Public Service Institutional Water Measures Program – ACCES 2016

Public Service Institutional Water Measures Program

System Work Plan

Description of the Project:

Institutions that serve the Low-Income Californians are often unable to make upgrades to their facilities due to budgetconstraints. They are frequently forgotten when it comes to receiving upgrades through access to established programs. We would like torectify this problem by providing no cost water saving measures that would normally be unaffordable to these institutions. By installing any number of the measures provided in the DWR Grant Guidelines, we can provide water and energy savings that would enable institutions to participate in California’s goal of reducing greenhouse gases, as well as decreasing their overall energy burden. By decreasing their energy burden this will allow them to invest the money they save into direct program costs, so they can continue to serve their community.

Project Proponent/Partner:

We would team up with six agencies, who have a combined total of 22 institutions between them. Please see Appendix A, for the full list of project partners and their institutions.

One of the reasons we plan to partner with these institutions, many of whom are in our current network of energy service providers, because they provide energy services, and a wide range of services for their communities, including meals, shelter and transitional housing for the homeless, in addition to the considerable number of food banks serving disadvantaged populations across our state.

Many community based organizations operate with small budgets, and most of their funding goes to direct program costs, with minimal funds allotted for facility upgrades as needed.

Our network is comprised of private, non-profit and public organizations commonly referred to as Community Based Organizations. They cover all 58 counties of the state,and are dedicated to helping low-income and homeless families and individuals achieve and maintain self-sufficiency, manage their home energy needs and reside in housing free from the dangers of lead hazards. These agencies currently work within low-income communities as well as the state designated disadvantage communities, and provide a direct benefit to these populations with the essential services that they provide.

Work Plan Tasks:

Task 1: Direct Project Administration and Reporting:

  • ACCES will work with each institution to determine the measures needed, and to be installed.
  • ACCES will give the autonomy to the institution to find the best measures available at the best prices to suit their needs.
  • Once the institution has a set scope of work, with models and prices they will submit this information to ACCES for approval before any items are ordered.
  • Once approved, the institution will order the items directly and hire out when necessary to install the new items.
  • A progress invoice can be submitted for purchasing of material. This may include labor involved to research and complete the purchase.
  • If an item is more than the budgeted amount the institution can pay the difference, and it will be reported as a cost share.
  • The institution will then submit a job completion report to ACCES with all supporting documentation for reimbursement.
  • Supporting document will include, but not limited too
  • Information on the measure being replace
  • Invoice for new measures to be installed
  • Breakdown of labor costs
  • Basic assumptions of the measure use
  • ACCES will ensure all assurances for the program are in place with regards to labor compliance and state building codes. This will be done by approving all work orders and obtaining copies of signed off permits, if necessary, from the partner institutions.
  • ACCES will develop any forms and templates needed as invoices, pre- and post- inspection forms and reporting forms needed from partner institutions.
  • Cost Sharing:
  • If the institution needs a measure that is outside the budgeted amount for that measure per this proposal, they can pay the difference, and this cost share will be reported to the grant administrators
  • Because we have a group of project partners, with a vast array of institutions, applicable measures are different between them

Task 2: Easement(s):

We will enter into a Memorandum of Understanding (MOU) with the Agency who owns the institution outlining duties and responsibilities of ACCES and the institution.

The agency who owns the institution, will contract out any work relating to the installation of the measures directly.

Task 3: Project Evaluation/Design/Engineering

Once awarded we will start the MOU process with each agency and ACCES. We assume this should take no more than five months. Each Agency will provide ACCES with a detailed list of measures needed for their institution, pictures of the measures to be replaced and the bids associated with those measures. These are to include, costs of measures, labor cost, and any other associated cost in developing this assessment.

ACCES will review the assessment for approval. Once approved the agency can start with the procurement and installations process. The agency can bill ACCES throughout the installation and procurement process, not having to wait until all the measures are installed. This will help agencies with cash flow.

Once installation is completed, all proof of installation, and any remaining/all necessary paperwork will be submitted to ACCES, for approval and payment.

Task 4: Environmental Documentation

For theproposed projects as listed in the DWR Grant Guidelines we will not need to comply with the California Environmental Quality Act (CEQA) or the Environmental Policy Act (NEPA).

Task 5: Permitting

The measures proposed in the grant guidelines do not need permits for installation. However, if we do come across a jurisdiction that requires permits for the installation of any measure, we will follow all applicable rules and obtain any permits necessary.

