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Contracts Handbook
September 2014
Sustainable Energy Authority of Ireland – National Energy Services Framework 2
for
[Client Name]
[Facility Location]
[Logo (optional)]
Prepared by
[EA Logo]
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Sustainable Energy Authority of Ireland – National Energy Services Framework 3
SEAI recommends that this report be completed by a suitably qualified, experienced and
independent Energy Advisor with the objective of establishing if there is a financially
viable project and what the scope of that project is; if there is not a viable project, further
effort can be saved.
This template is to be used by the client/host’s Energy Advisor (“EA”, i.e. consultant or
other) for preparation of a Preliminary Energy Audit report where the client/host has
received Technical Assistance from SEAI.
For calculations and tables the accompanying spreadsheet template has been provided.
The spreadsheet should contain all the EA’s workings, assumptions and be fully
transparent, with annotations where calculation methodology is not obvious. Tables may
be pasted from the spreadsheet into this report as appropriate.
The EA should familiarise their self with the layout of this report and plan to put the
appropriate information in the appropriate location. One should follow the logical
progression of the report, rather than writing the entire report in section 1 or 2!
It is intended that this be a Preliminary Energy Audit, not a fully costed and analysed
Investment Grade Audit; the difference being the time/effort that goes into quantifying
savings and capital costs. This Preliminary Energy Audit should be conservative on the
low side when estimating savings and conservative on the high side when estimating costs.
Draws extensively from available documentation and factual data, such as utility
bills, drawings, maintenance logs.
Applies rules of thumb to estimate energy use for common energy systems (e.g.
DHW load).
Calculates efficiency related savings based on an inspection and rule of thumb
judgement of likely percentage improvement in efficiency, where it is appropriate
to do so. A number of SEAI saving calculators are available at:
http://www.seai.ie/Your_Business/Resources/Technology_Assessment_Tools/
Provides capital budget figures based on foreseeable scope of works, previous
experience of similar projects and associated rules of thumb.
Where fuel switching occurs, savings may be quantified based on both differences in
current average fuel prices (where there is a fuel conversion aspect to the project) and
expected seasonal efficiencies of existing and proposed installations. Avoid using different
indexation factors for different fuels in the future unless these can be clearly justified.
Indeed, using a fuel cost indexation factor which is above the general rate of inflation is
likely to be difficult to justify and will be subject to close scrutiny.
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Sustainable Energy Authority of Ireland – National Energy Services Framework 4
In some cases it may be necessary for the client to install some metering, or the EA to
install some temporary metering, to facilitate completion of this audit.
In this template:
Include any photographs in the Appendix to this report. Only include photographs if they
add value to the report. Include appropriate captions and references from the main body
of the report to accompany the photographs.
Prior to printing to PDF, check the layout, page breaks and update the table of contents.
A draft of the report (and spreadsheet) should be submitted for client review and updated
as appropriate. The finalised report is to be submitted by the client to SEAI as part of the
claim for Technical Assistance. If, on review, SEAI deem it inadequate or of poor quality,
SEAI reserves the right to withhold the Technical Assistance payment from the client.
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Sustainable Energy Authority of Ireland – National Energy Services Framework 5
Executive Summary
This summary can be copied directly into the Energy Contracting Workbook – Stage 2.
Recommended length is 1-2 pages.
Insert here existing energy use and spend (words or condensed version of table used in
Section 2.1).
Benchmark chart – existing energy/m2 versus proposed versus typical versus good
practice for each utility. This provides an overall sense-check.
Expected savings €
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Sustainable Energy Authority of Ireland – National Energy Services Framework 6
TABLE OF CONTENTS
1 INTRODUCTION........................................................................................................7
1.1 SITE VISIT............................................................................................................7
1.2 OBJECTIVE...........................................................................................................7
1.3 DESCRIPTION OF SITE & SCOPE OF ASSESSMENT...............................................8
1.4 ESSENTIAL WORKS..............................................................................................9
2 ENERGY CONSUMPTION......................................................................................10
2.1 ANNUAL CONSUMPTION....................................................................................10
2.2 MAIN ENERGY CONSUMERS..............................................................................11
2.3 ENERGY PERFORMANCE....................................................................................11
3 SCOPE AND EXPECTED SAVINGS......................................................................14
3.1 RECENT/EXISTING ENERGY-SAVING INITIATIVES.............................................14
3.2 SUGGESTED OPPORTUNITIES FOR ENERGY SAVINGS........................................14
4 ADDITIONAL INFORMATION..............................................................................16
5 BASELINE DATA REQUIREMENTS....................................................................17
5.1 UTILITIES...........................................................................................................17
5.2 ENVIRONMENTAL CONDITIONS.........................................................................17
5.3 ACTIVITY METRICS............................................................................................18
6 CONCLUSIONS & NEXT STEPS...........................................................................19
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1 Introduction
Buildings included:
SEAI TA reference
no.:
[Energy Advisor] undertook Preliminary Energy Audit of the [Facility Name] under the
Sustainable Energy Authority of Ireland’s (SEAI) National Energy Services Framework
Programme.
