Request for Proposals for Willoughby City Council’s

ClimateClever Apartments
Phase 1 - Assessment of Common Areas

Purpose of Request for Proposals

Willoughby Council is seeking proposals from suitably qualified and experienced contractors
to undertake energy assessments of common areas of apartment blocks located in the
Willoughby Local Government Area.

Background:
Willoughby City Council (WCC) has set a community target of reducing greenhouse gas
emissions by 15% by 2015 from 2007 levels.

Multi unit dwellings or apartments blocks represent over 53% of the total building stock
within the Willoughby local government area (LGA) and therefore represent a significant
proportion of the total residential contribution to greenhouse gas emissions associated with
electricity usage within the LGA. During 07/09 the total contribution from the residential
electricity consumption was 158,350 tonnes of carbon equivalent emissions (t CO2-e) of
which it can be assumed almost half came from Apartment Blocks.

To address this, the Council is currently developing a new project titled “ClimateClever
Apartments” which aims to engage owner’s corporation(s) and achieve greenhouse gas and
ongoing financial operating savings through the retrofitting of energy saving technology such
as power factor correction or solar hot water.

Project Description
The ClimateClever Apartments Program aims to promote the implementation of the following
target actions within apartment buildings to reduce the carbon footprint of common areas
as follows:

Replacement of centralised electric hot water service with energy efficient alternative
such as solar (ideally gas boosted), gas or heat pump hot water system;

Replacement of incandescent, halogen or other luminaries within common areas with

energy efficient alternatives;

The installation of motion detectors, timers or other devices that control lighting or
equipment within common areas;

The installation of Power Factor Correction on common area supply;

Optimisation of common area air-conditioning and car park ventilation i.e. reviewing
control systems for operation times and other settings;

Replacement of common area pool water heating systems units with energy efficient
alternatives;

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Building improvements that reduce common area energy requirements such as
skylights, window solar control films, passive shading etc;

On site renewable and alternative energy generation;

The utilisation of 100% GreenPower for common area supply; and

Other cost effective measures that may assist in ongoing common area energy
reductions.

To assist with the initial engagement of owners corporations and to provide them with quality
technical advice Council is seeking to offer an assessment service to owner’s corporations
as part of the overall ClimateClever Apartments program. This would involve the delivery of
energy assessments and action plans to motivated owners corporations selected by Council.

In order to gauge the feasibility of this component of the overall program we are seeking
quotations from suitable contractors to deliver this phase of the program. Below are details
of what Council is seeking:

Scope of Works
Council is seeking proposals from contractors who are able to deliver a service that meets
the following requirements:

1. Review energy consumption data (including centralised hot water, HAVAC and other
shared plant) and establish an annual carbon footprint and electricity and gas
consumption baseline for the apartment building common areas utilising at least 12
months of billing information;

2. Inspect the apartment complex to identify plant and equipment that contribute to
common area consumption. Plant and equipment to be included are lighting &
controls, lift motors, HVAC (both centralised and common area specific), car park
ventilation, centralised hot water service, pool and spa water heaters and pumps,
and any other plant that contributes to significant common area consumption;

3. Develop an appropriately detailed action plan suitable for usage by owners

corporations ensuring the following information is provided:

o The Apartment Building’s common area carbon footprint, and electricity and
gas consumption baseline;

o Actions identified by assessment for potential implementation by the Owner’s

Corporation that result in CO2-e and KWh reductions. As a minimum the
programs target actions should be included where relevant;

o Indicative implementation cost and payback times for each identified action in
descending order of cost effectiveness (i.e. lowest to highest payback period).

o Specify any government rebates available such as RECS and NSW Energy
Saving Certificates;

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 o An estimation of the reduction in common area annual energy (KWh)
consumption and carbon emissions (t CO2-e) for each option identified;

o The total cost ($) of implementing all actions, the total payback period (years,
months), total potential reduction of electricity (KWh), total potential carbon
footprint (t CO2-e) reduction; and

o The provision of any other relevant information in the action plan that enables
Owner’s Corporations to better understand the opportunities and the potential
benefits of implementation of the identified actions.

Deliverables and Timeline

The consultant will be required to work closely with WCC at all stages of this project. It is
envisaged that the project will be completed over a 12 week period commencing in March
2010 and ending in June 2010. Key deliverables required include:

• Liaising with Owners Corporations identified by Council to schedule assessments;

• Completion of common area assessments and draft reports;
• Submission of draft reports to Council for sign off; and
• Provision of final reports to Owners Corporations and Council.

The timeline for project implementation is detailed in the Table below.

