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BBP REAL ESTATE ENVIRONMENTAL BENCHMARK 2017 USER GUIDANCE

Contents

1 Introduction ................................................................................................................................... 2

1.1 Objectives of REEB ................................................................................................................. 2

1.2 Scope of Work ........................................................................................................................ 2

1.3 Member Contacts and Approval Process ............................................................................... 2

1.4 Data Submission & Review .................................................................................................... 2

1.5 Basic Data Requirements ....................................................................................................... 3

2 Timeline Overview ......................................................................................................................... 4

3 Building Selection ........................................................................................................................... 4

4 Data Entry ...................................................................................................................................... 5

4.1 Sites ........................................................................................................................................ 6

4.2 Operations ............................................................................................................................. 8

4.3 Utilities Data......................................................................................................................... 11

4.4 Waste Data ........................................................................................................................... 13

5 Frequently Asked Questions ........................................................................................................ 14

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1 Introduction

1.1 Objectives of REEB

Each year the BBP collects data to measure and benchmark the environmental performance of its

members’ UK managed portfolios. This project is serviced by EnergyDeck. Data collected via this

exercise feeds into and supports the Real Estate Environmental Benchmark (REEB), a publicly

available, asset specific, operational benchmark of environmental performance for commercial

property in the UK, based on actual annual operational data.

BBP is keen to grow and evolve REEB to be a valuable and respected resource for the commercial

property industry. The BBP Sustainability Benchmarking Working Group (BMWG) is responsible for

reviewing and updating the REEB methodology and defining the member analysis, which is produced

each year.

1.2 Scope of Work

• Annual data collection and analysis of each BBP Member’s managed offices, enclosed and

unenclosed shopping centres, retail, industrial & leisure parks covering energy, water and

waste.

• Production of individual member performance reports. The contents of the report are agreed

annually by participants of the BBP Sustainability Benchmarking Working Group.

• Production of an aggregated performance report for the whole BBP membership portfolio.

• An update of the Real Estate Environmental Benchmarks for energy, water and waste.

1.3 Member Contacts and Approval Process

BBP members are required to nominate a Key Member Contact who is responsible for coordinating

their company’s submission on time and responding to data queries. Key Member Contacts will co-

ordinate with those who are responsible for the collation of data and review of submissions e.g. if a

number of property managers or an external consultant are required to provide data.

1.4 Data Submission & Review

The building data submission process will broadly follow these steps:

• Data submission: The Member Key Contact submits their completed Bulk Upload

Spreadsheet to a.dasgupta@betterbuildingspartnership.co.uk.

• Data review: Each data submissions will be reviewed to identify errors, gaps and outliers.

These will be fed back to members and they will have the opportunity to correct these via the

Bulk Upload Spreadsheet. The earlier a member originally submits data, the greater the

amount of time they will have to respond to queries and submit corrections.

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1.5 Basic Data Requirements

• Property level characteristics.

• Collation of all necessary energy (electricity, gas and other major fuels) data on an annual

basis for all properties where BBP members have management control.

• Where available water and waste performance data is collated to support the development of

REEB waste and water benchmarks.

• The annual period for data collection for REEB 2017 is 1st Apr 2016 – 31st Mar 2017.

Historic data (for new buildings or new participants) can easily be included during the data

collection process. To do this please contact BBP requesting a copy of the ‘Historic Data

Template’ and providing information on the various fields you would like to submit historic

data for i.e. utilities, water, waste, operations etc.

• As a minimum, the following mandatory data points should be provided:

o Property type categorisation: office, shopping centre, retail parks, industrial parks &

leisure parks.

o City or Postcode: used for degree day normalisation and for ensuring no duplication

of properties.

o Floor area: See Section 4.2 OperationsOperations for details of the floor area types

requested by property type.

o Annual energy consumption by type (electricity, fuels, thermals) and tenant

consumption if metered separately.

o For offices:

▪ whole/part building energy data confirmation ie. confirmation of whether

owner obtains all energy for the building

▪ Average annual occupancy level (offices only)

• If waste and water data are to be submitted the minimum data points required are:

o Waste: annual waste quantities by disposal route from site and end processing

performance

o Water:

▪ Annual water consumption

▪ Worker numbers in FTE/ Workstations (offices) and footfall (retail)

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2 Timeline Overview

Stage Dates

BBP issue request to Key Member Contact to confirm buildings they

plan to submit data for 2017-18, through site selection request forms.

