HomeMy WebLinkAboutCORRESPONDENCE - PURCHASE ORDER - 9185719Innovate Fort Collins Challenge (IFCC) Grant Agreement
THIS AGREEMENT is made and entered into as of the date of acceptance by the City, by and between
the CITY OF FORT COLLINS, COLORADO, a municipal corporation (“City”) and the Solar United
Neighbors (“Recipient”). NOW, THEREFORE, in consideration of their mutual promises contained
herein, the parties agree as follows:
1. The Recipient shall use the funds provided under this Agreement in accordance with the
Recipient’s Proposal, which is attached as Exhibit A and incorporated herein by this reference
(“the Project”). Any funds received by the Recipient under this Agreement and not reasonably
necessary to carry out the Project shall be returned to the City within thirty (30) days of
completion of the Project.
2. Any modification of the implementation of the Project from that indicated in the Recipient’s
application must receive the City’s prior written approval.
3. For implementation of the Project, the Recipient shall receive payments as set forth below twice
per year, in the total amount of no more than $30,000, which shall be expended by the Recipient
to complete the Project no later than December 15th, 2019.
4. The Recipient shall provide the City with copies of all receipts by December 15, 2019, and a
written evaluation of the Project documenting accomplishments, results achieved, community
impact, and monetary and other returns, if applicable, including jobs created. A report template
will be available from the Environmental Services Department, incorporated herein by this
reference as Exhibit B.
5. The Recipient agrees to make all records pertaining to activities carried out under this Agreement
available to the City for audit upon request for at least three (3) years following the fulfillment of
this Agreement.
6. If any provision of this Agreement is not met in the manner and time specified herein by the
Recipient, the Recipient shall be in breach and the City may terminate the Agreement. Upon such
termination, the Recipient shall return to the City all funds paid in accordance with this
Agreement within thirty (30) days following receipt of the written request from the City to do so.
7. This Agreement is not assignable without prior written consent of the City, in its sole discretion,
and any assignment without the City’s prior written consent shall be deemed null and void.
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8. If the Project involves a specific site, the Recipient hereby represents and warrants that they
have the permission of the owner of the site upon which the Project will take place, and further
represents and warrants that it is fully authorized to undertake the activities.
9. This Agreement shall terminate upon expiration of all performance periods, including but not
limited to, all requirements related to recordkeeping and auditing, as set forth herein.
10. At all times during the performance of this Agreement, the Recipient shall strictly adhere to all
applicable federal, state and local laws, rules and regulations that have been or may hereafter
be established.
11. The signatories maintain that, to the best of their knowledge, no City employee has a personal
or financial interest whatsoever in the service or property described herein. While there may be
City employees that work with the Recipient, no such employees are parties hereto or will
receive payment through the receipt of the grant funds provided hereunder.
12. The Recipient shall indemnify, save and hold harmless the City, its officers, employees and
agents against any and all claims, damages, liability and court awards, including costs, expenses
and attorney fees incurred as a result of any act or omission by the Recipient, its employees,
agents, subcontractors or assignees arising from their performance under this Agreement or
arising from the Project.
13. Funds shall be payable to the Recipient in accordance with the following schedule: 1 payment of
$15,000, made within ten (10) days after the acceptance of this Agreement by the City and a
second payment of $15,000 after acceptance of the mid-year progress report. The City may
suspend payment until any default under this Agreement has been cured, or, in the event of
failure by the Recipient to cure any default or pay any amount due to the City that has become
overdue and delinquent, within fifteen (15) days after written notice by the City, the City may
terminate this Agreement and shall have no obligation to make any further payment hereunder.
14. The City of Fort Collins Environmental Services Department (“ESD”) is subject to the Colorado
Open Records Act (C.R.S. 24-72-101 through 24-72-112) (“Act”). Thus, documents and other
materials received by ESD and its employees under this Agreement from the Recipient may be
subject to public disclosure unless they fall within an exception under the Act. ESD will deny the
right of inspection of records which the City believes are considered under the Act to be trade
secrets, privileged information, and confidential commercial and financial data, any of which
Recipient must clearly indicate at the time it is provided to ESD. Upon receiving an official open
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records request, ESD will promptly notify the Recipient and as needed, seek legal guidance from
the City Attorney.
