Energy Performance

Contracts Handbook
Sample Document: Preliminary Energy
Audit Template

September 2014

Sustainable Energy Authority of Ireland National Energy Services Framework

Preliminary Energy Audit

for

[Client Name]
[Facility Location]
[Logo (optional)]

Prepared by
[Energy Advisor Personal Name, Professional Qualifications]
[Advisor Employer/Trading Name if applicable]
[EA Logo]

Report Date: [dd mmm yy]

SEAI TA Ref. No.: [xxxxx]

Sustainable Energy Authority of Ireland National Energy Services Framework

SEAI PS Client ID: [PS Client ID / not applicable]

Guidance (for deletion)

SEAI recommends that this report be completed by a suitably qualified, experienced and
independent Energy Advisor with the objective of establishing if there is a financially
viable project and what the scope of that project is; if there is not a viable project, further
effort can be saved.
This template is to be used by the client/hosts Energy Advisor (EA, i.e. consultant or
other) for preparation of a Preliminary Energy Audit report where the client/host has
received Technical Assistance from SEAI.
For calculations and tables the accompanying spreadsheet template has been provided.
The spreadsheet should contain all the EAs workings, assumptions and be fully
transparent, with annotations where calculation methodology is not obvious. Tables may
be pasted from the spreadsheet into this report as appropriate.
The EA should familiarise their self with the layout of this report and plan to put the
appropriate information in the appropriate location. One should follow the logical
progression of the report, rather than writing the entire report in section 1 or 2!
It is intended that this be a Preliminary Energy Audit, not a fully costed and analysed
Investment Grade Audit; the difference being the time/effort that goes into quantifying
savings and capital costs. This Preliminary Energy Audit should be conservative on the
low side when estimating savings and conservative on the high side when estimating costs.
We recommend the EA:

Draws extensively from available documentation and factual data, such as utility
bills, drawings, maintenance logs.
Applies rules of thumb to estimate energy use for common energy systems (e.g.
DHW load).
Calculates efficiency related savings based on an inspection and rule of thumb
judgement of likely percentage improvement in efficiency, where it is appropriate
to do so. A number of SEAI saving calculators are available at:
http://www.seai.ie/Your_Business/Resources/Technology_Assessment_Tools/
Provides capital budget figures based on foreseeable scope of works, previous
experience of similar projects and associated rules of thumb.

Where fuel switching occurs, savings may be quantified based on both differences in
current average fuel prices (where there is a fuel conversion aspect to the project) and
expected seasonal efficiencies of existing and proposed installations. Avoid using different
indexation factors for different fuels in the future unless these can be clearly justified.
Indeed, using a fuel cost indexation factor which is above the general rate of inflation is
likely to be difficult to justify and will be subject to close scrutiny.
The source of any information or data should be clearly referenced.
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Sustainable Energy Authority of Ireland National Energy Services Framework

In some cases it may be necessary for the client to install some metering, or the EA to
install some temporary metering, to facilitate completion of this audit.
If there are a number of buildings, particularly in different locations, a number of
separate reports with a single overall summary may be easier to complete and review.
In this template:

Text within [square brackets] should be replaced with client-specific text.

Text in grey consists of instructions to the Energy Advisor and should be deleted or
replaced as appropriate, before submission of the report to the client / SEAI.
The normal black text should be left in the final version of the report unless it is
inappropriate. Body text is Times New Roman 12. Main section headings are Times New
Roman 14 Bold. Sub-headings are Times New Roman 12 Bold. Please maintain the
formatting of this document.
Tables, including spreadsheet, use Arial 10.

Include any photographs in the Appendix to this report. Only include photographs if they
add value to the report. Include appropriate captions and references from the main body
of the report to accompany the photographs.
Prior to printing to PDF, check the layout, page breaks and update the table of contents.
A draft of the report (and spreadsheet) should be submitted for client review and updated
as appropriate. The finalised report is to be submitted by the client to SEAI as part of the
claim for Technical Assistance. If, on review, SEAI deem it inadequate or of poor quality,
SEAI reserves the right to withhold the Technical Assistance payment from the client.

