October 2015

Guidelines for the

ENERGY TECHNOLOGY ADVANCEMENT PROGRAM
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Table of Contents

1. Introduction ................................................................................................................................. 1
1.1 Port of Long Beach Energy Policy and the Energy Island Initiative ............................................................... 1
1.2 Energy Program Goals ................................................................................................................................... 2
1.3 The ETAP ....................................................................................................................................................... 3

2. Who Can Apply for ETAP Funding? ................................................................................................ 3

3. Eligible Project Types .................................................................................................................... 4

3.1 Demand Side Management (DSM) Projects ................................................................................................. 4
3.2 Supply Side Management (SSM) Projects ..................................................................................................... 4

4. ETAP Solicitations and Unsolicited Proposals ................................................................................ 5

4.1 Solicitations for Proposals ............................................................................................................................. 5
4.2 Process for Unsolicited Proposals ................................................................................................................. 5
4.3 Notifications to Proposers ............................................................................................................................ 6

5. Project Acceptance and Evaluation Criteria .................................................................................. 6

5.1 Minimum Submittal Requirements............................................................................................................... 7
5.2 The ETAP Advisory Committee ..................................................................................................................... 7
5.3 Technology Applicability and Maturity ........................................................................................................ 8
5.4 Project Site Hosting ....................................................................................................................................... 9
5.5 Project Cost and Funding .............................................................................................................................. 9
5.6 Qualifications of Proposing Firms ............................................................................................................... 10
5.7 Performance Metrics and Measuring ......................................................................................................... 10
5.8 Project Timelines ......................................................................................................................................... 11
5.9 Project Co-benefits...................................................................................................................................... 11
5.10 Project Evaluation Approach..................................................................................................................... 11

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6. Project Meetings and Deliverables ............................................................................................. 12

7. Project Management and Oversight ........................................................................................... 13

8. Cost Recovery ............................................................................................................................ 13

9. Contracts and Insurance ............................................................................................................ 13

10. Additional Information ............................................................................................................. 14

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1. Introduction
The Port of Long Beach has a distinguished history as a leader in environmental and community stewardship.
Under the direction of its landmark Green Port Policy, the Port is successfully addressing operational impacts to
air, water, habitat and human health. The Port’s commitment to using the best available technologies to avoid
or reduce negative environmental impacts and promote sustainability has resulted in benefits to the community
and a model to seaports around the world.

Aggressive air emission reduction programs have led to significant improvements in air quality at the Port. For
example, diesel particulate air emissions have dropped by 82% since the Green Port Policy was adopted in 2005.
As the Port moves toward a zero-emission goal, its reliance on electrical power is dramatically increasing. On-
terminal electricity usage is expected to triple or quadruple by 2030, compared to 2005 levels. However, the
electrical grid is aging and power costs will increase at unpredictable rates. It will be critical that the Port
protect against cost vulnerabilities and disruptions in operation due to potential regional outages.

1.1 Port of Long Beach Energy Policy and the Energy Island Initiative

In May 2014, the Long Beach Board of Harbor Commissioners adopted a resolution establishing the Port of Long
Beach Energy Policy. Through this policy, the Port has committed to:

1. Reduce the Port’s reliance on limited natural resources.

2. Work with customers for mutually beneficial improvements to energy choices and infrastructure.
3. Promote energy conservation and efficiency.
4. Optimize generation of alternative and renewable energy.
5. Foster innovative energy technologies.
6. Ensure a safe and reliable energy supply to support continuity of Port operations.

The Port of Long Beach Energy Policy provides a framework for collaborating with tenants, agencies, City of Long
Beach departments, and other stakeholders, identifies outside funding opportunities, advances marine terminal
energy technologies, and develops tenant energy evaluation and incentive programs.

In January 2015, the Port announced a comprehensive energy program called the Energy Island Initiative. The
Energy Island Initiative seeks to provide reliability, resiliency, and economic competitiveness to the Long Beach
port complex and its marine terminal tenants via localized power generation and adequate fueling infrastructure
to support clean transportation options. An “island” of renewable energy technologies and modular self-
generation systems – utilizing low-carbon technologies, load-controlling, and energy storage strategies – will
reduce the Port’s carbon footprint, stabilize energy costs, enhance the electrical grid, and provide stability and
resiliency through its ability to operate in an interconnected mode or in isolation.

