Funding for the Energy Retrofit Program comes from the electricity, steam, and chilled water utility recharge rates.  Energy cost savings can only be based on the Stanford supplied utilities.

Energy retrofit projects will be funded twice per year.  Requests for the first round of funding must be received by September 30.  Requests for the second round of funding must be received by January 15.  Two funding rounds will allow the project managers to have more flexibility when scheduling project work including taking advantage of the winter break shutdown period.  Additionally, end-of-the-fiscal-year project rush can be reduced and energy savings can accrue sooner.

To be successful, the ERP must blend the abilities of many different groups within the Facilities Department.  In general, the projects are identified and implemented by the groups who work most closely with the building occupants -- the Zone Management Division Teams or their auxiliary equivalents.  The Craft shops are encouraged to bid on the retrofit projects, not only reducing the real cost of the project to Stanford, but also improving troubleshooting service.  The Energy Management Group is responsible for providing consistency in the approval and implementation of projects, ensuring a representative distribution of ERP funds to the zones and auxiliaries,  providing technical guidance, and evaluating new technologies and strategies for future implementation.  In addition, the Energy Management Group continually monitors both the effectiveness of the individual projects as well as the effectiveness of the entire program by analyzing the metered consumption and demand before and after each retrofit project.  How a retrofit project is initiated, approved, funded, and implemented is described in the following sections.

A student intern or graduate research assistant may be available to assist the project manager with the various phases of a retrofit project.  This activity shall be coordinated through the Energy Retrofit Program Manager.  Other members of the Energy Management Group (EMG) may be consulted when appropriate and as schedules allow.  The EMG maintains a small library of reference materials and catalogs that may be helpful when preparing a funding request. 

System Survey

• A concise description of the Energy system to be changed.
• The location of all the equipment to be retrofitted including supplemental sketches, drawings, bible sheets, etc. as necessary.
• The hours of operation of the system(s).  For example, within a single building, labs, classrooms, offices, and common areas may all have different hours of operation for lighting and equipment.  Similarly, different HVAC fan systems within a building have different schedules.  Estimates from outside sources have proven to be inaccurate. 
• The rating of all the relevant equipment -- include all relevant nameplate data, wattage, tonnage, voltage, horsepower, etc.
• The condition and age of existing equipment.
• Calculations of existing energy use.  Be specific and cite references if used.

Proposed System Modification

• A concise description of the proposed change to the energy system.
• An explanation of how the proposed change reduces energy consumption and cost.
• Changes in the hours of operation.
• Square footage of the affected area.
• Number of units to be installed (motors, pumps, light fixtures, etc.).
• Rating of the new equipment.
• Calculation of new energy use. Include calculated reduced peak electrical demand if any.

Energy Retrofit Program staff will prioritize all submitted projects based on the above criteria to ensure equity in the distribution of the annual program funds.

The Energy Retrofit team will evaluate and approve funding requests based on the schedule in the checklist (Table 1.).

Once the commitment letter has been received by the project manager, a plant account may be set up with the Controller's office using the fund release form (appendix C).  The Controller's office will be advised which projects have been approved for funding by the ERP.  Funds may then be transferred as part of the creation of the plant account.  Use the ERP number assigned to the project when setting up the account.  If a plant account is not used, the ERP will transfer funding upon successful completion of the retrofit project.  Please note, the energy retrofit program cannot reimburse capital project accounts.  Please contact the Energy Management Group if you need a more detailed explanation.

Auxiliaries, DAPER, Housing and Dining Services

Once the commitment letter has been received proceed with your project.  The ERP will transfer funding upon successful completion of the retrofit project.

A retrofit project will be considered complete after the following criteria have been met:

1.The project installation is complete and the final project invoices have been received.

2.The project has been inspected by the ERP staff. 

3.Paperwork documenting all project expenses including copies of work orders, material and or labor invoices, or requisitions have been received by the ERP staff.

4.A brief electronic-mail or memorandum describing the actual start and completion dates for the project and any changes made during construction that could affect the amount of energy saved by the project.  (for example, more fixtures are retrofitted than estimated).

It is the responsibility of the project manager to make sure that all steps listed above are followed.  New funds will not be committed to zones or auxiliaries that have incomplete paperwork from previous projects.