HOW TO GUIDE. Contents.

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1 HOW TO GUIDE Step-by-step instructions to use the U.S. EPA s Portfolio Manager to comply with the City of Seattle s Energy Benchmarking and Reporting requirements. Contents step 1 Get started... 1 step 2 Create a building profile in Portfolio Manager...2 step 3 Set-up automated benchmarking for utilities serving your building...2 Seattle City Light... 2 Puget Sound Energy... 5 Seattle Steam... 9 step 4 Authorize annual reporting to the City of Seattle...9 appendix a Seattle Benchmarking Data Collection Worksheet b Resources EBR-1B

2 step 1 Get started Confirm the accuracy of the building information (SF, year built, # of units) provided by the City of Seattle on the notification letter. If you need to make corrections or do not have a copy of this letter, contact the Benchmarking Helpline at EnergyBenchmarking@seattle.gov or (206) Gather building and space attribute information. Use the City of Seattle s Energy Benchmarking Data Collection Worksheet (Appendix A of this document) as a guide. > Find the section that accurately describes your building (e.g. Multi-Family, Office, Commercial, etc.) and fill in the required information. If you have a building with multiple uses such as retail and parking, fill out the sections for each use type. Already benchmarking? If you currently benchmark your building using Portfolio Manager, simply skip to Step 4 to authorize City of Seattle reporting. step 2 Create a building profile in Portfolio Manager Register an account in Portfolio Manager at benchmark, log in and create a record for your building. What if I don t use a computer? 1. Call (206) and provide a mailing address. 2. Complete and return mailed forms and our staff will facilitate your computer process. Prefer to use an outside service provider? Visit for a list of benchmarking vendors. 1

3 Under My Portfolio, click Add a Property and enter general information about your building. Note only * fields are required. In the Space Use section, click Add Space to input size and use attributes using your completed Data Collection Worksheet. step 3 Set-up automated benchmarking for utilities serving your building Seattle City Light Submit request to Seattle City Light Before entering any meter information into Portfolio Manager, submit to Seattle City Light (SCL) the PM Consumption Request Form found at 2

4 > Portfolio Manager Userid is the username you created for your Portfolio Manager account. > Signatures: The Account Holder signature is only needed if there is just one SCL account holder for the entire building. Otherwise, only the Owner or Authorized Agent signature is required. > Include any alternate addresses for your facility, especially if listed in your notification letter. Confirm accuracy Upon receipt of response from SCL, generally within 3-4 business days, confirm the accuracy of all listed meters. Notify SCL of any meter discrepancies prior to proceeding by ing > For automated benchmarking purposes, SCL will combine all of your electricity meters into one virtual meter. This protects the privacy of your tenants. Add SCL Virtual Meter Log into your Portfolio Manager account at benchmark Under My Portfolio click on your facility name. Under the Energy Meters section, click Add Meter and enter the virtual meter name that SCL provided you via . Double-check to ensure that you enter this information exactly as provided. 3

5 For Apply this meter to the following select Entire Facility. For Energy Type select Electricity. For Generation Method select Grid Purchase. For Units select kwh. For Add this meter to Total Facility Energy Use? Select Yes. For Is this meter currently active? Select Yes. Ignore Temporary Energy Data box and click Save. Select Do Not Add Meter Entries (since they will be automatically uploaded). Authorize Seattle City Light In Portfolio Manager Click on My Portfolio. (See upper left.) Click on Automated Benchmarking Get Started Now Use the drop down box to select Seattle City Light and accept Terms of Use. On the Select Facilities/Campuses to Change Authorization page, follow the prompts to select your building and virtual meter (the meter name provided by SCL). Select Read/Write access for SCL virtual meter. When prompted enter the service order number exactly as provided in your from SCL. 4

