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Business Productivity Program

Cutting material and energy costs

GUIDELINES AND APPLICATION FORM

Resource Assessment Grants 2015/16

Sustainability Victoria


1. Resource Assessment Overview

The resource assessment grants initiative provides funding for eligible businesses to review their activities and to identify and implement energy and materials efficiency improvements.

Resource Assessment

Sustainability Victoria is offering grants to eligible businesses to cover 50% of the cost to engage a consultant to conduct a resource assessment of their operations. Grants are capped at $5,000 for an energy assessment and $10,000 for a materials or combined materials and energy assessment.

These assessments will help businesses to identify the greatest materials or energy impact areas and to develop targeted actions in those areas where the greatest opportunities to save money and create value exist.

Implementation support

Businesses that have participated in the Resource Assessment and can show evidence of implementing one or more recommendations from their assessment are eligible to receive an implementation bonus of up to $3,000. Implementation support will help businesses to realise the opportunities identified.

Applications for the resource assessment funding will close:

For energy assessments, 4pm on Friday 12 February 2016. For materials assessments and for combined material and energy assessments, 4 pm on

Friday 13 May 2016.

Sustainability Victoria will assess applications as they are received, up until the close date. The grants are non-competitive, and in general, funding will be approved if the application meets the eligibility criteria and demonstrates merit.

Please note that this grant program will be reviewed periodically and Sustainability Victoria reserves the right to modify or close applications without notice.

2. Eligibility

2.1 The applicant (Business)

Applicants must meet the following criteria to be eligible for the resource assessment grants:

Have a current Australian Business Number (ABN) If you are the owner of multiple businesses, only one application for one business is permitted Employ fewer than 200 people. For small businesses (defined as having fewer than 20

employees), additional eligibility criteria applies* Have not had any Environment Protection Authority (EPA) or Victorian WorkCover Authority

(VWA) violations in the past five years or any such breaches are deemed not relevant by Sustainability Victoria

Agree to comply with Sustainability Victoria’s Funding Terms and Conditions

http://www.sustainability.vic.gov.au/resource-assessment-grants


Agree to comply with Sustainability Victoria’s Terms of Participation in - Grant Programs

The following organisations are not eligible for program funding:

Education institutions including independent, Catholic and Government Schools Commonwealth, State or local government entities Industry professional association.

* Additional criteria for small businesses

Businesses with fewer than 20 employees that have high energy or materials use are eligible to apply for funding provided they can demonstrate:

An annual energy spend of at least $50,000 (excluding transport fuel costs) for site energy use , or

The potential to significantly improve materials efficiency.

2.2 The project

An eligible project must be implemented in Victoria.

Resource Assessment

Funding is provided for businesses to engage a consultant (assessor) to undertake an energy OR materials efficiency assessment OR combined materials and energy efficiency assessment.

Materials efficiency refers to the more efficient use of materials, or the delivery of more finished product or service per unit of raw materials.

Energy efficiency refers to the more efficient use of energy, or the delivery of a more finished product or service per unit of energy input.

The scope of the proposed assessment should be tailored to the business, and developed by the assessor, in consultation with the business.

In undertaking the assessment and in developing the resource assessment report, the assessor must consult with the business to ensure that the opportunities identified for resource efficiency and the recommendations are appropriate to the business.

Resource assessments must be completed within three months of Sustainability Victoria approving the grant.

Materials Assessments

Materials efficiency offers many opportunities for increased value creation, as well as cost savings. A materials assessment is not the same as a ‘waste assessment’, although it will likely involve some assessment of waste flows and quantities. Businesses and assessors should consider both the direct material savings (e.g. reduced material use, reduced waste) and the indirect benefits (e.g. water savings, increased product quality, reduced equipment down time, OH&S, productivity gain, access to new markets)



Materials assessments will involve the mapping of material(s) flow, in order to quantify material(s) movement and loss at different stages of the business processes, and identify potential opportunities for materials efficiency. The scope should focus on the key material(s) (up to 3) and/or the business process(es) that offer opportunities for materials efficiency

There is currently no recognised standard for materials assessments. Assessors must propose a scope and methodology that are tailored to the business’ operations and are consistent with Sustainability Victoria’s Conducting a Resource Assessment document, summarised in Section 6

