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STATEMENT OF WORK

Project Title:

Southeast Rebuild Collaborative (SRC) Public Sector Energy Efficiency Project

Contractor:

Florida Department of Environmental Protection - FL Energy Office
2600 Blair Stone Road, MS-19
Tallahassee, FL 32399-2400
(850) 245-8279

Program Area:

Rebuild America

Partners:

Mississippi Development Authority
Alabama Department of Economic and Community Affairs
Jackson Electric Membership Corporation
Southface Institute and Sustainable Atlanta Roundtable

Sarasota County (Rebuild Partnership)

Georgia PTA-GA Green and Healthy Schools Initiative

Florida Solar Energy Center (FSEC)

Institute for Building Technology and Safety (ITBS)

Public Technology Institute (PTI)

The Sheinkopf Group

Council of Education Facility Planners International (CEFPI)

Catalyst Financial Group, Inc.

Project Description:

Project is aimed at influencing at least 1,300 institutions to promote a culture of energy efficiency and best management practices and have at least one building upgrade project underway in at least 10% of those institutions in this time frame. The aim is for the collaborative to be self-sustaining after the 30-month period. The collaborative has established a team of contractors who will provide quick response to institutions needing guidance to move projects from concept to completion, selection of institutions to assist in defining projects, on-site technical support for projects, and verification and documentation of results..

Management Plan (Approach):

The unique nature of STAC requires that projects be supported by multiple State entities, and to the extent necessary any other entity. As indicated in the STAC Agreement, it is the Contractor’s responsibility to coordinate the execution of work under the Contract, incorporated by reference hereto. Contractor, in conjunction with the other State entities, and to the extent necessary any other entity, shall conduct the project in accordance with the Management Plan (approach) described below.

The Southeast Rebuild Collaborative (SRC) is a partnership of the state energy offices of Florida, Alabama, Georgia, Mississippi, and South Carolina in cooperation with The Cadmus Group created to establish a self sustaining energy efficiency program to ensure that governments, school districts, higher education institutions and the low-cost, multi-family housing sector pursue superior energy management.  Through the 30-month project, the SRC intends to: (1) directly influence at least 1,300 institutions -- encouraging them to promote a culture of energy efficiency and establish best management practices; and (2) transform 10% of the organizations influenced -- indicated by at least one building upgrade project within the institution under way, demonstrating best energy efficiency design and practices.  If successful, the multi-state program will become self-sustaining after a 30-month start-up period supported by STAC.

1.1 Task 1: Moving Projects from Conception to Completion

Since the days of the oil crisis thirty years ago, institutions have known that energy can be managed.  The price of energy and the fluctuation of staff expertise conspire against permanent integration of best energy management practices into facilities departments.  As a result, institutions are aware that energy can be saved, but barriers preventing them from taking projects from conception to completion.  The purpose of Task 1 is to introduce facility managers to the SRC program, respond to telephone technical support questions, remove barriers, and guide them through the program in a self-service mode.  The task will address core needs by focusing on the following aspects:

• Removing barriers to project implementation.
• Providing a comprehensive methodology that institutions can easily adopt.
• Making a commitment, assessing performance and setting goals with a low-cost, nationally approved method to establish a baseline and analyze financial opportunities.
• Using various forms of reward and recognition for institutions that complete projects.

SRC's goal of collaborating with approximately 650 institutions per year will be achieved by reaching out to organizations with whom SRC's offices have existing relationships, by responding to ad-hoc calls from interested parties that learn about this project, and by reaching out electronically via existing list-serves that reach facility, budget, environmental and health officials in SRC's five states.

If institutions call SRC, SRC will address their technical question and then present them with the opportunity to save even more energy by adopting our performance platform.  If they are responding to SRC's outreach, SRC will invite them to participate in this program.

Removing Barriers to Implementation.  Public sector institutions in southeastern states face many problems that go beyond hurricane-induced reconstruction.  SRC believes that a key aspect to overcoming those problems consists of providing technicians and decision-makers with ready-made materials and technical responses when they need them.  Rather than investing in a Web site or developing a clearinghouse of materials, SRC plans to use existing resources pooled together by organizations such as Southface, the Florida Solar Energy Center, SRC's State Energy Offices and federal programs at DOE and EPA.  SRC project team partner, the Cadmus Group, has extensive experience leveraging resources from existing Web sites, including the following examples.  Utilityreportcard.com is a Web-based Energy Information System created by EnergySmart Schools and the Florida Solar Energy Center.  The site reports on and graphs monthly utility data for schools in order to streamline the benchmarking process.  Eere.energy.gov is a DOE energy efficiency and renewable energy Web site referenced frequently in energy efficiency training sessions.  Energysavers.gov is a partnership for home energy efficiency between joint partners DOE, EPA and the U.S. Department of Housing and Urban Development (HUD).  Based on SRC's familiarity with the Web efforts of these three agencies, as well as other relevant Web sites, SRC will bring its knowledge of these resources to the project.  SRC will create a toll-free number to call for help, and ensure that this number is available to the target audience.  As stated above some institutions will call SRC, while SRC in turn reaches out to others.