The Port’s Energy Island Initiative will assist the region in attracting new businesses, promoting good jobs and
advanced technologies, ensuring customer retention at the Port, and providing reliable assets that can be used
in the event of natural or man-made disasters. In addition, this program will benefit regional residents and
industries by adding capacity to the grid.

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1.2 Energy Program Goals

The following goals have been identified for the Port’s Energy Program:

• Advance green power.

The majority of the land area comprising marine terminals is dedicated to maritime goods movement
operations, thereby limiting the potential for onsite renewable power generation. However, the Port
intends to evaluate emerging technologies and expand the boundaries of renewable power generation
to increase usable output. Technology options that will be evaluated include solar, wind, fuel cell,
geothermal, and tidal/motion power, as well as alternative fuels, and energy storage.

• Use distributed self-generation with micro-grid connectivity to provide energy security and sustainability.

On-site, distributed base-load and peak power generation will provide Port customers with reliable,
high-quality power and stable, predictable costs. This power will originate from a number of sources,
including renewable energy, fuel cells, hydrogen or battery storage, waste-to-energy processes, or clean
turbines. The system will remain interconnected and integrated with the Southern California Edison
(SCE) grid to satisfy unusual or seasonal peak demand loads and provide excess power to the grid.
Localized energy delivery via a network of micro-grids will balance power sources, storage, and demand
to make energy use cheaper and more efficient. Distributed generation from the Port will not only
increase its own resiliency, but could also supply power to the community’s critical operations during an
emergency.

• Provide cost-effective, advanced fueling opportunities to port operators.

International fuel regulations and the relatively low price of liquefied natural gas (LNG) may present a
unique opportunity to leverage LNG fuel bunkering with distributed self-generation. LNG as a marine
fuel reduces criteria pollutants. It is anticipated that future vessel orders may include LNG-only or dual-
fuel engines to meet global fuel sulfur limits. Other fuels, such as hydrogen, may also provide economic
and environmental advantages for self-generation, storage, and transportation over traditional fossil
fuels.

• Improve energy and energy-related operational efficiencies.

Energy efficiency strategies may be able to meet a significant percentage of the expected demand
growth by the Port and its tenants. Making the proper choices in energy and operational efficiencies
requires consideration of several variables that will affect the attractiveness of any measure: capital
costs, avoided costs, net-present value and discount rates, related benefits (such as productivity,
convenience, and security) and societal costs. The Energy Island Initiative will add value to Port
customers by providing guidance and incentives for operational efficiencies and the purchase of energy-
efficient equipment and controls.

• Attract new businesses, create new jobs, and produce higher revenues/cost savings.

Cost-effective distributed generation creates opportunities to attract new, energy-intensive waterside

and nearby businesses, such as refrigeration facilities that could benefit from reliable, cost-effective,

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self-generated power. Distributed power generation will stimulate the creation of new jobs in the Port
community, both in the marine transportation sector and in the energy sector.

1.3 The ETAP

The Energy Technology Advancement Program (ETAP) furthers the Port’s Energy Island Initiative goals through
the demonstration and evaluation of promising energy technologies that have not been put into use at the Port.
These technologies will enhance the Port’s energy efficiency, energy conservation, energy resiliency, and clean
energy generation. The Port will provide guidance and funding to ETAP project awardees and will promote
partnerships between the Port’s tenants; energy utilities; local, state and federal agencies; academic
institutions; technology vendors; and other experts and stakeholders.

ETAP Mission: To evaluate promising technologies that will enhance the Port’s energy
efficiency, conservation, resiliency, and clean, renewable energy generation.

The Port understands that the development and application of energy technologies specific to seaport
operations may be time consuming, expensive, and/or require rigorous testing in appropriate conditions. The
ETAP provides an opportunity for emerging energy technology demonstrations with financial assistance from
the Port and other partners. The Port has had significant success with other resource-driven technology
advancement programs and hopes to leverage lessons learned with this program.

Technologies that are field tested at the Port of Long Beach under typical operating conditions are likely to have
great relevancy at other seaports in the United States and around the world. As a leader in environmental and
community initiatives, the Port of Long Beach is continually called upon to share technology and lessons learned
with its world-wide peers. Additionally, some technologies tested through the Port’s other technology
advancement programs have resulted in applications beyond the seaport and goods movement industries.