06th June 2017

Key Member Contact to send back site selection request forms 19th June 2017

Data collection commences. Bulk Upload Spreadsheets released to Key

Member Contacts to provide data for REEB 2017

3rd July 2017

BBP Benchmarking Working Group meeting to discuss 2017/18 reports 19th July 2017

Deadline for submitting Bulk Upload Spreadsheet and start of data

checking process.

31st July 2017

Data Validation: BBP will highlight potential erroneous data with

members. Members who submit data before the deadline will receive

clarification requests before this date.

1st August – 11th August

2017

Data freeze and start of analysis. 14th August 2017

Member reports to be issued. Early September 2017

Draft group report to BBP executive for review. 18th September 201

Initial results presented to BBP Benchmarking Working

Group/Members.

w/ c 2nd October 2017

(tentative)

3 Building Selection

• BBP members are responsible for identifying which of their properties are to be submitted

into REEB each year. This process is managed through a Site Selection Request Form,

whereby members confirm the list of properties they will be submitting data for in 2017.

• The following property types can be submitted into REEB where the owner has management

control:

o Offices

o Enclosed and unenclosed shopping centres,

o Retail, industrial & leisure parks.

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• Only properties for which 12 months of data covering the period 1st April 2016 – 31st March

2017 is known should be included. It is not advisable to submit properties where

consumption data has been estimated.

• For offices, preference should be given to properties, where data can be provided for the

entirety of the building (referred to as ‘whole building consumption’). Part-building

consumption (e.g. only the common parts of an office) can be provided, however, will only be

included within absolute and like-for-like analysis.

4 Data Entry

Members submit data using the provided Bulk Upload Spreadsheet.

Using historical data and details confirmed within individual Site Selection Form, Members are

provided with a pre-populated Bulk Upload Spreadsheet ready for completion. The guidance below

describes the individual entry fields and what data is required for submission.

The Bulk Upload Spreadsheet contains four worksheets:

1. Sites

2. Operations

3. Utility Data

4. Waste Data

For each tab, Rows 1 and 2 (typically colour coded) identify the property information that should be

provided in the respective columns. The row below in dark grey, provides additional information and

format, to guide members responses.

You will also notice that some of the data has been greyed out and pre-populated. This is based on

the information provided in previous years. These fields are deliberately locked for editing, to control

data integrity. Members should verify the existing information and make necessary amendments in

the editable fields.

Any amendments to the un-editable fields can be requested by emailing Amrita Dasgupta

(a.dasgupta@betterbuildingspartnership.co.uk) with a list of amendments including the following

information for each requested correction.

BU Tab (Operations,

Utilities etc)

Building Name Cell number

(D13, G10 etc)

Current Data (provide data

currently stated in the Bulk

Upload Spreadsheet)

Amendment

Utilities Data Albany House H5 742,052 642,052

Once the completed Bulk Upload Spreadsheet is submitted, BBP will include these changes.

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4.1 Sites

The Sites worksheet contains a list of member properties confirmed through the Site Selection Form,

for inclusion in REEB 2017. The purpose of the worksheet is to collect basic information of each

property which is unlikely to change year on year and remains constant within the dataset unless

updated.