6 After 3 to 4 business days, confirm that SCL has uploaded energy use data for the previous 24 months by clicking on the virtual meter. If data has not been uploaded contact SCL at scl_ portfolio_manager@seattle.gov or call (206) > Thereafter, electric use data will be automatically uploaded to your Portfolio Manager account on a quarterly basis. If your building is only served by electricity, skip to Step 4 to complete your benchmarking reporting process. Puget Sound Energy (if served by natural gas) Automated-Benchmarking.aspx Compile PSE gas meter information Using the worksheet on page 5 of Appendix A in this document compile a list of all gas meter numbers serving your building (not meter readings) AND a list of the last 5 characters of account numbers (four digits plus the dash, ex: xxx-x). This information can be found on your PSE bill. > If you cannot obtain both of these, send an to automatedbenchmarking@pse.com for the information you are missing. You must have either the meter number or the account number to get the missing information from PSE. Log into your Portfolio Manager account. Under My Portfolio click on your facility name. Under the Energy Meters section, click Add Meter. Enter a name for each gas meter associated with your building. The meter name can be anything you want, but do not use special characters. (This creates a placeholder meter that you will edit later.) For Energy Type select Natural Gas. For Units select Therms. For Add this meter to Total Facility Energy Use? Select Yes. For Is this meter currently active? Select Yes. 5

7 Ignore Temporary Energy Data box and click Save. Select Do Not Add Meter Entries (since they will be automatically uploaded). Continue to add all meters by repeating the steps above. Authorize Puget Sound Energy In Portfolio Manager Click on My Portfolio. (See upper left.) Click on Automated Benchmarking Console. Use the drop down box to select Puget Sound Energy and accept Terms of Use. You will be prompted for meter numbers and the last 5 characters of account numbers (four digits plus the dash). Follow the prompts to select your building and meter. Select Read/Write access for all PSE meters. ONLY if you have four (4) or less tenants in your building that separately receive service from PSE, have each complete, sign and submit the PSE Customer Data Release Form found at pse. com/accountsandservices/propertymanagers/pages/automated- Benchmarking.aspx After 7 days, confirm that PSE has uploaded natural gas consumption data in a virtual meter for the previous 24 months. NOTE: the virtual meter will be named PSE_####-GAS. If data has not been uploaded contact PSE at automatedbenchmarking@ pse.com or call (425) Finalize PSE Data After PSE has uploaded the data, follow the next steps to make sure your energy data can be reported to the City and/or to receive an ENERGY STAR score (if available for your building type). 6

8 Under Energy Meters click on a Natural Gas meter that is not a virtual meter added by PSE. These are the placeholder PSE meters that you created earlier in Portfolio Manager. NOTE: the virtual meters are all named PSE_####-GAS. On the next screen (above), click Edit on the right hand side. For the question, Add this Meter to Total Facility Energy Use? select, No and click Save. Do not change anything else. Repeat the steps for any other Natural Gas placeholder meters that are not a virtual meter added by PSE. > Continue to step 4 to finish benchmarking and reporting. > Please note, PSE requires you to annually re-request automated benchmarking services to refresh your utility consumption data. Please see PSE web site (step 6) for instructions. 7

9 Seattle Steam (if served by steam) Access your Seattle Steam account Log into your online Seattle Steam account ( com/automated-benchmark-services.htm), click on Energy Star Reporting and then click on the sub-link, Seattle Steam Authorization Agreement. Fill out the required information, check the agreement box, and click the Submit button. > If you do not know the username and password for your online account or if you have questions, please contact David Easton at Seattle Steam: (206) or (206) Log into your Portfolio Manager account at benchmark Under My Portfolio click on your facility name. Under the Energy Meters section, click Add Meter. Enter a name for each steam meter associated with your building with the Meter Number listed on your Seattle Steam bill. For Energy Type select District Steam. For Units select klbs. For Add this meter to Total Facility Energy Use? Select Yes. For Is this meter currently active? Select Yes. Ignore Temporary Energy Data box and click Save. For each meter, select Do Not Add Meter Entries. Continue to add all meters by repeating the steps above. Authorize Seattle Steam in Portfolio Manager Click on My Portfolio. (See upper left.) Click on Automated Benchmarking Console. Use the drop down box to select Seattle Steam Company, accept Terms of Use, and click continue. 8

