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Case Jyväskylä Life cycle procurement: Sharing the risks and savings

Case Jyväskylä Life cycle procurement: Sharing the risks and savings. SCI Network meeting , Malmö 19.9.2012 Sanna Ahvenharju, Gaia Consulting Oy Based on presentation by Mikko Lepo, City of Jyväskylä. Gaia team – at Your Service.

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Case Jyväskylä Life cycle procurement: Sharing the risks and savings

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  1. Case JyväskyläLife cycle procurement: Sharing the risks and savings SCI Networkmeeting, Malmö 19.9.2012 Sanna Ahvenharju, GaiaConsulting Oy Based on presentationby Mikko Lepo, City of Jyväskylä

  2. Gaia team – at Your Service • 35 highly-educated experts – multidisciplinary and cross-sectorial • Sustainability consultancy and business development since 1993 • Strategy and implementation partner • Over 400 clients in 5 continents • Offices in Finland, Switzerland, China, Ethiopia and Argentina

  3. Construction of a campus of childrens’ facilities • School for grades 1-9 • Day carecentre • Specialschool for childrenrequiringspecificsupport • Altogether 1000 children, 180 personnel • Investment of 16 000 m2, 35 M€ • 20-23 yearslifecycle, ~55 M€

  4. Timeline Project plan 2009 Procurement decision 1/2010 Tendering of procurementconsultants 1-2/2010 Procurement announcement 4/2010 Preselection of providers(5-6/2010) Competitivenegotiation Presentation of solutions (9-10/2010) Tenders(1/2011) Finaldecisions(5-6/2011) Signing of contracts(8/2011) Construction 3/2012 – 7/2015Service until 2033

  5. Aims of the procurementproject • Efficiency and multifunctionaluse of space • Monitoring and reporting the set goals for functionality and condition of differentspaces/facilities • Application of new technicalsolutions • Sustainable development and energyefficiency • Competitivefinancing for life cycleprocurement and the legislativerequirements of the process

  6. Life cycleapproach Lifecycleprocurement Procurement of - usability, - functionality and - predefinedconditions of a facility

  7. Riskassessmentidentifiedover 100 risks

  8. Target valuesdefined for differentspaces

  9. Contractualrequirements, examples • The condition of buildingshave to fulfillcertainlevel of qualitythroughouttheirlifetime • Assignment of requiredresponsetimes • Decreaseservicecontractpayments 1 €/m2/day, ifresponse is delayed • Predefinedmaximumenergyconsumption • Costs for exceeding the limitarecarriedby the provider • The potentiallyachievedsavingsaredivided 50% / 50% betweenprocurer and provider

  10. Lessonslearned • Innovationlimitedby the factthatmanyequipmentrequirementshad to bespecific in order to allow for quantitativecomparisonbetweentenders • Life-cyclecontractallows for furtherdevelopmentduringlaterphases of the project • Energy and watercontractingmechanismworkedwell – encouragedsavings and new innovations • The reportingmechanisms and usability and functionalityassessmentmechanismscarry a potential for furtherserviceproviders and innovations • The targetlevels for energyconsumptioncouldhavebeenevenmoretight

  11. Notes for the guide • 2.a - goodprojectteam • 2. g - fundingfrom national programme • 3.f – performancetargets • 5.a – procurementmodel • 6.a – use of incentives

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