Give a brief account of each site visit – areas toured, focus of discussions, etc. Do NOT
include the site description here (which should be included in section 1.3).
1.2 Objective
Identifying a suitable energy performance indicator for existing and target energy
use to quantify the potential for energy savings. This also help assess the impact of
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Sustainable Energy Authority of Ireland – National Energy Services Framework 8
the energy conservation measures in achieving this potential and provide a sense-
check of calculations.
Identifying a suite of measures, including savings and implementation budget,
which together are of sufficient scale and combined payback to create a financially
viable project suitable for implementation as a single package of works. Where
appropriate, non-energy savings, such as water or maintenance, will also be
quantified.
Identifying essential client requirements to be incorporated in the works (such as
replacement of windows). Savings and implementation budget figures will be
provided.
Identifying other benefits, including renewal of plant which has reached end of life
or resolution of comfort issues. These may need to be quantified.
Identifying additional metering and recording requirements, including any
environmental conditions that are likely to be required for a baseline should the
measurement and verification of savings be necessary. The associated installation
budget will be included.
Identify any potential technical, financial or other risks to the project as currently
defined.
This Preliminary Energy Audit is not an Investment Grade Audit and has been completed
in a relatively short period of time with using readily available site information, sector
performance indicators, and rules of thumb. It is a concise, or walkthrough survey that has
been prepared with all reasonable skill, care and diligence possible within a short period of
time. All figures are indicative. In the event that all or part of this report is circulated to
contractors or ESCOs to assist in preparation of tenders, neither the author nor the Client
accept liability or responsibility for the accuracy or completeness of the information
contained herein, which is classified as ‘verifiable’, i.e. the tenderer is at liberty to verify
any or all of such information.
The contents of this report provide the basis for completion of the Energy Contracting
Handbook – Stage 2.
Note that the client will use this report to assess which contract option – traditional,
EPRP, EPC – is most appropriate and should give each due consideration. The report up
to Section 5 should be agnostic as to which contract option is most suitable. In Section 6
the EA may assist the client in this decision by identify considerations for each. Most
importantly, the EA should not write the report like the final contract option is a foregone
conclusion – this is a client decision.
Give a brief overview description of site – location, age, size, activities, staff levels, shift
system, etc.
If there are multiple buildings, list the ones included in the scope of assessment in the
table below; otherwise give the same info for the building in question and delete the table.
Identify any expansion plans and advise if/how these are of relevance.
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Sustainable Energy Authority of Ireland – National Energy Services Framework 9
[Electricity?]
[Natural gas?]
[LPG?]
[Other - specify]
Identify any works the client regards as an essential element to include in any works
contract. These must be assessed for budgetary cost and savings as part of this Audit. It
may emerge during this analysis that such essential works are not cost-effective to
implement, even as part of the overall works contract: this is ultimately a client decision.
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2 Energy Consumption
Give an overview of the overall annual energy consumption / spend. Include the AUPof each energy. [Client Name]’s annual energy
consumption is set out in Table 1.
Copy & paste Table 1 from spreadsheet – sheet entitled ‘Table 1 - Energy Consumption’.
Tip: Delete any non-relevant (blank) rows to make the table look neater.
Tip: If you cut down the table because you are only using some columns/rows and you think it will look better on a portrait page, then change
the page orientation from landscape to portrait. If you do this, you should also delete the 2 section breaks at the bottom of this page and at the
bottom of the preceding page.
Tip: The yellow shading can be removed from the table once it has been copied into MS Word by selecting the entire table, and clicking Format
-> Borders and Shading -> Shading -> No Fill -> OK
If you have more refined data, particularly data for individual buildings, and monthly data, include here or in an appendix and reference it here.
The appendix may be a spreadsheet.
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Sustainable Energy Authority of Ireland – National Energy Services Framework 11
The main energy consumers at the site that have been quantified for this assessment are
summarised in Tables 2 & 3 below. In the tables below identify the main energy consumers
at the site and their share of total if you have the data available to break this down quickly,
or if you need to do this analysis as part of the study. Do not go through a big energy
balance exercise if it is not relevant to the rest of the report. If you prepare underpinning
calculations in the accompanying spreadsheet, complete the tables in the spreadsheet and
paste the results in here.
% of
Electrical Energy Consumer Comments
Total
[e.g. compressed air, chillers, motors
& drives, air conditioning, space
heating etc]
[e.g. compressed air, chillers, motors
& drives, air conditioning, space
heating etc]
[e.g. compressed air, chillers, motors
& drives, air conditioning, space
heating etc]
[e.g. compressed air, chillers, motors
& drives, air conditioning, space
heating etc]
% of
Thermal Energy Consumer Comments
Total
[e.g. process steam, process hot
water, domestic hot water etc]
[e.g. process steam, process hot
water, domestic hot water etc]
[e.g. process steam, process hot
water, domestic hot water etc]
[e.g. process steam, process hot
water, domestic hot water etc]
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Sustainable Energy Authority of Ireland – National Energy Services Framework 12
The term “Energy Performance Indicator” is used here to reflect trends in energy use in that
facility over time, normalised so that inter-year data is comparable. For instance, hotel
electricity use might be corrected for occupancy, or fossil fuel use might be corrected for
weather (degree days). In some cases there may be no annual normalisation required, e.g.
office building electricity use where there is not a significant cooling load. It is not intended
to spend time on an elaborate analysis, merely to understand if normalised energy use is
rising, falling, or staying the same.
