SJDO_TE-14 Annual Energy and Water Efficiency Report.pdf

TE-14Annual Energy & Water Efficiency Report

BACKGROUND: The annual report on energy and water efficiency will be completed and submitted per the requirements, Energy & Water Efficiency, of the O&M services contract. The Contractor will meet with the SJDO Property Manager prior to the last week of the contract expiration when the contract is not being extended, or by the 5th working day of the subsequent year startup when the contract is being extended, to review and discuss the submitted report. This discussion will address past building performance and initiate the planning of energy and water efficiency efforts for the next contract year. This information will assist the property manager and regional energy coordinator in establishing energy targets in the Operational Performance Targets for energy and water for the next fiscal year.

HHS/FDA/SJDO is adopting this annual reporting procedure as a way to promote a collaborative relationship between HHS/FDA/SJDO and the Contractor. This collaborative relationship will work to better identify and address issues and opportunities for improved energy and water efficiency, as well as overall building operations. This annual report will

i. summarize actions completed during the last contract year aimed at

ii. energy and water efficiency, and assess relative degree of success and lessons learned;

iii. set operational goals for the next contract year; and

iv. identify and prioritize projects for the next contract year.

This document includes the following attachments:

v. Attachment 1 – Annual Report on Energy and Water Efficiency Template. The

Contractor shall use the template to complete the report template sec- tions for “Contract Information” and “Contractor Reporting Elements.” The SJDO Property Manager shall complete the section “SJDO Review and Response Elements.”

vi. Attachment 2 – Clarification for Completing the Annual Report on Energy and Water Efficiency. This attachment provides additional detail on the types of information to be included in the individual reporting elements found in the template.

DATA SOURCES: Contractor shall make use of the energy and water efficiency reports that were submitted each month throughout the contract period. Contractor shall also use the most recent 12 month EUAS` data available for each individual resource and for total building resource use.

INSTRUCTIONS: The incumbent Contractor shall complete the required fields in this report (see Attachment 1, Annual Report on Energy and Water Efficiency Reporting Template) and forward the completed report to the Property Manager prior to the last week of the contract expiration. (Note that in cases where a new Contractor is starting-up, they are not required to complete this report as part of their start-up.) The Property Manager shall review the submitted report; meet with the Contractor to discuss the summary of actions and outcomes reported; develop building performance targets for the new contract period; and prioritize projects, actions, and activities that will lead to energy and water efficiency improvements for the new contract period. Attachment 2, Clarification for Completing the Annual Report on Energy and Water Efficiency, provides additional detail and clarifications to assist in completing the report template.

A new Contractor starting-up work is not required to complete and submit this annual report until the last week of the contract period. However, the new Contractor shall review the last annual report submitted by the previous Contractor and complete the reporting element 7and consider results/recommendations for development of the Energy and Water Use Plan for the next contract year and submit to the CO or their designee within the first 2 weeks of the new contract. The Contractor will then meet with the Property Manager to agree upon the first year energy and water efficiency use plan.

CONTRACT INFORMATION – to be completed by Contractor in fields provided Contract number: Field for Contractor provided in template

Building number, name and address: Field for Contractor provided in template Building annual energy performance target: Field for

Contractor provided in template Building annual water performance target: Field for Contractor provided in template Dates covered in this report: Field for Contractor provided in template

Report submitted by (name of contractor, name of individual responsible for follow-up actions): Field for Contractor provided in template

Date submitted: Field for Contractor provided in template

ANNUAL REPORTING ELEMENTS – to be completed by the Contractor in fields provided. Additional guidance on completing these reporting elements is provided in Attachment 2 (Clarification for Completing the Annual Report on Energy and Water Efficiency)

1. Summary of annual use by resource – For each purchased utility re- source, provide the total annual use for the last 12 months available Field for Contractor, as shown below is provided in template.