15. If the Recipient is a corporation or other entity, the person signing this Agreement on behalf of
the Recipient hereby affirms that he or she has authority to act on behalf of the Recipient and
to bind the Recipient to the terms of this Agreement.
16. Additional terms and conditions specific to this Agreement may be attached as Exhibit C and
incorporated herein by this reference.
17. Subject to Annual Appropriation. To the extent this Agreement or any provision in it constitutes
a multiple fiscal year debt or financial obligation of the City, it shall be subject to annual
appropriation by City Council as required in Article V, Section 8(b) of the City Charter, City Code
Section 8-186, and Article X, Section 20 of the Colorado Constitution. The City shall have no
obligation to continue this Agreement in any fiscal year for which no such supporting
appropriation has been made.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement this ______day of
____________, 20_____.
AGREED BY: THE CITY OF FORT COLLINS, COLORADO:
Recipient
By ________________________________
By _____________________________________ Gerry Paul
Title ___________________________________ Director of Purchasing
DATE: ______________________________
By ________________________________
_ Lucinda Smith
Interim Chief Sustainability Officer
DATE: ______________________________
On Behalf of the Recipient
Address _________________________________ ATTEST: ____________________________
Phone __________________________________ City Clerk
_______________________________________ APPROVED AS TO FORM: _______________
_______________________________________ Assistant City Attorney II
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Chief Operating Officer
1115 Massachusetts Ave NW, Washington DC 20005
240-244-9840
11/27/2018
11/27/2018
27
November 18
1115 Massachusetts Ave. NW, Suite 300 | Washington, DC 20005
(202) 888-3601 | www.solarunitedneighbors.org
Fort Collins Solar Co-op Work Plan
Solar United Neighbors is proposing to implement a solar co-op in Fort Collins to spark the next wave
of solar adoption in the region.
About Solar Co-ops
A solar co-op is formed when a group of neighbors enters the process of going solar. Typically, the
group selects a single contractor to install systems on all the participating homes. Each participant
owns their own system and signs their own contract with the installer. By going solar as a group,
each participant saves on the cost of her system and gets support from the group throughout the
process. The installer chosen by the group is able to order equipment in bulk and reduce travel and
marketing costs, allowing them to pass significant savings on to the participants.
Solar United Neighbors’ approach is different than traditional Solarize programs. Rather than focus
on recruiting participants, we focus on engaging participants. We work very closely with the group,
educating each participant about solar. We involve them in community outreach, the installer
selection process, and the financing process. This gives people a much greater sense of ownership,
and increases their knowledge and comfort with the process of going solar. We also try to connect
participants to opportunities for advocacy or community service after they go solar and help them
become part of local renewable energy groups.
Although this labor-intensive process can lead to a smaller group size (though not always), a much
higher percentage of our participants go solar (30%) than Solarize programs typically see (5-10%).
Additionally, we continue to engage and support our co-op participants after the co-op is over – they
are invited to join our free listserv, newsletter, and social media groups, to volunteer, and can
become a member if they choose. As a result, past co-op participants are highly informed and
actively engaged in growing renewable energy in their community.
The Solar Co-op Process
Phase I: Education and Outreach to Recruit Participants
The first phase of the solar co-op process is outreach to potential co-op participants, with the goal of
turning people out to an informational seminar and community meeting, which we call an “info
session.” This outreach involves hanging fliers, pitching local media, advertising via neighborhood
listservs and emails, Facebook invitations, and telling neighbors about the meeting. To make this
effort as successful as possible, we also identify and cultivate local partners early in Phase I. We
often partner with local governments, schools, churches, nonprofit organizations, and local
businesses who support solar power and who have strong connections with the community. Partners
help us identify dates and locations for info sessions in the community and help with outreach
through their networks.
At info sessions, the Solar United Neighbors of Colorado team will explain how the co-op process
works, provide a detailed but consumer-friendly overview of residential solar PV, and answer
questions. We cover the technology itself, financing options, policy considerations, the installation
process, and other topics (battery storage, net metering, time of use rates) as appropriate for local
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Solar United Neighbors: Fort Collins Solar Co-op Work Plan 2
conditions. In Fort Collins, we anticipate spending some explaining the Time of Day electricity rate
structure and the ways homeowners should expect net metering credits to affect their bills.
