Webinar May 19, 2011 Slide 2 What? Why? How? What is a utility
bill clean-up? Why is it important? How can it help you? Whats
next? Slide 3 What is a Utility Bill Clean-up? A thorough review of
all utility accounts on a unit Utility accounts are set up in TUMS
to facilitate payment by NFC Many utility accounts are not
monitored after initial entry; circumstances change and utility
accounts should reflect these changes Eliminate idle accounts,
verify utility rate structure, verify tax exempt status, verify
ownership and payment responsibility Slide 4 Why Is It Important?
Allows reliable energy cost and consumption monitoring Reduces
improper payments, usually resulting in savings! Slide 5 How Can It
Help You? Emphasis on reducing energy and water consumption in
federal facilities Executive Orders 13423 and 13514 Energy
Independence and Security Act of 2007 (EISA) Energy Policy Act of
2005 Baseline of use to assist in decision making Benchmark against
which progress can be measured. Eliminates improper payments to
simplify data tracking and save money Slide 6 SOP for Clean-up
Process Establish Local Points of Contact Contact Utility Providers
Connect Bills to Buildings What to Look For Utility Bill Cleanup
Template Case Study Whats Next
http://www.fs.fed.us/sustainableoperations/focus-area-energy.shtml#utility
Slide 7 Utilities usually paid through NFC include: Electricity
Water Natural gas Sewer Utilities often not paid through NFC
include: Fuel oil Propane SOP for Clean-up Process *Please note:
ASC is currently performing utility clean-up for communication
systems. Slide 8 Establish Local Points of Contact Line Officer
support Team includes: Budget Staff Facilities Engineer Others?
Steps: Goals review Collect data Budget Staff utility information
Facility Engineer buildings information Begin cleanup process Slide
9 Contacting Utility Providers Compile list of Utility Providers
and POCs Billing statements contain: Cost Consumption Meter numbers
Rate structure Service address One years worth of statements Slide
10 ECM Slide 11 Slide 12 Slide 13 Connect Bills to Buildings Match
up accounts in groups by utility company If account # from utility
and NFC match, but building name or address does not, correct. If
account # or building location/address from TUMS are not on record
with utility company, or if one party has a record and other does
not, determine which is incorrect and fix it. If # of accounts
&/or meters does not match # of buildings, investigate and make
sure all service is accounted for. Slide 14 What to Look For Does
FS own or lease the facility? If not owned, work with B&F and
NFC to remove FS from responsibility If leased, verify payment
responsibility with Leasing CO. Does FS need the service? If not,
work with utility to disconnect & stop billing. If needed in
the future, disconnect now & reconnect when needed (if cost
effective) Is bill responsibility of concessionaire or special use
permittee? Transfer payment responsibility to responsible party.
Slide 15 Is the rate structure correct? Verify total amount and
peak amount and facility type to determine best rate structure w/
utility. Commercial rates vs. residential rates. If one meter for
multiple buildings or entire site, check if individual meters will
result in lower rates. If charged a demand charge, check on the
minimum service size for the demand charge. If billed 3-phase power
charges, convert to single phase if economical and 3-phase not
needed, or convert all 3-phase equipment. What to Look For Slide 16
Are the bills accurate? Review for invoice accuracy, redundant
charges, etc. Verify billing shows tax exempt status, including on
leased buildings where FS is responsible for utilities. Look for
inconsistencies in rates or monthly charges. Look for late charges.
Are seasonal buildings closed down properly? Verify that buildings
not used year round are closed down properly. Winterize and turn
down the heat. What to Look For Slide 17 Are you eligible for
rebates? If you are planning or have installed energy saving
upgrades you may be eligible for rebates. Check www.dsireusa.org
for information on incentives available in your
state.www.dsireusa.org Are there anomalies in energy use? Look for
spikes or anomalies in energy usage: more water in winter than
summer, etc. These might not be billing errors but might be
valuable information for facility managers. What to Look For Slide
18 Utility Bill Cleanup Template Slide 19 Slide 20 Case Study San
Juan NF Findings: 124 utility accounts (natural gas, electric,
water, sewer) 56 accounts requiring changes (45%) Top 2 most
frequent changes: Change to tax exempt status Disconnect service to
conveyed/vacated properties Approximate annual savings realized:
$32,000/$171,000 (19%) Monitoring utility costs is a dynamic
process Initial cleanup will uncover obvious errors
Conveying/vacating facilities and concessionaire/contractor changes
are ongoing Link to San Juan Case Study Slide 21 Western Collective
Utility Bill Clean-up Team has developed Standard Operating
Procedure to provide guidance WO letter encourages units to
complete a clean-up Raising awareness for clean-up need and the
potential cost savings Action item under Element 10 of Climate
Change Scorecard Webinars to assist units with the clean-up process
Whats Next Slide 22 Continuous Improvement: Opportunities to
continue to reduce units environmental footprint Guidance for
reducing energy and water use, executive orders, and Chiefs
Strategic Framework for Responding to Climate Change Net Zero
guides outlining the next steps Sustainable operations website:
www.fs.fed.us/sustaianbleoperations/
www.fs.fed.us/sustaianbleoperations/ YOU CAN MAKE A DIFFERENCE!!!
Slide 23 Follow up comments/questions: Laurie Yeager
[email protected] Questions?