The ETAP will be administered by Port of Long Beach staff, with the help of consulting experts in various energy-
related disciplines. In addition, the Port will seek advice or assistance in the evaluation of technology proposals
from an Advisory Committee which includes technical experts from regulatory agencies or other similar
organizations. As the program – and energy technology – evolves, ETAP guidelines may be updated or revised.

2. Who Can Apply for ETAP Funding?

The ETAP program will require a single contracting entity for each project. Most often, eligible applicants will
be:

• The vendor or manufacturer of the technology proposed for demonstration. This could include for-
profit businesses, academic institutions, nonprofit technology designers, public utilities, and/or
government testing laboratories.

• A tenant marine terminal operator that wishes to host the technology advancement project and assume
fiscal responsibility on behalf of the applicant team.
Project partnerships are encouraged and will increase the likelihood of project selection, particularly if
additional funding or a demonstration site can be provided via partnerships.

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3. Eligible Project Types

The types of ETAP projects the Port may be interested in demonstrating fall into two broad categories: demand-
side management (DSM) and supply-side management (SSM). DSM projects are generally more cost effective
and will likely have a greater initial emphasis in the ETAP. Some projects may overlap into both categories.

Because the purpose of the ETAP is to demonstrate energy technologies, any projects that seek to meet the
Port’s Energy Program goals via behavioral conditioning or modification will not be considered.

3.1 Demand-side Management (DSM) Projects

Demand-side management projects typically affect the activities of an energy consumer on the customer’s side
of the meter and are designed to provide energy and cost savings. The types of demand-side management
projects that the Port may consider for ETAP projects include:

• Energy efficiency. These might be projects that reduce energy use via more efficient equipment. The
equipment could include luminaires, motors, pumps, cooling or heating systems.

• Energy conservation. These might be projects that reduce energy use by controlling or eliminating
energy consumption.

• Demand response. These projects would enable energy users to control when and how much power is
consumed, usually in order to lower energy costs.

• Embedded networked sensing and/or microgrid control systems. These projects would aid in sensing
and controlling energy use, either grid-based, storage, or self-generated power, to enable demand
response and/or energy resiliency.

3.2 Supply-side Management (SSM) Projects

Some supply-side management projects, such as small renewable energy arrays, will be located on the customer
side of the meter. The Port is also interested in larger-scale self-generation projects that may serve customers
with larger energy demand, or more than one customer. Energy generation projects must be able to
demonstrate the ability to provide power with lower emissions (criteria pollutants and greenhouse gases) than
what is available on the grid, as delivered by SCE. The types of supply-side management projects that the Port
may consider for ETAP projects include:

• Large-scale storage. These projects would provide cost-savings for Port customers as demand response,
and also provide energy resiliency in times of grid outages or emergencies.

• Combustion or reciprocating turbines. These projects could include micro-turbines, biogas, natural gas,
or reciprocating turbines to provide distributed generation and energy resiliency.

• Stationery fuel cells. While a number of fuel cell technologies could be applicable at the Port, it should
be noted that opportunities for combined cooling and heating may be limited at most terminals.

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• Renewable power generation. These projects could include solar, wind, tide, geothermal, or other
renewable power facilities. Applicants proposing renewable energy projects must demonstrate a
thorough knowledge of the renewable energy resources and siting opportunities that exist at the Port.

• Waste heat recovery.

4. ETAP Solicitations and Unsolicited Proposals

The ETAP will consider both solicited and unsolicited proposals for funding.

4.1 Solicitations for Proposals

In furtherance of its Energy Program goals, the Port may release a solicitation for a specific type of project or
equipment under the ETAP, generally included within the project types described in Section 3. As with all Port
solicitations, the Planet Bids website will be used to host the solicitation.

The Port maintains a Vendor Portal with Planet Bids. Information about Planet Bids can be found on this web
page: http://www.polb.com/economics/contractors/rfq_rfp/default.asp. There are no charges for using Planet
Bids when subscribing through the Port’s Vendor Portal. Potential project applicants are also encouraged to sign
up for the Port’s emailing list, where information about current and upcoming request for proposals (RFPs) will
be issued via email. Instructions can be found at: http://www.polb.com/contact/subscriptions/default.asp.

Solicitations will include project-specific scopes of work, the exact scoring criteria used to evaluate the
proposals, a sample contract and insurance requirements, and other information needed to provide a proposal.
In cases where a specific project site has been identified, a pre-bid meeting may be conducted. Details about
the pre-bid meeting will be available in the solicitation.