Task 6: Proposal Monitoring Plan

The goal of the project monitoring plan is to capture the water/energy savings and the greenhouse gas reductions. ACCES will maintain an agency file for all institutions in their portfolio pertaining to this grant. These files will include site locations, assessment/scope of work for projects, post-inspection of the measures installed, the MOU’s between ACCES and the agency, and any other relevant files needed. Such as bids, and invoices obtained by the agency, and any subcontracts the agency has made to perform the work of this grant.

ACCES will also submit a project profile to DWR as indicated in Appendix 3.A of the Funding Guidelines. We anticipate the start date being March 1, 2017 with the Final report to be submitted by June 2019.

We will report data by zip code, census tract, assembly district and senate district. Water savings, energy savings, GHG emission reductions, of the measures installed, as well as the direct benefit. One of the ways we will do this, is by collecting the nameplate information of the appliance already installed in the household, and using that information to compare the efficiency of the old appliance with the new one.ACCES will also ask participating agencies to provide a 6-month follow-up report after all measures that were installed at their institution. This report will provide a firsthand account of any water and energy savings that may have been achieved.

Proposed Schedule Snapshot:

2017 / 2018 / 2019
January /
  • Install
/
  • Install

February /
  • Install
/
  • Install

March /
  • Receive Award
  • Create and finalize Subcontracts with partnering agencies (5 months)
/
  • Install
  • Provide Progress Report
/
  • Provide Progress Report
  • No more installs beyond this month

April /
  • Create and Finalize Subcontracts with partnering agencies
  • Create necessary forms and spreadsheets to track monies being spent and the GHG reductions
  • Start procurement process
/
  • Install
/
  • Wrap Up. Collect all final paperwork and documentation needed for files and billing
  • Submit any outstanding billings
  • Finalize calculations
  • Begin Final Report of project activities completed

May / Same As above /
  • Install
/ Same As Month of April
June / Same As above
  • Provide a progress report
/
  • Provide Progress Report
/
  • Submit Final Report

July /
  • Same as Above
/
  • Install

August /
  • Start installations of measures
/
  • Install

September /
  • Provide progress report
  • Submit billing
/
  • Install
  • Provide Progress report

October /
  • Install
/
  • Install

November /
  • Install
/
  • Install

December /
  • Install
  • Assessment of funds spent and GHG reductions
  • Set 2018 Targets and Goals
  • Provide year-end report
/
  • Install
  • Assessment of funds spent and GHG reductions
  • Set 2019 Targets and Goals
  • Provide year-end report

Task 7: Project Construction/Implementation

Following grant award notification, ACCES will begin completingMemorandums of Understanding(MOUS) with all agencies involved. We anticipate this step taking no more than 5 months.

The next step will be to assess each institution for the work that needs to be completed within their facilities. A preliminary assessment was completed for proposal purposes, but a more thorough assessment will take place. ACCES would like to capture the make and models of the current measures installed, to use those specifications, against the newer measures installed specifications. Once it is confirmed what measures will be installed the agency will start the procurement process. The agency will provide costs to ACCES, for measures and installation. ACCES will approve these costs before installation occurs, to verify the scope of work is within budget. Once approved the agency can begin work within their institutions.

If the Agency is going to contract out the installation process, the agency is to obtain three bids for the scope of work. They will provide a write-up to ACCES detailing the bids, along with a breakdown of their selection process for choosing a contractor. After ACCES approves the installation plan, the agency will proceed with installation, providing ACCES with biweekly email updates. Following completion of the installation, the agency will submit all necessary paperwork to ACCES.

The agency can bill ACCES throughout the installation and procurement process, not having to wait until all the measures are installed. This will help agencies with cash flow.

Each time an agency bills ACCES, they must provide a detailed breakdown of the billing costs. ACCES will approve the costs, and provide a detailed monthly billing report for the grant administrator, of all costs incurred for that month, from all agencies who submitted billing. When DWR approves the billing report and payment is received by ACCES, ACCES will promptly reimburse the Agency for the costs billed.

During this time, we will be providing quarterly reports, on all information and documentation deemed necessary by DWR. We assume, certain project milestones will be reported, such as the number of institutionsreceiving measures, the exact measures installed, total costs, water savings, energy savings, and GHG emission reductions. We will calculate the water and energy saved by basic assumptions of the measure being installed against the item it is replacing.