Sustainable Energy Authority of Ireland National Energy Services Framework

Executive Summary
This summary can be copied directly into the Energy Contracting Workbook Stage 2.
Recommended length is 1-2 pages.
Insert here existing energy use and spend (words or condensed version of table used in
Section 2.1).
Insert here summary table of measures.
Insert here conclusions, in particular:
Benchmark chart existing energy/m2 versus proposed versus typical versus good
practice for each utility. This provides an overall sense-check.
Total investment budget

Expected savings

Simple payback

years

Note any un-quantified benefits.

Sustainable Energy Authority of Ireland National Energy Services Framework

TABLE OF CONTENTS
1 INTRODUCTION........................................................................................................7
1.1
1.2
1.3
1.4

SITE VISIT............................................................................................................7
OBJECTIVE...........................................................................................................7
DESCRIPTION OF SITE & SCOPE OF ASSESSMENT................................................8
ESSENTIAL WORKS..............................................................................................9

2 ENERGY CONSUMPTION......................................................................................10
2.1 ANNUAL CONSUMPTION....................................................................................10
2.2 MAIN ENERGY CONSUMERS..............................................................................11
2.3 ENERGY PERFORMANCE....................................................................................11
3 SCOPE AND EXPECTED SAVINGS.......................................................................14
3.1 RECENT/EXISTING ENERGY-SAVING INITIATIVES..............................................14
3.2 SUGGESTED OPPORTUNITIES FOR ENERGY SAVINGS.........................................14
4 ADDITIONAL INFORMATION..............................................................................16
5 BASELINE DATA REQUIREMENTS.....................................................................17
5.1 UTILITIES...........................................................................................................17
5.2 ENVIRONMENTAL CONDITIONS..........................................................................17
5.3 ACTIVITY METRICS............................................................................................18
6 CONCLUSIONS & NEXT STEPS...........................................................................19

Sustainable Energy Authority of Ireland National Energy Services Framework

Introduction

Site Visit

1.1

Organisation Name:

[Client Name]

Site Name &

Address:

[Address]

Buildings included:
SEAI Client ID:

[SEAI Public Body Client ID / not applicable]

SEAI TA reference
no.:
Dates of Visits:

[dd mmm yy]

[dd mmm yy]

SEAI Energy
Advisor:

[EA name and relevant professional qualifications]

[EA trading name/company where different]
[EA email address]
[EA phone number]

Visit Hosted by:

[Name of individual(s)]

[Energy Advisor] undertook Preliminary Energy Audit of the [Facility Name] under the
Sustainable Energy Authority of Irelands (SEAI) National Energy Services Framework
Programme.
Give a brief account of each site visit areas toured, focus of discussions, etc. Do NOT
include the site description here (which should be included in section 1.3).
Objective

1.2

The objective of this Preliminary Energy Audit, sometimes referred to as a Walk Through
Audit, is primarily to assess the viability of implementing an energy efficiency upgrade
of the facility using energy contracting prior to investing extensive resources in procuring
an Energy Performance Contract (or Energy Performance Related Payment), including a
subsequent Investment Grade Audit, for a project which is not commercially viable.
This objective will be achieved by:

Identifying a suitable energy performance indicator for existing and target energy
use to quantify the potential for energy savings. This also help assess the impact of

Sustainable Energy Authority of Ireland National Energy Services Framework

the energy conservation measures in achieving this potential and provide a sensecheck of calculations.
Identifying a suite of measures, including savings and implementation budget,
which together are of sufficient scale and combined payback to create a financially
viable project suitable for implementation as a single package of works. Where
appropriate, non-energy savings, such as water or maintenance, will also be
quantified.
Identifying essential client requirements to be incorporated in the works (such as
replacement of windows). Savings and implementation budget figures will be
provided.
Identifying other benefits, including renewal of plant which has reached end of life
or resolution of comfort issues. These may need to be quantified.
Identifying additional metering and recording requirements, including any
environmental conditions that are likely to be required for a baseline should the
measurement and verification of savings be necessary. The associated installation
budget will be included.
Identify any potential technical, financial or other risks to the project as currently
defined.

