HomeMy WebLinkAboutCORRESPONDENCE - PURCHASE ORDER - 9185722Innovate 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 Colorado Clean
Energy Cluster, (“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 $37,000, 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
$18,500, made within ten (10) days after the acceptance of this Agreement by the City and a
second payment of $18,500 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. 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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970-682-5707
212 W. Mulberry St, Ft. Collins, CO 80521
Vice Chair, C3E
11/29/2018
12/2/2018
3rd
December 2018
Innovate Fort Collins Challenge Application 1
Rescoped October 12, 2018
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Innovate Fort Collins Challenge Application 2
PROGRAM OBJECTIVES AND APPROACH
Colorado Clean Energy Education and Empowerment (C3E), the operating body of the Colorado Clean
Energy Cluster, is seeking to establish a new component to our She’s in Power mentorship program,
called She’s in Power 3.0. Objectives of She’s in Power 3.0, include:
1. Growing and inspiring the next generation of women clean energy leaders.
2. Preliminary scaling the numbers /types of energy-savings projects implemented in Fort Collins.
3. Supporting and leveraging City and partner projects and initiatives.
4. Augmenting City and partner resources with a volunteer and underrepresented workforce.
We will achieve these objectives through the implementation of hands-on clean energy projects by
mentees (Sparks) and mentors (Energizers) teams. Over the course of twelve-months, Sparks-Energizer
teams will engage in She’s in Power programming and curriculum with purposeful mentorship
culminating in a capstone project. These projects are the delivery mechanism for energy savings with
measurable reductions on the City’s greenhouse gas (GHG) goals.
WORK PLAN
C3E proposes the following scope of work to guide the establishment of a new component of our She’s
in Power mentorship program centered around hands-on project implementation experience during the
twelve-month pilot period. The following four tasks describe our objectives, schedule, work
breakdown, and deliverables.
Task 1. Refine Draft Program Management Plan
Objective: Refine and finalize the design of our program business plan to guide strategic project
management, communication, and execution.
Schedule: October 2018 – December 2018 (Q4 2018)
Work Breakdown
• Refine Program Management Plan with team and key partners (currently in development)
• Develop Program Communications & Outreach Plan
• Prioritize and confirm projects for program curriculum and partnership fit
• Refine project participation targets (e.g., number of Spark-Energizer teams; energy savings and
GHG reduction goal per project; number of projects completed)
Task 1 Milestones
• Program Management Plan
• Program Communications & Outreach Plan
Task 2. Program Development and Integration
Objective: Prepare for program kickoff through the development and production of program curricula
and implementation materials. Align, integrate and leverage program into existing C3E and project
partner programming and initiatives.
Schedule: October 2018 – March 2019 (Q4 2018 – Q1 2019)
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Innovate Fort Collins Challenge Application 3
Work Breakdown
• Develop program curriculum to align with projects
• Develop and produce program implementation materials
• Integrate new program component into ongoing She’s in Power programming and messaging
• Integrate program messaging and curriculum with program partners, including Energy Institute and
Pretty Brainy’s MISSion Innovation initiative
Task 2 Milestones
• Program Curriculum
• Program Implementation Materials
Task 3. Program Recruitment, Implementation, and Tracking
Objective: Actively recruit to program leading to the kickoff of the inaugural cohort and rolling
implementation of capstone projects.
Schedule: March 2019 – December 2019 (Q2 - Q4
2019)
Work Breakdown
• Conduct outreach and actively recruit
mentors and mentees to the program
• Confirm inaugural cohort of She’s in Power –
Spark-Energizer teams
• Assign Spark-Energizer teams and
capstone projects with a technical lead
• Kickoff and rolling implementation of
capstone projects -Milestone
Task 3 Milestones
• Roster of project assignments with contact information and project status
• Completed project worksheets with actual vs. planned outcomes, successes, and lessons learned
Task 4. Measure Results, Refine, and Scale
Objective: Review and assess measured program results to refine and scale for year 2.
