LFN 2009-12
June
12, 2009
BPU
Local Government Energy Audit Program:
Streamlined Budgeting and Contracting
Procedures
This Notice affects those municipalities
and counties that have applied for grants under the Board of Public
Utilities’ Office of Clean Energy (OCE) Local Government Energy Audit
Program. It provides a procedure for these local units to expedite
the contracting cycle resulting in a streamlined grant award and auditor
contracting process.
The use of this procedure is
limited to the OCE Local Government Energy Audit Program. Contracts
for all other programs are not affected by this process and must use
the established purchasing and governing body resolution process.
It does not affect procedures for local authorities, fire districts,
or boards of education.
Streamlined Grant Procedure
The OCE audit program funds
energy audits so that energy improvements can be made by the local unit.
Under the program’s two-part application procedure, after filing a
preliminary application (Part A), the local unit will complete a request
for quotations process and recommend a vendor
before receiving notice of award of the grant.
The information about the vendor
is provided with the “Part B” submission of the Application Form,
which includes the results of the request for quotations for the auditor,
scope of work, and facility information, as well as a resolution approving
submission of the application.
To streamline the contract
award process, the Division of Local Government Services (Division)
is authorizing the use of a special fiscal and administrative 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 receipt of the grant, amend the budget, award a contract for
services, and certify the availability of funds.
Use of the procedure is limited
to those applications where the recommended contractor (from State Contract
#T-2545) submitted the lowest quotation. In cases where the
applicant recommends a contractor that does
not provide the lowest price, the resolution cannot be passed until
the grant is approved by the OCE.
Contact Information
Director's
Office
V. 609.292.6613
F. 609.292.9073
Local
Government Research
V. 609.292.6110
F. 609.292.9073
Financial
Regulation
and Assistance
V. 609.292.4806
F. 609.984.7388
Local
Finance Board
V. 609.292.0479
F. 609.633.6243
Local
Management Services
V. 609.292.7842
F. 609.633.6243
Authority
Regulation
V. 609.984.0132
F. 609.984.7388
Mail
and Delivery
101 South Broad
St.
PO Box 803
Trenton, New Jersey
08625-0803
Web: www.nj.gov/dca/lgs
E-mail: dlgs@dca.state.nj.us
Distribution
Municipal and Freeholder
Clerks
Municipal and County
Chief Financial Officers
Local Authority
Executive Directors
Fire District Board
of Fire Commissioners
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:
Submitting Part
B of the Application
Accepting the grant
if it is awarded
Inserting the amount
as an item of revenue and appropriation in the budget
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.
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