ENERGY MANAGEMENT SERVICE LEVEL AGREEMENT. 1.2 The Governing Body of School: the School. Main contact:, Headteacher

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1 ENERGY MANAGEMENT SERVICE LEVEL AGREEMENT 1. PARTIES TO THIS AGREEMENT 1.1 The Energy Management Team: the Service Provider. Main contacts: Kevin Palmer, Energy Manager Tanjee Virdi, Frank McGauran, The Governing Body of School: the School. Main contact:, Headteacher 2. PERIOD COVERED BY THIS AGREEMENT 2.1 From 1st April 2016 to 31st March Arrangements will be made to discuss a further contract to apply from 1st April 2017 during the financial year 2016/ OBJECTIVES OF ENERGY MANAGEMENT SECTION 3.1 The Energy Management Team provide technical and specialist energy advice to our customers. We aim to provide the best possible advice to enable you to make informed decisions. We will work with you to drive down energy use by promoting better use of existing resources through the provision of information and motivational campaigns and, where necessary, the use of technology and tailored design solutions. Where technical solutions are required we will look to find sources of funding. We have extensive building design knowledge and experience and have delivered a large number of innovative energy saving projects and initiatives over many years on a wide range of new and existing buildings. 3.2 To assist Schools with short, medium and long term energy budget planning. 3.3 To ensure that Governors and School budget holders are basing decisions on accurate financial information. Service Level Agreement March

2 3.4 To ensure that Schools can comply with the European Directives 2002/91/EC and 2010/31/EU on the energy performance of buildings Regulations. 4. SERVICE SPECIFICATIONS Free Services 4.1 Energy Contract rate validations We will work with the City Council s Procurement Section to ensure that the energy contracts offer the best value for all our customers. We will undertake an annual review of the energy contract rates for both gas and electricity to ensure that the school is on the appropriate tariff, and advise the school of any changes that would benefit the school. 4.2 Gas Bills We will check and validate the monthly/quarterly gas bills to ensure that you are not being overcharged for your energy and where authorised to do so will pay the gas utility bills on your behalf. 4.3 Electricity Bills We will check and validate the monthly/quarterly gas bills to ensure that you are not being overcharged for your energy. We do not currently process these invoices for payment, if this is something that you would wish us to consider please contact us. 4.4 SystemsLink Energy Management Database - We will provide access to our online energy monitoring and targeting database via a web portal. Invoice Data - The database holds all gas and electricity bill data including standing charges, Climate Change Levy (CCL) and other taxes, electricity maximum demand information, and meter information for all sites on the City Council s energy contract. The database is password protected with access limited to designated users having access to site specific energy data. The database can also hold other utility data e.g. LPG calor gas, oil, water, solar PV and biomass and others. In order to use this service we will require you to provide copies of the invoices for each utility, all copy invoices should be forwarded to the Energy Management Team. Direct Meter Reading - The database can hold manual meter readings against each meter at the school. The readings are manually input by the school, and can be recorded at any frequency, minimum daily. We will run a report that will upload the manual meter readings into the main database. This report is usually run in the morning, typically once a day although more frequent uploads will be made toward the end month and end of the financial year. The main database will validate all manual meter readings entered and calculate the cost of energy used since the last manual meter reading. The utility cost information is based on the current contract rates and will normally be available to view on the same day but may be the next working day at peak times. Service Level Agreement March

3 Profile Database This database holds Automatic Meter Reading (AMR) data from statutory half hour meters that are installed at the school. If the school chooses to install voluntary AMR/Smart Meters or to procure data for non-statutory AMR/Smart Meters installed on the site, then the data can be stored here. The school may use this database to access invoice information, record manual meter readings and view any AMR profile data. The database has the facility to run cost and consumption reports, and profile reports and year on year reports. If you are not currently able to access this database please feel free to contact the Energy Management Team and we will arrange access. 4.5 Water Leak claim form processing Any water that leaks from a mains water service pipe that does not enter a drain is eligible for a refund for either lost water refund and/or for sewerage treatment refund conditional upon whether this is a first such claim. The Energy Management Team will check and validate any water leak claim forms and submit same to Severn Trent for processing. The school is responsible for maintaining adequate water records in support of any potential claim. This can be done by forwarded copies of the water bills to the energy management section for uploading into SystemsLink Energy Management Database. 4.6 Financial Advice We provide advice to finance teams on budget setting and end of year reporting for energy. 4.7 Energy Management Advice We have extensive design knowledge and experience and can provide advice on managing and reducing your energy and water consumption. We can also advise on a range of energy efficiency projects and technology including heating and lighting upgrades, insulation, and zoning, water saving devices, solar PV and solar thermal systems. Please feel free to contact us for more information and to discuss any potential projects. 4.8 Statutory Energy Reporting - We provide statutory reporting of your annual energy and Carbon emissions to Government Agencies. 4.9 Energy Contract In addition to item 4.1 above we will work with the school to resolve any utility disputes with the energy supply contractors for energy supplied under the City Council energy contract Schools Responsibility In order to maintain the above services we will require that schools take regular meter readings for all meters on site, and that the meter readings are entered into SystemsLink Energy Management Database. This provides supporting evidence for any challenge that we or the Service Level Agreement March