The materials assessment report must meet the minimum requirements of Sustainability Victoria as set out in Section 6 of this document as current at the time of application

Energy Assessments

Energy assessments will identify the sources of energy, the amount of energy supplied, and where it is used. The scope should focus either on the whole site or on key energy use areas

Energy assessments and assessment reports must be tailored to the business and the methodology used must be consistent with a Type 2 AS/NZS3598 Part 1 or 2 :2014

In calculating the potential financial benefits of any proposed recommendations, the assessor must also provide guidance on relevant financial incentives available, such as the Victorian Energy Efficiency Target (VEET) scheme opportunities or other relevant schemes

Combined Materials & Energy Assessment Materials component as per details above, however the energy component need only be

consistent with Type 1 AS/NZS 3598 Part 1 or 2 :2014

Implementation support

Businesses that have participated in the Resource Assessment and can show evidence of implementing one or more recommendations from their assessment are eligible to receive an implementation a bonus of up to $3,000 towards:

Purchasing and installing capital equipment, except lighting and lighting controls, recommended in the assessment report, OR

Engaging a consultant to conduct a feasibility or business case study of one or more of the recommendations from the report, OR

Engaging a consultant to manage implementation or provide technical advice on implementing one or more of the recommendations from the report.

The following criteria must be met:

Implementation costs must be greater than $1,500 to receive the bonus. The bonus will pay $1 for $1 over $1,500 and up to $3,000

Implementation support work must be completed before the end date of the funding agreement.

Evidence of payment and implementation (e.g. photos), estimated or actual quantified savings and dollars saved and a copy of any extra study report, must be provided. A site inspection may be requested for confirmation purposes.



2.4 What won’t be funded?

Funding will not be provided for resource assessments that:

Are focused on resources other than energy or materials, such as labour, waste or water Are focused on opportunities for changing an existing energy source to a new energy source

without increasing energy efficiency (e.g. recommendations for renewable energy technologies or fuel switching)

Are focused on fleet or vehicle upgrades and transport fuel efficiency Projects already commenced or are completed, at the time of signing the funding agreement Are being undertaken in order to comply with regulation Are seeking funding which exceeds 50% of the total project cost for the assessment Are not located in Victoria

For the implementation support bonus, funding will not be provided for projects that:

Cost less than $1,500 to implement Are lighting upgrades Are renewable energy installations, e.g. solar photovoltaics Are implemented or carried out after the end date of the funding agreement Evidence of payment and implementation is not provided to Sustainability Victoria before the

end date of the funding agreement Involve the replacement of appliances not used in core business activities, such as staff

refrigerators and dishwashers Involve staff training or other educational activities Involve temporary solutions such as the hire or lease of equipment Are assessed by Sustainability Victoria as demonstrating insufficient merit in terms of the

significance of the energy or materials savings realised

2.5 Who carries out the materials and/or energy assessments?

Businesses will be responsible for engaging a consultant (assessor) of their choice to undertake a resource assessment.

Sustainability Victoria is unable to provide recommendations for assessors or other service providers. However the guide to Selecting a Resource Assessor provides suggestions on how to locate a suitable assessor and includes a list of consultants that businesses participating in resource assessments have engaged to deliver their projects.



3. Funding

3.1 Level of funding

The resource assessment grant provides eligible businesses with grants of:

Type of assessment Maximum grant available Sustainability Victoria’s contribution as percentage of total cost of assessment

Energy $5,000 Up to 50%Materials $10,000 Up to 50%Materials & energy $10,000 Up to 50%

The $3,000 implementation support bonus is additional to these amounts.

3.2 Business contribution

Businesses must pay the balance of the assessment fee over and above the Sustainability Victoria grant e.g. if a consultant fee for a materials assessment is $22,000, Sustainability Victoria funds $10,000 and the business contributes the balance of $12,000.

Note: In-kind expenses, e.g. staff time to manage the consultant or undertake project related activities, are not eligible as business contribution.

3.3 Eligible project expenditure

Eligible project expenditure for the assessment includes:

Consultants (assessor) or technical expertise Contractor labour

Please refer to FAQs or contact [email protected] to discuss your eligibility.

