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Federal Energy Management Program UESC Projects Workshop
FEMP’s Mission Reduce the cost of government by advancing energy efficiency and water conservation, promoting the use of renewable energy, and managing utilities at federal sites. Energy Efficiency Renewable Energy Use Water Conservation Utility Management
GSA’s Energy Center of Expertise Mission To help GSA customers procure utilities that are both cost effective and environmentally responsible, and to assist them in managing their energy use.
Federal Energy Management Requirements v Install energy and water conservation measures with payback of less than 10 years by 2005 (EPAct) v Reduce energy consumption (EO 13123) – Facility energy per square foot to be reduced by 30% in 2005 and 35% in 2010 relative to 1985 – Industrial/laboratory energy to be reduced by 20% in 2005 and 25% in 2010 relative to 1990 v Expand use of renewable energy – 2. 5% of federal facility electricity consumption by 2005 (recommended) – 2, 000 solar roofs by 2000; 20, 000 by 2010
Federal Energy Management Goals v Implement best management practices for water conservation in 80% of federal facilities by 2010 v Reduce greenhouse gas emissions 30% by 2010 compared to 1990
Progress Toward Goals Building Energy Reduction Goals Btu per Square Foot 145, 000 135, 000 10% Goal - 1995 (NECPA) 125, 000 Actual Energy Use 20. 7% Reduction, 1999 (preliminary data) 115, 000 20% Goal - 2000 (EPACT) 105, 000 30% Goal - 2005 95, 000 (EO 12902) 35% Goal - 2010 85, 000 (EO 85 87 89 91 93 95 97 99 01 03 05 07 13123) 09 Fiscal Year • Building energy costs in 1999 were $3. 4 billion; 39. 5% less than 1985 expenditures of $5. 6 billion. • Petroleum usage in federal facilities is down by 67% relative to 1985.
Why should we keep going? v Solves facility headaches and continues opportunity to save energy v Increasing energy prices v Allow for some dollars to be left in the O&M account to pay for mission related requirements v Most cost effective form of pollution prevention v The introduction of rolling blackouts
Introductions & Why We Are Here
We’d like to get to know you… v Please introduce yourself v Tell us which agency you are with v What’s your job function? v Do you have any specific questions you’d like us to answer? Hi there!
Project Financing Resources v Why we need them: Allows for needed infrastructure improvements without direct appropriations. v Financing resources available through FEMP: – Utility Energy Service Contracts (UESC) – Energy Savings Performance Contracts
Our Objectives v During this workshop we will tell you: – The steps involved in developing Utility Energy Service Contracts. – What tools and resources are available to assist you in implementing your project.
Reasons to Choose UESCs v You work with a known entity v Your utility has unique expertise and a knowledge of your facility v It’s an established source v Flexibility in scope and size, smaller projects feasible v It’s a partnership that is mutually beneficial!
Let’s find out why you are here… v Why did you choose UESC? v Tell us about your potential project.
Utility Program Basics Utility Service Options for Agency Exploration Rebates/Audits DSM Bidding UESC
Utility Incentive Programs v Definition: Any service offered by a utility or developed in conjunction with an agency that assists customers in implementing energy and water conservation projects.
Utility Incentive Programs Utility Service Options for Agency Exploration Rebates/Audits DSM Bidding UESC
Utility Energy Service Contracts (UESCs) v Definition: Specific contracts that allow utilities to provide agencies with comprehensive energy and water efficiency improvements and demand reduction services. Utilities front the capital costs and are paid out of savings.
