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2009-12doc - The Official Web Site for The State of New Jersey

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2009-12doc - The Official Web Site for The State of New Jersey

     LFN 2009-12

    June 12, 2009

     BPU Local Government Energy Audit Program:

     Streamlined Budgeting and Contracting Procedures Director's Office

    V. 609.292.6613 This Notice affects those municipalities and counties that have applied for

    F. 609.292.9073 grants under the Board of Public Utilities Office of Clean Energy (OCE)

     Local Government Energy Audit Program. It provides a procedure for these Local Government Research local units to expedite the contracting cycle resulting in a streamlined grant V. 609.292.6110 award and auditor contracting process. F. 609.292.9073

     Financial Regulation The use of this procedure is limited to the OCE Local Government Energy and Assistance Audit Program. Contracts for all other programs are not affected by this V. 609.292.4806 process and must use the established purchasing and governing body F. 609.984.7388

     resolution process. It does not affect procedures for local authorities, fire

    Local Finance Board districts, or boards of education. V. 609.292.0479 F. 609.633.6243 Streamlined Grant Procedure

     Local Management Services The OCE audit program funds energy audits so that energy improvements can

     V. 609.292.7842 be made by the local unit. Under the programs two-part application

     F. 609.633.6243 procedure, after filing a preliminary application (Part A), the local unit will

     complete a request for quotations process and recommend a vendor before Authority Regulation receiving notice of award of the grant. V. 609.984.0132 F. 609.984.7388 The information about the vendor is provided with the Part Bsubmission of Mail and Delivery the Application Form, which includes the results of the request for quotations 101 South Broad St. for the auditor, scope of work, and facility information, as well as a resolution PO Box 803 approving submission of the application. Trenton, New Jersey 08625-0803 To streamline the contract award process, the Division of Local Government Web: www.nj.gov/dca/lgs Services (Division) is authorizing the use of a special fiscal and administrative E-mail: dlgs@dca.state.nj.us procedure when Part B of the Application is submitted to the program. The procedure allows a single governing body resolution to be adopted in advance

    of the grant award that will cover submission of the application, approve

    Distribution receipt of the grant, amend the budget, award a contract for services, and

    certify the availability of funds. Municipal and Freeholder Clerks

     Municipal and County Chief

    Financial Officers Use of the procedure is limited to those applications where the recommended

    Local Authority Executive contractor (from State Contract #T-2545) submitted the lowest quotation. In Directors cases where the applicant recommends a contractor that does not provide Fire District Board of Fire the lowest price, the resolution cannot be passed until the grant is Commissioners approved by the OCE.

    Local Finance Notice 2009-12 June 12, 2009 Page 2

Under these conditions, a single Local Government Energy Audit Program Grant Resolution Pursuant

    to DLGS Authorization can be passed authorizing the submission of Part B of the Application. The

    resolution can include any or all of the following elements:

    1. Submitting Part B of the Application

    2. Accepting the grant if it is awarded

    3. Inserting the amount as an item of revenue and appropriation in the budget

    4. Award of contract to the lowest cost quotation: If the cost is in excess of the local

    unit’s bid threshold, this element will award the audit contract to the lowest cost

    vendor recommended in the material filed with Part B of the Application.

    5. Certification of availability of funds

    The resolution takes effect upon its filing with the Division. A copy of the Part A and Part B

    Application Forms authorizing the grant must also be filed with the Division; do not file the full Part B

    Application, only the two-page cover sheet. The contract with the vendors cannot be executed and

    work cannot commence until final approval is received from the BPU program manager.

If for some reason the grant is not awarded, the local unit is barred from spending any funds and

    should cancel the appropriation at the end of the year. If the amount received is different than the

    application amount, an amendment to the resolution must be filed with the Division. Finally, if an

    award to a non-lowest price vendor is approved by the OCE, the resolution can be passed once that

    notification is received.

The form of resolution follows this Notice and is available as a separate Word document under the

    Energy & Renewable Energy Efficiency Programs section on the Division’s Local Procurement web page. Other important energy conservation links are on that page as well.

    Information on the Local Government Energy Audit Program can be found on the BPU Office of Clean Energy website. E-mail the Division with questions concerning the use of the special resolution

    or other procurement questions.