After this initial educational meeting, people who are interested in moving forward with the co-op will
sign up on the co-op’s webpage. Solar United Neighbors’ technical staff then completes an initial
screening of each participant’s roof (or property) via a combination of Google Earth and Bing Maps.
We also work with homeowners to ensure we have the most up-to-date information about their
property (e.g., a nearby tree has come down) to make our assessment. We perform this screen for
several reasons: It ensures that we do not waste the time of homeowners whose property is not a
good fit for solar, it ensures that the installer is able to work as efficiently as possible, and it protects
homeowners from unscrupulous solar installers who might be tempted to sell them a system for an
unsuitable location. We report the findings of our initial assessment to each homeowner and the
installer, once selected.
Phase II: Selecting an Installer
Once at least 20 participants have signed up and passed the roof screening, we issue a Request for
Proposals (RFP) from area solar installers. We will reach out to installers through the Colorado Solar
Energy Industry Association and the national Solar Energy Industry Association. We also have a portal
on our website where any installation company can sign up to receive RFP announcements. The RFP
will ask installers to provide details of their company, equipment, and installation process. They will
be asked to provide a single base price that they will offer to the entire group of co-op participants.
and detail the “adders” or “upcharges” participants may choose, e.g. for more complex installations
or more expensive equipment.
Once we receive bids from installers, we convene a Selection Committee made up of solar co-op
participants interested in choosing an installer for the group. We compile a detailed spreadsheet that
summarizes and compares each element of each bids received. This helps non-experts to make an
informed choice in what can otherwise be a complicated decision. The Selection Committee reviews
the bids and the “bid review spreadsheet” and selects an installer to complete all of the projects for
the group. Some large co-ops may opt to select more than one installer. Although Solar United
Neighbors facilitates the process and answers technical questions, the Selection Committee itself
decides which installer to select.
Phase III: Recruiting Additional Participants and Signing Contracts with the Installer
Once an installer has been selected, we continue to recruit co-op participants for at least one month.
During that time, the chosen installer also meets with each participant. They provide an
individualized proposal that lists the size and cost of a solar system for each house, with the cost
reflecting the pricing put forward in their bid. If participants decide to move forward with the project,
they sign an individual contract with the installer to have the system installed.
Solar United Neighbors also helps co-op participants identify and access incentives and financing
programs. Our staff is well-versed in incentives and financing options for residential solar, including
rebates and tax credits, loans that can be used for solar installations, third-party ownership models
(where available), and property assessed clean energy programs (where available). Some of these
financing options eliminate the upfront cost of a solar installation, broadening access to working and
middle-class families. In Fort Collins, we expect all residential systems facilitated through the co-op
to be purchased and owned by the homeowner.
In addition to providing direct support to co-op participants, we exhaustively track the installation
process and remain engaged in trouble-shooting and education throughout the process. Issues arise
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Solar United Neighbors: Fort Collins Solar Co-op Work Plan 3
almost daily related to miscommunication with installers, equipment, permits, interconnection,
scheduling, roofing impacts, contracts, insurance, renewable energy credits, and financing.
We collaborate with installers using Salesforce CRM, which allows us to efficiently coordinate visits
and track the progress of installations performed for the co-op. We help installers streamline and
digitize scheduling, contract signing, and customer relationship management processes—drastically
increasing installer’s capacity. This allows the Selection Committee to pick the best installer for the
job, regardless of their size.
Phase IV: Post Installation Follow Up
Once the system is installed, we continue to engage with participants. We bring them into our
existing state networks and connect them to ongoing policy advocacy efforts, including legislation
and regulatory cases.
Partnerships
Collaboration with local governments, businesses, schools, and nonprofits is built into the Solar
United Neighbors model. Environment Colorado (an experienced solar advocacy and education
organization with 12,000 members throughout the state) has agreed to be our lead local partner.
Local NAACP branches, the Sierra Club, Interfaith Power and Light, Environmental Entrepreneurs,
CSU Extension Office, and others have also expressed interest in partnering. The cities of Denver,
Westminster, Boulder and Breckenridge, as well as CORE (Roaring Fork Valley), Yampa Valley
Sustainability Council, Colorado Solar Energy Industry Association, and the Colorado Energy Office
have committed to supporting the program.
Local partners will streamline connections to local solar advocates, elected officials, and the media.