Resource (please note units)a

Billing Period (enter dates for the most recent 12 month EUAS billing for the corresponding utility)

Yearly Use Current Year

Yearly Use Previous Year

Electricity (kWh)b

Electric demand (kW) Water (gal)c Steam (mmBtu)d

Natural gas (CCF)e

Notes:

a Units listed in this table are standard units. Should different units be reported, the Contractor shall clearly label the units being used. The same units shall be used for both the current and previous year values reported.

b Electricity shall be reported in kWh, the standard units of electric energy. The standard conversion for kWh to Btu is 3,413 Btu per 1 kWh.

c Water is typically billed in thousands of gallons (kgal). However, water should be reported in gallons (gal) on this form.

d Steam usage is typically reported in millions of Btus (mmBtu). Other units must be approved by the Property Manager.

e Natural gas can be metered/reported in hundreds of cubic feet (CCF). The standard conversion for CCF to Btu is 1,028 Btu per CCF.

2. Total energy and water use for the 12-month (contract) period – Using the most recent 12 months data from reporting element 1 above, provide the following comparisons of performance against the targets established in Exhibit 10, Operational Performance Targets):

a. Total 12-month building energy used (Btu/GSF) versus the annual energy performance target: Field for Contractor provided for con- tractor in template.

b. Total 12-month building water used (gallons/GSF) versus the an- nual water performance target: Field for Contractor provided in template.

3. Provide a summary of changes/actions completed over the contract period affecting energy and water efficiency. Include, where possible, an esti- mate of the resulting impact in terms of energy and/or water savings for the previous 12 months. Estimates may be engineering or measured (meter or BAS supported) estimates.

a. Operational changes – to address building/equipment schedule changes, set point changes, equipment/system tune-ups, and simi- lar energy and water intensive system controls and operations set- tings completed during the contract period.

Narrative field provided for Contractor to complete.

b. Building/equipment changes – to address equipment, systems, or building materials installed and/or replaced during the contract pe-riod that would impact energy use such as window replacements, new rooftop units, and building renovation start-up or completion.

Narrative field provided for Contractor to complete.

c. Occupant behavior changes – to address outcomes from occupant changes such as reductions in frequent or routine overtime utility requests and energy awareness programs. Contractor actions supporting these behavior changes should be highlighted. Narra-tive field provided for Contractor to complete.

4. Recommendations for the next contract period – provide a list of recom-mended actions that will improve energy and water efficiency that should be considered for the next contract year. Include estimates of outcomes for each recommendation, making use of supporting data and calculations when practical. Recommendations should address each operational effi-ciency, retrofit projects, and occupant behavior initiatives. Narrative field provided for Contractor to complete.

5. Contractor identified projects proposed – provide a summary of the Con-tractor identified projects that were proposed to HHS/FDA/SJDO during the contract period. Summary for each project identified should include a short de- scription of the project, estimated cost, and estimated impact on building energy and/or water use.

6. Overall Contractor assessment of performance – the Contractor will pro-vide an assessment of their overall performance in terms of energy and water efficiency performance. At a minimum, this assessment should ad-dress each of the following:

a. Energy and water use against the performance targets as meas-ured and reported, as well as against the overall building operating conditions and requirements;

b. Actions taken by the Contractor that (significantly) affected energy and water use, and the lessons learned;

c. How the Contractor would assess their energy and water efficiency performance and why, and strengths and areas for improvement.

Narrative fields will be provided for the Contractor to complete for each sub-element above.

7. Propose and prioritize efficiency measures – develop a list of the top prior-ity actions that should be completed in the next contract year. Each pro-posed action should include the estimated cost and time to complete, and estimated impact on building energy and/or water use. Narrative field pro-vided for Contractor to complete.

HHS/FDA/SJDO REVIEW AND RESPONSE ELEMENTS – to be completed by the Property Manager in the fields provided

SJDO1. HHS/FDA/SJDO Reviewing Official: Field for Property Manager provided in template. SJDO2.

Review Contractor annual report: Field for Property Manager provided in template.

SJDO3. Confirmation of meeting between Property Manager and Contractor – date, participants, and summary of outcomes. Topics and desired outcomes – agreement on planned actions and energy and water performance targets for the next contract year – are summarized in Attachment 2 (Clarification for Completing the Annual Report on Energy and Water Efficiency): Fields for Property Manager provided in template.

