Energy Performance Contracts
Handbook
Sample Document: Stage 3 Workbook
December 2013
Sustainable Energy Authority of Ireland – National Energy Services Framework
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TABLE OF CONTENTS
3
EPC DETAILED APPRAISAL .......................................................................................... 3
3.1 INTRODUCTION .......................................................................................................... 3
3.2 PROJECT PLAN .......................................................................................................... 3
3.3 ASSEMBLE TECHNICAL FILE AND BASELINE DATA ............................................................... 4
3.3.1 Baseline Data ................................................................................................................................................ 4
3.3.2 Technical File ................................................................................................................................................. 9
3.4 HUMAN RESOURCES ...................................................................................................13
3.4.1 Project Structure ........................................................................................................................................... 10
3.4.2 RACI Chart ................................................................................................................................................... 11
3.4.3 Procurement of External Services .................................................................................................................. 12
3.4.4 Information Flows & Reporting Systems ........................................................................................................ 12
3.5
DETAILED APPRAISAL .................................................................................................13
3.5.1 Scope of contract .......................................................................................................................................... 13
3.5.2 Contract Model ............................................................................................................................................. 14
3.5.3 Financial Analysis......................................................................................................................................... 15
3.6 STAGE GATE – APPROVAL TO PROCEED TO PROCUREMENT ................................................. 18
3.6.1 Public Sector Requirements ........................................................................................................................... 19
SAMPLE DOCUMENTS TO ACCOMPANY THIS WORKBOOK .............................................. 20
SAMPLE DOCUMENT: TECHNICAL FILE AND BASELINE DATA ................................................................. 20
SAMPLE DOCUMENT: PES FORM ...................................................................................................... 20
EPC Stage 3 Workbook
December 2013
Sustainable Energy Authority of Ireland – National Energy Services Framework
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3 3: EPC Detailed Appraisal
3.1
Introduction
This workbook follows the format and numbering of the on Energy Performance Contracts (EPC) Handbook. All
guidance notes to this workbook are provided in the Handbook on EPCs and should be read while filling out this
workbook.
3.2
Project Plan
The table below outlines the steps to follow in the project plan.
Project Plan steps
Identify the project development
process and detailed steps
Identify project development
timeframe
Review and establish if current
human resources are adequate to
deliver the project
Establish project development
budget requirements
EPC Stage 3 Workbook
December 2013
Sustainable Energy Authority of Ireland – National Energy Services Framework
3.3
Assemble Technical File and Baseline Data
3.3.1 Baseline Data
The tables below should be completed, but further data should be kept electronically. Further details of
meter installation, etc. should be provided in the Technical File and Baseline Data.
Baseline data
Electricity Bills
kWh
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Total
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Total
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Total
2011
2012
2013
Cost
2011
2012
2013
Fossil Fuel Bills
Unit
Jan
2011
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2013
Cost
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Total
2011
2012
2013
Other Utility Bills
Unit
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
2011
2012
2013
Cost
2011
2012
2013
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Identify energy data being recorded, its resolution (e.g. 15-minute, daily, monthly readings) and
period for which it is available (e.g. May 2013 – present)
Recorded energy data
Meter name
Area metered
EPC– Stage 3 Workbook
Unit and
resolution
Starting
period
Ending period
Data filename
and location
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Sustainable Energy Authority of Ireland – National Energy Services Framework
Identify activity data being recorded and the period for which it is available.
Recorded activity data
Activity
Area
applicable to:
Starting
period
Ending period
Comment
Data filename
and location
Identify environmental data being metered and recorded (e.g. temperatures).
Recorded and metered environmental data
Sensor name
Area
applicable to:
EPC– Stage 3 Workbook
Unit and
resolution
Starting
period
Ending period
Data filename
and location
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Sustainable Energy Authority of Ireland – National Energy Services Framework
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Notes
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December 2013
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3.3.2 Technical File
Assemble the Technical File
and Baseline Data
Status
(delete as appropriate)
1.
