Long term E2BA Roadmap, targeting 2020 and beyond

Call for Tender

Appendix I – Statement of WorkE2BA/CFT-2011/1

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Table of Contents1. TECHNICAL SPECIFICATIONS.....................................................................................................................3

1.1 Background.......................................................................................................................................3

1.2 E2BA’s Update and Revision of the Multiannual Roadmap..............................................................3

1.3 Bidder’s Expected Tasks....................................................................................................................5

1.3.1 Task 1: Developing Technology Roadmaps for the priority areas identified.............................5

1.3.2 Task 2: Input for Roadmapping Finalisation.............................................................................7

2. CONTRACTUAL, MANAGEMENT AND ADMINISTRATIVE CONDITIONS.....................................................9

2.1 Type of Contract...............................................................................................................................9

2.2 Terms of Payment.............................................................................................................................9

2.3 Type of Price.....................................................................................................................................9

2.4 Length and Language of the Proposal...............................................................................................9

2.5 Personnel..........................................................................................................................................9

2.6 List of Deliverable Items and Reports.............................................................................................10

2.6.1 Final report.............................................................................................................................10

2.6.2 Executive summary.................................................................................................................10

2.7 Background Experience of the Company........................................................................................11

2.8 Facilities..........................................................................................................................................11

2.9 Work Breakdown Structure............................................................................................................12

2.10 Planning..........................................................................................................................................12

2.11 Cost Price Data................................................................................................................................13

2.12 Travel and Subsistence Plan............................................................................................................13

2.13 Subcontracting................................................................................................................................14

2.14 Background Proprietary Information..............................................................................................14

2.15 IPR Ownership................................................................................................................................14

2.16 Evaluation Criteria..........................................................................................................................15

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1. TECHNICAL SPECIFICATIONS

1.1 BackgroundThe construction industry is a large contributor to CO2 emissions, with buildings responsible for 40% of the total European energy consumption and a third of CO2 emissions. To help address climate change the European Commission has set specific targets to be achieved by 2020, known as the 20/20 targets. These targets are to reduce energy consumption by 20%, reduce CO2 emissions by 20% and provide 20% of the total energy share with renewable energy.

In this framework the E2BA Association has engaged with EC in the Energy-efficient Buildings PPP (EeB-PPP) research program, in which one of the building pillars is a Multiannual Roadmap with research priorities identified until 2013 (http://www.e2b-ei.eu/default.php ).

1.2 E2BA’s Update and Revision of the Multiannual RoadmapBuilding on the existing EeB PPP Multiannual Roadmap, the E2BA Association has started a process to update it based on the advancements in the state of the art and the results emerging from the research and demonstration projects launched so far within the EeB PPP initiative (http://www.ectp.org/cws/params/ectp/download_files/36D1813v1_EeB_Project_Review_1.pdf). Projects have been recently launched which are aimed at identifying future research priorities for an energy efficient built environment, among which Building-Up (http://www.buildingup-e2b.eu/) and ICT4E2B Forum (http://www.ict4e2b.eu/).

The new long term E2BA roadmap should answer the following key questions:

What are the trends and drivers for the future? Where are we now? What barriers and challenges do we foresee on our road(s) to the future energy efficient built

environment? What do we need to overcome the barriers and take up the challenges?

The overall approach defined by E2BA agreed for the definition of the new E2BA Roadmap is sketched in the following picture:

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Figure 1-1: Overall Approach for the E2BA Roadmap Update

In this framework the AssociationE2BA has already launched the following tasks:

Update of the Vision towards an energy efficient built environment: a shared and integrated vision for the E2BA roadmap has been defined among E2BA and main stakeholders. Key measurable targets have been identified building built on EU and national/regional initiatives;

Identification of Trends and drivers for the future: the main drivers and trends are being analysed by the Association to identify implications for the built environment, market threats and opportunities and to integrate those views with existing scenarios and national and international roadmaps. An analysis of major position papers, relevant forthcoming EU legislation is being investigated to evaluate their possible development in a new set of scenarios. Quantified targets will be derived for which fulfilment novel integrations of existing technologies or completely new technologies would need to be developed;

Identification of priority areas for detailed technology roadmapping: based on the quantified targets identified above, priority areas will be identified as building pillars of the new multiannual roadmap and for which new research and innovation would be needed to overcome both technological and non technological barriers (i.e. envelope, ICT…).

All these activities will be performed before the contract is awarded and will result in key inputs for the implementation of the tasks that the bidder will undertake, in line with the following chapters.