Attachment 1 – Annual Report on Energy and Water Efficiency Template

CONTRACT INFORMATION – to be completed by Contractor in fields provided

Contract number:

Building number, name and address:

Building 12-month energy performance target: Btu/GSF

Building 12-month water performance target: Gal/GSF

Dates covered in this report:

Report submitted by (name of contractor, and name, email, and phone number of individual responsible for follow-up actions):

Date submitted:

ANNUAL REPORTING ELEMENTS – to be completed by the Contractor in fields provided. Additional guidance on completing these reporting elements is provided in Attachment 2 (Clarification for Completing the Annual Report on Energy and Water Efficiency)

1. Summary of annual use by resource – For each purchased utility re-source, provide the total annual use for the last 12 months available.

Field for Contractor as shown below is provided in template.

Resource (please note units)a

Billing Period (enter dates for the most recent 12 month EUAS billing for the corresponding utility) (format mm/dd/yy – mm/dd/yy)

Yearly Use Current Year

Yearly Use Previous Year

Electricity (kWh)b Electric demand (kW) Water (kgal)c

Steam (mmBtu)d Natural gas (CCF)e

Notes:

a Units listed in this table are standard units. Should different units be reported, the Contractor shall clearly label the units being used. The same units shall be used for both the current and previous year values reported.

b Electricity shall be reported in kWh, the standard units of electric energy. The standard conversion for kWh to Btu is 3,413 Btu per 1 kWh.

c Water is typically reported in thousands of gallons (kgal). Water may also be reported in gallons (gal).

d Steam usage is typically reported in millions of Btus (mmBtu). Other units must be approved by the Property Manager.

e Natural gas can be metered/reported in hundreds of cubic feet (CCF). The standard conversion for CCF to Btu is 1,028 Btu per CCF.

2. Total energy and water use for the 12-month (contract) period – Using the most recent 12 months Of data, provide the following comparisons of performance against the targets established in Exhibit 10 (Operational Performance Targets):

a. Total 12-month building energy used (Btu/GSF) versus the an- nual energy performance target:

12-month energy performance target: Btu/GSF

12-month energy use: Btu/GSF

Difference between target and actual use: Btu/GSF

b. Total 12-month building water used (gallons/GSF) versus the annual water performance target:

12-month water performance target: gal/GSF

12-month water use: gal/GSF

Difference between target and actual use: gal/GSF

3. Provide a summary of changes/actions completed over the contract period affecting energy and water efficiency. Include, where possible, an estimate of the resulting impact in terms of energy and/or water savings. Estimates may be engineering or measured (meter or BAS supported) estimates.

a. Operational changes – to address building/equipment schedule changes, set point changes, equipment/system tune-ups, and similar energy and water intensive system controls and opera-tions settings completed during the contract period.

Summary:

b. Building/equipment changes – to address equipment, systems, or building materials installed and/or replaced during the con-tract period that would impact energy use such as window re-placements, new rooftop units, and building renovation start-up or completion.

c. Occupant behavior changes – to address outcomes from occu-pant changes such as reductions in frequent or routine overtime utility requests and energy awareness programs. Contractor ac-tions supporting these behavior changes should be highlighted.

4. Recommendations for the next contract period – provide a list of rec-ommended actions that will improve energy and water efficiency that should be considered for the next contract year. Include estimates of outcomes for each recommendation, making use of supporting data and calculations when practical. Recommendations should address each operational efficiency, retrofit projects, and occupant behavior ini-tiatives

5. Contractor identified projects proposed – provide a summary of the

Contractor identified projects that were proposed to during the contract period. Summary for each project identified should include a short description of the project, estimated cost, and estimated impact on building energy and/or water use.