4 school may have on the billing for all utilities, and for any claim for lost water and sewerage treatment resulting from leaks from mains water pipes. 5. SERVICE SPECIFICATIONS Chargeable Services 5.1 Display Energy Certificates (DEC). It is a legal requirement that all schools must have a Display Energy Certificate for each building accessed by the public with a floor area of more than 250m 2. The DEC must be displayed at the entrance to each building. The Energy Management Team undertakes to produce the certificates in accordance with the legislation as follows; Buildings with a floor area of more than 250m 2 but less than 1000m 2 must have a valid DEC. The DEC is renewed every 10years, or when any major changes are undertaken on site that will affect the DEC rating Buildings with a floor area of more than 1000m 2 must have a valid DEC. The DEC must be renewed annually. 5.2 Advisory Reports (AR) - It is a legal requirement that all schools that are required to have a DEC must also have an Advisory Report for each building accessed by the public with a floor area of more than 250m 2. The Advisory Report must be available for viewing by any member of the public upon request. The Energy Management Team undertakes to produce the Advisory Reports in accordance with the legislation as follows; Buildings with a floor area of more than 250m 2 but less than 1000m 2 must have a valid AR. The AR is renewed every 10years, or when any major changes are undertaken on site that will affect the AR rating Buildings with a floor area of more than 1000m 2 must have a valid DEC. The DEC must be renewed annually. 5.3 Training for Site Services Officers We provide advice and training to School SSO s and Business Managers and others as required, in setting heating controls, monitoring energy usage and good housekeeping. 5.4 AMR/Smart Meters - The installation of automatic meter reading equipment (AMR/Smart Meters) and associated data validation and monitoring services. A number of new electricity AMR/Smart Meters have been installed as part of the City Councils energy contract. If you would like access to this data please contact the Energy Management Team and we advise on the cost. 5.6 Salix Funding This is an interest free loan scheme that schools can access which can be used to fund approved energy saving technologies. The Energy Management Team can assist in preparing the necessary application for Salix Funding, compliance checking and project management. Below is a short list Service Level Agreement March

5 of some of the supported technologies from a list of over 100 potential technologies that are eligible for funding from Salix, Replacement Lighting e.g. Fluorescent to LED Lighting controls Boiler Controls including BMS New Energy Efficient Boilers Computer Network Power Management Thermostatic Radiator Valves Zone Control Draught proofing Please contact the Energy Management Team if you are interested in finding out more information. The project management costs can, in most cases, form part of the loan. Where this is not the case then we will advise you at the feasibility stage and before undertaking any works. Any fees and charges that cannot be included within the loan will be charged separately. 5.6 Motivation campaigns The Energy Management Team can arrange staff training in energy conservation, energy management and monitoring. If this is something that you wish to investigate further please contact the Energy Management Team. 5.7 Energy Services The Energy Management Team can undertake energy surveys, thermograph surveys and provide advice on a range of energy matters. Such work will be subject to individual quotation. Please contact Kevin Palmer, Energy Manager for more information on fees and charges. 5.8 TREND Backup Software and advice The TREND controllers are computer based logic controllers which are specifically engineered for each installation, no two installations being the same. The Energy Management Section maintains a backup copy of TREND Controller Programmes for all TREND series 1 and series 2 controllers, controllers installed prior to These backup programmes are for emergency recovery should a controller fail and need replacing. There is an annual charge for providing this service. We currently do not have copies of the later series 3 or series 4 controllers, controllers installed after The backup copies of the software files for these controllers will need to be provided by a specialist company and this is a chargeable service. As with all backup scenarios a backup copy of the installed programme will need to be undertaken whilst the controllers are in working order and prior to any system failure. If you are unsure whether we have a copy of the controllers programme please contact the Energy Management Team. As part of the service charge we also provide on-line advice on specific TREND related matters. If there is a need to visit site to resolve problems Service Level Agreement March

6 then this will be chargeable. Please contact Kevin Palmer, Energy Manager for more information on fees and charges. School Responsibility - In order that we are able to assist you and provide a low cost on-line service. The school will maintain the telephone line that is connected to the TREND system on your site. The telephone line must be an external line and not routed through a switchboard. The cost of the line rental and telephone calls made by the TREND controller from your site will be the schools responsibility. Service Level Agreement March