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1.3 Bidder’s Expected TasksBased on the vision and drivers and priority areas to be identified by E2BA as described in the previous paragraph, the tenderer will support E2BA in developing detailed technology roadmap for each of the areas, facilitating the work of groups of experts engaged through E2BA or creating consensus among larger stakeholders groups, through a methodology that needs to be clearly identified and described. The tenderer will also support in the integration of the different roadmap at priority area level onto a set of coherent priorities for a future research programme with a time horizon till 2020 and beyond.

Some basic guidelines on the expected outputs of this work are illustrated in the two following paragraphs; nevertheless the tenderer is invited to propose alternative methods, according to his experience, as long as the expected outcome is reached.

1.3.1 Task 1: Developing Technology Roadmaps for the priority areas identifiedThe overall targets for research and demonstration identified by E2BA will be translated onto specific objectives for the priority areas identified by E2BA (i.e. envelope, ICT …), instrumental to identify:

Gaps Performance targets Available technologies and gaps that need to be overcome with new developments Elements and topics of a future research programme including level of resources and timeline,

identifying existing initiatives that could address these areas as well as in full synergy Describing and analysing the value and innovation chains to identify the actors that need to be

mobilised Capturing interdependencies to foster systemic approaches, interoperability etc.

It is envisaged that dedicated working groups (Workshops, meetings, etc...) shall be formed for the priority areas identified (i.e. envelope, ICT …), chaired by members of E2BA members Scientific Counciland with a balanced participation of industry practitioners and researchersindustry participation. A maximum of 6 to 8 WGs is envisaged and has been considered for the identification of the contract maximum value. This approach can be critically reviewed by the bidder and any alternative approach can be presented in technical proposal.

The Bidder will take care of all the logistic and organisation issues related to such workshops while travel costs will be incurred by the bidder, as detailed in the following.

The output of the work performed by each working group, facilitated by the bidder, will be the following for their respective themes:

Review influence of high level drivers, and the implications derived for the built environment, and identify the specific implications for the theme.

Identification of key opportunities emerging from this. Concurrently, look at emerging research outcomes (materials, sensors, control, etc.) to capture ‘push’ opportunities.

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Identification of gaps to fulfil these opportunities and generate more detailed research and technology requirements to accomplish these challenges.

Review existing research/demo/market replication projects and initiatives in each area and key enabling technologies development trends and carry out gap analysis for short, medium and long term opportunities and objectives

Identification of research topics for each theme Identification of required enablers Identification of outcomes of each research theme, and which implications it addresses Identification of a common method for prioritisation of topics to be developed and used within

each working group

The bidder should critically review such approach and present its proposed methodology of work and expected outputs.

As reference, the following picture shows the possible structure of the outcome in each area. The reference picture is the result of the Northwest Energy Efficiency Roadmap1.

The bidder should note that this structure is not compulsory; therefore alternative structures or methods are welcome, as long as all relevant information is integrated.

1 Northwest Energy Efficiency Technology Roadmap , March 2011

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Figure 1-2: Reference Roadmap Structure Template

The following table summarises what is expected by this task:

Table 1-1: Task 1 Description Summary

INPUT OUTPUT DELIVERABLE2 DEADLINE

The results of the background work performed by the Association will be made available to the bidder, who will in turn respect the Proprietary Information clauses described in Par. 1.1.

A set of technology roadmaps, clearly identifying:• the development stage in relevant technology (from embryonic to mature), and opportunities for new developments• Non-technological issues (e.g. consumer acceptance, financial and economic issues)• RDI topics, complementarity with existing initiatives and level of resources

D1 M23

1.3.2 Task 2: Input for Roadmapping FinalisationThe final stage of the roadmapping process will begin during this task where the assembly of the top level roadmaps will be carried out. All inputs from each working group will be gathered together, identifying the overall outcomes by combining all the areas and identifying the remaining gaps in responding to the opportunities and market needs, and fill these in.

The expected outcomes of this activity are:

Summary and integration of all the working groups activities Highlight and articulate the role of E2BA stakeholders in each area Capture other areas outside the direct scope of E2BA that may be covered by complementary

programmes (e.g. green cars, PV etc) Articulate ultimate value and outcomes Include a detail explanation of each key topic at the level of Research and Innovation (RDI)

Programme

As reference, the following picture shows a possible outcome that is expected by E2BA from this task. The reference picture is the result of the Northwest Energy Efficiency Roadmap3.

The bidder should note that this structure is not compulsory; therefore alternative structures or methods are welcome, as long as all elements of the roadmap are clearly presented and integrated. To this scope another relevant document is the HVAC Roadmap by the IEA (http://www.iea.org/papers/2011/buildings_roadmap.pdf).