6. Overall Contractor assessment of performance – the Contractor will provide an assessment of their overall performance in terms of energy and water efficiency performance. At a minimum, this assessment should address each of the following:

a. Energy and water use against the performance targets as measured and reported, as well as against the overall building operating conditions and requirements.

b. Actions taken by the Contractor that (significantly) affected en- ergy and water use, and the lessons learned.

c. Summary:

d. How the Contractor would assess their energy and water effi- ciency performance and why, and strengths and areas for im- provement.

7. Propose and prioritize efficiency measures – develop a list of the top priority actions that should be completed in the next contract year. Each proposed action should include the estimated cost and time to complete, and estimated impact on building energy and/or water use.

GSA REVIEW AND RESPONSE ELEMENTS – to be completed by the Property Manager in the fields provided

SJDO1. HHS/FDA/SJDO Reviewing Official:

SJDO2. Date review completed by HHS/FDA/SJDO

SJDO3. Confirmation of meeting between Property Manager and Contractor – date, participants, and summary of outcomes. Topics and desired outcomes – agreement on planned actions and energy and water performance targets for the next contract year – are summarized in Attachment 2 (Clarification for Completing the Annual Report on Energy and Water Efficiency).

Attachment 2 – Clarification for Completing the Annual Report on Energy and Water Efficiency

This attachment provides clarification on the types of information requested in the Annual Report on Energy and Water Efficiency. Entries in this clarification correspond to the numbered elements in the report template.

CONTRACTOR REPORTING ELEMENTS

9 Summary of annual use by resource (i.e., electricity, natural gas, etc.) – complete the table in the reporting template by providing the total resource usage using the most recent 12 months of information available from the EUAS. Note that in cases where the building is connected to the GSA ION EES, the Property Manager and Contractor may agree to use this data instead. (The advantage of the EES data is that the data is available in real-time, while the EUAS data are at least 1 month old before they are available.) Contractors must make sure that the use data is entered in the correct units and that these units are either the default units used in the template or they are clearly called out in the table.

10 The total energy use versus the reported 12-month energy use is an im- portant measure of the Contractor’s performance in addressing energy and water efficiency. HHS/FDA/SJDO recognizes that throughout the year, there are events that may impact resource use both adversely and positively. For this reason, the outcome of the comparison of actual use to target use is not a pass/fail proposition. HHS/FDA/SJDO will review and take into account the overall efforts of the Contractor and the range of factors that may have impacted the reported 12-month energy and water usage. Attention should be given to the following when completing these comparisons.

o The Contractor and HHS/FDA/SJDO are in agreement on data that go into the 12- month usage totals for all resources o Units of the individual energy resources used must all be converted to Btu before entering the total energy use. The conversions should make use of the conversion factors used by GSA.

11 Provide a summary of changes/actions completed over the contract period affecting energy and water efficiency, and provide estimates of their im- pacts.

Changes/actions should be presented for each of the following categories:

Operational changes, building/equipment changes, and occu- pant behavior changes.

Operational changes: Numerous research efforts have reported that building-wide energy savings on the order of 5 to 15% are usually available through better building operations practices. Better yet, many of these changes can also result in improved occupant comfort, increased equipment reliability, and safer operating conditions. For these reasons, GSA encourages its contractors to identify and implement (after approval) these types of measures (e.g. set points). Measures may address overall operations and maintenance management approaches such as:

o Metered data analysis – periodic, even daily, reviews of whole building and individual major equipment (where available) energy and water use and performance including building load profiles and performance trending.

o Developing approaches for staff to identify and recommend for ac- tion, energy and water efficiency measures.

o Providing staff training in building re-tuning, energy auditing and management, water auditing and management, existing building commissioning, BAS operations, and boiler efficiency and opera- tions.