The quarterly reports will be compiled into a final report. In this final report, we will also touch upon, what worked and didn’t work, and provide an overall lessons learned.

Appendix A: Project Partners and their Institutions

Agency / Institution Name / Purpose of Institution
Buckelew / Helen Vine Recovery Center / Helen Vine Recovery Center is a 26-bed residential detoxification center where those under the influence of alcohol and drugs can safely detox and work towards recovery. Helen Vine serves people with mental health and substance abuse issues. Most clients are on Medi-Cal
Buckelew / Avanti House RSS / Avanti House, D-Street House, Draper House and Novato House are part of Buckelew’s Residential Support Services. These 4 homes provide long term housing and 24-hour staff support to low income adults severely impaired by mental illness. Number of beds: Avanti: 8, D-Street: 10, Draper: 8, Novato: 15
Buckelew / D-Street RSS / Avanti House, D-Street House, Draper House and Novato House are part of Buckelew’s Residential Support Services. These 4 homes provide long term housing and 24 hour staff support to low income adults severely impaired by mental illness. Number of beds: Avanti: 8, D-Street: 10, Draper: 8, Novato: 15
Buckelew / Draper House RSS / Avanti House, D-Street House, Draper House and Novato House are part of Buckelew’s Residential Support Services. These 4 homes provide long term housing and 24 hour staff support to low income adults severely impaired by mental illness. Number of beds: Avanti: 8, D-Street: 10, Draper: 8, Novato: 15
Buckelew / Novato House RSS / Avanti House, D-Street House, Draper House and Novato House are part of Buckelew’s Residential Support Services. These 4 homes provide long term housing and 24-hour staff support to low income adults severely impaired by mental illness. Number of beds: Avanti: 8, D-Street: 10, Draper: 8, Novato: 15
CAP Kern / CAPK Central Kitchen / The Central Kitchen’s main purpose is to prepare meals for the 45 Head Start child development centers across Kern County
Homeward / Mill Street Center / 55-Bed Emergency Shelter
Homeward / Voyager Carmel Center / 36-Bed Emergency Shelter and Permanent Supportive Housing
Homeward / The Family Center / 25-Bed Emergency Shelter
Homeward / New Beginnings Center / 80-Bed Shelter and Transitional Housing
Homeward / Housing At Last / 27 Beds for Permanent Supportive Housing
Homeward / Housing At Last II / 28 Beds for Permanent Supportive Housing
Homeward / Homeward Bound of Marin Training Kitchen / Award-Winning Job-Training Program Certified by the American Culinary Federation
Serving Homeward Bound Residents and Low-Income Students from the Community
KCAO / Barbara Saville Shelter / The purpose of the Barbara Saville Shelter is to provide a safe place for victims of domestic violence. Once at the shelter victims are provided case management that is culturally relevant and based on a trauma informed approach. Services provided include individual counseling for victim and children, accompaniment to court, assistance obtaining a restraining order against the abuser, housing assistance, employment assistance, money management/budgeting assistance, home management, parenting training, transportation assistance, and other services that are specific to each victim’s needs. The goal is to empower each victim to become a survivor that is independent and self-sufficient
Merced CAA / D street Shelter / 54- bed homeless shelter
Merced CAA / Pacheco Place / 8-unit permanent supportive housing complex for the chronically homeless
RCAA / Raven / Youth outreach center
RCAA / Launch Pad/Our House Shelters / Homeless youth shelter
RCAA / 17th Street Shelter / Homeless youth shelter
RCAA / RCAA Informational and Referral Services / Outreach Information center where low-income families and individuals can obtain information
RCAA / Parents and Families in Transition PACT Housing / The PACT program serves homeless families with children (single moms, single dads or two parent families), pregnant women and families who are in reunification with their children.
This is a confidential, 3 month program with intense focus on finding permanent housing in Humboldt County. Staff provide case management, rehabilitative and support services for the entire family and community integration activities. Aftercare can also be provided for 3-6 months after permanent housing has been established.
RCAA / Multiple Assistance Center / Assistance center for Homeless individuals

Appendix B:

Included in the workplan files you will find

  • Project Maps
  • Project Breakdown
  • Listing legislative information
  • Longitude and Latitude of each project
  • Groundwater basin, Hydraulic Regions, and watershed information for each project
  • Institution Descriptions

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