R362-3-6. Loan Application Process

  (1) The Office shall receive and evaluate applications for loans from the Fund during competitive bid cycles, based on Fund availability.

  (2) Political subdivisions interested in applying for a loan should first contact the Office. Office staff will consult or meet with political subdivision staff to make an initial assessment of the strength or weakness of a proposed project. Office staff may also choose to conduct a site visit of the proposed project location prior to an application. Office staff shall engage with political subdivisions in a pre-application process evaluating potential project measures and preparing applications.

  (3) Applications for loans will be made using forms developed by the Office. Application forms shall require that the following information be provided by the political subdivision:

  (a) Identification of political subdivision personnel responsible for financial authority and project management;

  (b) Name and location of the building or buildings where the energy efficiency project will take place;

  (c) A description of the energy efficiency project to be undertaken, including existing conditions, specific measures to be undertaken, the cost or incremental cost of each measure, and the equipment or building materials to be installed;

  (d) Projected or estimated energy savings that result from each measure undertaken as part of the project;

  (e) Projected or estimated energy cost savings from each measure undertaken as part of the project;

  (f) Appendices providing supplemental information detailing the extent of political subdivision commitment to the project (i.e. special needs, prior investments, existing audit/design documents) or descriptions of any additional community or environmental benefits that may result from the project.

  (4) The Office and the Advisor or Director shall establish a Review Committee to provide in-depth evaluation of loan applications. The Committee shall consist of at least the following:

  (a) The State Energy Program Manager;

  (b) An Office technical specialist;

  (c) The Associate Director; and

  (d) Other members as may be designated at the discretion of the Advisor or Director.

  (5) When the Office has deemed that an application is complete and that the proposed project complies with this rule, the application will be forwarded to the Review Committee for its evaluation.

  (6) The Review Committee will review and discuss the merits of each application in light of all materials submitted by the political subdivision and technical analysis undertaken by Office staff. After discussion of each application, Review Committee members will evaluate each according to the following criteria and scoring:

  (a) The feasibility and practicality of the project (maximum 35 points);

  (b) The projected energy cost payback period of the project (maximum 25 points);

  (c) The energy savings and energy cost savings attributable to the project (maximum 40 points);

  A separate score sheet will be completed by each Review Committee member for each application under consideration.

  (7) The Review Committee will compile the scores of each of its members for each application. Based upon the compiled scores of all members, the Committee will make recommendations to the Advisor or Director for the funding of energy efficiency projects.

  (8) The Review Committee provides advice and recommendations to the Advisor or Director. It is not vested with the authority to make decisions regarding the public's business in connection with the Fund. The Advisor or Director is the decision making authority with regard to the award of loans from the Fund.

  (9) Based upon the Review Committee's evaluations and recommendations, the Office will prepare a memorandum for the Advisor or Director that will

  (a) Provide a brief description of each project reviewed by the Review Committee;

  (b) List estimates of energy savings, energy cost savings and simple paybacks.

  (c) Specify projects recommended for funding and those not recommended for funding;

  (d) Provide a brief explanation of the Review Committee's rationale for each application that is not recommended for funding.

  (10) The Advisor or Director can approve or deny loans through electronic correspondence if a majority of the Review Committee is in favor.

  (11) When considering loan applications, the Office upon consultation with the Advisor or Director may modify the dollar amount or project scope for approved projects if the Office determines that individual measures included in a project do not meet the requirements of this rule, are not cost effective, or that funds could better be used for funding of other projects.