Professional Consulting Services for Net-Zero Retrofit Studies

D3. SCOPE OF SERVICES D3.1 The Services required under this Contract shall consist of professional consulting services for Green Building Pathway Studies at eight (8) City of Winnipeg buildings in accordance with the following: (a) The consultant shall conduct Green Building Pathway Studies in accordance with the Green Municipal Fund Community Building Retrofit (CBR) initiative, https://greenmunicipalfund.ca/funding/study-ghg-reduction-pathway-feasibility (b) The study should account for the following: (i) All elements identified in the Green Buildings Pathway Guidance Document Green Buildings Pathway Guidance Document (ii) Meeting best practice energy targets, respective of climate zones, as listed below: • If fossil fuels are in use, complete a partial fuel switch in 10 years, targeting a 50 percent GHG reduction, and an alignment with new build standards by 20 years. • Reduction of indoor potable water consumption by more than 20 percent. • An equity assessment by answering, at minimum, the following questions: • Which equity-deserving groups might benefit the most from the project and/or be burdened, directly or indirectly, by the project or decisions? How are these groups positively or negatively impacted by the project or decisions? • What strategies can be used to address barriers or mitigate negative impacts? • What data sources, reports or mapping resources can help illuminate equity issues in your local context? (c) The project will have 6 milestones: (i) Milestone 1: Project Initiation & Data Gathering (ii) Milestone 2: Site Investigation (Energy Assessment) and Calibrated Modelling of Existing Facility (iii) Milestone 3: Design Workshop & Measure-Level Analysis (iv) Milestone 4: GHG Reduction Pathway Scenarios and Package Analysis (v) Milestone 5: Decision-Making Workshop (vi )Milestone 6: Final Report (d) Further to D3.1, the consultant team must conduct a minimum of one (1) site investigation in order to accurately assess and document observations of existing conditions; (e) The eight (8) City of Winnipeg buildings which are part of the RFP No. 260-2026 include the following sites with applicable addresses: (i) Old St. Boniface Fire Hall No. (1,022m2) 212 Dumoulin Street (ii) Festival Du Voyageur (400m2) 233 Provencher Avenue (iii) St Boniface City Hall (1,717m2) 219 Provencher Avenue (iv) NorWest (NOA) Resource Centre (425m2) 1880 Alexander Avenue (v) St. James-Assiniboia Library (2,262m2) 1910 Portage Avenue (vi) WFPS Station 23 (418m2) 880 Dalhousie Drive (vii) Public Works Yard & Administrative Offices (9,082m2) 1539 Waverly Street (viii) Winnipeg Fire Paramedic Service Academy (7,000m2) 2546 McPhillips Street (f) A final draft copy of the complete detailed audit report is to be submitted for review and feedback to the Contract Administrator and City of Winnipeg team personnel prior to the final deliverable. D3.1.1 The Services required under D3 shall be in accordance with the City’s Project Management Manual Policy, Manuals and Templates - Asset Management Program - Infrastructure Planning Office - City of Winnipeg and templates Policy, Manuals and Templates - Asset Management Program - Infrastructure Planning Office - City of Winnipeg. Notwithstanding the foregoing, the Consultant is being engaged by the City for their professional expertise; the Consultant shall bring to the Consulting Contract Administrator’s attention any aspect of the City’s Project Management Manual or templates which the Consultant is of the opinion is not consistent with good industry practice. The City of Winnipeg Supplemental Conditions D3.2 GREEN BUILDING PATHWAY STUDIES (a) Our Winnipeg 2045 sets out the City’s climate target of net zero emissions by 2050 which aligns with federal and international targets. The Community Energy Investment Roadmap (CEIR) identifies City and community-wide systems level actions and investments to achieve this updated target. CEIR identifies that, after reducing the need for energy and increasing energy efficiency, electrification of buildings is key to meeting our climate targets. Council directed the Public Service to implement CEIR in July 2022. (b) The study shall include milestone and final study deliverables to be provided by the Successful Bidder(s) for each of the eight (8) facility reports. (c) Milestone 1: Project Initiation & Data Gathering: Define objectives, scope, and key stakeholders. Develop the project charter and establish roles and responsibilities. (i) Define objectives and scope (ii) Identify and engage key stakeholders (iii) Develop project charter (iv) Establish project team and roles (v) Determine project budget and resources (vi) Develop preliminary project timeline (vii) Identify potential barriers and risks (viii) Set up communication plan (ix) Obtain stakeholder buy-in