10 Follow the prompts to select your building and steam meters. Select Read/Write access for all Seattle Steam meters, then click Continue. After the 15th day of the next billing month, confirm that Seattle Steam has uploaded steam consumption data in a virtual meter for the previous 24 months. > Thereafter, Seattle Steam will automatically upload meter data each month to your building s Portfolio Manager account. > Once data has been uploaded, move to step 4 to finish your benchmarking reporting process. step 4 Authorize annual reporting to the City of Seattle Log into your Portfolio Manager account. Click on My Portfolio. (See upper left.) Click on the Automated Benchmarking Services Console on the My Portfolio page. City of Seattle Select City of Seattle Annual Reporting from the drop-down menu and accept the terms and conditions. Select the building(s) subject to reporting requirements. Select Update List and continue. Select Read Only for all energy meters. Input the City of Seattle Building ID as listed in your notification letter. (Contact the Benchmarking Technical Support Hotline at or EnergyBenchmarking@seattle.gov if missing.) 9

11 Appendix A Seattle Benchmarking Data Collection Worksheet This worksheet was designed to help building owners and managers collect data to benchmark buildings using US EPA s Portfolio Manager. The information in this worksheet will be used to establish your building s profile in Portfolio Manager, which is critical to calculate benchmarks of key metrics such as energy intensity, energy costs and carbon emissions. All building types can be entered into Portfolio Manager and receive energy benchmarks. For some building types, the energy can be compared against a national average for similar buildings in order to earn an energy star score. Use this worksheet to collect the data for all space types applicable to your facility. Required Data for Benchmarking in Portfolio Manager Portfolio Manager username: Portfolio Manager password: The building street address, year built, and contact information. The building gross floor area and key operating characteristics for each major space type. Use this worksheet to collect this information before logging in to Portfolio Manager. 12 consecutive months of utility use for all fuel types used in the building. This will be automatically uploaded to your Portfolio Manager account by your utility provider(s) upon request. General Building Information Facility name Year built Building address City State ZIP Seattle Benchmarking Data Collection Worksheet, page 1 of 5

12 Space Use Attributes Before compiling the information noted below, review the following: Specific definitions and instructions for each of the data fields listed in the boxes below can be viewed by navigating to Portfolio Manager Help, selecting Space Type Definitions, choosing the appropriate building type, and selecting Space Use Information. Some buildings may contain multiple space types within a single building (e.g. office, data center, and parking OR k 12 school and swimming pool). Complete the fields below for each applicable major space types within the building. For buildings with multiple tenants with the same space type, these spaces should be entered separately only when the number of weekly operating hours among tenants differs by more than 10 hours. For example, in a 100,000 square foot (sf) office building where 75,000 sf operates 60 hours a week and 25,000 sf operates 80 hours a week, please list as two separate spaces one 75,000 sf space and one 25,000 sf space. Default values supplied by Portfolio Manager can be used for all space use characteristics with the exception of gross floor area. Using default values will result in an approximate energy performance score which can be a beneficial metric for estimating energy performance. If defaults are used for an initial score, it is recommended that actual data be added later to more accurately measure a facility s energy performance. Facilities using default values are not eligible to apply for the energy star label. Leave any of the requested information below blank (except gross floor area) to use a default value for the field. If your building s space type is not listed below, use other on page 4 of this worksheet. General Office Weekly operating hours # of workers on main shift # of personal computers Percent of floor area that is air conditioned (>=50%, <50%, or none) Percent of floor area that is heated (>=50%, <50%, or none) Bank/Financial Institution Weekly operating hours # of workers on main shift # of personal computers Percent of floor area that is air conditioned (>=50%, <50%, or none) Percent of floor area that is heated (>=50%, <50%, or none) Multifamily Housing Parking Gross floor area that is enclosed (SF) Gross floor area not enclosed with a roof (SF) Gross floor area that is open (SF) Weekly hours of access Courthouse Weekly operating hours # of workers on main shift # of personal computers Percent of floor area that is air conditioned (>=50%, <50%, or none) Percent of floor area that is heated (>=50%, <50%, or none) Seattle Benchmarking Data Collection Worksheet, page 2 of 5