This Preliminary Energy Audit is not an Investment Grade Audit and has been completed
in a relatively short period of time with using readily available site information, sector
performance indicators, and rules of thumb. It is a concise, or walkthrough survey that has
been prepared with all reasonable skill, care and diligence possible within a short period of
time. All figures are indicative. In the event that all or part of this report is circulated to
contractors or ESCOs to assist in preparation of tenders, neither the author nor the Client
accept liability or responsibility for the accuracy or completeness of the information
contained herein, which is classified as verifiable, i.e. the tenderer is at liberty to verify
any or all of such information.
The contents of this report provide the basis for completion of the Energy Contracting
Handbook Stage 2.
Note that the client will use this report to assess which contract option traditional,
EPRP, EPC is most appropriate and should give each due consideration. The report up
to Section 5 should be agnostic as to which contract option is most suitable. In Section 6
the EA may assist the client in this decision by identify considerations for each. Most
importantly, the EA should not write the report like the final contract option is a foregone
conclusion this is a client decision.
1.3

Description of Site & Scope of Assessment

Give a brief overview description of site location, age, size, activities, staff levels, shift
system, etc.
If there are multiple buildings, list the ones included in the scope of assessment in the
table below; otherwise give the same info for the building in question and delete the table.
Identify any expansion plans and advise if/how these are of relevance.
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Sustainable Energy Authority of Ireland National Energy Services Framework

Floor
Area

Building Name

(specify if
Gross
Internal or
Total Useful
Floor Area)

Year of
Construct
ion

BER /
DEC
Rating

(for
applicable
building
regulations)

(include
date
issued)

Comments

This assessment includes the following network utilities:

[Electricity?]
[Natural gas?]

This assessment includes the following non-network utilities:

1.4

[LPG?]
[Other - specify]
Essential Works

Identify any works the client regards as an essential element to include in any works
contract. These must be assessed for budgetary cost and savings as part of this Audit. It
may emerge during this analysis that such essential works are not cost-effective to
implement, even as part of the overall works contract: this is ultimately a client decision.

Sustainable Energy Authority of Ireland National Energy Services Framework

2
2.1

10

Energy Consumption
Annual Consumption

Give an overview of the overall annual energy consumption / spend. Include the AUPof each energy. [Client Name]s annual energy
consumption is set out in Table 1.
Table 1: Annual Energy Consumption & Energy Costs

Copy & paste Table 1 from spreadsheet sheet entitled Table 1 - Energy Consumption.
Tip: Delete any non-relevant (blank) rows to make the table look neater.
Tip: If you cut down the table because you are only using some columns/rows and you think it will look better on a portrait page, then change
the page orientation from landscape to portrait. If you do this, you should also delete the 2 section breaks at the bottom of this page and at the
bottom of the preceding page.
Tip: The yellow shading can be removed from the table once it has been copied into MS Word by selecting the entire table, and clicking Format
-> Borders and Shading -> Shading -> No Fill -> OK
If you have more refined data, particularly data for individual buildings, and monthly data, include here or in an appendix and reference it here.
The appendix may be a spreadsheet.

