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Utility Bill Clean-up. Webinar May 19, 2011. What? Why? How? . What is a utility bill clean-up? Why is it important? How can it help you? What’s next?. What is a Utility Bill Clean-up?. A thorough review of all utility accounts on a unit
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Utility Bill Clean-up Webinar May 19, 2011
What? Why? How? • What is a utility bill clean-up? • Why is it important? • How can it help you? • What’s next?
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
Why Is It Important? • Allows reliable energy cost and consumption monitoring • Reduces improper payments, usually resulting in savings!
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
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 • What’s Next http://www.fs.fed.us/sustainableoperations/focus-area-energy.shtml#utility
SOP for Clean-up Process Utilities usually paid through NFC include: • Electricity • Water • Natural gas • Sewer Utilities often not paid through NFC include: • Fuel oil • Propane *Please note: ASC is currently performing utility clean-up for communication systems.
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…
Contacting Utility Providers • Compile list of Utility Providers and POC’s • Billing statements contain: • Cost • Consumption • Meter numbers • Rate structure • Service address • One year’s worth of statements
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.
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.
What to Look For • 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 • 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 • 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. • 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.
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
What’s Next • 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
What’s Next • Continuous Improvement: • Opportunities to continue to reduce unit’s environmental footprint • Guidance for reducing energy and water use, executive orders, and Chief’s “Strategic Framework for Responding to Climate Change” • Net Zero guides outlining the next steps • Sustainable operations website: www.fs.fed.us/sustaianbleoperations/ • YOU CAN MAKE A DIFFERENCE!!!
Questions? Follow up comments/questions: Laurie Yeager – lyeager@fs.fed.us