To increase participation in tracking and managing organization energy performance in SRC states, Cadmus will nourish all existing relationships, and establish new ones by obtaining and pursuing contacts from K-12 associations, government associations, online and onsite training sessions, and professional conferences.  They will use a tiered approach to select and assist school districts and government institutions based on one or more of the following criteria: large square footage; past benchmarking experience; strong interest in the program; membership in support organizations that promote superior energy performance such as the Association of School Business Officials (ASBO), the Council of the Great City Schools (CGCS), and CEFPI; and location in a high-priority area for the SRC.

Overcoming financial barriers will be a key element in our outreach approach to top-level decision-makers.  SRC recognizes that financing is often a key barrier preventing energy efficiency and a commitment to project investments.  For example, while assisting public sector officials in pursuing ENERGY STAR, Cadmus discovered that cash-strapped institutions need creative financing methods to overcome funding barriers.  Decision-makers have limited understanding of energy efficiency measures a s a "product" and face tremendous pressure on their capital budgets.  Therefore, SRC plans and tactics will emphasize the "business case" for energy efficiency.  They will focus on the relevance of cash flow, financing , and life-cycle costs as they discuss green building programs with champion government managers and explain how a comprehensive branded platform -- such as ENERGY STAR -- fits into that framework at little or no cost to the state or the beneficiary institutions.

SRC's systematic support includes the following:

Step One: Establish and maintain contact with the organization (by phone, e-mail, and Internet presentations) to promote the performance rating system, the suite of SRC resources, and the benefits of partnering with state and federal programs to take full advantage of offerings and recognition.  SRC will listen carefully to what participants list as their barriers and concerns.

Step Two: Once school officials commit to rating their buildings, the team will carefully explain and review the process at length -- from data gathering, formatting, and inputting to recognition opportunities for top performers.  they will ensure that partners understand how SRC leverages third party resources, such as EPA staff, who perform (1) QA of data submitted by us, (2) troubleshooting, (3) persuasion of doubters of the rating system's value, (4) complementary support, and (5) opportunities for recognition.

Step Three: Continued use of the data import processes for large K-12 districts, a process codeveloped by Cadmus in 2001.  This process systematically reviews raw energy data and determines the feasibility of transferring the data into the EPA's online tools, such as Portfolio Manager. (If data transfer is not feasible, the project team will discuss energy tracking software or in-house spreadsheet options with he institution).  The team will also take advantage of FSEC's Utility Monitoring System.  This system, currently operational for Orange County Public School in Central Florida, provides an example of active energy tracking plus education to end users.

Step Four: Once the data is imported into Portfolio Manager, Cadmus will carefully review scores and note any errors or potential concerns.  They notify the users that data is ready for review online, and they schedule follow-up calls to discuss next steps, which is mapped out according to the EPS Guidelines for Energy Management to help improve building energy performance and increase rating scores.  These improvements create opportunities for state, regional and national recognitions.  This is described in more detail in Task 2.  Using telephone and Internet-based support, the project team will present the EPA Guidelines as the comprehensive methodology to follow.  The documents explaining the methodology are available at no cost to this project or its beneficiaries.  This allows SRC to leverage the millions of dollars the federal government invests in developing, maintaining, and improving this platform.  The Guidelines consist of six key components: make a commitment, assess performance and set goals, create an action plan, implement the action plan, evaluate progress, and recognize achievements.

Task 2: Capacity Building for Problem Solving

While Task 1 is designed to cast a wide net of support to influence as many as 1,300 institutions, SRC plans to focus special attention to the owners of approximately 10 percent of the facilities influenced.  The purpose of this task is to encourage facility managers and decision-makers to apply the energy improvement process in at least one facility, but preferably adopt it organization-wide.

In applying SRC's approach, they will place special emphasis on plans and tactics.  Through experience, Cadmus confirmed that success relies on understanding how key decisions are made and who makes them.  For this project, they will address the concerns of top level decision-makers such as chief financial officers and senior managers--not just the energy or environmental directors--to achieve a fundamental shift toward continuous improvement of building performance.  When a major school district, a mayor or county commissioner endorses energy performance, adoption of energy initiatives quickly follow.

