of support or commitment that are submitted with the application. Commitment letter commits an entity or individual to providing the service or funding described. Support letter details an entity’s or individual’s support for the project. Support letters are required for all projects. Match funding for each Application must be supported by a match fund commitment letter. Projects that involves testing/demonstration/deployment must submit a commitment letter from the testing/demonstration/deployment site. Any project partners that will make contributions other than match funding or a test, demonstration, or deployment site to the project must submit a commitment letter. Limited to two pages per letter, excluding the cover page. Attachment 11 is the Commitment and Support Letter Form. This form offers a guideline for the support or commitment letters that need to be included with your application. At least one support letter from a project stakeholder is required for all applicants. If you have any project partners that make other contributions to your project, they need to have a commitment letter along with this application. Match funding for each application needs to be supported by a MATCH FUND COMMITMENT LETTER. If the proposal includes support and commitment letters that do not meet the requirements of Attachment 11, the letters will not be considered in the scoring phase.
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Match Funding Match funding is not required for this solicitation. Applications that include match funding will receive additional points during the scoring phase Applicants may receive up to 10 additional points based on the criteria below: 5 points for this criterion will be awarded based on the percentage of match funds relative to the EPIC funds requested. This ratio will be multiplied by 5 to yield the points, and rounded to the nearest whole number. The remaining 5 points will be based on the level of commitment, type of match funding, dollar value justification, and funding replacement strategy described in the match funding commitment letter. See pages for application scoring scale Match funding contributors must submit match funding commitment letters that meets the requirements of Attachment 11. Failure to do so will disqualify the match funding commitment from consideration. As I previously stated, Match funding is not required for this solicitation. Applications that include match funding will receive additional points during the scoring phase There is an opportunity to receive 10 addtl. points based on the criteria below. This is all described in Attachment 11 under the match funding commitment letter.
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How will my Application be Evaluated? Administrative Screening
Application Admin Screening Process Energy Commission staff screens applications per criteria in the solicitation (page 27). Criteria is evaluated on a pass/fail basis. Applicants must pass all screening criteria or the application will be disqualified. Some Reasons for Disqualification Application not submitted by the specified due date and time. Applicant did not address one of the eligible project groups. Requested funding is outside of the specified minimum/maximum range. Project completion date beyond the specified agreement end date. Application does not include one or more support letters. Application contains confidential material. 1st step is administrative screening We screen your application based on the criteria found on page 26 in the solicitation manual It is evaluated on a pass/fail basis ** YOU must pass ALL screening criteria to move on to the next evaluation process Here is a list of some of the reasons why your application fails screening. One common one we consistently see is not submitting your application on the specified date and time. I can’t emphasize this enough that to make sure you submit your application on the correct time and date. So make sure you take a look at this list to prevent your application from being disqualified. MAKE SURE ALL ITEMS ARE INCLUDED.
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How will my Application be Evaluated?
Evaluation Committee applies the scoring scale to the scoring criteria. Applications must obtain a minimum passing score of 70% for criteria 1-4 (or 49 points) in order to continue evaluation, and must also obtain a minimum passing score of 70% overall for criteria 1-7 (or 70 points), in order for an Application to be considered for funding. Passing applications will be considered for match funding preference and disadvantaged community points1. Each Applicant must review the Evaluation and Award Process section of the solicitation and ensure that the application provides a clear and complete response to each scoring criteria in the project narrative. 1http://oehha.maps.arcgis.com/apps/Viewer/index.html?appid=dae2fb1e42674c12a04a2b302a080598 Scoring Criteria (pages 28-32) Maximum Points 1. Technical Merit and Need 20 2. Technical Approach 3. Impacts and Benefits for CA IOU Ratepayers 4. Team Qualifications, Capabilities and Resources 10 Subtotal 70 Minimum points to pass (Criteria 1-4) 49 5. Budget Cost-Effectiveness 6. EPIC Funds Spent in CA 15 7. Ratio of Direct Labor and Fringe Benefit Rates to Loaded Labor Rates 5 Total 100 Minimum points to pass (criteria 1-7) Once your proposal passes 1st step then you will move on to the second step which is evaluation process. The scoring scale you see to the right tells you the maximum number of points for each criteria. A minimum passing score of 70% for criteria 1-4, and overall for criteria 1-7 is required to be considered for funding. Be sure to familiarize yourself on the evaluation and award process section found in the solicitation. The Evaluation Committee may conduct optional in-person or telephone interviews with applicants during the evaluation process to clarify and/or verify information submitted in the application. However, these interviews may not be used to change or add to the content of the original application. Applicants will not be reimbursed for time spent answering clarifying questions.