Typical UESC Offerings Technical Services Financial Services Audits Performance Guarantees Feasibility Studies Training Engineering & Design O&M Services Construction & Installation Project Management Rebates Project Financing
UESCs Reallocate the Government’s Utility Budget $ 4 Decrease energy costs 4 Pay for project 4 Achieve energy cost savings for the government Utility Bill Before Contract Govt. Share Energ Contract y or Cost Payment Savin gs Utilit y Bill During Contract Govt. Share Utilit y Bill After Contract
Considerations v UESCs may not be available to all facilities v Utility may be new to this type of contracting v Contract process is not rigid v Agency’s relationship with utility v Contract term
Enabling Legislation for Utility Programs
Energy Policy Act of 1992 Section 152(f) - Utility Incentive Programs Agencies: v Are authorized and encouraged to participate in utility programs generally available to customers v May accept utility financial incentives, goods, and services generally available to customers v Are encouraged to enter into negotiations with utilities to design cost effective programs to address unique needs of facilities used by agency (Codified as 42 USC 8256, P. L. 102 -486)
10 USC 2865 and 2866 Do. D Facilities: v May enter into ”sole source” procurement from gas or electric utilities to design and implement cost effective demand conservation services v May implement projects with a positive Net Present Value (measured over a period of 10 years or less) v Can count water cost savings in their economic analysis
48 CFR Part 41 Acquisition of Utility Services v GSA authority to prescribe policies/methods governing the acquisition and supply of utility services for federal agencies & delegating authority to specific agencies to purchase utility services v GSA authority to issue areawide contracts for utility services
FEMP’s UESC Enabling Documents v Details: – Legislation and Executive actions – Legal opinions – Agency guidance v Available both in hard copy and electronically – http: //www. eren. doe. gov/femp/utility/enabl_docs. html
The UESC Process Determine Assemble the Your Appropriate Acquisition Vehicle Team Project Planning The Feasibility Study The Utility Audit Establish Terms & Conditions Project Identification Constructi The on & Payment Installatio Period n Project Implementation Engineering & Design Package
Planning Your UESC Determine Appropriate UESC Vehicle Assemble your Acquisition Team ä AWC äTeam players ä Site Specific äTeam issues Contract ä Master Agreement ä BOA Choose UESC vehicle äDevelop strategy äEnlist support Initiate Project Identification
Determine Appropriate UESC Vehicle ä AWC ä Site Specific Contract ä Master Agreement ä BOA Choose UESC vehicle
UESC Vehicles v Areawide Contract (AWC) – Task order placed underneath to establish terms and conditions for energy management services v Site Specific Contract v Basic Ordering Agreement (BOA)/ Agency Master Agreement
GSA Areawide Contract v FAR Part 41 Utility Service Contract v GSA puts in place but all agencies shall use v Utility service territory IDIQ contract v Terms and conditions – Specific project delivery order/task order issued App. 1 Pg. 15
Roles in the AWC Process Utility GSA AWC Agency Task Order Utility GSA places a blanket contract for utility services. Utility and agency negotiate detailed terms and conditions for the specific site.
Site Specific Contract v Any site can place v Includes all terms and conditions (incorporates site specifics) v No additional DO/TO is required v Always an available option Site Utility UESC Delivery Order
Basic Ordering Agreement/ Agency Master Agreement v FAR Part 16 Service Contract, requires competition v Any agency can place with a utility or GSA can place it v Delivery orders/Task orders with project specifics are placed underneath it Agency BOA/ AMA Delivery Order Utility
Assemble Your Acquisition Team äTeam players äTeam issues äDevelop strategy äEnlist support Initiate Project Identification
Assemble an Acquisition Team v Put your team together early – To ensure project buy-in and support – To reduce turn around time for approvals – To expedite the procurement process – To keep each other informed of current and future agency plans that impact the project v Prepare for team turnover – Document your process and establish a Project Documentation Plan – Capture institutional knowledge
Who Should Be On Your Team? v Site decision maker v. Environmental specialist v. Tenants v Technical staff v v Procurement personnel Operations staff v. Maintenance personnel v Legal rep. v. Other? v Budget rep.