4.2 Process for Unsolicited Proposals

Vendors may submit proposals for the ETAP at any time, as long as the proposal meets the criteria described in
this guidance document (i.e., proposal advances Port’s Energy Island Initiative goals; proposer and project type
are eligible; project will take place in the Port, in partnership with a port operator; and cost-sharing, contracting
and insurance requirements can be met). Unsolicited proposals must contain application information described
in Section 5.1 of these guidelines.

It is important to note that any unsolicited proposal must have a project site identified and approved by the host
tenant.

The following diagram provides the general process for the Port’s evaluation of an unsolicited proposal. A
qualified unsolicited proposal will be reviewed by the ETAP Advisory Committee and evaluated in accordance
with the criteria described in Section 5.

Unsolicited proposals that are not recommended for award will be filed into the Port’s ETAP database. If an
unsolicited project that was rejected by the Port is similar to a project subsequently solicited by the Port, the
applicant must re-apply to be considered for the solicitation.

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4.3 Notifications to Proposers

For solicited proposals, all applicants for an ETAP project will be notified when the selected proposal is
recommended for funding. For unsolicited proposals, applicants will be notified when their proposal has been
received and when the final evaluation and recommendation has been made. The evaluation process for both
types of proposals may take several months, depending upon the completeness of the proposals, complexity of
the project and the availability of the ETAP Advisory Committee.

5. Project Acceptance and Evaluation Criteria

At a minimum, any project considered for ETAP funding must advance one or more of the Port’s Energy Program
goals, be an eligible project type, and be submitted by an eligible applicant, as described in previous sections.
Additional project acceptance and evaluation criteria are described in this section.

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5.1 Minimum Submittal Requirements

Every ETAP project proposal, whether solicited or not, requires a minimum amount of information to be
considered for evaluation. Failure to meet these requirements will result in a project proposal being filed
without progression to the ETAP Advisory Committee. More detail about how these requirements apply to the
evaluation criteria is provided in the next sections. This list describes these minimum requirements:

1. Legal name and location of proposing firm. If the proposal is submitted by a team, list all project
partners and identify which firm will assume contractual responsibility (lead firm).

2. Business entity number of the proposing firm (or lead firm), as it appears in the records of the California
Secretary of State.

3. Project management structure, including contact names, phone numbers, and the roles and
qualifications of project team members.

4. A statement identifying the proposed project’s objective(s).

5. Project technology description. A complete project description will include information about how the
project works, or is intended to work; what the benefits of using the technology are expected to be; the
state of the project’s maturity; what the processes for installation and use are; how project completion
will be identified; and how project success will be measured.

6. Information about the proposed project site. Describe why the site is appropriate for the project and
include contact information for the site owner or manager and copies of any formal agreement for site
use.

7. Project cost. Include the total project cost, the amount to be assumed by the proposing firm or project
team, the amount requested of the Port, and additional third-party funding. Identify what agreements
are in place to secure the third-party funding.

8. Project timeline, including critical milestones such as grant-funding dates.

5.2 The ETAP Advisory Committee

The Port will rely on the technical expertise of numerous resources to assist in evaluating and monitoring ETAP
proposals. A standing ETAP Advisory Committee will meet regularly to discuss program strategies, solicitations,
proposals and award recommendations. Technical subcommittees may be engaged to broaden the group’s
expertise. The ETAP Advisory Committee may include experts from:

• Port staff
• Industry or trade groups
• Colleges and universities
• SCE, Sempra Energy, and/or the Long Beach Department of Gas and Oil
• US Department of Energy
• California Energy Commission
• California Air Resources Board

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• South Coast Air Quality Management District

• UL (Underwriters Laboratories)

The ETAP Advisory Committee will screen, evaluate, and recommend promising technologies to Port staff. Staff
will bring recommendations to Port executives and, ultimately, the Long Beach Board of Harbor Commissioners
for consideration. The Board of Harbor Commissioners has final project approval authority.

ETAP Advisory Committee members will also have a role in sharing information about proposed technologies
with their respective agencies and may assist the program in identifying applicable funding sources. Under no
circumstances will ETAP Advisory Committee members have a stake in the financial success of eligible project
proposers or their competitors.

5.3 Technology Applicability and Maturity

The applicability of a technology – and the actual equipment providing the technology – refers to its ability to be
relevant, suitable, and appropriate to satisfying one or more of the Port’s Energy Program goals.

