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Development Engineering Process for Energy Performance Contracting

Discovery

Purpose: Gather relevant information about the Prospect and explore project opportunity. Conduct background research on prospect and hold meeting to discuss District needs/challenges.

Discovery

Goal: Gain a better understanding of project opportunity/feasibility based on existing conditions and District needs, challenges, and goals. Receive approval to proceed with Energia Financial Assessment.

Before the Meeting

  • Project Engineer assists Sales Coordinator with Background Write Up & Vetting Template

  • Sales Coordinator schedules Discovery meeting with Prospect to be attended by Sales Executive and Project Manager

  • Sales Executive and Project Manager review Background Write Up and meet to discuss plan for meeting

  • Project Manager reviews State statute to ensure understanding of EPC process

During the Meeting

  • Ask Discovery Meeting Questions to gain insight into Client needs and challenges

  • Discuss opportunities to explore through an EPC

  • Discuss Energia Financial Assessment and gauge Propsect interest in executing agreement with Energia (Non-NY) and/or to proceed with assessment (NY)

After the Meeting

  • For NY Prospects, Project Manager follows up with EFA Data Needs Doc and sends Letter of Understanding (LOU) or Energia-Owner Agreement, if requested

  • For Non-NY Prospects, next immediate step is to secure an agreement either through Energia's Owner Agreement or through a purchasing cooperative (ie. TIPS)

  • If Prospect gave approval to proceed with agreement or Energia Financial Assessment (EFA), Sales Coordinator to create Project Record in Netsuite and schedule Kick Off Meeting

Energia Financial Assessment (EFA)

  • Purpose: Conduct analysis of District utility data and existing conditions to determine estimated savings and EPC opportunity.

  • Goal: Determine feasibility of EPC and receive approval from Client for appointment of Energia as their Owner's Representative if opportunity is present.

EFA Kick-Off Meeting

EFA Kick-Off Meeting

After the Meeting

  • Project Manager updates project schedule, billing schedule, and establishes baseline in Netsuite after Sales Coordinator creates Project Record

  • Sales Coordinator schedules EFA Kick Off Meeting to be attended by Sales Executive, Project Manager, and Client

  • Project Manager customizes EFA Data Needs document and Milestone Schedule

Before the Meeting

During the Meeting

  • Project Manager discusses EFA Methodology and reviews EFA Data Needs and Milestone Schedule with Client

During the Meeting

After the Meeting

  • Project Manager updates and sends EFA Data Needs document and Milestone Schedule based on Client feedback

  • Project Engineer creates Letters of Authorization, if required, to request utility data from Client providers

  • Project Manager and Project Engineer work together to gather EFA Data Needs from Client in accordance with Milestone Schedule

EFA Development

EFA Development

  • After receipt and review of data, Project Engineer populates EFA Calc Sheet to determine savings and Total Contract Value (TCV)

  • Project Manager and Project Engineer conduct site visits of select facilities

  • Project Manager and Project Engineer develop Energia Financial Assessment Report (Non-NY) and EFA Overview Presentation (NY and Non-NY)

  • Sales Coordinator schedules EFA Overview Meeting with Client, Project Manager, Project Engineer, and Sales Executive

EFA Overview Meeting

Before the Meeting

  • Project Manager, Project Engineer, and Sales Executive hold prep call to create a plan for the meeting

  • Project Manager sends Energia Financial Assessment Report to Client for their review (Non-NY)
  • Sales Executive begins with introductions and activity to date

  • Project Manager reviews EFA Overview Presentation and discusses next steps (issue RFP or RFQ for ESCO)

During the Meeting

  • Project Manager conducts additional presentations as necessary

  • Sales Executive and Project Manager seek approval to begin developing a Request for Proposals/Qualifications for ESCO

  • Project Manager updates Netsuite Project Schedule

After the Meeting

Energia Project Proposal Competition

Energia Project Proposal Competition

Purpose: Issue a Request for Proposals or Qualifications (RFP/Q) for Energy Performance Contract (EPC) proposals on behalf of the Client

Goal: After receipt and review of proposals, Client approves one Energy Services Company to proceed with the Comprehensive Energy Audit (CEA)

RFP Prep Call

RFP Prep Call

  • Project Manager schedules RFP Prep Call for Project Manager and Client to review data requests and outline the next steps and tentative timeline

  • Project Manager updates RFP Prep Call Agenda document based on past discussions

Before the Meeting

  • Project Manager reviews RFP Prep Call Agenda and ESCO RFP Scorecard to determine RFP scope, timeline, and evaluation criteria

