LESC Technical File and Baseline Data Checklist
2

LESC Technical File and Baseline Data Checklist
1
..................................................................................................................... 4
1.1
O BJECTIVES .......................................................................................................................... 4
1.2
V ERIFIABLE INFORMATION ...................................................................................................... 4
1.3
E XTENT OF INFORMATION TO BE PROVIDED .............................................................................. 4
1.4
A CCURACY OF INFORMATION .................................................................................................. 5
1.5
A SSEMBLING INFORMATION ................................................................................................... 5
2
.............................................................. 6
3
............................................................................................................. 6
4
........................................................................................ 7
5
..................................................................................... 8
3

LESC Technical File and Baseline Data Checklist
1
1.1 Objectives
This checklist has been specifically developed for Local Energy Supply Contracts.
The objective of this checklist is to assist hosts (clients) identify the information it should provide to bidding ESCOs to enable them to efficiently develop their investment case (often referred to as an
Investment Grade Audit or Feasibility Study) as part of their tendering process.
It has two main components:

Technical file – technical information on the facility

Baseline data – energy use information that will provide the basis for calculations and the
Measurement & Verification plan. Utility price information may be included here, but ESCOs must use utility prices as specified in the RFQ documentation so that all savings are valued on a similar basis.
It is in the host’s interest that the information supplied be as accurate as possible, as that will reduce the ESCOs’ risk and help improve the competitiveness of the tenders. It is also in the host’s interest that the facility technical information ESCOs will require is ready for the ESCOs, as any delay to gather the information will slow down the tendering process. Providing a single comprehensive file to bidding
ESCOs will help ensure all ESCOs have access to the same information at the same time, helping avoid any disputes. It is in the national interest that information be provided to all tendering ESCOs as this will reduce ESCO tendering costs, resulting in a more competitive market.
1.2 Verifiable information
Information provided to the ESCOs may be ‘verifiable’ or ‘non-verifiable’. As their titles suggest, the former can be checked by the pre-selected candidates and they will assume full responsibility for it and the latter comprises historical data (such as occupancy levels, operating procedures etc.) which cannot be verified by the pre-selected candidates. You must identify all ‘non-verifiable’ information.
Any briefing information provided to the ESCOs should include a note to the effect that “The
Host/Client accepts no liability or responsibility for the accuracy or completeness of the information classified as ‘verifiable’ in this document and the Tenderer is at liberty to verify any or all of such information. The Client will accept no liability or responsibility for the accuracy or completeness of the information classified as ‘non-verifiable’ in this document following the earlier of either the date being one year after the Commencement Date under the Contract to be entered into between the Client and the successful Tenderer or, if no such Contract is entered into, one year from the date of issue of the
Invitation to Participate in Competitive Dialogue. Unless otherwise noted, the client should assume all information is verifiable.”
1.3 Extent of information to be provided
The more comprehensive the information provided to the ESCOs, the less groundwork each ESCO will have to do, the more accurate and comparable the tenders, and the tighter the price.
However, one will need to strike a balance between providing the information the ESCOs can reasonably expect and spending time providing additional information they are unlikely to require. All items in this checklist do not have to be provided, it is essentially a matter of judgement as to what
ESCOs are likely to require. In forming this judgement you should consider things from an ESCO’s
4

LESC Technical File and Baseline Data Checklist perspective: are they likely to use this information to identify and quantify energy savings? You can always discuss with any advisors you have. You should try to avoid omitting information that is likely to be required because you regard as too much trouble to gather or because you don’t have the resources to do so. However, you may wish to focus your efforts on the more critical information.
You should also feel free to include information not identified here, but which you consider to be appropriate.
1.4 Accuracy of information
As much of this information will contribute to the final contract, it must be accurate. Most information required is factual in nature, although some statements, such as plant condition, may involve judgement. If there is some doubt about the facts, such as when a building was refurbished or the accuracy of any energy data, then this should be clearly stated (perhaps as a footnote reference). Any areas which involve judgement should be stated as opinions. If information is coming from other sources, and you cannot rely on these, you may wish to include a disclaimer.
1.5 Assembling information
We suggest pulling electronic files into a folder with appropriate file names and reference numbers that can be distributed to the shortlist of tendering ESCOs. Paper records that cannot be scanned should be stored in a single location for reference by the ESCOs when they come to site. Where information is contained in a document, such as a consultant’s report, you simply refer to the report rather than providing a separate briefing document. Other information, particularly where different data sources may conflict, you may wish to compile into a briefing document.
Use the checklist to identify what is available, adding and deleting as appropriate. Provide this to the
ESCOs.
5

LESC Technical File and Baseline Data Checklist
2
Item Details Filename &
Location
Access Requirements *
Health & Safety
Requirements
Site Security
Requirements
Other
Requirements
General Site Information
Buildings List Building name, address, year built, floor area
Site plan
Opening hours
Building names and locations. Route of existing/proposed district heating network as appropriate.
For each area (building) to be supplied by the
LESC, identify the associated opening hours.
Note any seasonal variations (e.g. in term / out
Client restrictions during operation of term) and holidays.
Client restrictions such as fuel delivery times, access routes, etc.
Client restrictions during construction
Client restrictions that will impact construction costs or may require temporary installations.
Examples include works being undertaken in summer or on a phased basis.
Non-
Verifiable?
* Details here may also need to be as per Schedule 1 ‘Client Requirements’ of the Sample
Document: Invitation to Participate in Competitive Dialogue and Descriptive Document.
3
Item
Heat load information
Historical heating fuel supply data (up to 3 years, as detailed as possible, ideally quarter hourly)
Historical heat generator output data (up to 3 years, as detailed as possible, ideally quarter hourly)
Historical heat load data if different from heat output (e.g. individual building heat loads if on district heating network)
In the absence of heat load data, consider alternative information that will support heat load calculations, e.g. floor areas, year of construction and activity of respective buildings.
Details Filename &
Location
Non-
Verifiable?
6