4. Assessment Criteria

4.1 How will my application be assessed?

The resource assessment grants is an open application process. Sustainability Victoria will assess applications as they are received, until 4pm on the close date. The close date for energy assessments is Friday 12 February 2016, for all other assessments is Friday 13 May 2016 or when the budget is exhausted.

Sustainability Victoria initially assesses whether the business is eligible to apply, in accordance with the eligibility criteria set out in Section 2.

Sustainability Victoria will further evaluate the eligibility and merit of the application for a resource assessment, by checking:

mailto:[email protected]



Value for money : The applicant has clearly outlined the rationale for the assessment and anticipated value for money to engage the nominated assessor (consultant). Value for money means a significant savings in energy use or in material use for the business compared with business as usual (BAU) operations. Additionally, the anticipated savings that can be realised through undertaking the works should significantly exceed the total cost (including any grant funding) of the works. The savings identified should represent all possible savings for the business including direct benefits of reduced energy and or materials use and other indirect benefits relating to improved productivity etc.

Scope and methodology: The proposed works, in particular the scope and methodology, is consistent with an energy or materials assessment and will enable the assessor to prepare the assessment report to the minimum standard specified in Section 6 of these Guidelines.

Demonstrated skills of consultant : The proposed works will be carried out by an individual and/or organisation that has demonstrated it has the relevant skills and experience to undertake the work. Note: Materials efficiency is an emerging industry, and it is not a requirement that the assessor has previously consulted on projects specifically called ‘materials efficiency’.

On receiving evidence from the business that it has either implemented one or more of the recommendations arising from a Resource Assessment, Sustainability Victoria will evaluate the eligibility and merit of a business being awarded an implementation bonus. Sustainability Victoria may request a site visit and additional information not specified about the implementation.

For a materials assessment or combined materials and energy assessment, the recommendation implemented must support the business to realise significant materials savings.

For an energy assessment, the recommendation implemented must support the business to realise significant energy savings.

5. Application Process

5.1 How do I apply?

Applicants should complete the following steps:

Step 1 – Check if your business is eligible to apply (see section 2.1 above)

Step 2 – Check the eligibility of your project (see section 2.2 above)

Step 3 – Read the Funding Terms and Conditions to ensure that you can meet them

Step 4 – Complete the application form

All sections of the application form must be completed in full and all requested attachments provided

The application form must be signed by a person (e.g. Chief Executive Officer or Director) with delegated authority to apply and a scanned, signed copy attached to the application

Step 5 – Submit your application to Sustainability Victoria before the close date:




• For energy assessments: 4pm on Friday 12 February 2016.

• For materials assessments and for combined material and energy assessments: 4 pm on Friday 13 May 2016.

Email your application to: [email protected] The email subject line should read “Resource Assessment application” Submit the signed application form as a PDF document, all other attached documents should be

submitted in Word or Excel format Emails must not be greater than 10 MB Sustainability Victoria will return a formal email message confirming electronic receipt of

applications

5.2 Required attachments

Resource Assessment

Include all the attachments as specified in Section 6 of the Application form.

Implementation support bonus

The bonus will be included as part of the milestone payments schedule in the contract for a Resource Assessment. There is no application form.

5.3 When will I be notified of the outcome of my application?

Businesses are expected to be notified of the outcome within four (4) weeks of Sustainability Victoria receiving the application, provided all of the required information has been submitted.

6. Guidance for Assessors – Resource Assessment Reports

The following information provides guidance to assessors for completing a resource assessment report. We recommend that you refer to Sustainability Victoria’s Conducting a Resource Assessment document for the minimum requirements for the assessment and report.

The report should be written in a style and to a level of detail that is appropriate for the business, in particular the decision makers of the business (this may be the owner, financial controller, board, or others, as may be applicable) to understand the recommendations and decide how to progress with potentially implementing the recommendations.

At a minimum, the report should include the following sections:

Executive summary




The report must contain an Executive Summary that sets out key findings so that the business’ decision makers can understand the context of the work. The Executive Summary must include:

The total energy used (GJ, gigajoule) or quantity of the key material/s (preferably in kg or tonnes)

The total cost of energy or of each key material

The total cost expressed as a percentage of operating costs

For materials assessment, the purchase to disposal ratio for the key wastes and the true cost of waste

A table including four or five key recommended actions that make most business sense in terms of effectiveness, cost, ease of implementation and pay-back time. Information should be clearly set out showing the implementation cost, financial benefits, quantity of resources saved, and significance of the resource savings (e.g. percent of baseline for that resource).

