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Government Building Energy Efficiency Investment Program

Project Plan

2017

[Department of xxx]

Administered by the Department of State Development

Issued February 2017

Project Plan

Government Building Energy Efficiency Investment Program

Project Plan Template

How to use this Project Plan template

This document is broken into sub-sections which each address different issues or stages of the project.

Guidance is provided below most subsections, and responses or notes should be entered into the text box provided.

The blue instructional text can be deleted once your information has been entered, or you may wish to leave it in for reference.

A brief outline is provided below.

Sub Section outlineInstructional text in blue gives a brief outline of the type of information required in the relevant section, or issues to consider. For example: List any constraints such as time, expenditure, resources, or technology, within which the project must operate.

[Next may be a brief instruction or consideration, and/or guidance on how to present the information. For example: Add any other objectives which the agency wishes to achieve. Ideally list the objectives in terms of priority]

Please delete this page upon completion of the Project Plan Template. You may also wish to delete any references to this document being a “template”.

If you have any questions, concerns or feedback regarding this template, please contact the GBE Secretariat at [email protected]

Thankyou

Government Building Energy Efficiency Investment (GBEEI) Program

Type your information here

This text box will automatically expand to fit

mailto:[email protected]

Project Plan

Table of ContentsSub Section outline............................................................................................................................2

1 Project Team..................................................................................................................................4

1.1 Lead Project Personnel..........................................................................................................4

1.2 Other Acquisition Personnel..................................................................................................4

2 Project Definition...........................................................................................................................5

2.1 Project objectives..................................................................................................................5

2.2 Scope Inclusions.....................................................................................................................5

2.2.1 Buildings Included..........................................................................................................5

2.2.2 Potential/desired Energy Conservation Measures (ECMs).............................................6

2.3 Scope Exclusions....................................................................................................................6

2.4 Assumptions..........................................................................................................................6

2.5 Constraints.............................................................................................................................6

2.6 Dependencies and related activities......................................................................................7

2.7 Data Availability.....................................................................................................................7

2.8 Supplementary Information.................................................................................................10

3 Indicative Timelines.....................................................................................................................10

4 Sign Off........................................................................................................................................11

Appendix 1: Occupancy Survey (Sample).............................................................................................12


Project Plan

1 Project Team

1.1 Lead Project Personnel

Name Phone No. DivisionProject Manager/Contract Officer:Facilities Operations Manager:Project Sponsor:

1.2 Other Acquisition Personnel [It is recommended to maintain communication with all of the relevant stakeholders as suggested below from start of project. Please put N/A if not available or not applicable]

Name Phone No. DivisionBuilding Management System (Technical) Representative:Government Building Energy Group Representative:Maintenance/construction personnel:Finance Officer:Legal Staff:Health & Safety Officer:Occupant/tenant representative:Environmental Officer


Project Plan

2 Project Definition

2.1 Project objectives[Other than government mandate for agencies to identify energy efficiency opportunities, add any other objectives which the agency wishes to achieve. Ideally list the objectives in terms of priority.]

2.2 Scope InclusionsInclude a brief overview of the buildings/facilities and equipment in the overall project scope.

2.2.1 Buildings Included[It is recommended to enter these data in a spreadsheet format allowing filtering and sorting.]

a) Facility name & location

b) Facility type

c) Hours of operation (by building & equipment)

Example: Building x

Area Type Internal Lighting Central HVAC External Lighting etc.Hrs p.a On times Hrs p.a On times Hrs p.a On times

Admin 2,500 8-5 Mon - FriClass rooms 1,800 8-30-3.30 Mon

Fri excluding term breaks

Wards 8,760 24 X 7Public Area


At the sites specified in section 2.2.1 , identify, design, install, measure and verify all available energy efficiency opportunities that fall within an average simple payback period of seven years.

Type your other objectives here

This text box is expandable



Project Plan

d) No. of occupants (fulltime and transient, for each area, weekdays and weekends, signed off by area supervisor). Please also refer to Appendix 1: Occupancy Survey (sample)

e) Description of facilities (eg. GFA or NLA, age, building envelope materials, number of stories) and major built in equipment. You may get some of this from your SAMIS/FAMIS.

f) Site conditions (connection to various infrastructures, accessibility, security etc)

2.2.2 Potential/desired Energy Conservation Measures (ECMs)Provide your rationale for nominating potential ECMs where relevant.

2.3 Scope ExclusionsList any exclusions (such as buildings, parts of the building or certain systems) and provide the rationale (such as a newly installed HVAC upgrade to be disregarded in upgrade opportunities)

2.4 AssumptionsState any assumptions that the Project Team should be aware of, such as some expected changes to usage patterns etc.

2.5 ConstraintsList any constraint such as time, expenditure, resources, or technology, within which the project must operate.