During the Meeting

After the Meeting

  • Project Engineer drafts RFP Front-End document

  • Project Manager works to gather RFP appendices items and shares draft RFP (NY RFP & Non-NY RFP) with Client for legal review

  • Project Engineer updates RFP based on feedback from Client/Legal review

RFP Kick-Off Meeting

RFP KO Meeting

Before the Meeting

  • Project Manager finalizes timeline for RFP Issuance with Client and schedules RFP Kick Off Meeting

  • Project Manager issues ESCO Notification email to Master ESCO Listing two weeks prior to RFP Kick Off Meeting date including notice of upcoming RFP Issuance and RFP Kick Off Meeting

  • RFP Phase ESCO Tracker can be used to maintain a list of potential respondents throughout RFP phase

  • Project Manager issues RFP to ESCOs one week prior to the RFP Kick Off Meeting

  • Project Manager updates RFP Kick Off Agenda to note key RFP notes to be discussed
  • Project Manager review RFP Front-End document at high-level and addresses any general questions related to the document

During the Meeting

After the Meeting

  • Project Manager issues complete RFP Package to all ESCOs that attended the RFP Kick Off Meeting

  • Project Manager responsible for addressing any ESCO questions throughout the walkthrough period and issues responses to all ESCOs via Addendum

RFP Evaluation Process

  • Project Manager receives RFP Proposals on Due Date and issues RFP Initial Results Email

  • Project Engineer responsible for reviewing RFP proposals and populating Scope Comparison Spreadsheet and RFP Spreadsheet to assist with RFP evaluation

  • Project Engineer issues Requests for Information to ESCOs to gain more insight, challenge assumptions, and request missing information per the RFP Proposal Review Checklist

  • After finalizing review, Project Engineer develops RFP Overview presentation

  • Project Manager schedules RFP Overview Meeting with Project Engineer and Client to review presentation and prepare for oral interviews

RFP Overview Meeting

RFP Overview Meeting

  • Project Manager reviews RFP Overview Presentation created by Project Engineer

  • Project Manager, Project Engineer, and Sales Executive meet to discuss plan for RFP Overview Meeting

Before the Meeting

  • Project Manager, Project Engineer, and Sales Executive review RFP Overview Presentation with Client

  • Project Manager and Project Engineer address any questions from Client

  • Project Manager discusses timeline for next steps and coordinates date for ESCO Interviews and ESCO Appointment

During the Meeting

After the Meeting

  • Project Manager schedules ESCO Interviews and notifies ESCOs
  • Interviews are scheduled for 1-hour with each ESCO having 45 minutes to share a presentation and remaining time being used for additional questions

  • Project Manager leads ESCO Interviews to be attended by Project Engineer and Client and asks key questions to each ESCO

RFP Approval and ESCO Appointment

  • Following Client approval, Project Engineer populates RFP Evaluation Criteria Chart for each ESCO and drafts RFP Evaluation Letter

  • Project Manager sends RFP Evaluation Letter and RFP Resolution Letter to seek approval for the recommended ESCO to proceed with the Comprehensive Energy Audit (CEA)

  • Project Manager creates RFP BOE Presentation and combines with slides provided by recommended ESCO

  • Project Manager updates Netsuite Total Contract Value, Fee, and Billing Schedule based on recommended ESCO's proposal

  • After approval of the RFP Resolution, Project Manager schedules CEA Kick Off Meeting with Project Manager, ESCO and Client

Final Scope and Savings Agreement

Final Scope and Savings Agreement

  • Purpose: ESCO performs Comprehensive Energy Audit (CEA) to finalize ECM scope of work, pricing, and guaranteed savings in coordination with Energia and Client

  • Goal: Comprehensive Energy Audit results in EPC Agreement that is approved and executed by Client Governing Board

CEA Kick-Off Meeting

CEA Kick-Off Meeting

  • Project Manager sends Co-Authored Schedule Template to ESCO for agreement on timeline and key milestones prior to Kick Off Meeting

  • Project Manager updates Netsuite Project Schedule based on Co-Authored Schedule

  • Project Manager creates CEA Kick Off Meeting Agenda

Before the Meeting

  • Project Manager explains CEA Process and reviews CEA Kick Off Meeting Agenda with Client

  • Project Manager, Project Engineer, and ESCO look to confirm CEA Status Meeting dates with Client and shares expectations of each status meeting based on CEA Progress List

During the Meeting

After the Meeting

  • Project Manager issues hold dates for all CEA Status Meetings (30/60/90) based on Co-Authored Schedule

CEA Process

  • Project Manager responsible for ensuring adherence to Co-Authored Schedule timeline as ESCO performs CEA

  • Project Engineer leads CEA Status Meetings to be attended by Project Manager, ESCO, and Client