Introduction and scope

The scope of the study (the “what” was studied) and any relevant background or rationale (the “why”) for choosing this scope. State what material(s) were studied. Include a process diagram or site layout plan if this is helpful to describe what business processes or areas were included

The scope should match what was proposed in the consultant quote/proposal submitted with the business’ application. If the scope has changed, the reason for the change must be explained

Methodology/approach

Explanation of “how” the resource assessment was undertaken. State what key activities wereundertaken, such as data collection, site observation, data analysis, use of any industry specific toolsor techniques, or a workshop facilitated by the consultant.

Data collected and analysed to assess material use should include, but not be limited to:o A materials input survey, including the costs of inputso Review of recent waste collection charges relevant to the scope of the study such as the

volume/weight of waste removed, cost per unit of waste, transport costs and landfill gate fees.

Methodology/approach should be consistent with what was proposed in the consultant quote/proposal that was submitted with the business’ application. If the methodology/approach has changed during the course of the assessment, the reason for the change must be explained.

“Who” from the business was involved (name and role). List of data/information used in the assessment, such as inventory data, production schedules,

financial information, etc. As applicable, state the relevant date(s) of currency.


Key observations and assessment of material flow

Relevant to the scope, material flow diagram(s) and/or other tabulated data that maps the flow of material(s). Material(s) should be quantified by the physical unit i.e. kg, tonnes, volume, etc. The basis used, i.e. one batch, two weeks, or one year, should be clearly stated. The level of accuracy of identified opportunities should be stated, and this should be within +/- 20% for materials assessments

The key observations made in relation to where and how the material is used, especially any areas identified that present opportunities for materials efficiency improvement

Indicative financial costs of all the material(s) studied, at each key stage of the material flow. For example, if the material is heated in one process stage, add in the cost of energy to heat.

The purchase to disposal ratio for the key wastes and the true cost of waste should be calculated and clearly communicated.

Recommendations

Recommendations (“actions”) proposed for resource efficiency. Each action should be described to a level of detail for the business to understand: the reason for each recommended action; what would be required to implement the action; the cost required to implement; any potential implementation issues and the estimated direct and indirect benefits. For each action, clearly state the estimated quantity of resource savings and cost savings, the cost to implement the actions, and simple payback.

Summary of the actions, presented in a table that ranks the actions according to the priority for business to implement. This priority should be developed by the assessor in consultation with the business, and approved by the business before the report is finalised

More information

If you have any queries regarding this program contact:

Email: [email protected] and quote “Resource Assessment Grants”

Phone: 1300 363 744 and ask to speak to a grants support representative.

Refer To: FAQs or visit website: http://www.sustainability.vic.gov.au

Information in this document is current as at October 2015.

While all professional care has been taken in preparing this document, Sustainability Victoria accepts no liability for loss or damages incurred as a result of reliance placed upon its content. Sustainability

http://www.sustainability.vic.gov.au/

http://intranet/Docs/Projects/1051_SRSB/Development/Web%20Docs/FAQs



Victoria reserves the right to modify or withdraw the program without notice. Please check our website for current information.

7. Reporting

As evidence of completion of the assessment the business must submit:

A copy of the completed resource assessment A copy of the invoice from the assessor Please note to receive payment for the milestone

8. Payment

Please note to receive payment for the contracted milestone a Tax Invoice made out to Sustainability Victoria for the Milestone payment must be supplied to Sustainability Victoria.


Resource Assessment Grants

Application Form

Section 1 – Contact information

1.1 Applicant information

Name of legal entity:

Trading name: (if different to legal entity name)

Address:

Postal address: (if different to address)

1.2 Contact person*

*This is the person that Sustainability Victoria will contact to advise of the outcome of the application. Sustainability Victoria may also contact this person to clarify information in the application. The contact person should be an employee or owner of the applicant business.