2.
3.
EPC– Stage 3 Workbook
To start
In hand
Complete and ready for use
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Sustainable Energy Authority of Ireland – National Energy Services Framework
3.4
10
Human Resources
3.4.2 Project Structure
The following table will help you to identify the human resources that are needed.
Human resources required
Sponsor
Strategic Group
Client organisation coordinator
Client organisation
representative
financial
Project Manager
Project Supervisor Design
Process
Project Team
Energy manager
Technical expert
Maintenance manager
Stakeholder Manager
Procurement expert
Project Supervisor Design
Process
External Support Requirements
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Sustainable Energy Authority of Ireland – National Energy Services Framework
Figure 3.1: Project structure chart
Strategic Group
(Chaired by Sponsor)
Sponsor
Project Manager
Solicitor
Energy Consultant
Human Resources &
Communications
Maintenance
Accounting & Procurement
3.4.2 RACI Chart
An example RACI chart is provided below; it should be modified to reflect your organisational
arrangements.1
Responsibility assignment matrix
Sponsor
Project Mgr.
(& Team)
Contract
Manager
Energy/
Engineering
Consultant
Solicitor
Stage 1
Stage 2
EPC Assessment
Stage 3
Technical File &
Baseline Data
Stage 4:
Procurement
Stage 5: Works
Stage 5:
Contract mgt
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Strategic
Group
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Based on the above, it is recommended that you complete a project structure chart
3.4.3 Procurement of External Services
Procurement of services of external professionals
External professional
requirements
3.4.4 Information Flows & Reporting Systems
Information Flows & Reporting Systems
Reports
Meetings
EPC– Stage 3 Workbook
December 2013
Sustainable Energy Authority of Ireland – National Energy Services Framework
3.5
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Detailed Appraisal
3.5.1 Scope of contract
Project physical scope and client requirements
Physical scope of contract
Client requirements
Client boundaries
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3.5.2 Contract Model
EPC Contract Model
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Sustainable Energy Authority of Ireland – National Energy Services Framework
3.5.3 Financial Analysis
Spreadsheet analyses should be created and attached and used to complete the tables below.
Project Financial Analysis
Existing annual utility
Cost (ex. VAT)
Quantity
Costs (€) and energy usage of the
facility, or facilities, within the scope
of this project.
Units
(kWh, litres etc)
Electricity
Gas
Others (specify):
TOTAL
Euro (ex. VAT)
Quantity
Units
(kWh, litres etc)
Electricity
Gas
Others (specify):
TOTAL
Project capital budget
Expected economic life of the
project / specific investment
measures
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Expected project net savings
Simple Project Payback (years)
Expected Project Internal Rate of
Return
EPC Financial Analysis
Client Perspective
ESCO Perspective
Capital budget
Project Works
Overhead
Expected project net savings
Project
Interest on capital
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Overhead
Expected contract term
Internal Rate of Return
Net Present Value
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Sustainable Energy Authority of Ireland – National Energy Services Framework
3.6
Stage Gate – Approval to Proceed to Procurement
Approval To Proceed to Procurement
Recommendation to proceed:
Name
Position
Signature
Date
Approval in principle by senior
accounting official / director of
finance:
Name
Position
Signature
Date
Approval in principle by Chief
Executive Officer or equivalent:
Name
Position
Signature
Date
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3.6.1 Public Sector Requirements
Public Sector: Must the project be
submitted to the Central Expenditure &
Evaluation Unit (CEEU)?
[Yes / No]
Approval in principle by Sanctioning
Authority:
Name
Position
Signature
Date
SEAI Detailed Readiness Assessment
Sign Off:
Name
Position
Signature
Date
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Sample Documents to Accompany Stage 3 Workbook
Sample Document: Technical File and Baseline Data
Sample Document: PES Form
EPC– Stage 3 Workbook
December 2013