Within this worksheet, you can enter all of the basic information regarding your buildings:

i. Site – Name of the site (pre-populated based on the Site Selection Form)

ii. Street – Street address of the property

iii. City – City the property is located in.

iv. Postcode – Property’s postcode

v. Site Type – The property type which best describes the property. Select from drop-

down list:

a. Office (A/C): Air-Conditioned Office i.e Offices that are predominantly air-

conditioned with central or multi individual HVAC systems with centralised

control.

b. Office (Non-A/C): Non Air-Conditioned Office i.e. predominately naturally

ventilated and/ or mechanically ventilated without air-conditioning.

c. Shopping Centre (Enclosed a/c shopping area): Enclosed Shopping Centres

where common part area is predominantly air-conditioned. Property may

include an enclosed/ unenclosed service yards.

d. Shopping Centre (Enclosed non-a/c shopping area): Enclosed Shopping Centres

where common part area is predominantly naturally or mechanically ventilated

without air-conditioning. Property may include an enclosed/ unenclosed

service yards.

e. Unenclosed Shopping Centre: Unenclosed shopping centres with open or semi-

open common part areas. Energy consumption is mainly associated with re-

circulated ventilation, lighting of internal and external walkways, service yards

and car parks.

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Note: For Shopping Centres, if the building comprises of options that fit into more than

one criteria, then choose the option that describes the single most significant part of the

building.

f. Retail Park: Retail facilities with individual stores surrounded by open walkways.

Energy consumption is mainly associated with lighting of external areas, car

parks and service yard.

g. Leisure Park

h. Industrial Park

vi. Year of construction – provide the year of construction if available

vii. Year of refurbishment – provide year of last major refurbishment if available

viii. EPC Rating, EPC Score and Date of EPC Rating – This information is used to assess

the risk against Minimum Energy Efficiency Standards. Select the properties current

EPC rating from the drop-down menu. Valid ratings range from A through to G.

Ideally, please also submit the EPC score is the number (between 1 to 150 based on

the EPC rating) located in an arrow pointing at the rating of the property on the

certificate. The date of the EPC can be found on the bottom right of the certificate

under the section for Administrative information. Include as much information as

possible. If unknow, EPC information also can be found online using the property

address at https://www.ndepcregister.com/

ix. BREEAM Rating, Date of BREEAM Rating - If the property is accredited under

BREEAM, then please specify the rating and the date it was awarded. On the

BREEAM Scale, buildings are certified Pass, Very Good, Excellent and Outstanding.

Select the relevant rating from the dropdown. If unknown, details of BREEAM ratings

can be confirmed using www.greenbooklive.com.

x. DEC Rating, DEC Score and Date of DEC Rating (optional) – the Display Energy

Certificate provides the operational energy rating for the building. If unknown, DEC

information can be found online using the property address at

https://www.ndepcregister.com/

xi. Latitude and Longitude (optional) – State the building’s latitude and longitude

location in degrees and minutes. If provided, these will use these instead of street

address. Co-ordinates can be obtained by searching at http://www.latlong.net.

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4.2 Operations

This is where more specific data about a property is collected to enable specific analysis to be

undertaken. The greater the level of detail provided, the more granular the analysis we can provide

for each member.

Historic data from the previous year for each corresponding site is provide for reference. These are

un-editable, however, if you would like to request amendments to these entries then please contact

BBP with a list of requested changes.

The fields are grouped into distinct colour-coded sections:

• Green for fields pertaining to all properties

• Pink for fields pertaining to retail properties only

• Blue for fields pertaining to offices only

i. Site – This is an un-editable field showing the property names as provided in the Site

Selection Form.

ii. Start and End Date – This highlights the period of time to which data should be provided

for: 1st April 2015 – 31st March 2017. Please also note, that all data should be for the same

period.

iii. Floor Area – Provide the floor area for the property in square feet or square metres. The

primary floor area type (ie. type of floor area to be submitted) differs depending on the

property type data is being submitted for. See table below for details. Please note there is

no need to complete this column for Retail and Leisure Parks.

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Property Type Required Floor Area Type

Offices Net Lettable Area (NLA). If GIA is provided then this

is converted to NLA.

