Energy efficiency by group procurement in the collaboration forum of Lappeenranta – summary of activities in 2024

In Lappeenranta, Finland, the collaboration forum for housing associations is a cost-efficient way to promote the quality of living. The forum promotes know-how and energy efficiency through deep cooperation. During 2024, the collaboration forum held four meetings. Most of the forum members are from Lappeenranta, but there are also a few active members from elsewhere in the South Karelia region. 

Reviewing the results of energy audits 

In late 2023, the collaboration forum released energy audits for 13 housing associations in October and November with economic support of The Renowave project. In the first meeting of 2024, on January 22nd, the results of the energy audits were reviewed by the collaboration forum. Based on the audits, the following four energy efficiency measures were proposed for the forum: installing solar panels, installing exhaust air heat pumps, renewing the powered roof extractors, and renewing the heat exchanger equipment. It was agreed in the meeting that each board of housing association suggest which energy efficiency measure(s) they want to implement as a group procurement. 

Decision–making about group procurement 

During the next meeting on March 14th, it was summarized that nine housing associations were willing to implement the installation of solar panels as a group procurement. In addition, as group procurement, five housing associations wanted to carry out the procurement of the exhaust air heat pumps, four housing associations wanted to renew the powered roof extractors, and four housing associations were willing to renew the heat exchanger equipment. 

It was also decided that an external consultant would assist with the more detailed planning phases of procurement. After tendering companies, Energy Plus Engineering was selected as a consultant. The company gathered diverse information about the housing associations. As a result, the planning process included the proposed investments, preliminary cost and price estimates, necessary documents and statements, the proposal of financing and implementing methods and tendering and selecting of the service provider. 

Presenting a project plan was the objective of the result of the planning phase. The project plan needed to identify the measures required by the implementation phase of the group procurement. In addition to the costs for the measures, it was essential to clarify the saving potential if the procurement is carried out for one housing association or as a group procurement for several housing associations. 

Workshops about the group procurements 

Two workshops were held in collaboration with Energy Plus Engineering and the representatives of the housing associations. The first workshop on May 29th covered the topics of the progress of the planning process, investment price estimates and profitability calculations. In the second workshop, on June 25th, the topics included the results and conclusions for all four suggested investments. Also, financing and leasing possibilities were discussed in detail.  

After the last workshop, the housing associations were given time to form an opinion about participating in the group procurements until September 30th, 2024. In the implementation phase, housing associations will bear the costs themselves. 

The follow-up meeting to summarize the opinions of housing associations took place on October 18th. As a result, three of the forum members are still interested in implementing practical measures. The convenient implementation timetable will vary between housing associations because the final decisions will be made at the annual meetings of each building. They are also planning to include some other measures to be implemented at the same time. The Renowave -project will actively be following and reporting all the measures, which will be carried out by our forum members.   

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