Production of DECs RR & Management Service

Tender description

Sefton Council are looking for a suitable supplier for the production of Display Energy Certificates, Recommendations Report & Management Service as set out in the below specifications. 1.1 Outline of service The Service Provider shall support the Council in making strategic business decisions around energy efficiency by providing a Display Energy Certificate (DEC) & Recommendations Report (RR) Management Service. The information from the site surveys and DECs is to be used by the Council to benchmark sites within its own portfolio. The Council’s energy data will be available to the Service Provider via a web based version of “Systemslink” energy management software. The Service Provider shall be required to maintain the provision of DECs & Recommendation Reports (RRs) across Council’s buildings portfolio, as identified in schedule 1 – Technical information, in accordance with the Energy Performance of Buildings Directive (EPBD). The Microsoft Excel file ‘Schedule 1 – Technical Information’ displays the Council’s building data across 4 worksheets : i) ‘Main’ - A full listing of all buildings ii) ‘Cluster’ – Shows school sites that contain clusters of different sized buildings iii) ‘250 – 1000’ – shows buildings of between 250 and 1000 sqm iv) ‘1000 +’ shows buildings of 1000 sqm and over The pricing schedule herein requires DEC pricing to be broken down across a number of floor space area groupings. The Service Provider shall undertake a programme of DEC renewals and RRs identified in the agreed annual programme that will be discussed upon contract award. The format of any reports / proforma’s shall be mutually agreed between the Service Provider and Council prior to the service commencement. Only appropriately qualified assessors shall produce the DEC and RRs. 1.2 Display Energy Certificate (DEC) The Service Provider shall produce DECs in accordance with the EPBD requirements prior to each renewal date. Prior to producing a DEC the Service Provider shall check the energy data for completeness and irregularities to challenge and verify any anomalies prior to using any such data for the production of DECs. If it is discovered post production that DEC information is incorrect, anomalies have occurred, the Service Provider must amend with 28 days at no additional cost. Equally the qualified assessor shall be required to satisfy themselves that the information provided is correct and the corresponding DEC is available. The Service Provider shall, for any Premises where energy consumption is to be apportioned due to a lack of sub metering, identify the information and calculate the appropriate energy use accordingly. This information to be shared with SMBC prior to the lodgement. The Service Provider shall utilise appropriate software to update the DEC. The Service Provider shall input Premises information into the software and set dates to suit the DEC renewal. Any material changes to the Premises shall be recorded (and notified to SMBC) along with the previous DEC data to provide a developing year on year data history per building. For every DEC, the Service Provider shall generate a draft DEC (and send this to the Council for approval prior to lodging, including any information about apportionment of energy use), Draft Technical Table and XML File, which shall be securely stored. The Service Provider shall file all DEC related information electronically arranged alphabetically in agreed site groups. Additionally the Service Provider shall perform administrative duties relating to the production of DECs, such as but not necessarily limited to: i) Establish the period of energy use from previous DECs. ii) Check the Unique Property Reference Number corresponds with the correct site. iii) Record present and previous DEC ratings for the sites and schedule renewal dates to suit. iv) Verify accuracy of current information. v) Obtain Occupiers DEC renewal declaration 1.3 Recommendation reports The Service Provider shall produce Recommendation Reports (RRs) in accordance with the agreed annual programme prior to each due date. A draft RR should be produced and submitted to the Council for approval prior to lodging. As part of the production of Recommendation Reports, the Service Provider shall be required to undertake a site visit and arrange a meeting with relevant site personnel to ensure the local knowledge is obtained and entered into the appropriate software. During the site visit the Service Provider shall provide general efficiency advice on reducing energy consumption. The Service Provider shall further notify the Council’s Energy Manager or their representative of any salient items, identified during the site visit, which raise cause for concern, such as producing a list of high consuming items upon which the improvement action can be taken. Poorer rated buildings would be expected to have a higher number of detailed site specific recommendations (perhaps in the “other recommendations section”). High, Medium and Low impact should be used to accurately reflect potential savings. The Service Provider will produce and regularly update a summarised list of recommendations covering all SMBC sites (as an example this list should show all sites requiring cavity wall insulation). 1.4 Format of DECs and Recommendation Reports DECs are required to be size A3 and to be provided in a laminated state to protect the certificate and posted to the named contact at the site. DECs and RRs are to be provided in a format compliant with the guidance on Display Energy Certificates and Recommendation Reports for public buildings as made available by the Government’s Department for Communities and Local Government, found via the following link : https://www.gov.uk/government/publications/display-energy-certificates-and-advisory-reports-for-public-buildings 1.5 Data Ownership Importantly, all DEC, RR, Unique Property Reference Number and Occupiers DEC renewal declaration data provided at the beginning of the contract and subsequently produced throughout the lifetime of the contract will be the property of Sefton Council and must be provided to the Council upon request, within 14 calendar days. 1.6 Energy Performance Certificate (EPC) From time to time SMBC requires the production of EPCs. This is in relation to commercial properties which the Council owns and rents to tenants. The Council may throughout the lifetime of this contract approach the contractor on an ad-hoc basis to negotiate price proposals for the production of such EPCs. The Contractor shall provide a cost to produce EPCs in accordance with the EPBD requirements. The Council reserves the right to benchmark the proposed pricing for this small element of the requirement, and where alternative provision within the market is more competitive, place orders for this with other providers. This section of the quotation does not qualify for scoring. https://www.gov.uk/government/publications/energy-performance-certificates-for-the-construction-sale-and-let-of-dwellings Keywords: Certificates, Energy