Building/equipment operations typically offer many opportunities to im- prove savings usually attributed to large energy and water using systems, such as HVAC and lighting. Building/equipment operations strategies and approaches for energy and water efficiency include, but are not limited to, actions focused on scheduling, procedures, and work/systems control and optimization. Examples include ongoing commissioning/building tune-up activities and operations and maintenance best practices procedures iden- tifying and addressing opportunities such as those listed below:

o Revising equipment control sequences o Reducing equipment runtime o Improving economizer operations o Optimizing chilled water supply temperature and differential pres- sure reset o Delamping overlit areas such as corridors and offices

Equipment maintenance – how well the Contractor will perform preventive, predictive, scheduled and unscheduled actions to prevent equipment failures or decline in performance with the goal of increasing efficiency, reliability, and safety. Examples might include o Use of predictive maintenance technologies such as infrared o thermography to (help) inspect electrical systems, mechanical sys- tems, roofs, and insulation o Use of actual equipment runtimes as recorded by the BAS to per- form maintenance as needed instead of as scheduled o Calibration of sensors and actuators

Numerous resources that address the topics above are available at no cost:

o Building re-tuning approach focuses on improving the operations and maintenance of (large) building controls systems. The re- tuning methodology is highly structured to identify and implement no-cost/low-cost energy savings. For more information visit http://www.pnnl.gov/buildingretuning/training.stm o Impact of E4 Training and Field Auditing of GSA Heartland Facilities provides a summary of the measures taken and results realized from a building tune-up effort at multiple GSA buildings.

o GSA offers the Shave Energy program. Ask the Property Manager to con- tact the Regional Energy Manager to obtain more information through the password-protected Shave Energy website at https://sites.google.com/a/gsa.gov/national-http://www.pnnl.gov/buildingretuning/training.stm shave-energy-program/ o Operations and Maintenance Best Practices – A Guide to Achieving

Operational Efficiency (Release 3.0) outlines best practices that will help building owners and operators implement effective O&M for systems and equipment found at their facilities.

Building/equipment changes may present unique opportunities to realize energy and/or water efficiency improvements. These changes may be driven by the need to replace failed or end-of- life equipment/systems, or simply by the economics where the energy and/or water savings will “pay for” the investment of purchasing and installing the new equipment. In cases where replacement is needed because of failure, unreliable operations, or end of useful life, a replacement approach should take into consideration the efficiency opportunities available because these opportunities will not be available again until the next replacement cycle. It is for this reason that, per Federal regulation, a life-cycle cost analysis is to be completed as part of the replacement project design. Sites are strongly discouraged from using a like-in-kind replacement approach for replacement and retrofit projects because this approach relies on old and usually inefficient technologies to reduce design costs, and the perception of reduced risk when operating.

HHS/FDA/SJDO encourages its contractors to identify and propose replacement and retrofit projects that will improve building operations and result in increased energy and/or water efficiency. Resources available to help identify energy and water efficient products are available through Energy Star® and FEMP covered products.

Occupant behavior changes can also result in significant resource savings. One area that HHS/FDA/SJDO would like to highlight is working with the building tenants to minimize the impact of overtime utility requests. The monthly energy and water efficiency report includes a section to summarize the overtime utility requests for each monthly period. This report section should capture the actions taken by the Contractor to identify and implement related opportunities that were proposed to HHS/FDA/SJDO and/or initiated, such as identification of satellite equipment/systems that provide services only locally and at the tenant’s expense; tenant submetering of utilities for awareness and/or tenant billing (cost allocation);

coordination with the tenants on criteria for overtime utility requests; and building-wide energy awareness activities. The outcome for each of these respective actions should be characterized.

12 Recommendations for the next contract period – provide a list of recom- mended actions that will improve energy and water efficiency that should be considered for the next contract year. Include estimates of outcomes for each recommendation, making use of supporting data and calculations when practical. Recommendations should address operational efficiency, retrofit projects (see reporting item 5 below for additional presentation of information for retrofit projects, and occupant behavior initiatives). Examples might include new start-up and shut-down strategies, adjustment of set-points, building tune-up training and implementation, Shave Energy participation, metered data analysis, overtime utility reduction programs, etc.