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What is the Technical Scoring Scale?
% of Possible Points Interpretation Explanation for Percentage Points 0% Not Responsive Response does not include or fails to address the requirements being scored. The omission(s), flaw(s), or defect(s) are significant and unacceptable. 10-30% Minimally Responsive Response minimally addresses the requirements being scored. The omission(s), flaw(s), or defect(s) are significant and unacceptable. 40-60% Inadequate Response addresses the requirements being scored, but there are one or more omissions, flaws, or defects or the requirements are addressed in such a limited way that it results in a low degree of confidence in the proposed solution. 70% Adequate Response adequately addresses the requirements being scored. Any omission(s), flaw(s), or defect(s) are inconsequential and acceptable. 80% Good Response fully addresses the requirements being scored with a good degree of confidence in the Applicant’s response or proposed solution. No identified omission(s), flaw(s), or defect(s). Any identified weaknesses are minimal, inconsequential, and acceptable. 90% Excellent Response fully addresses the requirements being scored with a high degree of confidence in the Applicant’s response or proposed solution. Applicant offers one or more enhancing features, methods or approaches exceeding basic expectations. 100% Exceptional All requirements are addressed with the highest degree of confidence in the Applicant’s response or proposed solution. The response exceeds the requirements in providing multiple enhancing features, a creative approach, or an exceptional solution. Here is an overview of the technical scoring scale. It gives you an explanation of the possible percentage points and interpretation where your application will be scored based on this chart. Keep in mind that to score high you need to both address the requirements being scored, and eliminate any omissions, flaws, or defects. Then you need to add enhancing features. Simply adding enhancing features will not result in a high score if there are omissions, flaws, or defects.
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Scoring Criteria (pages 30-34)
What is Important? Scoring Criteria (pages 30-34) The Question to Answer Technical Merit and Need Why should your project be funded? Technical Approach How you’re going to do what you’re going to do? Impacts and Benefits for CA IOU Ratepayers How will your project benefit ratepayers? Team Qualifications, Capabilities and Resources Who is going to make this project happen, and what resources are available to make it happen? Budget Cost-Effectiveness Are you spending money wisely? EPIC Funds Spent in CA This is a direct calculation based on budget forms. Ratio of Direct Labor and Fringe Benefit Rates to Loaded Labor Rates Specific scoring criteria are included on pages in the solicitation manual. Again for the technical merit and need focus on describing how your project will support the development and commercialization of promising new energy innovations and justifying the need for EPIC funding. For technical approach, describe the techniques and methods you will use to complete this project. For impacts and benefits, address how the electric ratepayers will benefit from your proposed project Team Qualifications, Capabilities and Resources: describe how your team is qualified with any past history with successful completed projects, which key members will be valuable for this project and what resources will be used to make this project happen. Budget is where you are spending your money. 6 and 7 are direct calculations from the budget form. I want to emphasize that when writing your proposal, keep these questions in mind and plan on how you will answer them. Reference back to the solicitation manual to assure you are addressing all key areas in the scoring criteria.
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Other Information Solicitation documents and today’s presentation:
Sign up for the Listserver by selecting “Opportunity:” Information on EPIC: Information on other EPIC solicitations: For more information and opportunities please see the following sites
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Deadline to submit questions:
Questions and Answers Please send all questions related to GFO to: Gordon Kashiwagi Commission Agreement Officer 1516 Ninth Street, MS-18 Sacramento, CA (916) (916) (fax) Deadline to submit questions: Wednesday, July 6, :00 PM PDT Questions can be submitted either via mail or .
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Questions and Answers Now, we have about 40 minutes for questions. In case we don’t have the answer of a specific question in this section, the question will be registered and the answer will be posted to the solicitation link – in solicitation files, as soon as possible.
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Thank you! On behalf of CEC and the solicitation team, I would like to thank you for participating in this workshop and We look forward to receiving your proposals before August 17.
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