  • After completion of CEA, Project Engineer reviews CEA report and issues Requests for Information to gain more insight, challenge assumptions, and request missing information per the CEA Review Checklist

  • Project Manager and Project Engineer review EPC Agreement and address comments from Client's legal counsel

  • After final review and approval, Project Engineer prepares CEA Evaluation Letter to be signed by Project Manager and delivered to Client

EPC Agreement Approval

Contract Execution

  • Purpose: Energia and ESCO present and seek approval from Governing Board for execution of the EPC Agreement with the selected ESCO

  • Goal: Governing Board approves and executes EPC Agreement with the selected ESCO
  • Project Engineer drafts resolutions for approval of EPC Agreement including SEQRA Type I or SEQRA Type II Resolution and EPC Resolution authorizing execution of the EPC Agreement

  • If necessary, Project Manager creates CEA Approval Presentation and combines with selected ESCO's slides

Before the Meeting

  • Project Manager and ESCO share presentation, address any questions, and seek approval of EPC Resolution and SEQRA Resolution from Governing Board

During the Meeting

After the Meeting

  • Project Manager and ESCO work to secure executed EPC Agreement from Client

  • Project Manager updates Netsuite Total Contract Value, Fee, and Billing Schedule based on final Contract value

  • Project moves to Design phase

Sample SD, XX

EPE Services Folder

  • When creating a new project folder, copy and paste the Sample SD, XX folder into the EPE Services folder and rename

0. Discovery

0. Discovery

1. EFA

1. EFA

a.    EFA Data Needs

b.     Letters of Authorization

c.     Utility Cost-Usage Data

d.     Account Listing/Data Collection Sheet

e.     Five Year Plan – Capital Plan

f.      Calc Sheet

g.     Pro-Forma Cash Flow

h.     Final EFA  

2. RFP

2. RFP

a.     RFP Prep Call

b.     Kick Off Meeting

a.     ESCO Listing

b.     Kick Off Meeting Procedures

c.     General District Information

d.     RFP Package

e.     ESCO Reponses

f.      RFP Evaluation

a.     ECM Scope Comparison Spreadsheet

b.     RFP Spreadsheet

c.     Requests for Information

d.     RFP Overview Presentation

g.     Recommendation & Resolutions

a.     ESCO Interviews

b.     Evaluation Materials

c.     Presentation & Resolution 

3. CEA & Contract

a.     CEA Kick Off Meeting

b.     CEA Status Updates

c.     Draft CEA & Contract

d.     CEA Evaluation

e.     Final CEA & Contract

f.      Resolutions

3. CEA & Contract

Netsuite

How To: Netsuite

  • Setting Up New Project Record
  • Establishing Baseline
  • Setting Billing Milestones
  • Project Status Updates
  • Completing Tasks/Billing Milestones
  • Tracking Project Communication
  • Project Management Dashboard

New Project Record

  • After EFA approval, Sales Executive provides Sales Coordinator with Total Contract Value (TCV) and Energia's Fee

  • Sales Coordinator creates Project Record in Netsuite

  • Project Manager updates project schedule, billing milestone schedule, and establishes baseline
  • Under Financial tab, Project Manager ensures that Billing Type is set to Charge-Based

  • Under Fixed Fee Rules, Project Manager creates New Milestone Rule for each billing milestone in accordance with Energia Proposal

Billing Milestones

  • Project Manager updates Name, Milestone/Task, Amount, and Billing Item

  • NY Billing Milestones:
  • Contract Execution
  • Amount = 30% of Total Fee
  • Billing Item = EPC Milestone 1
  • SED Submission
  • Amount = 30% of Total Fee
  • Billing Item = EPC Milestone 2
  • SED Approval
  • Amount = 30% of Total Fee
  • Billing Item = EPC Milestone 3
  • Substantial Completion
  • Amount = 10% of Total Fee
  • Billing Item = EPC Milestone 4

Milestone Schedule

  • Non-NY Billing Milestones:
  • ESCO Selection
  • Amount = 20% of Total Fee
  • Billing Item = EPC Milestone 1
  • Completion of CEA
  • Amount = 25% of Total Fee
  • Billing Item = EPC Milestone 2A
  • Contract Execution
  • Amount = 15% of Total Fee
  • Billing Item = EPC Milestone 2B
  • Completion of Plans and Specs
  • Amount = 25% of Total Fee
  • Billing Item = EPC Milestone 3
  • Substantial Completion
  • Amount = 15% of Total Fee
  • Billing Item = EPC Milestone 4

Establishing the Baseline

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Status Updates

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Completing Tasks

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Logging Calls/Emails

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