Acquisition Team Issues
Budget and Financial Issues v Be clear that the utility budget will stay the same and project payments come from savings v Address the potential need to redirect funds from utility, tenant, and O&M accounts to the utility account in order to pay the bill
Environmental Protection Requirements v Project must comply with National Environmental Policy Act (NEPA) v Team should develop detailed disposal requirements statement for hazardous materials related to the project It is in the FAR! Subpart 23. 3. App. 1 Page 5
Personnel Issues v Your acquisition plan should take into consideration: – Existing maintenance staff and/or contracted operations and maintenance personnel – Technical personnel – Staff training
Potential Conflicts and Unique Issues v Consider conflicts involving known and potential mission or facility usage changes v Address unique facility issues like restricted access, special requirements (labs, libraries) or tenant’s operations
Your Acquisition Strategy & Project Considerations
Identify Your Project Goal v Are you trying to – Solve existing problems? – Make infrastructure improvements? – Reduce utility costs? – Make capital improvements? – Improve O&M? – Save energy?
Consider the Project’s Parameters Site + Technologies Contract + Term Required Potential + ECMs + Facility November 20001
Collect Facility Data v Historical utility data (including water) v Current building and equipment data v Data on anticipated facility and utility changes v Any past audit or SAVEnergy audit information ü
Prioritize Facility Requirements v Specific facility needs v Facility conditions v Constraining issues – Limited in-house resources – Union considerations – Work environment – Other support contracts
Select Potential ECMs v Building envelope v HVAC equipment, distribution and water heating system v Lighting and power system v Energy management and control systems v Heat reclaim systems v Renewable energy systems v Air compression v Combined heat and power, distributed energy resources v Other?
Do You Want M&V? What is M&V and what does it do for your project?
Measurement & Verification v A means of measuring and/or calculating the energy being consumed and verifying the “savings” or avoided costs v Insures savings persistence v FEMP M&V Guidelines: Measurement and Verification for Federal Energy Projects; (v 2. 2) – http: //www. eren. doe. gov/femp/financing/measguide. html
% Savings Realization Assured Continued Savings Good M&V Poor M&V 120 100 Appropriated project savings 80 60 Carr’s observation 40 20 Two key benefits 0 – Initial savings level 0 5 Years post-completion 10 – Persistence of savings
Do All You Can v Include all the opportunities available through UESC – energy efficiency, water efficiency, alternative electric and/or gas supply, onsite power generation/CHP, renewables and renewable power purchases v Incorporate a synergistic and interactive approach to the measures
Bundling ECMs v Definition: bundling is the combination of long- and short-term payback ECMs at a single facility that supports a comprehensive project package.
Benefits of Bundling v Provides technical solutions while assuring synergy of measures v Savings from short-term payback ECMs can contribute to the ability to accomplish longerterm equipment, or related facility improvements v Can reduce long standing maintenance headaches, such as HVAC, that usually have long paybacks
Fuel Neutral Approach v If a technology is cost effective and results in energy savings it should be considered without regard to fuel source.
How Utility Restructuring Impacts UESCs v Utilities want to retain you as their customer v Your energy costs are changing v Sources of service are changing– you may not know who to contract with
Impacts of Do. D Privatization v Decrease to facility’s discretionary O&M fund availability v Annual costs will probably increase v Loss of future flexibility in managing systems But energy savings can help offset cost of privatization so don’t let it delay your project in areas that aren’t being privatized!
Gain Support & Momentum for the Project v Start early– include everyone v Prepare a briefing and include: – Benefits to the site – Summarize the financing process v Be prepared to overcome resistance to change
The Cost of Delaying a Project Delayed appropriations Financing Appropriations available today Life Cycle Cost High No action taken Med Low Any delay in project implementation results in loss of life cycle savings
Available Resources v Use GSA and FEMP for advice and support, briefings to project teams and management v Find background information on web sites: – http: //www. eren. doe. gov/femp/financing – http: //gsa. gov/pbs/xu/ v Order the UESC video from FEMP that showcases this process
Available Resources v DOE Regional Offices – Boston - Paul King (617) 565 -9712 – Philadelphia - Bill Klebous (212) 264 -0691 or Gene Lesinski (215) 656 -6976 – Seattle - Cheri Sayer (206) 553 -7838 – Atlanta - Doug Culbreth (919) 782 -5657 – Denver - Randy Jones (303) 275 -4814 – Chicago - Sharon Gill (312) 886 -8573 App 2