First name:

Last name:

Position:

Email:

Telephone:

Mobile:


Section 2 – Company details

2.1 Australian Business Number (ABN):

2.2 Nature of applicant entity:

Company Incorporated association Partnership Sole trader Other (please specify)

2.3 Number of employees:

1-19* 20-199

* Notes for small business applicants:

Applicants that are classified as a small business (i.e. have fewer than 20 employees) are eligible to apply for funding provided they can demonstrate an annual energy spend of at least $50,000 (excluding transport fuel costs) for energy efficiency projects or the potential to significantly improve materials efficiency. Evidence is to be provided at Section 7.

2.4 Briefly describe the core activities of your business, including key products or services (25 words or less):

2.5 Explain your commitment to corporate social responsibility, including creating social benefit for local communities and disadvantaged community members

(300 words maximum – additional information can be attached with your application)

2.6 How did you hear about the program?

Tick all that may apply:

Industry newsletter or email Newspaper advertisement or article Sustainability Victoria website Email from Sustainability Victoria Word of mouth From a consultant Other (please specify)

Section 3 – Project overview

3.1 What is the focus of the assessment?

Materials efficiency Energy efficiency


Materials and energy efficiencies

3.2 What is the project location (site address)?*

*To be eligible for funding, the project must be located in Victoria

3.3 Proposed timing

When will the project commence?

When will the project be completed? It is expected that the resource assessment will be completed within three months of Sustainability Victoria approving the grant.

3.4 Describe the scope of the assessment. What are you planning to do?

(300 words maximum – additional information can be attached with your application)

Section 4 – Demonstrating value for money

Letter of response

This section requires the business to prepare a letter, on company letterhead and signed by a person with delegated authority, that outlines the rationale for the assessment and anticipated value for money to engage the nominated assessor (consultant). Please attach the letter to your application.

In explaining the rationale for the assessment, describe why you have chosen to undertake a resource assessment and why it makes good business sense for you. Also include why you have selected to the nominated assessor (consultant). If relevant, attach to the letter other documentation that supports the rationale, for example budget allocation for resource efficiency improvements or inclusion of resource efficiency activities in the current business plan.

Value for money is one of the criteria that Sustainability Victoria assesses when evaluating your application. Value for money for this grants program means a significant savings in energy use or in material use for the business compared with business as usual (BAU) operations. Additionally, the anticipated savings that can be realised through undertaking the works should significantly exceed the total cost (including any grant funding) of the works. The savings identified should represent all possible savings for the business including direct benefits of reduced energy and or materials use and other indirect benefits relating to improved productivity etc.

To assist Sustainability Victoria to evaluate your application efficiently, please ask your consultant to explain to you how engaging a consultant is likely to deliver value for money for your business.

If possible, ask the consultant to prepare a “value for money statement” that outlines how the proposed works are expected to deliver value for money to your business. The consultant should use its knowledge and experience to provide an indication of likely opportunities for efficiency and estimates of the anticipated financial benefits that could be realised.


The following provides examples of the expected level of detail used to describe potential opportunities. For example, “We currently spend $150K per year on electricity and the consultant anticipates that we could save at least 10% (i.e. $15K) through various improvements, especially fixing leaks in our air compressor system and optimising controls on the chiller”. Or “Since expanding our production line we are currently experiencing higher rates of off-specification product. The consultant will investigate a number of potential process improvements focused on increasing in-specification production from 92% to 95%, and if achievable this would result in at least $80K of savings from increasing the quantity of saleable product and reducing waste”.

Section 5 – Budget and funding details

In the table below please indicate the budget for the proposed assessment, how much you are contributing and how much funding is being sought from Sustainability Victoria? (All figures should be exclusive of GST).

Note: Sustainability Victoria may provide up to 50% of the costs of the energy or materials assessment up to a maximum of $5,000 for energy assessments and $10,000 for materials or combined materials & energy assessments.

Project budget Total (GST exc)Resource assessment consultant fee $Funding sought from Sustainability Victoria $Cash contribution (balance) $

Section 6 – Attachments

Applicants should include the following documents:

Proposal and quote from the consultant for undertaking the resource assessment. This document must include the proposed scope, the proposed methodology/approach, information about the relevant skills and experience of the consultant and its organisation, and the proposed consultant fee.

Letter of response to Section 4 Demonstrating value for money.