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Sustainable Energy Authority of Ireland National Energy Services Framework

2.2

11

Main Energy Consumers

The main energy consumers at the site that have been quantified for this assessment are
summarised in Tables 2 & 3 below. In the tables below identify the main energy consumers
at the site and their share of total if you have the data available to break this down quickly,
or if you need to do this analysis as part of the study. Do not go through a big energy balance
exercise if it is not relevant to the rest of the report. If you prepare underpinning calculations
in the accompanying spreadsheet, complete the tables in the spreadsheet and paste the results
in here.
Table 2: Summary of Primary Electrical Energy Consumers
Electrical Energy Consumer

% of
Total

Comments

[e.g. compressed air, chillers, motors

& drives, air conditioning, space
heating etc]
[e.g. compressed air, chillers, motors
& drives, air conditioning, space
heating etc]
[e.g. compressed air, chillers, motors
& drives, air conditioning, space
heating etc]
[e.g. compressed air, chillers, motors
& drives, air conditioning, space
heating etc]

Table 3: Summary of Primary Thermal Energy Consumers

Thermal Energy Consumer

% of
Total

[e.g. process steam, process hot

water, domestic hot water etc]
[e.g. process steam, process hot
water, domestic hot water etc]
[e.g. process steam, process hot
water, domestic hot water etc]
[e.g. process steam, process hot
water, domestic hot water etc]

11

Comments

Sustainable Energy Authority of Ireland National Energy Services Framework

2.3

12

Energy Performance

The objective of this subsection is to establish how the facility is performing.

Energy Performance Indicators
The term Energy Performance Indicator is used here to reflect trends in energy use in that
facility over time, normalised so that inter-year data is comparable. For instance, hotel
electricity use might be corrected for occupancy, or fossil fuel use might be corrected for
weather (degree days). In some cases there may be no annual normalisation required, e.g.
office building electricity use where there is not a significant cooling load. It is not intended
to spend time on an elaborate analysis, merely to understand if normalised energy use is
rising, falling, or staying the same.
The existing EnPIs at the site that have been quantified for this assessment are summarised in
Tables 4 below. Give details of EnPIs in use at site definitions & recent values. If none,
then say so.
Table 4: Energy Performance Indicators
If there are EnPIs (or you have produced any), copy & paste Table 4 from spreadsheet
sheet entitled Table 4 - EnPIs. Otherwise delete this text.
If there are historical DEC ratings for the building, provide these as they illustrate a trend.
Ideally chart the DEC values for each DEC year.
Use other EnPIs where it is useful to do so.
Benchmarks
The term Benchmark is used here to reflect a comparison of this facilities existing and
projected energy use (i.e. when energy saving measures proposed herein are implemented)
with industry norms. Benchmarks give an indication of existing performance, the potential
for further savings and a sense check for the overall savings that this audit has identified.
Table 5: Energy Benchmarks
Example table: modify/delete as appropriate, copy & paste Table 5 from spreadsheet sheet
entitled Table 5 - Benchmarks.
[Benchmark Name &
source] kWh/m2/p.a.

Electricity

Fossil Fuel

Good Practice

53

103

Typical

67

169

Existing
Projected

12

Other

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13

Example text: The fossil fuel use of 80kWh per m is projected to fall to 50kWh per m2 if all
the energy conservation measures are implemented. This reduction, whilst significant, is
reasonable as the projected energy use will be in line with Good Practice benchmarks for
the sector.
[Benchmark Name] Electrical Performance Breakdown of Energy Consumption (kWh)
Example chart: replace with your chart from spreadsheet

[Benchmark name, e.g. Open Plan Office]

Electricity, kWh/m2
90
80
70
60
50
40
30
20
10
0

Existing

Projected

Good Practice

Typical

[Benchmark Name] Fossil Fuel Performance Breakdown of Energy Consumption

(kWh)
Example chart: replace with your chart from spreadsheet

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Sustainable Energy Authority of Ireland National Energy Services Framework

[Benchmark name, e.g. Open Plan Office]

Fossil Fuel, kWh/m2
250
200
150
100
50
0

Existing

Projected

Good Practice

14

Typical

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Sustainable Energy Authority of Ireland National Energy Services Framework