The maturity of a technology indicates the stage at which it is ready to be utilized in an industrial setting, in this
case a modern seaport. Additionally, technical maturity relates to the ability of the technology’s benefits to be
measurable and the certainty of those measurements as accurate.

The Port is not looking for “off-the-shelf” technologies that can be readily purchased and installed. The use by
Port tenants of “off-the-shelf” technologies that promote the Port’s Energy Program is encouraged and many of
these technologies are eligible for incentives in other programs.

The ETAP encourages the testing and evaluation of technologies that are either:

1. In use by other industries but not currently used in a seaport setting; this may or may not require
modifications of the technology or equipment to adapt to a seaport setting.

Or,

2. Emerging technologies that are, or could be, specific to seaport activities, including providing power to
at-berth vessels; clean fueling; and energy efficiency, generation, storage or controls on or near marine
terminals.

Technologies that provide for electrification of mobile cargo handling equipment and/or cargo transportation
(trucks, trains, vessels) should be referred to the Port’s San Pedro Bay Clean Air Action Plan Technology
Advancement Program, found on this page: http://www.cleanairactionplan.org/programs/tap/default.asp.

Proposers should describe in detail how the technology applies to seaport operations, including the durability of
materials used in an on- or near-ocean setting and the ability of the technology to meet the energy needs of the
function for which it is intended. If the technology is already used in different industrial setting, describe how
the technology meets the energy program goals of the industrial users, as well as how it is expected to meet the
Port’s Energy Program goals.

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5.4 Project Site Hosting

The ETAP is focused on demonstrating technology at the Port of Long Beach. A designated project site, and the
full understanding and cooperation of the site owner or lessee, is critical to the success of a proposed project.
Marine terminals use the majority of electricity within the Port complex to power cargo-handling equipment, for
lighting, and for the hoteling of ships at berth; therefore, a marine terminal host site is ideal for most projects.
The Port of Long Beach, as the Harbor Department of the City of Long Beach, provides administrative functions,
as well as security and some infrastructure maintenance to the port complex. As a landlord port, it leases
properties and builds improvements to these properties in accordance with the needs of its customer, the
terminal operators and other tenants. The Harbor Department does not operate marine terminals or any cargo-
handling or supply-chain functions. Its energy use is a fraction of what is used by its tenants and related
businesses, and, therefore, projects focused on Harbor Department activities may have limited value in meeting
the Port’s Energy Program goals.

Potential projects may be located on facilities operated by the Harbor Department (such as its Maintenance
Yard or Joint Command and Control Center) or any tenant properties. The Port’s website, www.polb.com, is an
excellent resource for gaining knowledge about what types of seaport operations are conducted in the Harbor
District.

ETAP project proposers who have already developed a relationship with a tenant and have approval to use a
tenant’s site to demonstrate technology will score higher in the “feasibility” category than proposers who have
not committed to a project site. As stated earlier, unsolicited proposals must have a project site identified and
approved by the host tenant. Any relationships with Port tenants should be described in the project proposal,
including the names, titles and project roles of each party, as well as the exact location of the proposed project
site.

5.5 Project Cost, Operational Cost-effectiveness, and Funding

The evaluation of a potential ETAP project’s cost will take into consideration several factors, both short-term
and long-term, including the types of costs described below.

Capital project costs are the actual funding amount that is requested of the Port in association with a single
ETAP project. In all cases, at least 50% of the project cost must come from the applicant, either as direct
funding, funding from other partners, or in-kind services. The Port’s ETAP funding will be limited and cost will be
a factor in prioritizing project approvals. Funding partnerships are encouraged and should be described in the
application.

In-kind services should be calculated on a fair-market value of the staff and labor providing the services. A
spreadsheet showing project staff’s or contractor’s “roles” or titles, qualifications, fully loaded rates and
estimated hours of work should be included with the application.

Operational costs of the fully-developed project (which could be labor costs, replacement equipment or
supplies, and/or other maintenance) should be described for the life of the equipment. For projects that are
expected to produce a net energy savings, calculations of returns-on-investment should be included in the
application, and should describe factors, such as kilowatt-hour rates, that are used in the calculations.

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If the ETAP project is in a development phase and not used by any other type of industry, the application should
include information about how much the equipment/technology is expected to cost once it is fully
commercialized, as well as operational costs as described above.

Cost comparisons with other, competing technologies should include references to independent sources of the
cost information.