Additional requirements for small business applicants:

Applicants with fewer than 20 employees applying for energy efficiency projects must also provide evidence that the current energy spend (excluding transport fuel costs) is $50,000 or more per annum – e.g. by providing a copy of a recent electricity bill(s).


Section 7 – Disclosures

Please outline any perceived conflicts of interest related to the project, including existing relationships with proposed suppliers or contractors.

(Conflict of Interest means any matter, circumstance, interest or activity affecting the applicant or it’s Related Persons which may or may appear to impair the ability of the applicant to undertake the Project diligently and independently, or perform its obligations under any funding agreement with Sustainability Victoria in relation to the Project).

No current or potential conflict of interest exists We disclose the following conflict/s of interest and indicate below how we propose to manage

it/them.

Has your company had any Environment Protection Authority (EPA) violations in the past five years?

Yes No

(This includes any previous penalty, notice, prosecution or regulatory intervention or any current investigations, notices prosecutions, regulatory intervention or enforcement action from the Environment Protection Authority arising out of an actual or possible breach of any environmental legislation or regulations).

Has your business had any Victorian WorkCover Authority violations in the past five years?

Yes No

(This includes any previous penalty, notice, prosecution or regulatory intervention or any current investigations, notices, prosecutions, regulatory intervention or enforcement action from Victorian WorkCover Authority arising out of an actual or possible breach of any OH&S, safety or other legislation or regulations).

If yes to either question, please explain the breach and the action taken to rectify.

Has any other government funding been applied for, or received for this project? If yes, please provide details?

Has your business previously participated in Sustainability Victoria’s resource efficiency programs?

If yes, please provide details.


Has another application been made to Sustainability Victoria for a resource assessment grant for a business that is related by ownership to the business named in this application?

If yes, please provide details. (If you are the owner of multiple businesses, only one application for one business is permitted.)

Section 8 – Declaration

I state that the information in this application and attachments is to the best of my knowledge true and correct. I will notify Sustainability Victoria of any changes to this information and any circumstances that may affect this application.

I acknowledge that I have read and understood the Terms of Participation in Grant Programs and Funding Terms and Conditions.

I acknowledge that Sustainability Victoria may refer this application to external experts or other Government Departments for assessment, reporting, advice, comment or for discussions regarding alternative or collaborative grant funding opportunities.

I understand that Sustainability Victoria is subject to the Freedom of Information Act 1982 and that if a Freedom of Information request is made, Sustainability Victoria will consult with the applicant before any decision is made to release the application or supporting documentation.

I have read and confirm the terms and conditions of the proposed funding agreement.

I understand that this is an application only and may not necessarily result in funding approval.

I declare that my organisation currently holds:

Public Liability Insurance of $10,000,000 Professional Indemnity Insurance of $5,000,000

OR I have provided a statement from my insurer/broker or CEO/GM (on company letter head)

stating that Professional Indemnity insurance is not relevant

I acknowledge that Sustainability Victoria may undertake checks with EPA, Victorian WorkCover Authority or other regulators about my organisation’s environmental, OH&S, safety or other regulatory performance, and may undertake checks on my organisation’s financial ability to contribute to this project.

By checking the following boxes and submitting this application, I confirm that: I have read and agreed to the Sustainability Victoria Funding Terms and Conditions I have read and agreed to the Sustainability Victoria Terms of Participation Grant

Programs I have read the Resource Assessment Guidelines








If successful, the proposed project must be completed by the end date in the funding agreement.

Signature:

Date:

Print name:

Position:

(To be signed by a person with delegated authority to apply - i.e. Chief Executive Officer or Director).

Privacy Statement

Sustainability Victoria collects uses and discloses your personal information for the purposes of this grants program and in accordance with our Privacy Statement. Sustainability Victoria’s Privacy Statement is available from www.sustainability.vic.gov.au/privacy

If you wish to be removed from our mailing list, have any questions relating to the Privacy Statement or wish to seek access to the personal information which Sustainability Victoria holds about you, please contact us in writing addressed to: [email protected]


http://www.sustainability.vic.gov.au/privacy

Documents

Guidelines and Application Form - sustainability.vic.gov.au/media/resources/documents... · Web viewRelevant to the scope, material flow diagram(s) and/or other tabulated data that