13 Data Center IT energy configuration select one from: 1. Uninterruptible Power Supply (UPS) meter supports only IT equipment (preferred). 2. UPS meter includes non-it load of 10% or less. 3. UPS meter includes non-it load greater than 10%. Non-IT load is sub-metered. 4. UPS meter includes non-it load greater than 10%. Non-IT load is not sub-metered. 5. Facility has no UPS Meter. 6. IT energy is not current metered at this facility apply estimates. IT Energy Data 12 months of measured energy consumption data is required from either the UPS or PDU Meter, depending on IT energy configuration Meter Type: UPS output or PDU input Month Start Date End Date Energy Use (kwh) Hospital (General Medical and Surgical) Gross floor area (>20,000 SF) # of staffed beds # of MRI machines # FTE workers Hotel # of rooms # of workers on main shift # of commercial refrigeration/freezer units On-site cooking: Yes or No Percent of floor area that is cooled in 10% Percent of floor area that is heated in 10% House of Worship Maximum seating capacity Weekdays of operation Hours of operation per week # of personal computers Presence of cooking facilities: Yes or No # of commercial refrigeration/freezer units K-12 School # of personal computers # of walk-in refrigeration/freezer units High school: Yes or No Open weekends: Yes or No On-site cooking: Yes or No Percent of floor area that is cooled in 10% Percent of floor area that is heated in 10% Medical Office # of workers on main shift Weekly operating hours Percent of floor area that is cooled in 10% Percent of floor area that is heated in 10% Seattle Benchmarking Data Collection Worksheet, page 3 of 5

14 Residence Hall/Dormitory # of rooms Percent of floor area that is cooled in 10% Percent of floor area that is heated in 10% Retail Store Weekly operating hours # of workers on main shift # of personal computers # of cash registers # of walk-in refrigeration/freezer units # of open & closed refrigeration/freezer cases Percent of floor area that is cooled in 10% Percent of floor area that is heated in 10% Exterior entrance to the public yes or no Senior Care Facility # of units Average number of residents Total resident capacity # of workers on the main shift # of PCs owned by the community (does not include PCs owned by residents) # of commercial refrigeration/freezer units # of commercial washing machines # of residential washing machines # of residential electronic lift systems Percent of floor area that is cooled in 10% Percent of floor area that is heated in 10% Supermarket/Grocery Stores Weekly operating hours Workers on main shift On-site cooking: Yes or No # of walk-in refrigeration/freezer units Percent of floor area that is cooled in 10% Percent of floor area that is heated in 10% Swimming Pool Swimming pool size, choose from: Olympic (50 meters x 25 meters) Recreational (20 yards x 15 yards) Short Course (25 yards x 20 yards) Indoor or outdoor Warehouse Un-refrigerated Weekly operating hours # of workers on main shift # of walk-in refrigerators/freezer units Percent of floor area that is cooled in 10% Percent of floor area that is heated in 10% Refrigerated Weekly operating hours # of workers on main shift Other (must be less than 10% of gross building floor area in order for the building to be eligible for a rating) Seattle Benchmarking Data Collection Worksheet, page 4 of 5

15 Puget Sound Energy Automated Benchmarking Meter Information PSE Meter Number Last 5 characters of PSE account # (four digits plus the dash, ex: xxx-x) You will need BOTH the meter number and last 4 digits of the account number for each meter associated with your building. If you do not have one of these you can call Puget Sound Energy at (425) and provide them with either the full account number or the complete meter number and they will provide you with the information you are missing. Seattle Benchmarking Data Collection Worksheet, page 5 of 5

16 Appendix B Resources City of Seattle Energy Benchmarking EnergyBenchmarking@seattle.gov (206) Energy Star Seattle City Light seattle.gov/light/accounts/energyusage/ scl_portfolio_manager@seattle.gov (206) Puget Sound Energy pse.com/accountsandservices/propertymanagers/pages/automated- Benchmarking.aspx automatedbenchmarking@pse.com (425) Seattle Steam (206) or (206) Benchmarking Service Providers If you wish to contract with an outside service provider to assist you with benchmarking your building, a list of providers can be found at