Partners will also assist with outreach to prospective participants and community groups, such as
through Environment Colorado’s canvassing work with the Fund for Public Interest. Last year, this
effort knocked on ~120,000 doors in all seven congressional districts. Additionally, volunteers from
a wide range of backgrounds will help to raise awareness through local media, neighborhood groups,
and community leaders.
In Fort Collins, we have approached the following groups to discuss partnership:
• Northern Colorado Renewable Energy Society
• League of Women Voters—Larimer County
• Fort Collins Sustainability Group
• Sierra Club Poudre Canyon Group
• Community for Sustainable Energy
• 350 Northern Colorado
Quarterly Milestones
We have laid out our quarterly milestones roughly in line with the four phases of the co-op process.
Q1:
• Develop informational materials
o Produce a one-page flyer/information sheet for the Fort Collins co-op
o Develop a table estimating installation cost and savings based on local rates and
incentives
o Develop answers to Frequently Asked Questions covering policy, regulation,
incentives, and financing options available to Fort Collins residents.
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o Develop a web page for the co-op and an online sign-up portal for participants.
• Identify and cultivate at least one Fort Collins-based partner organization to assist with
outreach to the community about the solar co-op.
• Coordinate with partner organizations to find dates and locations for 2-3 info sessions.
• Coordinate with partner organizations to set a clear timeline for program implementation.
• Coordinate with partner organizations to conduct outreach to the community, including
through press and media, events, social media, email listservs/networks, and word-of-mouth.
Q2:
• Continue community outreach activities and outreach coordination with partner
organizations.
• Host one or more in-person info sessions to educate the community and co-op participants
about going solar and the co-op process.
• Recruit at least 20 co-op participants with suitable roofs/properties for solar by the end of
this quarter.
• Provide weekly updates to participants to keep everyone engaged and to encourage them to
recruit friends and neighbors.
• Conduct initial satellite roof screenings for all new participants.
• Develop a clear, detailed Request for Proposals (RFP) that reflects the needs, values, and
preferences of the co-op participants.
• Distribute the RFP to area solar installers through our network, the Solar Energy Industry
Association network, and other local channels.
• Collect and review all RFP responses, including by performing due diligence and checking
installer references.
• Compile a bid review spreadsheet that summarizes the bids received into an easy-to-
understand format for co-op participants.
• Convene a Selection Committee and facilitate the bid selection process.
Q3:
• Continue community outreach activities and outreach coordination with partner
organizations, ensuring we maximize interest before the sign-up deadline.
• Recruit at least 100 solar co-op participants by the end of this quarter.
• Host one or more in-person info sessions to educate the community and co-op participants
about going solar and the co-op process.
• Continue to provide weekly updates to participants.
• Continue to provide satellite roof screenings for new participants.
• Facilitate weekly calls with installers to get progress updates, discuss problems or concerns,
and identify common participant questions to address in our weekly email update.
• Support people from proposal to signed contract by following up regularly, answering
questions, and trouble-shooting.
• Reach out to participants who have not scheduled site visits.
Q4:
• Assist at least 45 solar co-op participants through the contracting process by the end of this
quarter.
• Troubleshoot any issues that arise post-installation with participants, especially
interconnection and billing issues.
• Conduct spot inspections on a few installations to support quality control.
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Solar United Neighbors: Fort Collins Solar Co-op Work Plan 5
• Coordinate with partner organizations to host a party to celebrate the community’s new solar
installations. Invite all co-op participants, the installer’s team, and local media.
• Connect participants with other local renewable energy groups and the statewide solar
community.
Scaling Across Colorado
If funded, we anticipate launching the Fort Collins solar co-op in fall 2018. This co-op will be among
our first in Colorado. We believe Fort Collins is an ideal location to begin our Colorado experience due
to the city’s strong commitments to renewable energy. We expect the local knowledge, partner
relationships, and momentum built by the Fort Collins solar co-op will help spur demand for
replicating the project across the state. Already, Denver, Westminster, Roaring Fork Valley,
Breckenridge and Yampa Valley have expressed interest in supporting solar co-ops in their areas.
