EPC Energy Conservation Program
Project Overview
EPC is a non-profit 501C-3 organization in Albuquerque, New Mexico, which provides essential residence and support for recovering alcoholics and addicts. (A complete presentation of EPC's mission, record of success, staff and organization is available on its website. ww.endorphinpower.org) EPC occupies two buildings in central Albuquerque, a Residential Building and an adjacent Communal Building Group. The Residential Building was completed to EPC designs in 2007. The Communal Building Group was constructed and modified in various projects beginning around 1977. EPC clients reside in the Residential Building. The Communal Building Group provides recovery services to residents and surrounding neighborhood including a kitchen, 12 step meeting rooms, an exercise center, library, computer lab, art room, large communal room, staff quarters and various other related functions.
The EPC Energy Conservation Program is the result of efforts to limit the cost of on-going energy use in all areas of the existing facility. Due especially to the aging condition of the Communal Building, electrical and natural gas expenses are high. Improvements in both cost centers offer an opportunity to significantly reduce the operating cost of the facility, allowing money to be redirected to EPC's primary mission. The EPC Energy Conservation Program has been in its formative state for almost one year (October 2008 – October 2009). Volunteers with relevant expertise have been recruited to serve in the EPC Energy Committee to provide basic guidance to the program.
Funding
The EPC Energy Conservation Program will be funded by contributions from supporters of EPC's mission. Funding sources have already expressed interest in the project. The funding arrangement will require specific project design and costing prior to being finalized. Specific details of the potential funding source are currently in a sensitive state, but are very encouraging. Very reasonably, the program must advance to a more developed cost and scope definition to satisfy contributors.
Energy Conservation Program – Project Phases
Program phases fill a preliminary schedule of 14 months. This project duration should be considered to be a very preliminary estimate. As additional information becomes available, a more accurate project schedule can be made. In its preliminary form, the program is represented by five over-lapping, general phases of work.
Phase One: As-Built Survey Program
Because available information on EPC's buildings – especially the Communal Building Group – is dated, an as-built program is necessary. A number of additions and modifications have occurred in the Communal Building Group since its original construction, many of which materially affect design considerations. Construction drawing records of the Residential Building are much more complete and accurate.
The proposed as-built products will be three fold. First, a scaled set of conventionally sized (24” X 36”) drawings of both buildings' floor plans will be prepared on a durable, reproducible medium (drafting mylar). This set will contain three basic drawings to present the existing floor plans and site location of both buildings. This basic set of as-built drawings will be duplicated to become an electrical set and a mechanical set (each superimposed on a reproducible copy of the originals). The mechanical set will show equipment, vents and piping, etc.
The second product of the as-built program will be a computer file containing all tabular information from the as-built survey and providing a numbering reference to computer files linking, for example, specific existing equipment to the computer file. The as-built program will include the placement of identification number tags (provided by EPC) on equipment, panels, heaters, hot water tanks, etc. Identification numbers will reference the specific equipment's computer file where pertinent as-built details will be stored. EPC staff will assist with the creation of this computer inventory and provide the required computer resources.
The third product of the as-built program will be a schematic of existing instrumentation and controls. It will include relevant power source, manufacturer, capacity and application information, etc.
Recap of as-built survey drawings and products
- basic floor plan set (3 reproducible drawings)
- electrical survey (3 reproducible drawings made on copies of the basic set)
- mechanical survey (3 reproducible drawings made on copies of the basic set)
- an equipment inventory with physical number tags referring to both the drawings and computer file
- a symbolic instrumentation and control diagram (1 reproducible drawing)
None of the product drawings need to be more than accurately scaled, simple one line diagrams showing the basic floor plans of the buildings. This product will not require a professional stamp or other certification liability. The as-built drawing sets will specifically provide the basis for design and engineering assessments such as system loading, physical location, installation and reference to the computerized inventory files which might be reasonably required during the conceptual design phase of the energy conservation improvements.
Consequently, many details of an as-built survey can be omitted. A further anticipated use will be during the RFP (Request for Proposal) stage of the project where copies of these as-built drawings can be supplied to potential vendors or design consultants. Finally, the as-built drawing set can “host” additional information which can been added to the program during the design process as such necessities arise during the process.
Phase Two: Engineering/Design Concept
Using the as-built drawing record as a consolidated repository of building system data, the design of the energy conservation modifications can proceed. Potential vendors can be sent conceptual solutions, along with the as-built set, to solicit equipment, products and design proposals consistent with the program's scope and goals. When preliminary equipment decisions have been reached, an engineering estimate of cost can be prepared, municipal code compliance requirements identified and inter system compatibility questions can be resolved. The Phase Two design concept will become sufficiently specific and detailed to provide a well settled, over all program model for EPC, contributors and potential vendors and contractors which will provide preliminary cost and schedule information and code compliance requirements.
Phase Three: Issue Formal Requests for Proposal
The RFP responses will provide information necessary for final costing and contract preparation. Vendors and contractors will be selected under established construction trade guidelines in a transparent program which will reassure all parties to the project. The RFP cycle is essential in the program flow to ensure that a wide selection of different approaches from individual vendors can be considered. It is a stage where all ideas submitted by potential vendors and contractors can be entertained and evaluated by EPC.
Phase Four: Contract Execution
During this phase, the conditions of contract execution will be formalized. Vendors and installation contractors will agree to EPC project over sight as a stipulated contract requirement. Performance guarantees on purchased equipment and services can be specified in the terms of contract compliance. Secure funding will be made public. Schedules of all contracted work will be submitted by the successful contractors to EPC over sight. Decisions of liquidated damage and other liability issues can be reached between EPC and equipment and service suppliers.
Phase Five: Project Construction and Installation
Standard agreements for progress and expense reporting, conduct of construction, communication, quality assurance, project over sight, functional check out and vendor performance guarantees will be included in the contracts. Cost containment for this type of purchase and installation weighted project should be highly effective. Performance guarantees will be required for substantial completion payment in most instances. EPC will pledge to maintain a sufficient staff access commitment during construction phase for good comunication between the contractors and suppliers and the project owner (EPC).
Because this proposal deals centrally with Phase One – As-Built Survey matters, extended descriptions of subsequent phases have been limited. Each of the subsequent phases will be expanded as details of the program develop. The appointment of a central and continuing agent to represent the owner's interests will be an important key element to successful project design.
Preliminary Schedule
Schedule specifics are only estimated here in the absence of data which will become available only in subsequent phases of the program. The following schedule is based on the immediate initiation of Phase One tasks. The as-built program necessarily precedes the effective creation of an engineering concept, and the engineering concept will offer a far more complete estimate of schedule. More definite scheduling information will become available when the scope of work, lead time of special purchases, funding limitations and code compliance questions and other program design variables can be more confidently established.
EPC Energy Conservation Program
Preliminary Schedule (estimated 14 month project duration)
Summary
Although representing a very preliminary stage of program planning, this proposal outlines both immediate and longer term tasks. There are, unavoidably, many program details which remain to be selected for the final project design. However, there are presently no program management obstacles apparent in this early analysis which might represent terminal difficulties. The EPC Energy Conservation Program will experience significant adjustments throughout its execution, primarily from influences arising from its multiple constraint design environment, but it can clearly be completed with very beneficial and satisfactory results and a suitable life cycle value to project cost ratio.