Enclosed Shopping Centre (AC) Common Parts Area (CPA)

Enclosed Shopping Centre (Non-AC) Common Parts Area (CPA)

Unenclosed Shopping Centre CPA or Gross External Area (Gross Plot Area minus

building footprint)

Retail / Leisure Park No of Car Park Spaces (separate column)

Industrial Park External Area (Gross Plot Area minus building

footprint)

Floor area definitions:

• Net Lettable Area (NLA): all lettable or rentable space (excluding car parks) in the whole

property. This should include all available NLA, even if vacant.

• Gross Internal Floor Area (GIA): all internal area within the property but excludes external

walls. For the purpose of this exercise car parks should be excluded from this figure. If GIA

is provided the figure is multiplied by 0.8 to convert it to NLA.

• Common Parts Area: Can be calculated as the Gross Internal Area minus the Net Lettable

Area. It includes circulation area, staircase, escalators, lifts fully enclosed service areas

and storage areas. Areas let to tenants and car parks are not included.

It is also important to note that floor area should align as closely as possible to the

energy consumption being submitted within the Utilities Data tab. For example, where an

office contains a retail unit on the ground floor, if energy is either not procured by the

landlord for this unit or the energy can be excluded from the total with sub-metering then

the associated floor area of the retail unit should not be included within the total floor

area figure submitted for the office.

iv. Operating Hours – This year, core hours and additional hours is being replaced by a

single figure for ‘Operating Hours per week’. This figure should be the average weekly

hours of operation over the course of 1st April 2016 – 31st March 2017. It does not need to

be exact and it’s appreciated these will be estimated to an extent based on the

definitions below. Please note that operating hours cannot exceed 168 hours per week.

The definitions for Operating Hours differ by property type and are as follows:

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o Offices: defined as those where the landlord's management are contracted to

provide centrally-run landlord services building services to 75% or more the tenanted

areas.

o Enclosed and Un-Enclosed Shopping Centres, Retail and Leisure Parks: When the

property is fully open to the public according to published opening hours.

o Industrial Park: defined as those where the landlord provides a contracted manged

service either directly or through a third party.

v. Car Parks – Provide the total number of car park spaces at the property. Please note that

carpark number is a mandatory field for Retail Parks and Leisure Parks as it is used to

calculate energy intensity of the properties. For all other property types, additional

analysis using car park space numbers can only be undertaken when accompanied by

sub-metered car park electricity (see Utilities Data).

vi. Footfall (Retail only) – Provide the total annual number of visitors to the property. Figures

should only be provided is providing water consumption as it is used to calculate water

intensity.

Questions for Offices

vii. Does energy consumption in Utilities Data Tab represent all energy consumed at the

property? Respond ‘Whole Building’ or ‘Partial Building’ depending on whether the

energy consumption submitted for the property represents all the energy being used in

the building. This enables us to understand whether the energy data being submitted is

for the whole building and can be included within the intensity analysis.

Operating Hours Caps and Additional Information Requests

Offices and Shopping Centres have been set operating hours caps of 70hrs/week and

90hrs/week respectively. Where Office and Enclosed/Unenclosed Shopping Centre

submissions exceed the cap, additional information must be provided by members in

order for them to receive the benefit of higher operating hours.

For Offices, this additional information must be provided through the “Operating Hours

Template” which has been provided separately. This requires, for each property, a list of

occupiers and their respective floor areas and average operating hours per week.

Please note that each building should be submitted as a separate worksheet.

For Enclosed/Unenclosed Shopping Centres, members are requested to submit evidence

(ideally publicly available) that the centre is open to the public for more than 90hrs/week.

In the absence of this additional operating hours information, the properties operating

hours will revert to the level of the cap, which will then be used to adjust the property

level data for the member portfolio analysis.

Retail, Industrial and Leisure Parks will not be assessed in this way and therefore no

additional data needs to be provided.

