Administration Agreement Overview

An overview of the agreement between your municipality and Deep Retrofit Capital for CEIP program administration.

OVERVIEW ONLY

This page provides a summary overview of the administration agreement structure. The full agreement document is provided during the formal engagement process and must be reviewed by your municipality's legal counsel prior to execution.

Roles and Responsibilities

DRC Responsibilities

  • Application intake, review, and approval
  • Contractor qualification and oversight
  • Energy audit coordination and verification
  • CEIP Agreement preparation and execution
  • SPIN2 land title registration
  • Project funding and financial management
  • Installation oversight and completion verification
  • Monitoring, reporting, and KPI tracking
  • Issue resolution and escalation management

Municipality Responsibilities

  • Maintain CEIP bylaw in force
  • Impose energy improvement tax on participating properties
  • Collect tax payments through existing property tax process
  • Remit collections to the program administrator
  • Provide reasonable cooperation for program operations

Fee Structure

Administration Fee

DRC charges an administration fee capped at 5% of total capital cost, as prescribed by the Regulation. This fee covers all program administration services including application processing, contractor oversight, project monitoring, and reporting.

The administration fee is included in the total project cost financed through the CEIP Agreement -- there is no separate cost to the municipality.

Application Fees

Property owners pay a non-refundable application fee at the time of application:

  • Residential: $100
  • Farm: $200
  • Commercial / Non-Designated Industrial: $500

Incidental Costs

Incidental costs (energy audits, engineering oversight, permitting, etc.) are capped at 15% of total capital cost, as prescribed by the Regulation.

Reporting Obligations

DRC commits to comprehensive reporting to both the municipality and the Government of Alberta:

  • Annual public reports due by September 1 each year, covering program activity, capital deployed, energy performance, and financial status
  • Quarterly activity summaries to participating municipalities, including applications received, approved, and completed
  • Financial reconciliation reports aligning tax collections with project funding and repayment schedules
  • KPI dashboards with real-time access to program metrics through DRC's digital platform

Data Sharing and Privacy

The administration agreement includes detailed provisions for data handling in compliance with Alberta's Freedom of Information and Protection of Privacy Act (FOIP):

  • Data collection limited to what is necessary for program administration
  • Clear data sharing protocols between DRC and the municipality
  • Security measures meeting or exceeding NIST cybersecurity framework standards
  • Breach notification procedures and incident response protocols
  • Data retention and destruction policies aligned with regulatory requirements

DRC's data collection, use, and privacy policy (DRCP-PADM-0002) is available upon request during the engagement process.

Term and Termination

Agreement Term

The administration agreement establishes a multi-year term aligned with the expected duration of CEIP projects in the municipality. The agreement includes provisions for renewal and extension by mutual consent.

Termination Provisions

Either party may terminate the agreement with appropriate notice. Termination provisions ensure that existing CEIP Agreements and property owner obligations continue to be serviced through their full term, regardless of any change in program administrator.

Transition Provisions

DRC's business continuity provisions ensure program continuity regardless of circumstances:

  • 3-month financial reserve / performance bond maintained at all times to cover operational continuity
  • 12-month operational support commitment if DRC ceases operations, ensuring all active projects are completed or transferred
  • Platform transferability -- all data and systems are designed to be transferred to another program administrator if necessary
  • SPIN2 registration ensures all agreements are registered on property titles, providing continuity independent of the administrator
  • Transition plan and training manual maintained and updated at all times

Request the Full Agreement

Contact Deep Retrofit Capital to receive the full administration agreement document and begin the formal engagement process with your municipality.

Contact DRC