Money for Facility Projects of Any Size Presented By: Steve Craker – CESA 10 Preparing to ask for money -Planning, Planning, Planning!!!

Facilities Starting Point – Five-Year Facilities Plan Conversation with the District Evaluate and determine needs Collect plans and data Also benchmark each facility.

Facilities Planning with Key Stakeholders Communication, Communication, Communication! Facilities Breakdown any communication silos and get all affected and/or interested people involved in the initial planning phases

Key personnel in the district include – Board, District Administrator, Business Manager, B&G, folks who work in the areas to be disturbed, Key personnel outside of the district – Consultants, Insurance Company, City Engineer, State Inspectors, Community Members Facilities

Strategy to determine priorities – Depends on current state of infrastructure – Needs of District (Growth, Decline, Consolidation, etc…) – Long range “Capital” upgrades – Short range “need to fix or repair” items Facilities

Prioritize projects/activities — What needs to be done imminently for efficiency reasons (could be the same): HVAC? Roof? Projects with high return on investment (e.g. lighting) Facilities

Facility Study – Facility Study - Architect, Engineering Firm, ESCO, Vendors – Lighting, Mechanical, Roofing, etc… Identify Projects that have a good return on investment (ROI)– If you later decide to do performance contracting, you can tie them in with projects that may not have quite as good ROI. Facilities

Types of audits: (per ASHRAE) Preliminary Energy Use Analysis Level I: Walk-Through Analysis. Level II: Energy Survey and Analysis. Level III: Detailed Analysis of Capital- Intensive Modifications. INVEST in the most in-depth you can afford Facilities

Preliminary Energy Use Analysis. This involves analysis of historic utility use and cost and development of the energy utilization index (EUI) of the building. Compare the building’s EUI to similar buildings to determine if further engineering study and analysis are likely to produce significant energy savings. Facilities

Level I: Walk-Through Analysis. This assesses a building’s current energy cost and efficiency by analyzing energy bills and briefly surveying the building. The auditor should be accompanied by the building operator. Level I analysis identifies low-cost/no-cost measures and capital improvements that merit further consideration, along with an initial estimate of costs and savings. The level of detail depends on the experience of the auditor and the client’s specifications. The Level I audit is most applicable when there is some doubt about the energy savings potential of a building, or when an owner wishes to establish which buildings in a portfolio have the greatest potential savings. The results can be used to develop a priority list for a Level II or III audit. Facilities

Level II: Energy Survey and Analysis. This includes a more detailed building survey and energy analysis, including a breakdown of energy use in the building, a savings and cost analysis of all practical measures that meet the owner’s constraints, and a discussion of any effect on operation and maintenance procedures. It also lists potential capital-intensive improvements that require more thorough data collection and analysis, along with an initial judgment of potential costs and savings. This level of analysis is adequate for most buildings. Facilities

Level III: Detailed Analysis of Capital-Intensive Modifications. This focuses on potential capital-intensive projects identified during Level II and involves more detailed field data gathering and engineering analysis. It provides detailed project cost and savings information with a level of confidence high enough for major capital investment decisions. The levels of energy audits do not have sharp boundaries. They are general categories for identifying the type of information that can be expected and an indication of the level of confidence in the results. In a complete energy management program, Level II audits should be performed on all facilities. Facilities

Goal - Defined Project List

Use the knowledge of the facilities (from the audit and hazard identification plan), to get all parties on the same page when thinking of prioritizing projects. Facilities/ Environmental

Project Funding / Financing – Where is the money coming from? Referendum Revenue Limit Exemption for Energy Efficiency Projects Other Sources of Funding or Fund Support Facilities/ Environmental

1. Referendum — takes even more planning- - not going to go into that here 2. Revenue Limit Exemption for Energy Efficiency Projects 3. Other Sources of Funding or Fund Support Local, State Trust Fund, Grants, Incentives Facilities/ Environmental

Using Performance Contracting Considerations and Special Considerations for Wisconsin under and PI 15: RFQ / RFP Project Development Agreement (PDA): BEWARE Public Notice Performance, Material and Payment Bonds Prevailing Wage Facilities

Time allocation – Important through the lifecycle of the project – attempt to allocate as much time a possible Work with reputable contractors – check references Low bid is not always the best way to go Do things right the first time Know the regulations or partner with someone who does – i.e. 10 day notification Ensure your budget includes a plan for all costs including costs you are not aware of i.e. environmental concerns/abatement Follow the regulations – if you know them and choose not to follow them that is even worse Examples of jobs that went well and jobs that were tough and why. Other Thoughts

When asking for money – be prepared! Why do you need it? What is in it for ME – know your audience (the district, the administrator, the board, the community, etc….)? PROVE IT! Summary

Questions and Discussion