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It is appreciated that that this is not always a simple answer to this question. Another way

of looking at it is whether the energy consumption submitted aligns to the floor area

figure submitted. Where additional activities occur at the property (e.g. ground floor retail

unit or gym), yet the energy and floor area for those additional activities are not being

included in the submission, then the submitted data can still be considered to represent

the whole building. For example, where an office contains a retail unit on the ground

floor. If neither the energy nor associated floor area of the retail unit is being included

within the information submitted for that property, then it can still be considered that the

energy data represents all the energy consumed at the property as the floor area and

energy consumption align.

viii. Occupancy Level (%) – The average level the property was let throughout the year.

ix. Full Time Equivalent staff (FTE) or workstations – One of the two fields must be provided,

however if data for both the fields is available, please provide both.

x. Dealing Floor, Comms Room and/ or Restaurant (optional) – relevant floor areas to be

provided in m2 if corresponding separable sub-metered energy consumption is being

provided in the Utilities Data tab.

4.3 Utilities Data

The Utilities Data worksheet is where energy and water consumption data is entered. Those who

submitted data for REEB 2016 will notice this year’s layout has been simplified.

Where historic data has previously been submitted for any specific property, the values from the last

reported period is provided as reference in the row below and has been greyed out and locked for

editing. To request any changes to the historic data please contact BBP, providing a list of necessary

amendments.

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Below is a list of fields for which data is requested:

i. Total Electricity Consumption (in kWh)

• Total Landlord Procured Electricity: the annual electricity, as metered to a property, supplied

by the mains supply which is procured by the property owner or on their behalf.

For enclosed and unenclosed shopping centres, energy data should be provided for Common

Parts Area. Where energy is also provided to individual retail units, this should ideally be

excluded, to enable fair comparisons, however, it is appreciated that this is not always

possible.

For retail, leisure and industrial parks, energy data should be provided for the external areas,

including the yard, car parks and external landscaped areas and walkways. It is

acknowledged that the energy data in these cases predominantly represents external

lighting.

• Total Tenant Procured Electricity: the total consumption whereby any tenants obtain

electricity directly from a supplier and has provided this information to the landlord.

• Photovoltaic (PV)/Wind Electricity generated and used on-site: Total annual electricity

generated from on-site PV (solar) and wind turbines which is used by the property. Electricity

generated and exported to the grid should not be included. To be classified as ‘on-site’

technologies must be located within the bounds of the property.

ii. Total Fuel Consumption: fossil fuels consumed on-site ie. coming from an external supply.

• Total Landlord Procured Gas (kWh)

• Total Tenant Procured Gas (kWh)

• District Heating (kWh): where the property is connected to a district network

• District Cooling (kWh): where the property is connected to a district network

• LPG (litres, kWh or m3)

• Wood Pellets in (Kg or kWh)

• Diesel (litres, kWh or m3)

• Fuel Oils (litres, kWh or m3)

iii. Water

• Total Water Consumption (in cubic metres): Total water consumption at the property

procured by the landlord via mains supply

iv. Sub-metered/Separable (in kWh)

• Please note that while retail and leisure parks submit car park spaces energy consumption

for the site should be included within ‘Total Landlord Procured Electricity’ and not ‘Sub-

metered Car Park Electricity’. ‘Sub-metered Car Park Electricity’ is only to be completed for

offices and enclosed shopping centres.

• All sub-metered consumption and separable data must be entered in Kilowatt hours. It is

important to note that all Sub-metering / Separable data should be sub-totals of the figures

that have been included within total electricity and fuel columns "D-S" e.g. if the landlord

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procures 100,000 kWh electricity for an office of which 60,000 kWh is sub-metered to tenants

and 2,000 kWh is sub-metered to a car-park then data should be input as:

o Total Landlord Procured Electricity: 100,000

o Tenant Sub Metered Electricity of Landlord Procured: 60,000

o Sub-metered Car Park Electricity: 2,000

4.4 Waste Data

This worksheet is where waste disposal data can be entered.

