Page 1 Sustainability Project Fund Application Project Title: LEEDing change Budget Requested: $171,780 (50% year 1, 50% year 2) Applicant/Project Leader: Emmanuelle Lapointe, Architect, Design Services Contact Information: emmanuelle.lapointe@mcgill.ca 514-398-8884 www.mcgill.ca/university-services www.mcgill.ca/facilities/design/standards www.materialanalysis.ca Project theme(s): Energy, land, materials, water, waste, academics Project Group: Emmanuelle Lapointe, Emmanuelle.lapointe@mcgill.ca, Staff, University Services Jerome Conraud, Jerome.conraud@mcgill.ca, Staff, University Services I. Project Overview Context After extensive consultation with the McGill community over two years, McGill s Sustainability Strategy was approved in spring 2014. Green Buildings was retained as one of the priority actions (Action 8). As stated in the associated Action Brief: The built space of any campus can directly reflect a university s approach to sustainability. [ ] Though McGill s historic infrastructure poses challenges for sustainable design and building, one building (Life Sciences Complex, 2012) has already achieved LEED Gold certification, and an informal goal of meeting LEED Silver standards for renovation has been maintained. Recently, representatives from several units within University Services have discussed the formalization of green building standards that will guide all of McGill s future renovation and construction projects. This action will see those standards finalized, adopted, and implemented. The deliverable for 2014-2016 includes the commitments that: Green building standards that incorporate the LEED credit system and aim to achieve at least LEED Silver for all major construction and renovation projects will be adopted by University Services; These standards will be implemented to guide all renovation and construction projects undertaken at McGill and incorporated into contracts with those doing business with the University. McGill s Green Building Standard The green building standards and its associated business plan (see Appendix) have now been approved by the Associate Vice-Principal (University Services). However, implementation challenges include: Lack of knowledge of key stakeholders (architects, engineers, professionals) about the new green building standards; Few LEED-accredited professionals on McGill staff with institutional knowledge of green building experience; Insufficient resources to ensure standards are being followed and to collect data with regards to impacts (ex. waste diversion rate, water and energy savings, etc.); Culture: projects are done with an on time, on budget mindset, with green building practices considered as optional. To overcome these challenges, AVP University Services Robert Couvrette asked for a business case (see Appendix) to demonstrate the cost and financial benefits of implementing green building standards at McGill. During most of 2013, architect Emmanuelle Lapointe and engineer Jerome Conraud worked on this business case and securing alternate sources of funding.
Page 2 Purpose of this application The LEEDing change project aims to bridge the gap between existing practices and institutionalizing the culture change with key stakeholders so that building to our green building standards becomes business as usual instead of additional, optional work. The LEEDing change project will help build a culture of sustainability through: 1) Education: provide LEED training to project managers and appropriate project key stakeholders (e.g., building directors) and accompany them during the culture change transition period. 2) Communication: develop communication tools advising key stakeholders of the new standards, when and how to apply them. Document projects and study cases for reference for future project teams and the McGill community (website). Share the experience with students in architecture. Organize a Sustainability Talk/lunch and learn type of event with MOoS. Explore the possibility to organize a more formal event with TISED and the School of Architecture. 3) Monitor and report: on projects and indicators to assess the degree to which standards are being followed by stakeholders and to make recommendations for improvement, when relevant. 4) Applied student research: identify opportunities to involve students and faculty in projects to provide hands-on experience with green building planning, research, and techniques. Required resources Based on our business case, this plan requires the hiring of a full-time LEED-accredited professional for a period of at least three years. However, due to the hiring freeze, the SPF is the only fund that remains available for this project. We are aware of its limitations and are therefore requesting a full-time position for two year only or a part-time position for three years a position that could allow a new parent to come back to work gradually for instance. The final decision (two years full time vs three years part time) will depend on the availability of the selected candidate. We also propose that an intern from the School of Architecture be hired to assist the LEED-AP professional (documenting project outcomes, reporting on project progress, etc.). Other costs would be absorbed by the University (e.g., green building premium 1 of ± $2 million p.a., ref. Appendix). At the end of the grant period, we expect that the culture of sustainability will have been ingrained within the mindsets of existing University Services staff as well as external stakeholders (engineers, architects, contractors, etc.), in addition to a closer collaborative relationship with McGill faculty and students, effectively institutionalizing the project without requiring further support. In the next few years, the University will need to invest significantly in construction and renovation projects, especially due to deferred maintenance and research grants. These projects will shape McGill for the decades to come. This is a great opportunity to implement our green building standards given the size of the projects and the potential impacts. Unfortunately, the University does not currently have the human capacity to ensure that the new green building standards are being followed. University Services is committed to providing resources for training, communications, and to defray the expected green building premium but the current context of budget compressions with associated voluntary retirements and hiring freeze have severely limited our ability to add capacity, even temporarily. Without SPF funding, this would be a missed opportunity to foster and institutionalize change when it is needed most. Timeframe/Milestones (based on the assumption a LEED-AP professional is hired 2 years full time) The project timeframe would take an estimated three years for full institutionalization. The monitoring and reporting would be iterative on an annual basis to justify renewal of SPF funding. 1 The green building premium is the difference between the baseline project cost and the project cost to building to LEED standards.