The existing EnPIs at the site that have been quantified for this assessment are summarised in
Tables 4 below. Give details of EnPIs in use at site – definitions & recent values. If none,
then say so.
If there are EnPI’s (or you have produced any), copy & paste Table 4 from spreadsheet –
sheet entitled ‘Table 4 - EnPIs’. Otherwise delete this text.
If there are historical DEC ratings for the building, provide these as they illustrate a trend.
Ideally chart the DEC values for each DEC year.
Benchmarks
The term “Benchmark” is used here to reflect a comparison of this facilities existing and
projected energy use (i.e. when energy saving measures proposed herein are implemented)
with industry norms. Benchmarks give an indication of existing performance, the potential
for further savings and a sense check for the overall savings that this audit has identified.
Example table: modify/delete as appropriate, copy & paste Table 5 from spreadsheet – sheet
entitled ‘Table 5 - Benchmarks’.
Existing
Projected
Typical 67 169
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Sustainable Energy Authority of Ireland – National Energy Services Framework 13
Example text: The fossil fuel use of 80kWh per m² is projected to fall to 50kWh per m2 if all
the energy conservation measures are implemented. This reduction, whilst significant, is
reasonable as the projected energy use will be in line with “Good Practice” benchmarks for
the sector.
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Sustainable Energy Authority of Ireland – National Energy Services Framework 14
200
150
100
50
0
Existing Projected Good Practice Typical
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Give a summary of energy-saving initiatives that have been implemented at the site (if any).
If there are proposed / mooted initiatives that have not yet been implemented and you believe
that they are still worthwhile, include them in Table 6 overleaf. By discussing work done to
date with the facilities staff you will get an indication of their progress and the remaining
potential for further savings; for instance, have the facilities staff been working steadily and
plucked the low-hanging fruit, or is there good potential for easy savings.
We identified a number of opportunities for further energy savings at the site; these are
summarised in [Table 6] overleaf, with further detail in Section 4. The focus has been on
measures suitable for implementation as a single cost-effective works contract (including by
EPC) and those identified by the client as essential works (Section 1.4).
The savings below are valued using [select whichever you judge to be more representative of
current utility prices at site] [the Average Unit Prices for the most recent year] OR [the
following AUPs from SEAI Fuel Cost Comparison (insert month and year).] If SEAI fuel cost
comparison, insert table with VAT exclusive prices.
It is not necessary to identify a large number of small savings, but rather a small number of
substantial savings as these are the anchor savings used for the business case. The anchor
savings should be sense-checked by deducting each from the total and comparing with the
‘good practice’ performance indicator. Based on your judgement and the initial performance
indicators, you will decide if there are likely to be substantial easy savings (low-hanging
fruit) from operational, minor maintenance and changes to control strategies. This
‘miscellaneous’ category of savings needs to be quantified and a budgetary cost figure put
against this.
At the end of this process you will do a final sense-check of existing versus proposed versus
typical versus good practice.
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Tip: If the table runs onto a second page, use the Heading Rows Repeat function. Select the row with the column headings and click: Table ->
Heading Rows Repeat
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4 Additional Information
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5.1 Utilities
To implement a performance contract (i.e. EPRP or EPC) it is necessary to have a mechanism
to measure and verify (M&V) energy savings. An M&V plan is prepared by the ESCO later
in the process, but the ESCO will need energy baseline data against which to compare future
energy use. Note that a traditional contract does not require that savings be measured and
verified.
Having regard for the possible need to measure and verify savings in the future, it is essential
to have the necessary metering and monitoring infrastructure in place, and to begin gathering
energy baseline data. This is the client’s responsibility.
The following metering and monitoring requirements have been identified.
Insert a name Identify the physical Advise if it needs to be manually read and at
for the meter location for the meter and what frequency (perhaps initially).
area it will meter (unless
Advise if it needs to be
obvious)
monitored/logged/recorded and at what
frequency (perhaps later).
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Sustainable Energy Authority of Ireland – National Energy Services Framework 20
(and relative humidity) and the characteristics of the building (is it relatively homogenous
with a high thermal mass and well-balanced heating system, or prone to having hot/cold
spots?).
The following environmental data should be recorded.
Insert additional information here or in Appendix (and refer to here).
Insert a name Identify the physical May be possible to record using BMS if client
for the sensor location for the sensor and sets up a log file. Otherwise the client may need
(may be BMS area it will meter (unless to install local logging devices.
name) obvious)
Complete for all sensors. Avoid too many as it will result in too much data
Temperature at least. RH – try to pick representative areas and extreme
may not be required. areas.
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Appendix 1:
Complete as appropriate
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