We hope to implement at least one rural solar co-op as well. As an organization, we prioritize cultural,
political, and socio-economic diversity within the solar community and have found that communities
of all stripes are interested in solar. By helping all communities benefit from solar power and solar
jobs, solar co-ops can help to de-politicize renewable energy and increase stability of the solar
market.
Based on our experience beginning new programs in other states, we expect to organize six solar co-
ops in the first year of the program. These co-ops will facilitate installation of approximately 1.75 MW
of solar capacity. The average solar co-op provides $3.2 million in local economic benefits; engages
60 participants, and helps 30 households go solar; facilitates 210 kW of new distributed solar
capacity; and supports six full-time local solar jobs. In addition to scaling distributed solar, we
implement bulk purchases for electric vehicle (EV) charging infrastructure and battery storage. In
areas where this is of interest, we will add EV charging or batteries to the solar co-op offering.
Financial Sustainability
As an organization, Solar United Neighbors is supported by several revenue streams. In 2017,
foundation grants accounted for 70% of our revenue, fee-for-service revenue from solar co-ops
accounted for 20% of our revenue, government contracts accounted for 5% of our revenue, and
donations accounted for the remaining 5%. In 2018, foundation grants are likely to account for 40%
of our revenue, with larger portions attributed to donations and government contracts, in large part
due to a $2 million grant we have been awarded by the District of Columbia to administer the single-
family portion of their low-income solar program, Solar for All.
In each of our state programs, we have foundation partners who typically support 30-50% of the
state program’s budget. We are in discussions with several local, state-level, and national funders
about supporting our work in Colorado. In many of our state programs, we also contract with
municipalities to provide solar education, technical assistance and/or solar co-op services to their
communities. For example, in Florida, local government contracts account for 40% of the state
program budget, and in Ohio, they account for 10%.
In order to sustain our work and diversify funding streams, we also charge the installers selected by
solar co-ops a $600 fee-for-service for each signed contract they receive through the co-op. This fee
is paid by the installer. Over the past 156 solar co-ops, we have found that this fee does not impact
the cost to homeowners, because installers save significantly more than $600 in avoided customer
acquisition costs, which typically run $2,000-$3,000 per customer in the residential solar industry.
This fee-for-service revenue goes back into support on-the-ground operations, which helps reduce
the amount of grant or contract support required.
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CITY OF FORT COLLINS Environmental Services
Innovate Fort Collins Fund 2018: Annual Report Requirements
Annual Progress Report & Award Responsibilities
Each applicant that successfully receives funding from the Innovate Fort Collins Fund must submit a
six month and annual report (2-4 pages) documenting accomplishments, results achieved,
community impact, and monetary and other returns if applicable. The report must be electronically
submitted to the Environmental Services within 30 days of the completed project date (due date
specified in the Grant Agreement). If you are unable to meet the stated goals for any reason,
contact City staff early to explain the barriers.
Please utilize the format below, and contact us with any key questions or feedback.
Introduction
In 1-3 paragraphs, please describe the overall success of your project. Please be project
specific, and tie results back to your metrics, goals and projected outcomes.
Budget & Receipts
Please provide documentation of how the City grant was allocated.
Performance Metrics
Please provide key metrics that indicate project reach, success, etc. This should include the
following as well as project specific metrics indicated in the application:
1) Project Specific Metrics (from application)
2) Greenhouse Gas Reductions
3) Partnerships and jobs created.
a. Total # of Part Time & Full Time Employees (FTE)
b. Total # of Jobs (Part Time & Full Time Employees)
c. Total # of collaborative partners involved.
4) Customers served and/or program participants.
a. Total # of participants (public, private, academic, etc).
i. For example: Businesses served, Student contact,
5) Dollars matched or leveraged.
a. Grants received / non-profit capital accrued.
b. Private investment
c. Annual $ received by public entities (Local Governments, etc).
d. In kind donations
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Self-Evaluation
Did you achieve or exceed objectives outlined in the application? What are your key lessons
learned from the project? Are there any aspects of the project that you would have done
differently? Is there anything else you learned that you would like to share?
Testimonials
Please provide 1-3 testimonials from project or community partners documenting the
impact of the project. What did City funding enable you to achieve that you would not have
been able to otherwise?
Follow Up
Please include what the next steps for your project are the coming year (12 mos+). Do you
anticipate additional impacts based on your pilot? The City may ask for additional
information in the future following the completion of your project.
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