Any requested funding amounts and cost shares are subject to negotiation up to the date of Harbor Commission
approval of the contract.

Unless the project has a very brief duration, the funding disbursement for ETAP projects will be made
incrementally, based on proof of completion of the project milestones that are included in the application. This
information can be included in the project timeline, as described in Section 5.8.

5.6 Qualifications of Proposing Firms

The expertise and experience of the firm or partnership proposing an ETAP project is critical to the Port’s level of
confidence that the project will be conducted in a professional, safe, timely, and cost-effective manner.
Resumes of project principals, and their specific roles in the project’s implementation, should be included in the
proposal. The project proposer’s experience with similar demonstrations should be described and, whenever
possible, client references should be offered. The Port will verify these references.

The financial resources of the proposer may relate to the proposer’s ability to complete the project in a timely
manner, and this information should be included in the project proposal even though part of the project funding
may come from the Port or other funding partners.

5.7 Performance Metrics and Measuring

Demonstrating that an emerging energy technology will enhance the Port’s energy efficiency, energy
conservation, energy resiliency, and clean energy generation requires the use of appropriate performance
metrics and a process for measuring them. A combination of metrics might be considered, particularly if a
project is expected to produce co-benefits, as described in Section 5.9.

Examples of ETAP project metrics are:

• Kilowatt-hours per year of generated power

• Kilowatt-hours per year of reduced power usage
• Dollars saved via peak shaving or load shifting
• Gallons of fuel reduced per year
• Hours of stored emergency power
• Hours of productivity gained
• Percent energy transmission gains
• Power quality and/or safety metrics

A detailed description of how and when these measurements will be collected should be included in the project
proposal. If a third-party verification is appropriate (e.g., UL , ENERGY STAR, etc.), describe the verification
process and identify those costs separately. Any equipment or electrical components that are wired to existing
Port or tenant power systems will require UL listing by the end of the test period for final Port acceptance.

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An additional metric could be the degree to which the site host is satisfied with the ETAP project. Verification of
satisfaction could be documented in the final project report.

5.8 Project Timelines

Project readiness and the ability to carefully manage a schedule will be considered in evaluating project
proposals. Adherence to a project timeline is necessary to minimize disruption of a marine terminal’s activities.
The Port requires that a high level of sensitivity to the needs of its tenants is practiced throughout all project
activities.

The project timeline should be broken into logical tasks or phases. Each phase should be clearly described in the
proposal. The timeline should specify “time from starting date,” rather than specific milestone dates. However,
if grant or partner funding is dependent on meeting specific starting or milestone dates, these dates should be
included in the proposal.

The project timeline should also indicate anticipated expenditures through each phase, particularly if the project
is complex. This information will be used to determine the payment milestones that will be included in the
contract.

5.9 Project Co-benefits

While the Port’s Energy Program goals should remain the focus of ETAP project submittals, the identification of
additional co-benefits will increase a project’s likelihood of award. The types of co-benefits that are important
to the Port include, but are not limited to:

• Reduced criteria pollutants and greenhouse gas emissions.

• Improved safety of users, other workers or communities.
• Creation of new jobs for local workers.

The project proposal should include a quantification of co-benefits to the extent possible and provide references
to back up these claims.

5.10 Project Evaluation Approach

Solicited and unsolicited projects will have unique characteristics and features that may make them desirable for
a number of reasons. Scoring criterion for solicited projects will always be included in the RFP for those
projects. Unsolicited projects will be evaluated based on factors that may be specific to the project, but will
include, at a minimum, the following criteria:

• Project advancement of Port Energy Program goals

• Project feasibility, including technology maturity, hosting, metrics
• Port cost share
• Expertise and experience of project proposer(s)
• Project applicability to seaport setting
• Project co-benefits

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Solicited proposals will be ranked against each other using the scoring criteria specified in the proposals. The
criteria listed above will be used to evaluate unsolicited proposals to provide a basis for considering the projects,
but may not be the only criteria used to accept or reject a project. There are no minimum “scores” required for
considering any unsolicited projects for award.

ETAP project funding will be awarded by the Long Beach Board of Harbor Commissioners following review and
recommendation by the Technical Advisory Committee and Port staff.

6. Project Meetings and Deliverables

Upon full execution of the ETAP project contract, the awardee will work with Port staff and any identified
partners and advisors, including the site host, to schedule regular meetings. At a minimum, a project kick-off
meeting and monthly progress meetings will be required. The Port may request meetings or site visits at any
other time.