2.6 Dependencies and related activitiesDetail any other projects or Divisions or Groups that this project will impact upon or be impacted by. Eg. change of preventative maintenance plan ; policy changes that may cause change of occupancy etc












Project Plan

2.7 Data AvailabilityDetail the type of data or monitoring process that can be readily available for extract information needed for analysis. Please indicate next to each point the source of data eg. FAMIS, SAMIS, Infodynamics, ENVISI, Spotless database etc.)

In general, Excel spreadsheet file format is preferred for ease of filtering and sorting.

[Strike-through or indicate next to any dot points that are not available]

General:

Previous energy audit reports. Note that site services may have changed since submission of these reports

Any NABERS or other building accreditation data

Utilities:

Electricity 30min interval data from Infodynamics (24 months) –the smaller the interval the better

Gas consumption details from bills (24 months)

A copy of at least one recent electricity and gas bill for each site

Drawings:

Site plan (if multiple buildings on one site)

Current floor layouts

Reflective Ceiling Grids / Lighting Layout Plan

Electrical Services Schematics

BMS Schematics (if applicable)

BMS Points List (if applicable)

Mechanical Plant Layouts

Mechanical Services Schematics

AutoCAD or PDF of drawing files for the above

Capital Expenditure Analysis:




Project Plan

Asset Register --Excel format preferred in terms of assets by Area or by Location. Other info such as age, capacity etc will be useful. An example is given below

Capital Expenditure Forecast (Mechanical, Lighting / Electrical, BMS)—Excel format preferred. An example is given below:

Operational Expenditure Analysis:

Planned Service Agreement--Mechanical, Lighting / Electrical, BMS

Maintenance History


Add asset age, capacity/size, where possible.

Add description of the recommended replacement where possible.

Project Plan

Mechanical and electrical service breakdowns and associated costs (Excel format preferred)

Best to separate Preventative maintenance and Breakdown maintenance as show below:

Preventative Maintenance Data Example:

Breakdown Maintenance Data Example:

Asbestos register

2.8 Supplementary InformationAdd any information not captured above that could be considered relevant to the project.




Describe the Work Type data (similar to Job Description as below), and add area name if possible and associate job with Asset Names as in Capital Expend Forecast table.

Associate job with Asset Names as in Capital Expend Forecast table.

Project Plan

3 Indicative TimelinesActivity Indicative (highlighted) or

Recommended Date

Draft Project Plan Agency to complete

Final Project Plan Signed Off by Project Sponsor

Agency to complete

EoI issued Agency to complete

Intended completion of evaluation of EoI Agency to complete

RFP issued Agency to complete

RFP Briefing/Kick Off Meeting and General Site Visits

Allow approx. 1-2 weeks from RFP issue date

End of period for questions or requests for information

Approx. 3 days to 1 week before closing date

Close of RFP Allow at least 9 to 12 weeks from briefing date. Depending on size and locations of project.

Intended completion of evaluation of Tenders

Typically 3 weeks from close

Intended Negotiation of Detailed Facility Study (DFS) Agreement with successful Tenderer

Allow for 6-8 weeks

Intended DFS submission date Depending on project type and size, 3-12 months

Intended execution of Proposed Energy Performance Contract(s)

Allow typically 2 months including DFS report review, funding application, negotiation of EPC

Intended (potential) works commencement date

Allow a minimum of 4-5 weeks for ESCOs to update, fine tune design and specifications, depending on negotiated EPC outcome

Installation, Commissioning followed by Pending on contents above




Project Plan

Measurement/Verification on annual basis

4 Sign Off

Project Plan Recommended by:

Signed: _________________________ Name: __________________________

Date: ___________________________ Position: ________________________

Approval of Project Plan:

☐ Approved

☐ Not approved

Signed: ____________________________ Name: __________________________

Date: ______________________________ Position: _________________________

Comments:

Appendix 1: Occupancy Survey (Sample)

Functional Space: eg. Level 8, 11 Waymouth Street, Adelaide


Project Plan

(Tenancy & Floor)

Time Period: From 1/09/2015 To 31/08/2016

Please answer the following questions with respect to the space and period shown above.

Name of manager/supervisor:

Position:

Location of staff under your supervision:

What are the typical days of work within the area you manage?

By what time at the start of the typical day have approximately 20% (1 in 5) people arrived within the area you manage?

By what time at the end of the typical day have most people gone except for approximately 20% (1 in 5) people who are still in the area you manage?

Describe any periods where more than 20% of people would be present outside these typical hours:(For example, ‘4 hours one Saturday each month’, or, ‘a total of 50 hours at the end of financial year’.

Do all the answers above apply for the whole Time Period (shown at top)?

If not, what period do the answers apply to? Please give alternative responses for the rest of the Time Period (ignoring periods when the space was vacant):

Signature of manager/supervisor:

Date:


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