3
3.1

15

Scope and Expected Savings

Recent/Existing Energy-Saving Initiatives

Give a summary of energy-saving initiatives that have been implemented at the site (if any).
If there are proposed / mooted initiatives that have not yet been implemented and you believe
that they are still worthwhile, include them in Table 6 overleaf. By discussing work done to
date with the facilities staff you will get an indication of their progress and the remaining
potential for further savings; for instance, have the facilities staff been working steadily and
plucked the low-hanging fruit, or is there good potential for easy savings.
3.2

Suggested Opportunities for Energy Savings

We identified a number of opportunities for further energy savings at the site; these are
summarised in [Table 6] overleaf, with further detail in Section 4. The focus has been on
measures suitable for implementation as a single cost-effective works contract (including by
EPC) and those identified by the client as essential works (Section 1.4).
Acknowledge any contribution from client.
The savings below are valued using [select whichever you judge to be more representative of
current utility prices at site] [the Average Unit Prices for the most recent year] OR [the
following AUPs from SEAI Fuel Cost Comparison (insert month and year).] If SEAI fuel cost
comparison, insert table with VAT exclusive prices.
All utility prices and savings are calculated exclusive of VAT.
It is not necessary to identify a large number of small savings, but rather a small number of
substantial savings as these are the anchor savings used for the business case. The anchor
savings should be sense-checked by deducting each from the total and comparing with the
good practice performance indicator. Based on your judgement and the initial performance
indicators, you will decide if there are likely to be substantial easy savings (low-hanging
fruit) from operational, minor maintenance and changes to control strategies. This
miscellaneous category of savings needs to be quantified and a budgetary cost figure put
against this.
At the end of this process you will do a final sense-check of existing versus proposed versus
typical versus good practice.

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16

Table 6: Annual Energy Consumption & Energy Costs Savings

Paste in table 6 from spreadsheet. Adjust to fit.
Budget
Cost

Estimated Annual Savings

Ref

Opportunity
[kWh]

00
1

Replacement and upgrade of controls

installation throughout the facility

100,00
0

Above
00
2
00
3
00
4
00
5

Fuel
Type

Energy Cost
Savings []

Totals >>

91,550

Electricity

12,000

Fossil
fuel

5,000

Replacement of all Existing heating

pumps with new IE3 pumps.
Replacement of Booster Sets with
inverter driven booster set

200,00
0

Electricity

24,000

25,000

Electricity

3,350

Replacement of all R22 AC units

10,000

Electricity

1,200

Electricity

70,000

Fossil
fuel

-24,000

CHP
Above

00
6
00
7
00
8
00
9

16

Non-Energy
Cost Saving []
-10,000

[tCO2]
-

300,000

20,000

-10,000

80,000

20,000

30,000

150,000

Details / Additional
Information

Sustainable Energy Authority of Ireland National Energy Services Framework

17

Tip: If the table runs onto a second page, use the Heading Rows Repeat function. Select the row with the column headings and click: Table ->
Heading Rows Repeat

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18

Additional Information

Insert additional information on opportunities identified in Table 6 to provide an

understanding of what the measure is, how savings will be achieved and any assumptions
made. In some cases there may be sufficient information in table 6. Use the Table 6 reference
number in the heading for each opportunity discussed.

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19

Baseline Data Requirements

The objective below is to identify baseline data requirements for the eventual measurement
and verification of savings, so the client can put in place the infrastructure and begin
gathering this data once they receive this report. It is not intended that you include Baseline
Data here a separate Baseline Data template is available in Stage 3. Due consideration
should be given to the likely scope and nature of the final contract: a traditional contract will
not require baseline data, an EPRP may require the measurement and verification of a small
number of key parameters, a full scale EPC may involve the measurement and verification of
the facility as a whole. Refer to the International Protocol for the Measurement and
Verification of Performance (IPMVP) for guidance on measurement boundaries. The final
contract type will not have been assessed at this point, but you and the client will be forming
a view as to the likely contract type and you can use this to bring judgement as to what
parameters should be measured at this point.
5.1