Page 3 Timeframe February 2015 March 2015 (and ongoing) March May 2015 June 2015 June 2015 (and ongoing) June 2016 June 2016 May 2017 Key milestones SPF application accepted Green building website built LEED-AP professional recruited (will depend on current market) McGill construction project managers trained in LEED Revise proposed standard, analyse conditions specific to McGill and select key LEED credits, develop internal-use templates for the implementation of standards, LEED-AP professional tags project managers on 15 projects, document case studies, present approach to students and rest of McGill community Publish mid-project interim report: progress, successes, failures, recommendations for year 2. LEED-AP tags 10 other project managers, internal templates and procedures are re-adjusted to include learnings from year 1, present project progress and achievements to students on campus, prepare final report to SPF Performance indicators and targets End of Year 1: 100% of eligible staff trained 30% of eligible LEED requirements met on applicable projects 10 project managers tagged by LEED-AP 1 full-gut renovation 2 project to reach LEED-gold certification, 2 partial building interior fit-outs² projects to reach LEED-silver equivalent, 5 building system upgrade² projects to follow McGilldefined LEED requirements, 5 other² projects to follow McGill-defined LEED requirements. Performance indicators and targets End of Year 2: 75% of eligible LEED requirements met on applicable projects 10 more project managers tagged by LEED-AP All tools to apply standards are revised to reflect learnings from first year projects The outcomes of the project will be shared on the new webpage as well as in annual reports to the SPF, Senate Committee on Physical Development and the Buildings and Property Committee of the Board of Governors. The results will be reflected in McGill s sustainability reports, including the Sustainability Tracking, Assessment and Rating System (STARS). Synergies and Potential McGill [Green Building] Project We foresee synergies with different stakeholders on and off campus, including with academics. However, the core of the project is to implement a culture change in McGill s construction and renovation practices so that green building becomes the norm on campus. In that sense, it is important that the change management resource person be a LEED-accredited professional with hands-on experience. We will offer the opportunity to a student from the School of Architecture to act as LEED-AP assistant for the duration of the project, thereby contributing to this student s training and requirements to become a full member of the Québec Order of Architects. We have met with Alexandra Heim, Bioresource Eng. student to investigate the potential for an M[x]P project around green building. Alexandra thinks students will be interested and she is committed in helping on the student side (see attached support letter). We hope this idea will pick up momentum and we look forward to working with any student interested in expanding their knowledge in green building. Additionally, we have identified the list of stakeholders below who might have an interest. We have started to reach out to them and the LEED-AP professional will continue this outreach during the duration of the project in a spirit to share knowledge with the McGill community. Alexandra Heim, Bioresource engineering student, Green Building Coordinator for SSMU, and member of the McGill Energy Project will participate in engaging students and faculty in the project. 2 These categories correspond to the ones defined in the proposed green building standard that will enter into force in early 2015.
Page 4 School of Architecture, the Director of the School identified course ARCH 377: Energy, Environment and Buildings, as great potential for collaboration whit this project. Sevag Pogharian, who teaches this course, will invite the project team for a presentation and a site visit of McGill pilot projects following this new standard; TISED (we will reach out to TISED to explore the organization of an event around McGill s Green Building Standards); Faculty of Management (to be investigated: documenting the project outcomes / how to effect a culture change w/in a professional team). II. Project Implementation Tasks and Responsibilities: EL = E. Lapointe, JC = J. Conraud, LEED-AP = LEED-accredited professional, HR = Human Resources Type of Activity Task Estimated Time Required Group Member in Charge Develop website 1 month EL, LEED-AP Recruit LEED-AP professional 3 months EL, JC Recruit LEED-AP assistant (intern) 1 month LEED-AP, EL Organize LEED training 2 months EL, HR Develop implementation template with stakeholders 2 months LEED-AP + intern Revise proposed standard, analyse conditions specific to McGill and select key LEED credits, develop internal-use templates for the implementation of standards, tag project managers on 15 projects 24 months (12 months per cycle) LEED-AP + intern Report impacts incl. documenting case studies online incl. in 24 months LEED-AP Collaboration with School of Architecture (presentations, term projects / ASR projects), outreach (lunch and learn, sustainability talks, etc.) incl. in 24 months LEED-AP III. Financials Detailed expenses: Expense Description Estimated Cost LEED-accredited professional salary (2 years full time @ $75k or 3 years part $ 150,000 time @ $50k) LEED-AP assistant intern (intern from School of Arch., full-time during summer, part-time rest of the year $ 26,520 ($17/hr +20% benefit, 650 hrs p.a., 2 years, full-time in the summer, part-time during school year) LEED training $ 25,000 Signage for LEED projects Incl. in projects Detailed revenues: Revenue Source Amount Requested Confirmed? Sustainability Projects Fund $171,780 (50% year 1, 50% year 2) No Work Study Program $4,740 (50% year 1, 50% year 2) Not yet (but project meets program requirements) University Services $25,000 (100% year 1) Yes
Page 5 IV. Additional information: Emmanuelle Lapointe is a LEED-accredited professional. She chaired the Facilities Operations and Development and Residences Sustainability Working Group for five years. She directs development of McGill construction design and technical Standards. Recipient of a Catalyst Award in 2011 for contribution to sustainability movement at McGill. Project leader previous SPF project Greening McTavish and Material Analysis Tool. Jerome Conraud is involved in everything from utilities and energy management to procurement to greenhouse gas management. Mentor and champion for applied student research projects, including the McGill Energy Project. Project leader for previous SPF projects, like the Pulse Energy Dashboard. Recipient of a Catalyst Award in 2013 for contribution to sustainability movement at McGill. V. Appendices Appendix I: Appendix II: Appendix II: Appendix IV: Appendix V: Letter of Support from AVP R. Couvrette Letter of Support from Alex Heim E-mail from Sevag Pogharian Green Business Case Green Building Standard Draft