Columns are split into two sections:

i. Waste Sent Direct from Site: includes waste generation (either as weight in Kg or volume in

litres) that is sent direction from the property to the following disposal routes:

a. Sent direct to Off-Site Materials Recovery Facility.

b. Sent direct to Dedicated Recycling Facility.

c. Sent direct to Composting/Anaerobic Digestion Facility.

d. Sent to Incineration (with energy recovery) Facility.

e. Sent to Incineration (without energy recovery) Facility.

f. Send to Landfill1 (in litres or kilograms): Only non-hazardous waste. Data is not being

collected on hazardous waste.

g. Other: if there is a waste stream that is sent to a dedicated facility please state the value,

unit and the particular waste stream.

ii. Material Recovery Facility (MRF) Performance Data: capturing the performance of the

dedicated MRF relating to figures entered for ‘Sent direct to Off-Site Materials Recovery Facility’.

Within this section figures can be entered as either:

a. The reported annual performance figures published by the MRF as percentages of waste:

• Recycled

• Sent for incineration with energy recover

• Sent to landfill

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b. Weights (kg) reported back to the owner from the waste service provider / MRF following

final processing, stating the amount of waste that was:

• Recycled

• Sent to incineration with energy recover

• Send to landfill

5 Frequently Asked Questions

i. How can I add or remove a building from the pre-populated list or request for changes to

the locked/ un-editable columns?

Please email your list of changes to Amrita Dasgupta at

a.dasgupta@betterbuildingspartnership.co.uk with a list of amendments including the

following information for each requested correction.

BU Tab (Operations,

Utilities etc)

Building Name Cell number

(D13, G10 etc)

Current Data (provide data

currently stated in the

Spreadsheet)

Amendment

Utilities Data Albany House H5 742,052 642,052

Once the completed Bulk Upload Spreadsheet is submitted, BBP will include these changes.

ii. For what period should I be submitting data?

Data should be submitted for financial year starting 1st April 2016 to 31st March 2017.

iii. What are the minimum data requirements for my property to be included within the

analysis?

For a property to be included for analysis, the following information must be provided.

• Property type

• 12 months energy consumption data by fuel type

• Floor Area

• Post Code / City

And specifically, for offices:

• Confirmation of whether the energy consumption data represents all or part of the

energy procured for the property

• Occupancy rate

Please refer section 1.5 of this document for more information

iv. What are the minimum requirements for my property to be included within the

benchmarks?

For properties to be included within the REEB benchmarks they must meet the following

criteria:

• They must meet the minimum data requirements for a property to be included with

the analysis as stated above

• Additionally for offices the following applies:

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o The data provided should be whole building data

o Occupancy level should be 75% or more

v. I have Gross Internal Areas for my property, how do I calculate the Net Lettable Area and

Common Parts Area.

Net Lettable Area = GIA x 0.8

Common Parts Area = GIA – Net Lettable Area

vi. How do I calculate the External area for Industrial Parks?

External areas = (Gross Plot Area – Building Footprint).

vii. Why do I need to submit car park numbers for retail parks and leisure parks?

Car Park numbers are used to calculate the common parts area for retail parks, leisure parks

and sub-metered car parks. The formula used to calculate the area is given as

Area = Car Park numbers x 25m2.

viii. What are operating hour caps? How are they applied?

Operating Hours caps are used to ensure data integrity and that properties do not unfairly

benefit from exaggerated submissions. These caps are:

• Offices: 70 hours / week

• Retail: 90 hours / week

The cap values are based on the REEB survey norms of the previous year. While these are not

expected to change significantly, they will be reviewed annually as a part of the

benchmarking process.

Operating Hours’ caps are applied at property level to the member portfolio analysis. Please

note that for the REEB Benchmark analysis operating hours adjustments are not applied.

ix. What happens if I cannot submit the additional information requested to support my

operating hours?

If no additional information is provided to support the higher operating hours claimed by a

property, then the cap values are used instead of the operating hours values provided for the

property.

x. How do I submit historical data for my properties?

To submit historic data, at the first instance please write to BBP, requesting a copy of the

‘Historic Data Template’ and providing information on the various fields you would like to

submit historic data for i.e. utilities, water, waste, operations etc.