LESC Technical File and Baseline Data Checklist
Item Details Filename &
Location
Factors changing heat load profile, such as Energy
Conservation Measures implemented in the last 3 years, those in hand, and any planned (refer to Section 5 for more details)
Heat driver data / factors driving heat use (e.g. occupancy, heating degree days, etc.)
Electrical load information
Site electrical load profile data (half hourly, available from electricity supplier)
Factors changing electrical load profile, such as Energy
Conservation Measures implemented in the last 3 years, those in hand, and any planned.
Electricity driver data / factors driving electricity use (e.g. occupancy, cooling degree days, etc.) Will only be required if LESC electrical generator is likely to exceed facility electrical load at times.
4
Item
Heating system information
Sketch / schematic identifying existing installation and associated metering infrastructure.
Sketch / schematic identifying proposed installation, measurement boundary connection points and associated metering infrastructure (e.g.if a biomass boiler is being installed, will the existing boilers be operated and maintained by the ESCO; if district heating, at which side of the building heat exchangers will energy be measured).
Existing district heating piping and instrumentation diagram.
List of existing heat generators (boilers and burners), fuel type, rated output, age and condition. Manufacturers’ manuals if available.
Heat uses at supply points (e.g. lthw, dhw, swimming pool) and associated supply temperature requirements, including any seasonal variations.
Provide details of backup systems, such as local boilers or
DHW electric immersions, if the main system is undergoing maintenance or as efficient local heat sources in times of low heat load (e.g. a district heating system might be shut down in the summer if local DHW immersions can meet requirements).
Details Filename
&
Location
Non-
Verifiable?
Non-
Verifiable?
7

LESC Technical File and Baseline Data Checklist
Item Details Filename
&
Location
Existing heat generator maintenance records, including combustion efficiency test results.
Existing heating system supply and return water temperature logs (from BMS).
Where ESCO will be responsible for pumping water through an existing DH system, provide details of system, static operating pressure, any records of system pressure drops, design flow rates, current method of control.
Where ESCO will be responsible for pumping water through an existing DH system, provide full details of pumps and motors, associated pump curves.
Electrical system information
Sketch / schematic identifying existing installation and associated metering infrastructure.
Sketch / schematic identifying proposed installation, measurement boundary connection points and associated metering infrastructure.
5
Items below may include some repetition of above, and is a general catch-all.
Item Details Filename &
Location
Energy Management
Energy surveys or
Feasibility Studies
Any previous, relevant energy surveys or feasibility studies (may need to remove confidential information, such as budgetary costs).
Nonverifiable?
Non-
Verifiable?
Completed measures
List of previous energy projects that affected either the efficiency of the heat heating system or the heating load (last 3 years, longer for major investments).
Item
Completed upgrades
Details
List of completed upgrades to heating system (last 3 years,
Filename &
Location
Nonverifiable?
8

LESC Technical File and Baseline Data Checklist longer for major investments).
Capital programme
Suggested measures
List of major capital expenditures planned or deferred on building services/energy infrastructure.
Register of opportunities and/or management suggestions of areas of potential savings.
Energy management targets or plans
Any targets or specific plans that will reduce heat load on the upgraded system.
Utilities Measurement, Monitoring & Baseline Data
Number of steam Preferably schematic. Identify meters if applicable and locations recording / logging arrangements.
Number of heat meters and locations
EU Emissions
Trading Scheme
Submission
Preferably schematic. Identify recording / logging arrangements.
Existing CHP data Fuel in, metered energies out.
Differentiate between metered and calculated heat out. Note if heat out is metered before or
Renewables data
(Wind, solar, biomass)
Technical Information after any heat dump fans.
Details of renewable technologies connected. Metered generation.
Drawings - mechanical, electrical, etc.
Asset register
Controls
Facility mechanical, electrical and plumbing drawings (.DWG or
.VSD formats where possible).
Equipment manufacturer, specifications, age, condition and maintenance records (Ideally all assets should be tagged).
Control drawings (e.g. BMS screenshots), sequence of operation (e.g. Description of system control) and equipment schedules.
Item Details
Heating systems Schematic diagram.
Filename &
Location
Nonverifiable?
9

LESC Technical File and Baseline Data Checklist
Power distribution info
Asset register - onsite generation
Existing contracts List of existing operation, maintenance or service contracts that may impinge on the LESC
Maintenance / upgrade requirements
Maintenance and Capital equipment back log
Reports
Schematic diagram of power distribution systems.
Equipment list/inventory of emergency generator and CHP assets and hours of operation if available. Include age, type, output,
Oil/gas system combustion test reports
Pressure vessel test reports
Ground surveys to establish suitable
DH route
Borehole testing reports previously completed
Other reports or maintenance records that may be of use.
Environmental
Last two annual combustion test reports for oil/gas combustion systems.
Last two annual pressure vessel test reports for steam systems.
May include identification of existing services that will affect civil works.
For ground source heat pump projects.
Health & Safety
Site safety risk register
Asbestos register
10