The SRC team will support capacity building for problem solving using three strategic and proven methods:

Adapt and use distance learning tools from national or regional campaigns to transform the way managers think about energy efficiency.  For a self-selected group of institutions, SRC will provide online distance learning sessions where facilities managers and finance officials can present problems or barriers they face.  To make it to this elite group, the institutions must first commit and engage in a baseline assessment.

Institutional support through on-site group working sessions.  The identified target participants are convened in a half- or full-day working session to learn to use technical tools, acquire or strengthen new skills, overcome potential barriers, and produce either an institutional master plan or a pre-feasibility study for one building.  This is done at the site of one of the facilities under renovation, or with an institution actively pursuing energy efficiency.  The team will integrate self-service, distance learning and on-site technical support to ensure the successful use of technical deployment materials.

Expanding the collaboration to include state, regional, and national stakeholders that promote energy efficiency agendas.  Both Rebuild America and ENERGY STAR maintain "strategic" partnerships with a variety of associations and vendors.  By inviting third parties (such as FSEC and Southface) and coordinating outreach with federal agencies, SRC can cost-effectively create an environment where decision-makers repeatedly see information about energy performance and listen to their peers speak about their achievements.  As part of the collaboration, these parties will be invited to group working sessions so all parties can work hand-in-hand in removing barriers to project execution.

This group of institutions is at the heart of the measurable results SRC aspires to achieve.  Therefore, a detailed explanation of how SRC plans to achieve these measurable results is warranted.

Making a Commitment.  The formal starting point of SRC's relationship with each of the target users will consist of making a commitment to improve energy performance.  To keep administrative and procedural costs down, SRC would start with existing Rebuild America and ENERGY STAR partners (approximately 20 in the region).  SRC will accept as proof of their commitment the appearance of their name in a federal voluntary energy efficiency program -- preferably ENERGY STAR -- to provide unbiased third party accounting to STAC or interested parties.  With that starting point, the next step in the process is assessing performance and setting goals.

However, to get institutions to commit, marketing and outreach will be needed to persuade senior managers that energy savings and better performing facilities are worth their attention.  SRC will persuade them with stand-alone process and product-specific materials and associations.  SRC will have access to experienced engineers, writers, editors, and graphic designers to adapt and customize electronic and printed versions of outreach materials and previously developed by DOE and EPA.  To keep costs down, SRC will produce, distribute and provide back-office support for self-service tools electronically through e-mail and the use of SRC Web sites at each state energy office, and DOE and EPA Web sites.  Materials will be available on-demand by any institution requesting support, and will also be sent electronically to the target audience to be influenced.  When possible, SRC will also look to publish invitations via association publications and Web sites.

Assess Performance and Set Goals.  This task will rely on EPA's national energy performance rating system (Portfolio Manager) from ENERGY STAR.  It will focus primarily on the K-12 sector but will be equally available to other target sectors.  There are no costs to this project or its users to use EPA's Portfolio Manager online tool.  Therefore, SRC will benchmark government and education buildings such as offices, hospitals, health centers, warehouses and residence halls.

Create an Action Plan.  SRC's team will help organizations establish an action plan in a  cost effective, replicable way.  First, SRC will use the results from Portfolio Manager to assess performance and rank needs.  Second, SRC will use the ENERGY STAR Target Finder tool when major renovations are planned or the Delta Score Estimator when a percent improvement is desired to evaluate potential savings.  Third, SRC will use EPA's Cash Flow Opportunity Calculator to assess the size of the investment and costs of delay.  Fourth, SRC will drop all of that information into an "Action Plan" template.  This template, based on the Guidelines, includes detailed technical assessments and audit results to identify gaps between current performance and goals.  It also defines roles, quantifies resources needed and identifies potential sources of funding.

The SRC project envisions two types of plans:

1. Behavior best energy management practices.  These projects center on helping administrators invest in actions that track energy use, implement best energy management policies, develop participatory programs with managers, staff, teachers and students, and offer cost-share incentives for measurable results.
2. Implementation of energy performance measures.  These projects center on technical measures such as lighting, controls, envelope improvements, distribution systems, plant upgrades and purchasing.

For both types of plans, the team will rely on existing behavioral programs from EnergySmart Schools and other sources, plus examples from existing partners to develop master templates.  The templates are then customized with organization-specific information previously obtained when benchmarking.  The project team will then submit this plan to the team's senior contact at the institution urging them to update and Implement the Action Plan.

Portfolio Manager, the online performance rating tool, also serves to evaluate progress.  The same algorithms that use utility bill data prior to the project can provide a rating based on utility bills after project completion.

