We recognise that our clients need to minimise the risk of wasting time or money. To that end, we advise them to follow our step-by-step approach for estate projects.
The emphasis is on risk-reduction and avoiding wasting money on dead-ends or expensive mistakes.
Clients only commit to the next step in the process when the preceding step has shown that it will be worthwhile. The net effect of this process is that there is no requirement for a major capital commitment until there is confidence that the installation and business case will work as intended.
Note that throughout this process we focus on systems integration, not only ensuring that each system is sized appropriately and designed correctly but that all systems are sized and designed to act in concert with all other systems to achieve the best overall solution, both practically and financially. This means that although we might have been appointed to deal with just one item, technology, or issue on a site, we will always consider the wider picture: it’s the only way to ensure that the right solution is achieved.
The process is similar in concept to the Royal Institute of British Architects (RIBA) process, but we have adapted it to suit energy systems projects on complex sites. It is illustrated below:
Step 1. Initial Assessment
This usually includes:
- An online meeting to learn how the estate works, the client’s strategic intent, development plans, key concerns, and any practical considerations that would have a bearing on the suitability of different installations across the estate.
- Identifying the broad potential for worthwhile projects.
- Providing general advice on net-zero.
- Advising on financing options, including possible grants or subsidies.
It is free of charge because until done we cannot reliably advise whether it’s worth spending any money at all on further investigative work.
Step 2. Scoping & Feasibility Study
Step 1 may have identified a range of potential options, or just one or two. Step 2 goes into much more detail and site surveys will be conducted as required. It includes some or all of the tasks described here, all depending on what the situation merits:
- Investigating energy optimisation measures in enough detail to get set up for implementation.
- Measuring the carbon footprint across Scopes 1 to 3 and drafting the related net-zero strategy.
- Determining the scope, design concepts, cost versus net benefit and potential delivery programme for a range of options.
- Supporting financing and grant applications as required.
- Advising on next steps in the risk-reduction process: in other words, what to focus on in Step 3.
Step 3. Project Definition
For each project arising from Step 2 there will usually be some issues that require further investigation before the client and ReEnergise staff can be sure that it’s safe to proceed to tendering for the required contractors. Tasks include:
- Resolving any technical issues arising from Step 2.
- Confirming the design concept.
- Further developing the project programme.
- Providing technical support to any planning applications required.
- Continuing to support project financing bids, if applicable.
- Liaising with other agencies and potential stakeholders who may have a bearing on project execution, e.g. the local planning authority and the grid Distribution Systems Operator (DSO).
- Reassessing the business case for the intended project, if any significant issues have come to light.
Step 4. Project Tendering
We recommend running a competitive tender unless there is a clear reason not to do so. In most instances the client’s own procurement rules will require it anyway. The Step 4 tasks include:
- Identifying a shortlist of potential tenderers.
- Drawing up a requirement specification in sufficient detail for the tender exercise.
- Drawing up draft installer contract(s) to be included in the tender pack. (There may be more than one contractor involved in major projects).
- Organising the tender exercise & assessing bids.
- Confirming project financing arrangements with finance providers, where applicable.
- Supporting the planning application process, when required.
- Negotiating installer contracts on behalf of the client, through to the point of sign-off.
Step 5. Project Delivery
This step is the major capital commitment within any project. Tasks include:
- Arranging for all contracts to be signed. If we are working as the project manager then the installation contract will be between the client and the contractor(s), with a separate project management contract put in place for ReEnergise. If we are working as the Prime Contractor then there need only be a contract between us and the client. The choice of procurement approach will have been considered and agreed with the client in advance.
- Managing the programme; witnessing commissioning.
- Setting up the required O&M framework.
- Supporting the client in drawing down grants in step with the installation programme, where applicable.
Post-delivery Quality Assurance
We want to be sure that each project is delivered successfully but also that each client is deriving the correct benefits from it. When a new and probably unfamiliar technology is introduced there are usually some procedural or operating details to be ironed out.
To that end we organise client familiarisation and training. In addition, and as an optional extra, at a suitable stage after each installation has been commissioned we will review progress with the client and if necessary call a site meeting for the client, installers, and any other relevant agencies involved. This is additional to the servicing and maintenance regime that will have been put in place as part of the original installation. It is an opportunity for the client to be completely candid about any issues that have arisen, so that they can be rectified, and so that we can all learn lessons from each job done.
We would expect any faults to be covered by warranty – either parts or workmanship – but by being proactive about this faults are likely to be resolved that much more quickly.