Approved: Susan Jacobucci, Director

    Table of Web Links

    Page Shortcut text Internet Address 2 Energy & Renewable Energy Efficiency www.nj.gov/dca/lgs/lpcl/index.shtml#energy 2 Local Government Energy Audit Program www.njcleanenergy.com/commercial-

    industrial/programs/local-government-energy-audit/local-

    government-energy-audit 2 BPU Office of Clean Energy www.njcleanenergy.com/commercial-

    industrial/programs/local-government-energy-audit/local-

    government-energy-audit 2 E-mail lpcl@dca.state.nj.us

    Local Finance Notice 2009-12 June 12, 2009 Page 3

    Local Government Energy Audit Program Grant Resolution

    Pursuant to DLGS Authorization

    (Grant submission, grant acceptance, budget amendment, contract award,

    and certification of availability of funds)

WHEREAS, the <name of local unit> desires to apply for a Local Government Energy Audit Program

    grant from the New Jersey Board of Public Utilities, Office of Clean Energy in the amount of

    $____________ for the purpose of conducting an energy audit; and,

WHEREAS, the <name of local unit>has previously submitted Part A of the Application to the Office

    of Clean Energy and has completed Part B of the Application, including scope of work; solicitation of

    quotations from vendors; a recommendation and cost proposal from <name of selected audit firm> who has been determined to be the most advantageous, price and other factors considered; and facility

    data forms for each facility to be audited; and,

WHEREAS, N.J.S.A. 40A:4-87 provides that the Director of the Division of Local Government

    Services may approve the insertion of any special item of revenue in the budget of any county or

    municipality when such item shall have been made available by law and the amount was not

    determined at the time of the adoption of the budget; and,

WHEREAS, the Director may also approve the insertion of an item of appropriation for equal amount;

    and,

WHEREAS, the <name of local unit> may, by resolution and without advertising for bids, purchase

    any goods or services under the State of New Jersey Cooperative Purchasing Program for any State

    contracts entered into on behalf of the State by the Division of Purchase and Property in the

    Department of the Treasury; and;

WHEREAS, a Request for Proposals was issued under State Contract #T2545 and <# of proposals

    received> proposals were received and evaluated, with <name of chosen audit firm> being

    recommended <optional, enter name of official making recommendation> as the most advantageous, price and other factors considered;

NOW, THEREFORE, BE IT RESOLVED, that upon notice of the Board of Public Utilities Office of

    Clean Energy, the <name of local unit> herewith accepts the award of a grant to conduct an energy

    audit in the amount of $<amount>; and,

BE IT FURTHER RESOLVED that the Director of the Division of Local Government Services is

    requested to approve the insertion of an item of revenue in the budget of the year 20__ in the sum of

    $<amount> which is anticipated to be available from the Office of Clean Energy from the

    aforementioned Grant; and,

    BE IT FURTHER RESOLVED, that the like sum of $<amount> is hereby appropriated under the caption <line item name>; and,

    BE IT FURTHER RESOLVED, that the sum of $<amount> representing the amount required for the <name of local unit> share of the aforementioned undertaking appears in the <fiscal year> budget

    Local Finance Notice 2009-12 June 12, 2009 Page 4

under the caption of <budget line item name> and is hereby appropriated under the caption of <budget

    line item name>;and,

BE IT FURTHER RESOLVED that upon receipt of the Notice of Award from the Office of Clean

    Energy the <title of contracting agent > is authorized to enter into a contract with <name of vendor>

    pursuant to the proposal received for said services; and,

BE IT FURTHER RESOLVED that pursuant to N.J.A.C. 5:30-5.5(b), the certification of available

    funds shall either certify the full maximum amount against the budget at the time the contract is

    awarded, or no contract amount shall be chargeable or certified until such time as the services are

    ordered, and a separate certification of availability of funds is made by the Chief Finance Officer; and,

BE IT FURTHER RESOLVED that a copy of Part A and cover sheets of Part B Forms of the Local

    Government Energy Audit Program grant application be annexed hereto and a copy be submitted to the

    Director of the Division of Local Government Services with this resolution.

Resolution No.: _________________

    Offered by: _____________________

    Seconded by: __________________

    Adopted: _______________________

    Clerk: ________________

    Vote: Aye:

     Nay:

     Abstain:

Date: _________________

I, _________________________________, Clerk to the <name of local unit> in the State of New

    Jersey, do hereby certify that the foregoing is a correct and true copy of a resolution adopted by the

    <name of governing body> in the State of New Jersey.

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