Recognize Achievement.  The team will adopt recognition systems available from DOE,  EPA , and the two trade associations working on our team -- CEFPI and PTI.  While the Rebuild America and EnergySmart Schools recognition systems are in transition, SRC will count on and use EPA Leaders Challenge, the ENERGY STAR Building Label and ENERGY STAR Partner of the Year award as recognition vehicles for participating districts.  This program offers recognition for signification organization-wide pollution prevention efforts, even if the facilities do not earn the ENERGY STAR label. By using CEFPI and PTI recognition for K-12 and local governments, SRC can also provide recognition for building-level improvements. The team will also seek out recognition opportunities by other associations such as the Alliance to Save Energy (ASE), and the American Council for an Energy Efficiency Economy (ACEEE).

Task 3: On-site Technical Support

This area focuses on two types of on-site support:

1. Technical walk through audits.
2. Building commissioning.

By using a time-tested methodology for continuous energy management and benchmarking, SRC can help our partners capture significant energy savings.  SRC proposes to provide a limited number of technical walk-through sessions as a complement to select workshops to build confidence among early adopters.  SRC project team members will lead the technical walk through audits and building commissioning support.  To prepare for a walk through, energy managers first use the EPA's benchmarking tool to prioritize potential candidate facilities and districts that need help assessing their energy saving opportunities--a requirement stated in Tasks 1 and 2.  In performing dozens of these walk through audits, the project team has learned that the best time to accomplish a thorough evaluation of an educational facility is while school is in session.   This helps in identifying opportunities for reducing energy use, increasing efficiency, and improving the overall learning and teaching environment.  Before the walk through takes place, a review of energy use, enrollment, maintenance actions, and custodial activities are obtained to expedite a thorough review of the facility.

During the walk through, observations are made regarding several factors, including lighting controls in classrooms, light levels in all areas, temperatures and humidity levels in classrooms and other parts of the building, the numbers of computes and personal equipment in use in the classrooms and other areas, and the placement of educational materials throughout the building.

The last action identifies where ventilation is covered, natural lighting is blocked and other similar actions that would degrade the impact or effect of design elements that could, if used properly, reduce energy consumption and improve the overall efficiency of the facility.  The team is also prepared to assist with building commissioning.  This process begins during the design of the building and involves continual review of the integration of all building systems that serves as proof of concept.  The project team will have the ability to perform building inspections, building plan/peer review, and provide independent verification.

Task 4: Overall Management, Verification, and Documentation of Results

SRC states will create an Executive Committee (EC) with one representative appointed by the Director of the State Energy Office from each of the five participating states.  The Florida Energy Office, the proponent of this project, will be the Chair and Executive Director.  As the project proponent, Florida will be responsible for managing the project, giving technical direction to the implementation contractor, and providing STAC with all deliverables and requirements.  The implementation contractor and subrecipient of this award, The Cadmus Group, will be responsible for assembling a technical project team to carry out activities in support of this project as directed by the Florida Energy Office.

The EC will hold a meeting every quarter.  The Chair will present a report detailing progress in the achievement of the project goals to each EC member, problems and solutions as well as opportunities to achieve the project goals.  Detailed project cost accounting will be maintained by the Chair on behalf of the EC.  The Chair will maintain active communications with all current and future sponsors--starting with STAC, DOE, and EPA.  SRC will invite sponsors to annual teleconference to present progress and results.

To assess the success of the proposed project and to replicate it in other regions or C&I sectors requires careful verification and the documentation of results.  One of the key benefits of proposed approach--applying a pre-existing platform, EPA's Guidelines for Energy Management--is that the verification and documentation of partner participation and results in terms of energy performance is an output of the platform.  For example, from EPA's Portfolio Manager SRC will be able to determine energy baselines, energy savings, pollution prevention, and a ranking of buildings in terms of their performance.

SRC will also verify and document key qualitative aspects of this project.  For example, under Task 1 SRC will track and evaluate the effectiveness of the technical support provided (e.g., did the partner take a suggested action to overcome a barrier).  An electronic report will be generated for each institutional assessment prepared, providing ample opportunities to review for quality assurance.  SRC will also track the steps member states take to learn to work as a collaborative.

SRC will also see formal feedback from partners on the value and usefulness of workshops, materials, tools, and other resources provided in terms of overcoming barriers.  The implementation contractor will provide SRC with a written quarterly progress report summarizing project results.  The progress report will indicate progress toward key milestones and identify areas of concern.  The SRC EC will meet quarterly with the implementation team to assess the progress report and direct the implementation team to take corrective actions, if necessary.

Project Tasks, Status, and Deliverables
 

Last Updated: 11/17/06