How to Hit a Homerun Saving Energy and Updating Facilities

1. How to Hit a Homerun Saving Energy and Updating Facilities Presented by Shirley McNutt

2. Energy Performance Contracts • Energy Performance Contracting • Companies are pre-qualified • Contact 4 or more from the pre-qualified pool • They meet with you • They perform a “back of the envelope” audit • You interview and discuss the audits • You select and begin negotiations for the energy contract

3. Energy Performance Contracts What is an energy performance contract? A contract that guarantees savings through building upgrades, maintenance improvements, equipment replacements, etc. These savings pay for the cost of the upgrades.

4. Types of Projects Chiller and cooling tower replacements Replacing meters Re-lamping Window and envelope treatments Water fixture replacements Maintenance operations training Building automation HVAC improvements Renewable energy New energy sources

5. How to Implement a Project • Consider your financing options • State agency • Treasury Loan • Maintenance Reserve • Capital Project • Public bodies – municipal bonds • Other options available • Lease purchase • Third party financing • Outright purchase

6. How to Implement a Project • Define your needs • Where is your greatest need? • Old chiller that is inefficient • Steam line leaks • High electrical costs • High water consumption • High efficiency lighting • Renewable energy potential • Central plants

7. How to Implement a Project • After you have defined your need and given consideration to how you would like to finance your project: • Select the contractors to perform the “Back of the Envelope Audit” • Go to the pre-qualified list and review their qualifications • Select 4 or more contractors from the list of pre-qualified vendors • Remember you need to provide utility data

8. How to Implement a Project • Set up a walk-through for the contractors you selected; include all of them at the same time • Public bodies need to provide the contractors certain information • Facility data • Utility data • Maintenance history • Information that can help in getting good feedback

9. How to Implement a Project Set a deadline for the “Back of the Envelope” audits; remember the more time we allow, the better the information, 3-4 weeks is preferred When you receive the “Back of the Envelope” audits, review them and set up your interviews Interview questions are important, you want them to address your needs

10. How to Implement a Project • The Interview is Important • This is a team project and they are your energy consultant and guarantee for the duration of your payback period • Ask the hard questions!! • Have them explain similar projects • Lessons learned • New concepts and ideas • How is your project going to be successful • How do they support you long term

11. How to Implement a Project Select your energy contractor After this selection is made, set up a kick off meeting to begin the “Technical Energy and Water Savings Audit” Allow time for your technical audit Once the technical audit is complete, make sure everyone is in agreement with the potential savings and approach to the project

12. How to Implement a Project The cost of the technical audit can be rolled into your energy contract If the agency does not go forward with the contract, then the agency pays for the technical audit If everything is in agreement, proceed with the energy contract The contract is now a design build contract and project

13. The Contract The energy performance contractor shall be selected through competitive sealed bidding or competitive negotiation as defined in § 2.2-4301. The evaluation of the request for proposal shall analyze the estimates of all costs of installation, maintenance, repairs, debt service, post installation project monitoring and reporting.  

14. The Contract Before entering into a contract for energy conservation measures and facility technology infrastructure upgrades and modernization measures, the contracting entity shall require the performance contractor to provide a payment and performance bond relating to the installation of energy conservation measures and facility technology infrastructure upgrades and modernization measures in the amount the contracting entity finds reasonable and necessary to protect its interests.

15. The Contract Prior to the design and installation of the energy conservation measure, the contracting entity shall obtain from the energy performance contractor a report disclosing all costs associated with the energy conservation measure and providing an estimate of the amount of the energy cost savings. After reviewing the report, the contracting entity may enter into an energy performance-based contract if it finds (i) the amount the entity would spend on the energy conservation measures and facility and technology infrastructure upgrades and modernization measures recommended in the report will not exceed the amount to be saved in energy and operation costs more than 20 years from the date of installation, based on life-cycle costing calculations, if the recommendations in the report were followed and (ii) the energy performance contractor provides a written guarantee that the energy and operating cost savings will meet or exceed the costs of the system. The contract may provide for payments over a period of time not to exceed 20 years.

16. The Contract The term of any energy performance-based contract shall expire at the end of each fiscal year but may be renewed annually up to 20 years, subject to the contracting entity making sufficient annual appropriations based upon continued realized cost savings. Such contracts shall stipulate that the agreement does not constitute a debt, liability, or obligation of the contracting entity, or a pledge of the faith and credit of the contracting entity. Such contract may also provide capital contributions for the purchase and installation of energy conservation and facility and technology infrastructure upgrades and modernization measures that cannot be totally funded by the energy and operational savings.

17. The Contract An energy performance-based contract shall include the following provisions: 1. A guarantee by the energy performance contractor that annual energy and operational cost savings will meet or exceed the amortized cost of energy conservation measures. The guaranteed energy savings contract shall include a written guarantee of the qualified provider that either the energy or operational cost savings, or both, will meet or exceed within 20 years the costs of the energy and operational savings measures. The qualified provider shall reimburse the contracting entity for any shortfall of guaranteed energy savings projected in the contract. 2. A requirement that the energy performance contractor to whom the contract is awarded provide a 100 percent performance guarantee bond to the contracting entity for the installation and faithful performance of the installed energy savings measures as outlined in the contract document. 3. A requirement that the energy performance contractor provide to the contracting entity an annual reconciliation of the guaranteed energy cost savings. The energy performance contractor shall be liable for any annual savings shortfall that may occur.

18. Follow Up Always follow up with good contract administration as you would with any other construction contract!!