2 For the list of the Deliverables, see Table 2-33 Northwest Energy Efficiency Technology Roadmap , March 2011

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Figure 1-3: Reference Roadmap Structure Template

The following table summarises what is expected by this task:

Table 1-2: Task 2 Description Summary

INPUT OUTPUT DELIVERABLE1 DEADLINE

The results of the Working groups work performed in Task 1.

A summary diagram and accompanying report highlighting: • Integration of all the WG activities• Identification of ultimate value and outcomes• Integration of RDI topics into a set of priorities for future activities• Template Structure completed. Reference as shown in Figure 1-3

D2 M4

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2. CONTRACTUAL, MANAGEMENT AND ADMINISTRATIVE CONDITIONS

2.1 Type of ContractThis is a contract for supporting and facilitating the process of roadmapping to be undertaken by E2BA during 2012. The whole roadmapping process shall respect the general requirements and structure proposed by E2BA. …………….

2.2 Terms of PaymentThe overall budget foreseen for this activity is

60.000,00 € (excluding VAT)

This includes travel and accommodation costs as well as any specific cost incurred by the bidder while performing the tasks identified in previous chapters.

The payment scheme will be:

1. Pre-financing of 15 % at Kick-Off2. One interim payment of 45% at the end of Task 1 activities and upon acceptance of deliverable D1.3. Final balance of 40 % at the delivery of the roadmap and upon acceptance of deliverables D2.

The payments are subject to approval of the output work performed by the Contractor.

2.3 Type of PriceThe type of price is to be considered firm and fixed, as indicated in the enclosed Draft Contract (Appendix II).

2.4 Length and Language of the ProposalThe proposal shall be concisely written in English.

A rough guideline is that the total number of pages shall not exceed 30. The quoted number of pages does not include standard company information or brochures which the bidder wishes to append to demonstrate its background and experience.

2.5 PersonnelThe contractor shall assign adequate personnel resources for the implementation of the activity. CVs of all the personnel involved shall be supplied. Key personnel are defined as persons who, because of their individual qualifications and positions are proposed for the work and indicated as such in the bidder's

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organigramme. Each person proposed should have at least 5 years experience in technology roadmapping for public and/or private clients, with the team leader having at least 10 years experience.

For each key person identified, the bidder shall:

1. Provide a comprehensive curriculum vitae, giving in particular evidence to the work experience of the person concerned, a brief description of the person's present job and responsibilities and a detailed description of the latest assignments in the area of technology roadmapping;

2. Indicate his position in the bidder's organisation;3. Provide the % time dedication to the present activity;4. Provide the dedication to the present activity, in man/ hours, broken down per task

The team appointed by the bidder will work under the coordination of shall liaise with the coordinator co-chairman of an Ad-hoc Industrial Advisory Group appointed by E2BA and with the Secretariat General of E2BA, including both technical activities and contractual formalities. Based on the proposed methodology approach Ddirect contacts may be envisaged between the Bidder and the coordinator of the Working groups appointed by E2BA. The bidder is expected to critically review this basic approach and present its proposed project management structure including how to manage risks and conflicts.

2.6 List of Deliverable Items and ReportsThe Contractor shall provide weekly progress reports by email summarising the tasks performed and pointing out if any problem arises.

2.6.1 Final reportA final report shall be produced. It shall be a complete statement of all the work done during the study, properly integrating main achievements in deliverables D1 and D2. It shall be self-standing, not requiring to be read in conjunction with reports previously issued. It shall contain all the results of the study (typically 50 to 200 pages).

The draft versions of the Final Report shall be submitted for approval of E2BA’s Technical Officer not later than two weeks before the Final Review at month 5.

2.6.2 Executive summaryAn executive summary shall also be produced at the end of the study. It shall contain a summary of the work done and include the main findings and conclusions. It shall be written in a concise yet instructive manner and shall not exceed ten pages. It shall include photographs, diagrams and pictures as applicable and shall include all information useful for dissemination purposes; therefore no proprietary information shall be included in the Executive Summary.

The following Table shows the summary of the Deliverables:

Table 2-3: Deliverables and Associated Tasks

Del N° Deliverable Deadline Associated Task

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- Weekly Progress Report (max 1 A4 page by email) Every Week All

- Hand-Out of all Presentations and Agendas Every meeting All

D1

A set of technology roadmaps, clearly identifying:• the development stage in relevant technology (from embryonic to mature), and opportunities for new developments• Non-technological issues (e.g. consumer acceptance, financial and economic issues)

RDI topics, complementarity with existing initiatives and level of resources

M2 Task 1

D2

A summary diagram and accompanying executive report highlighting: • Integration of all the WG activities• Identification of ultimate value and outcomes• Integration of RDI topics into a set of priorities for future activities• Template Structure completed. Reference as shown in Figure 1-3

M4 Task 2

D3 Final Presentation M4 All

D4 Final Report (max 20 A4 pages) and Executive Summary Report M4 All

[2.7] Background Experience of the Company(Ies)The bidder shall describe its relevant experience for the performance of the work which is subject of the present Call for Tender. A table providing a list of the last three years contracts in areas which are relevant to the tender needs to be provided including the value of the contracts, the clients, duration. Training activities should be considered but are not the core of the expertise E2BA is looking for.