and approval (x) Conduct a review of all available documentation (xi) Analysis of utility bills or past energy use (xii) Identify key energy-consuming systems and processes (xiii) Plan and schedule site visit (xiv) Prepare data collection tools and templates (xv) Prepare for safety and compliance (d) The City recognizes that building energy performance depends greatly on existing building operations, attitudes, and behaviours. It is important to convene those who operate and maintain the facility with those who will perform the retrofit study. (e) Milestone 2: Site Investigation (Energy Assessment) and Calibrated Modelling of Existing Facility: Gather information on site visit and put together energy models. Analyze data to establish baseline energy consumption. (i) Conduct a facility site walkthrough: • Perform detailed equipment inspections • Interview facility staff • Collect temporary metering data (if applicable) • Document observations and preliminary findings • Review control systems and settings (ii) Identify immediate low-cost and no-cost opportunities (iii) Develop preliminary list of ECMs (iv) Validate findings with stakeholders (v) Refine energy baseline and benchmarking (vi) Identify additional data needs or follow-up actions (vii) Build and calibrate model in accordance with ASHRAE 14: • Include holistic analysis of thermal bridging, including point and linear heat loss. • Conduct electricity demand impact modelling. • Account for changes in weather caused by climate change by using future weather files. (f) An infrared thermographic survey shall be completed as part of the project scope. The purpose of the scan will be to identify thermal anomalies which may be affecting building performance (including excessive thermal bridging and air leakage) and to provide a proposed management strategy for any abnormal thermal patterns. A thermography report shall be included as part of the appendices in the feasibility study report. (g) The Successful Bidder(s) is to refer to the ZCB-Design v3 Energy Modelling Guidelines published on June 20, 2022, updated December 2024, for further guidance on modelling requirements. Acceptable modelling software as per this guidance document includes DOE-2 based modelling programs: eQuest, IES-VE, or Energy Plus (with either Open Studio or Design Builder). Software limitations shall not excuse the limitation of accuracy of energy modelling to show compliance with the standard. Any software limitations are expected to be overcome with appropriate engineering calculations. (h) Milestone 3: Design Workshop & Measure-Level Analysis: Confirm the overall direction of the study and identify potential energy conservation measures (ECMs). (i) Confirm the project proponent’s goals for the building (ii) Discuss available funding and capital planning constraints (iii) Discuss scheduling key milestones, potential conflicts/concerns (iv) Review study process (v) Carry out basic facility decarbonization education (vi) Review the building maintenance and equipment replacement requirements (vii) Brainstorm GHG reduction measures for further analysis (viii) Identify non-energy or qualitative benefits (ix) Sort out preferred measures and rule out undesired measures from consideration (x) At a minimum, the following measures must be analyzed: • Full facility fuel switch from fossil fuels. • Renewable electricity generation. • For any facility components requiring replacement during the study period (identified during the site investigation), at least one improved alternate must be studied, where feasible. (xi) Include a description and documentation of each measure explored: • Scope/high-level design of the measure, including major equipment required and sufficient detail to understand systemic complexity (e.g., schematics or equipment selections) • Identification of measures or systems that are interrelated or dependent on each other for successful operation • Assumptions used to analyze the measure • Annual GHG and energy reduction potential of the measure • Energy reductions by fuel type (electricity, natural gas, etc.) • Annual utility cost savings • Capital cost to implement the measure in year zero of the study (adjusted for inflation) • Implementation strategy (including limitations, if any) for the measure (i) Milestone 4: GHG Reduction Pathway Scenarios and Package Analysis: Assemble measures into packages for each GHG reduction pathway scenario and conduct a technical and financial analysis to determine the effectiveness of each package. (i) At a minimum, the scenario and package analysis documentation should include: • The full list of the measures that make up the scenario(s) • A comparison and discussion of critical GHG reduction and financial metrics • A summary of the non-energy or qualitative benefits of the package • Results from an analysis of the