Utilities

To implement a performance contract (i.e. EPRP or EPC) it is necessary to have a mechanism

to measure and verify (M&V) energy savings. An M&V plan is prepared by the ESCO later
in the process, but the ESCO will need energy baseline data against which to compare future
energy use. Note that a traditional contract does not require that savings be measured and
verified.
Having regard for the possible need to measure and verify savings in the future, it is essential
to have the necessary metering and monitoring infrastructure in place, and to begin gathering
energy baseline data. This is the clients responsibility.
The following metering and monitoring requirements have been identified.
Meter
Insert a name
for the meter

Location & Area Metered

Identify the physical
location for the meter and
area it will meter (unless
obvious)

Monitoring Requirements
Advise if it needs to be manually read and at
what frequency (perhaps initially).
Advise if it needs to be
monitored/logged/recorded and at what
frequency (perhaps later).

Complete for all utilities

5.2

Environmental Conditions

To avoid future issues as to whether or not an area or building was under or over-heated
before works take place, baseline environmental data is required. The extent of data
requirements depends on the sensitivity of the occupants/activity to variations in temperature
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20

(and relative humidity) and the characteristics of the building (is it relatively homogenous
with a high thermal mass and well-balanced heating system, or prone to having hot/cold
spots?).
The following environmental data should be recorded.
Insert additional information here or in Appendix (and refer to here).
Sensor
Insert a name
for the sensor
(may be BMS
name)

Location & Area Metered

Monitoring requirements

Identify the physical

location for the sensor and
area it will meter (unless
obvious)

May be possible to record using BMS if client

sets up a log file. Otherwise the client may need
to install local logging devices.

Complete for all sensors.

Temperature at least. RH
may not be required.

Avoid too many as it will result in too much data

try to pick representative areas and extreme
areas.

Insert additional information here or in Appendix (and refer to here).

5.3

Activity Metrics

If energy use is driven by other activities (e.g. hotel occupancy, production volumes, degree
days), this will have been identified in Section 2.3. Identify here any activity metrics that
should be recorded, the frequency/recording interval, and the mechanism by which they will
be recorded.
Ref
1
2
3
4
5
6
7
8
9
10

Activity Metric

Recording Interval

Method of Measurement

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21

Conclusions & Next Steps

Insert chart of existing energy/m2 versus proposed versus typical versus good practice for
each utility. This provides an overall sense-check.
Total investment budget

Expected savings

Simple payback

years]

Note unquantified benefits.

As an assessor familiar with performance contracting, familiar with the facility and the
client organisation, you may have a valuable point of view; this is where to express it.
Discuss the viability of the above payback an overall payback of 5-8 years is generally
viable. Then identify the factors that make this project viable or not, e.g. fuel switching is
likely to provide a good boost, but fabric upgrades will have a long payback. Perhaps if the
client removes one measure with a long payback, the viability will improve. Offer some
observations, but the final mix of measures is up to the client. If the payback is very short,
suggest the client do the works without EPC (e.g. by EPRP or traditional) or perhaps add
projects with longer payback. Sometimes essential client requirements are cost-of-ownership
projects (such as replacing end of life plant) that may undermine the commercial viability; in
such cases the client may co-fund those works either as a capital cost or an annual
contribution to repay the ESCO/financier, or a long term payback may be acceptable.
Consider the suitability of the facility or the client organisation for EPC or EPRP. It may be
that traditional contracting is most suitable, e.g. if it will be very difficult to accurately
measure and verify savings (e.g. in a building with unstable energy use patterns and a variety
of drivers).
Identify any special considerations and important assumptions. Note any items that should be
included or excluded from an EPC or EPRP or traditional works contract.
Stop to consider potential risks technical, financial, others that you have identified and
insert these here.
Advise of any limitations of the assessment (e.g. lack of energy data) and, if appropriate,
recommend revisiting the study after this has been resolved. Avoid doing so unnecessarily:
you may have captured the essence of things and further refinement will only improve
reliability of the data, but not change the figures significantly.

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Appendix 1:
Complete as appropriate

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