13 Contractor identified projects proposed – provide a summary list of recommended projects that, based on the Contractor’s estimates, can in- crease the energy and/or water efficiency of the building. These projects may address replacing end-of-life equipment/systems, retrofitting existing equipment/systems based on cost-effectiveness resulting from resource savings (energy, water, and/or staff time), or installing new equipment such as sensors that can support improved systems operations. At a minimum, include the following information for each proposed project: brief description of the project and its intended outcome; equipment/systems being addressed;

proposed solution; estimated cost; estimated time to complete the project;

estimated savings by resource; and identification of potential risks or installation issues. Background information including po- tential equipment information, design sketches (if available), and resource savings calculations should be available for HHS/FDA/SJDO if this information is requested.

14 Overall Contractor assessment of performance – provide a summary assessment of the Contractor performance that addresses the energy and water efficiency realized in the building for the contract period. This assessment should take into account the building’s performance against the established performance targets allowing for consideration given to performance variables such as weather, occupancy including overtime utility requests, major systems condition, and Contractor implemented measures. Contractor implemented measures should be summarized and assessed for their performance against estimates and overall performance. The assessment should also address the Contractor’s performance against the measures agreed upon by HHS/FDA/SJDO and the Contractor at the start of the contract period. Include an overall assessment of performance in terms of success, areas/opportunities for improvement, and les- sons learned.

15 Propose and prioritize efficiency measures for the next contract year – provide in priority order (highest priority first) the efficiency measures that the Contractor proposes for the new contract year. Measures may be operational changes, building/equipment changes, and/or occupant behavior-based action that are intended to cost-effectively support resource efficiency improvement. Include for each proposed action the estimated cost to complete and estimated impact on building resource use. It is recommended that support actions required for action implementation also be listed.

HHS/FDA/SJDO REVIEW AND RESPONSE ELEMENTS

SJDO1. HHS/FDA/WEA Reviewing Official:

SJDO2. Date review completed by HHS/FDA/SJDO:

HHS/FDA/SJDO3. Confirmation of meeting between Property Manager and Contractor – date, participants, and summary of outcomes. This annual reporting process was developed to obtain these key outcomes:

o Review the Contractor’s overall performance in supporting and achieving HHS/FDA/SJDO’s goals for energy and water efficiency. This review is accomplished by reviewing the overall energy and water use against the established targets, reviewing the actions completed during the contract year, and subjectively assessing the Contractor’s overall performance.

This is not intended to be a pass/fail exercise, but rather an opportunity for the Contractor and HHS/FDA/SJDO to re- view and discuss expectations and their associated outcomes.

o Identify and prioritize energy and water efficiency actions to be completed during the next contract year. These measures will be primarily identified by the Contractor in their report recommendations, and through discussions with the Property Manager, which will take into account building plans and needs, tenant concerns, and HHS/FDA/SJDO’s estimate of what are reasonable and achievable targets. Outcomes should be an agreement between the Contractor and HHS/FDA/SJDO on the following:

A prioritized list of actions to be addressed during the next contract year Revised energy and water performance targets for the next contract year.

An approach to developing revised energy and water performance targets is as follows:

Review most recent 12-month performance – Btu/GSF and Gal/GSF.

Identify factors (independent variables) impacting energy and water use over the review period such as space vacan- cies, tenants moving in, extreme and/or mild weather, major equipment issues and failures, new building equipment and/or materials installed, overtime utility requests. Using estimates subjectively assess the impact of these factors.

Identify adjustments for planned building activities during the next contract year– scheduled vacancies/move-outs, tenants moving in, planned renovation and retrofit projects, new ten- ant support requirements, etc.

Estimate the energy and water use impact resulting from efficiency measures agreed upon by the Contractor and during this annual review. Savings from individual measures should be based on their estimated completion date.

Baseline consideration that takes into account the building energy and water performance against of other similar build- ings. This adjustment recognizes that different buildings have different levels of efficiency opportunities available. For example, buildings achieving an Energy Star® designation (Energy Star® rating of 75 or greater) should, in general, have fewer cost-effective opportunities than building with lower ratings. Buildings may also be compared against other similar GSA buildings as identified.

It is strongly recommended that the Property Manager engage the Regional Energy Coordinator in the annual review, prioritization, and target setting process.