The bidders shall demonstrate expertise and experience in elaborating methodology and criteria for roadmapping activities and shall present their background experiences in this regard.

The bidders shall demonstrate their ability and experience in accessing the information required for this activity, excluding any potential conflicts of interests with the actors of the value chain. Furthermore, bidders shall demonstrate understanding of the E2BA activities.

2.7[2.8] FacilitiesThe bidder shall submit a brief description of all facilities which are proposed to be used for the work offered.

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For the purposes of this provision facilities include hardware/computer software/manufacturing and test equipment/ computers/word-processors, etc.

The bidder shall also describe which means of access to information resources, such as libraries, data banks etc. it has, if these are required for the work proposed.

2.8[2.9] Work Breakdown StructureWith respect to the work definition given in the Statement of Work, bidders shall propose the relevant Work Breakdown structure and Tasks Descriptions down to a reasonable level of detail.

Tasks Descriptions shall contain all the required information with particular attention to the input, task description and output fields.

A Pert diagram presenting the interrelations of activities and work logic needs to be provided.

With respect to the standard requirements for management, reporting, meetings and deliverables, the bidder shall include a Work Package for Management and Reporting in his proposal. All management tasks, such as meetings, progress reports and final documentation shall be carried out under this Work Package.

2.9[2.10] PlanningThe main milestones foreseen are the following:

End January 2012 –Appointment letter to the selected organisation and signature of the contract Task 1: February – March 2012 Task 2: April – May 2012

The expected total duration of the Contract shall not exceed 4 months from kick-off to the end of the activity (delivery of approved final roadmap).

The bidder shall submit his planning proposal in the form of a Gantt Chart. The Gantt Chart shall duly reflect the relevant Tasks title and number as per Work Breakdown Structure and Tasks Description.

In establishing his planning, the bidder shall take account of the need of the E2BA Association and relevant bodies (i.e. Scientific Council, Executive Board…) and multipliers (i.e. National Liaison Points …) to review and/or approve intermediate deliverables and shall include 2 weeks time for the Association to do this.

The following figure summarises the steps that need to be implemented:

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Figure 2-4: TimeLine for E2BA Roadmapping Process

2.10[2.11] Cost Price DataThe bidder shall present:

the Price Breakdown Form for each of the participants; Manpower & Price Summary at Task Level Price according to the Work Breakdown Structure Price by Contractor in EURO

The bidder shall submit a summary table showing the prices in EURO.

The bidders shall identify the budget allocated to travels to join meetings or other data according to the following paragraph requirements.

2.11[2.12] Travel and Subsistence PlanIt is envisaged that meetings will be in Brussels at the premises of E2BA. The bidder shall submit a brief description of the travels he envisages for the execution of the Contract together with the related cost details. This shall preferably be given in the form of the following matrix:

Table 2-4: Travel and subsistence Plan Template

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Task Purpose of trip

Means of transpor

t

Travel cost/person/trip

Subsistence rate/day

Total cost

travel

Total cost Subsistence

2.12[2.13] SubcontractingThe maximum amount of subcontracting is 20% of the overall cost. The requirements in terms of experience of the team and its qualifications/previous projects should be fulfilled by the bidder without contribution of the subcontracted organization(s).

2.13 Background Proprietary InformationThe offer shall present briefly which proprietary background information or knowledge, if any, the bidder intends to use for the activity.

2.14 IPR OwnershipThe Intellectual property of all the results and of all the reports derived from this activity is owned by E2BA.

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2.15 Evaluation Criteria

In evaluating the proposal(s) E2BA will use the following criteria:

Table 2-5: Evaluation Criteria Weights

Evaluation Criteria Weighting Factor

1

Background and experience (general and related to the particular field concerned) of the company(ies) and staff (including adequacy of proposed facilities), demonstrating clear avoidance of conflict of interests

40 %

2

Understanding of the challenges in implementing such multiannual roadmap in the given time frame, reaching consensus across stakeholders; compliance with the Statement of Work; quality of the proposal

30%

3 Adequacy of planning, management and costing for the execution of the work 30%

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