An agenda will be prepared by Port staff or a designated ETAP Administrator and will be distributed to all project
personnel in advance of all meetings. Action items will be documented and provided in meeting notes that will
be distributed shortly after the meetings. These action items will be reviewed in the following meeting.

An ETAP project is considered complete when the technology has been delivered (as appropriate), is
operational, and established project metrics have been documented. The Port may require that one or more
routine maintenance cycles have also been completed.

A final project report will be required for approval prior to final payment. This report should describe all aspects
of the project as they correspond to the application and any additional project milestones. These milestones
may include, but are not limited to:

• Description of construction, installation, commissioning, and all other physical work that was required to
complete the project.

• Project metrics and measurements, with documentation.

• Project budget and costs, including anticipated operational or maintenance costs.

• Lessons learned, challenges, limitations, and any other information that will be useful to the Port and
agencies that promote technology demonstrations.

• Information about the commercialization, if applicable, or roll-out of the technology to the seaport
industry.

The Port may elect to participate in education or outreach related to the successful completion of any ETAP
project and will work with the project team to coordinate these activities.

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7. Project Management, Oversight, and Outreach

Port staff in the Environmental Planning Division manages the ETAP, including providing program guidance,
making notifications, preparing solicitations, coordinating review of proposals, bringing recommended projects
to the Board of Harbor Commissioners for consideration, and overseeing awarded projects.

The Port may designate its consultant(s) to support project administration and oversight, and/or to perform
preliminary screening of solicited and unsolicited proposals.

One of the objectives of the ETAP is to share information about the benefits of emerging energy technologies to
Port tenants, other seaports, the local community, and other interested parties. The Port will reserve the right
to use the ETAP project demonstration unit(s) for advertising, and public/industry outreach and education. It is
also important to note that as a public agency, all information submitted to the Port is subject to California
Public Records Act requests. An annual report will provide the Long Beach Board of Harbor Commissioners with
a summary of ETAP activities, including types of proposals, expenditures, and demonstration evaluations.

8. Cost Recovery
The Port anticipates that many projects awarded under the ETAP will already have commercial viability in non-
seaport settings. However, if a significant amount of the costs associated with the project are for technology
development, the Port may seek a cost-reimbursement arrangement with the project awardee. This
arrangement will be negotiated prior to preparing a contract.

Additionally, ETAP projects may qualify for rebates and/or incentives under local, state, or federal programs.
Examples of this include SCE's Energy Efficiency Solutions programs, the State of California’s Self-Generation
Incentive Program, or federal tax incentives. The Port may seek a cost-reimbursement arrangement under any
of these scenarios. This arrangement will be negotiated prior to preparing a contract.

9. Contracts and Insurance

ETAP project awardees will be required to execute a contract with the Port that lays out the terms and
conditions of the project award, including project-specific insurance requirements. The contract will be issued
to a single entity. In the case of a project partnership, it will be the entity that maintains fiscal liability for the
project.

The contract must be executed within three months of award by the Board of Harbor Commissioners. If an
awardee is unable or unwilling to execute a contract within that timeframe, the project award will be rescinded.

The contracts will require project awardees to commence their projects no later than four months following
execution of the contract. For purposes of this requirement, “commence” means to place an order for any

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equipment required for the project, to award a construction contract, or any other work that relates directly to
the awarded project and project site preparation.

The contract will contain the Port’s standard indemnification clause and requires satisfactory evidence of
insurance and compliance with California Labor Code Section 1770 regarding the payment of prevailing wages
for all “public work” as defined in California Labor Code Section 1720.

Upon presentation of appropriate supporting documentation, funds will be disbursed to project awardees as
specified in the contracts. The Port reserves the right to retain funds after project construction and until any
project verification has been completed, as provided in the contract.

10. Additional Information

The Port of Long Beach intends to provide ETAP and solicitation information on its website, www.polb.com. As
described in Section 4.1, the actual solicitations will be advertised on the Planet Bids website.

A public email list is maintained by the Port’s Communications Division and will include notifications of certain
procurements, as well as other news about the Port of Long Beach. Interested parties can subscribe to the email
list by clicking the button labeled “Keep Informed with Email Updates” on the home page of the Port’s website.

Specific program information can be obtained by emailing ETAP@polb.com or calling 562-283-7100.

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