sensitivity of the price of carbon and project grid emission factors (ii) Analyze the performance of different packages. Document the following metrics with energy model: • Total and percentage reduction in GHG emissions9 and energy consumption versus baseline year (including from on-site energy generation) • Greenhouse gas intensity (GHGI) (tCO2e/m2) • Thermal energy demand intensity (TEDI) (kWh/m2) • Energy use intensity (EUI) (kWh/m2) (iii) Document the following financial metrics for each package: • Absolute and incremental capital cost comparisons of the “minimum performance” package with any other recommended packages over a straight 20-year capital planning horizon (with all dollar amounts adjusted back to the baseline year) • Operating costs (including maintenance, energy and carbon costs) • Incremental lifecycle cost (ILCC) versus a “minimum performance” package (in dollars) over at least 20 years • Cost per tonne of carbon abated over the study period ($ILCC/tCO2e) (iv) Perform life cycle cost analysis (LCCA). The LCCA should start at the anticipated year of completion of the first major project and extend at least 20 years beyond that point Lifecycle costing should consider: • Capital costs—including hard and soft costs (i.e., design, engineering and construction costs) • Operation and maintenance costs (including anticipated repairs and replacement of equipment) • Anticipated cost of energy and carbon • Available external funding (incentives, grants, etc.) • Residual value at the last year of the study period using (at least) a straight- line depreciation • Time value-of-money assumptions (e.g., interest, inflation, discount rate), which the project proponent should have reviewed and approved for the purpose of the study (j) Milestone 5: Decision-Making Workshop: Review the measure and facility-level analysis results and reach a consensus on the GHG reduction pathways to be included in the final report. (i) Conduct and document a workshop with the study team and key project stakeholders • Present GHG and financial analyses for each scenario package • Review non-energy and qualitative benefits of each scenario • Ensure agreement with the project proponent and study team • Reach consensus on the analysis • Review potential roll-out scenarios for the package(s). (k) Milestone 6: Final Report: Prepare and present the feasibility study report with findings and recommendations. (i) The output of this study should be in the form of a final report. The report should outline the GHG and energy reduction pathway scenarios. • Prepare a decarbonized capital plan and comparison matrix made up of a table of cash flows and capital investments and aligned with the study period (e.g., 20-year, 30-year, etc.) and granularity (e.g., annual, five-year, 10-year) desired by the project proponent for each GHG and energy reduction pathway. • Prepare a final summary of each of the study steps above, including design, energy modelling, capital planning and costing results. • The final report should include all assumptions and limitations associated with each stage of work and contain an appendix with the following information: ◻ Site assessment reports (building condition assessment and energy systems investigation) ◻ Model calibration summary report ◻ Measure descriptions, including any basis of design information (quantity take-offs, equipment selection information, system diagrams, etc.) ◻ Energy, GHG and cost analyses at the measure and/or facility scale not suitable for inclusion in the main report body ◻ Capital cost estimate (cost consultant report) ◻ Other reference material (l) The City will provide a minimum of 1 year, up to 3 years of energy, demand and cost data along with the Manitoba Hydro rate each facility falls under to the selected consultant. It is understood that currently, electricity costs more than natural gas. The City acknowledges that transitioning to electricity may result in increased utility costs, however, the City is keen on exploring electrification options that leverage a coefficient of performance (COP) higher than 1 for applicable applications. D3.3 The following shall apply to the Services: (a) City of Winnipeg Green Building Policy: New City-Owned Buildings and major additions http://clkapps.winnipeg.ca/DMIS/DocExt/ViewDoc.asp?DocumentTypeId=2&DocId=5989 (b) Universal Design Policy http://clkapps.winnipeg.ca/DMIS/DocExt/ViewDoc.asp?DocumentTypeId=2&DocId=3604 (c) Should this project include a public engagement aspect, it will be required to meet: Public Engagement Guidelines https://winnipeg.ca/PublicEngagement/pdfs/PublicEngagementRequirements.pdf D3.4 The funds available for this Contract are $248,000.00 (MRST included, GST extra).Bidding and Documents are available on http://www.merx.com. Fees may apply; See https://www.merx.com/public/pricing for more information.