PROPOSED TIMELINE

Deliverable Responsibility Timeline

Engage Consultant WCC December 2009
Initial meeting to contractor to fine WCC January 2010
tune program before public launch.
Public Information Night (launch) of WCC February 2010
ClimateClever Apartments Program
Assessments of Apartments Blocks Consultant March 2010
commence
Draft Reports to Council for review Consultant April/May 2010
Presentation of final reports to
Consultant May/June 2010
Owners Corporations
Assessment Phase completed Consultant June 2010

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Project Management and Council Contact
The Council’s Sustainability Projects Officer - Nathan John, will act as Project Manager for
this project. The consultant will remain in close contact throughout the project with the
Project Manager and stakeholders such as Owners Corporations.

Response to the Brief

In preparing a response to this request for proposals, the consultants should concisely
detail:
1. Understanding of the Brief - appreciation for the task and elements required by the
Brief to the deliver the required outputs;
2. Proposed approach - A program for the project showing proposed start and
completion dates for each package of work;
3. Relevant experience and skills - skills and experience of the personnel who will
undertake the consultancy including experience in completion of similar projects with
similar outcomes;
4. A lump sum, all inclusive, fixed fee for the total consultancy package (showing GST
component) for each of quotation scenarios detailed below in “Quotations sought”.
Each quotation should detail a breakdown of the individual assessment cost per
apartment block category i.e. 100 Unit High Rise, 50 Unit Mid Rise etc;
5. Hourly rates for key personnel for additional consultancy if required;
6. An estimate of hours involved in delivering this brief; and
7. How you will provide value for money (the lowest quote will not necessarily be
accepted).

Quotations sought:
To assist Council in selecting a contractor we seek three quotes based on varying target
assessment numbers for different sized apartment buildings as summarised below:

100-333 Unit 50-99 Unit 25-49 Unit 10-24 Unit Total

High Rise Mid Rise Mid/ Low Rise Low Rise Number
Total Number
of blocks in 23 27 72 218 340
LGA
Quote One 1 2 4 3 10
Quote Two 2 4 8 6 20
Quote Three 3 6 12 9 30

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For the purposes of quotation please consider the varying level of complexity that different
sized apartment blocks present. Below is an overview of the categories of apartment
buildings that we have defined above for the purposes of seeking quotations. Please note
this is provided for illustrative purposes only.

100 Units or more- High Rise

Will typically:
• Be more than 10 Storey;
• Operate 4 or more lifts;
• Have extensive common area energy requirements which may include
HAVAC;
• Likely to have resort type facilities such as pool, spa and gym;
• Likely to have extensive car park ventilation requirements; and
• May have centralised hot water and/or HAVAC.

50 Units or more -Mid Rise

Will typically:
• Be more than 4 Storeys;
• Operate 2 or more lifts;
• Have significant common area energy requirements;
• May have resort type facilities such as pool, spa and gym; and
• May have extensive car park ventilation requirements.

25 Units or more – Mid/Low Rise

Will typically:
• Be less than 4 Storeys;
• Have moderate common area energy requirements;
• Unlikely to have resort type facilities such as pool, spa and gym; and
• May have car park ventilation requirements.

10 Units or more- Low Rise

Will typically:
• Be less than 4 Storeys;
• Have relatively small common area energy requirements; and
• May have car park ventilation requirements.

Insurance Requirements
The consultants (before appointment) are required to provide proof of the following current
insurance coverage:

• Proof of valid Workers Compensation (if they will be supervising other staff);
• Professional Indemnity Insurance to a minimum of $10,000,000; and
• Public Liability Insurance with a minimum sum insured of $20,000,000.

Key Standards and Regulation

AS4122 – General Conditions for Engagement of Consultants
AS4121 – Code of Ethics and Procedures for the selection of Consultants

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Proper and Ethical Practices by Consultants
Consultants will seek to achieve best practice standards in their industry and will
demonstrate this in the fulfilment of their contract.

Consultants will act honestly and ethically. For example they will:
• disclose any conflicts of interest and will not seek to undermine fairness and
impartially on the part of Council;
• submit bids only when they have a firm intention to proceed;
• not engage in practices such as collusion in bidding, inflation of prices to compensate
unsuccessful proponents, hidden commissions or other such secret arrangements;
and
• comply with State and Commonwealth legislation including the trade practices and
consumer affairs laws.

Submission of Your Proposal

The closing date for submissions is Wednesday 2 December 2009 at 4pm.

Submissions should be submitted electronically via email to both:

email@willoughby.nsw.gov.au and nathan.john@willoughby.nsw.gov.au

Electronic submissions should ideally be in Microsoft Word (.doc) or Adobe Acrobat (.pdf)
format and should not exceed 5 megabytes.

Further Information
Further information in relation to the proposed project may be obtained from Nathan John,
Sustainability Projects Officer in the first instance on email:
nathan.john@willoughby.nsw.gov.au

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