Schedule: October - December 2019 (Q4 2019)
Work Breakdown
• Document results against capstone project and program objectives
• Measure, quantify, and confirm capstone project and aggregated program metrics
• Spark-Energizer teams complete formal close-out and debrief process (e.g., facilitated
meeting; post-participant survey)
• Document program improvements for year 2
• Document capstone project and program opportunities for scalability
Example Capstone Projects
Energy Efficiency
Direct installs (e.g., residential,
business,
multifamily)
Business lighting sweep
Energy benchmarking/ audits
Business coaching
Renewable Energy
Solar Siting
Feasibility analysis
Data visualization
Community Education &
Awareness
Home energy parties
Community-based social marketing
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Innovate Fort Collins Challenge Application 4
Task 4 Milestones
• Project and aggregated program metrics
• Summary document with pilot program outcomes, opportunities, and lessons learned
C3E will be the entity operating the grant with support provided by the program team, as outlined in
the table below. Our program team is comprised of our core team and supporting team. The core team
– Brendle Group, Toolbox Creative, and C3E Steering Committee – embodies inclusive project
management as all are either a certified woman-owned business or woman-led. Moreover, we will
leverage the team’s respective professional expertise and talents for the program. The C3E team will
provide some of the management functions to complement the statement of work and further integrate
the efforts into C3E. The supporting team includes our project partners and key City staff. Identified
project partners include Energy Institute, Pretty Brainy, and Women’s Foundation of Northern
Colorado. Please see attached for Letters of Support. Additional organizations that have expressed
interest in serving as a project partner include the Downtown Development Authority, New Belgium
Brewing, and Xcel Energy.
Team Member Project Role
Core Team
C3E Steering Committee Provide project management, contract and subcontract management,
provide necessary information, resources, capacity to complete
Brendle Group and/Responsible or approve for of project program implementation components
Responsible and consulted to provide technical expertise/support
Toolbox Creative Responsible for program design and production
Supporting Team
Project Partners (i.e., Energy
Institute, Pretty Brainy, etc.)
Consulted to integrate/align with programs/initiatives
Responsible to monetary support (if applicable)
Key City Staff Consulted to align/integrate with City projects/initiatives
Informed of project and aggregated program results
PROGRAM BUDGET
We are seeking $37,000 in grant funding in addition to securing additional matching funds and in-
kind donation. We have reached out to the following businesses and organizations to support She’s in
Power and will continue to pursue matching funding beyond the application period: Downtown
Development Authority, New Belgium Family Foundation, Xcel Energy, and the Women’s
Foundation of Northern Colorado.
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C3E Brendle Group Toolbox Creative Total
Task 1 $5,000
• Project Management
Plan
• Communications &
Outreach Plan
$5,600
• Project Prioritization
& Confirmation
• Program Metrics
$10,600
Task 2 $2,500
Participant toolkit material
costs/production (e.g., t-
shirt, notepad, etc.)
$10,000
• Program Curriculum
Development
• C3E Program
alignment
$30,000
• Messaging
• Website
• Project
information
flyers/ brochures
$42,500
Task 3 $2,500
• Event venue
• Catering
$20,000
• Recruitment and
outreach
• Project
implementation
kickoff
• Technical support
$22,500
Task 4 $5,000
• Program-level
metrics and grant
reporting
$4,400
• Project-level metrics
and projects close out
$9,400
Total $15,000 $40,000 $30,000 $85,000
Matching Funds - Cash
CSU Energy Institute $10,000
Xcel Energy $13,000
Other project partners
(seeking commitment during grant cycle)
$5,000
In-Kind Contributions
C3E $10,000
Toolbox Creative $10,000
Total Grant Amount Requested $37,000
SCHEDULE
The following table summarizes our proposed project schedule by task. Note that our proposed
schedule paces task and milestone completion with the school year. If awarded, the assumed project
2018 2019
Q4 Q1 Q2 Q3 Q4
Oct. – Dec. Jan. – Mar. Apr. – Jun. Jul. – Sept. Oct. – Dec.
Task 1
Task 2
Task 3
Task 4
PERFORMANCE MANAGEMENT AND REPORTING
Our core team will institute the following performance management and reporting protocols to
successfully execute the program while meeting budget, schedule, and objectives:
• Recurring check-in meetings with our core team.
• Biannual progress reports to City Staff.
• Ongoing points of coordination and integration with program partners.
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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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start date is October 2018 (pending grant selection and subsequent contracting schedule) and the
assumed completion date is December 2019.
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