cyclelogistics moving Europe forward

Transcription

1 cyclelogistics moving Europe forward Capacity building materials as an input to Cyclelogistics Ahead training materials

2 Grant agreement no: Project acronym: Project title: IEE/13/628/SI Cyclelogistics Ahead Cyclelogistics Ahead a key step towards zero emission logistics in cities D2.2 Capacity building materials as an input to Cyclelogistics Ahead training materials Start date of the action Duration: 36 months End date of the action Version: 1 Due date Prepared by: Cosimo Chiffi (TRT), Giuseppe Galli (TRT) Checked by: Enrico Pastori (TRT) Project coordinator Susanne Wrighton Status: Final Dissemination level:

3 Index 1. Introduction Collection of capacity building materials for start-ups and existing logistics operators Resources from Cyclelogistics Resources from other Cyclelogistics Ahead project partners Resources from other EU projects... 9 CIVITAS INITIATIVE... 9 BESTFACT TRAILBLAZER STRAIGHTSOL FREVUE ENCLOSE PRO-E-BIKE SMILE Collection of capacity building materials for policy making Resources from other EU projects CIVITAS INITIATIVE BESTFACT C-LIEGE Instructions for the set-up of Urban Logistics Cooperation Platforms Identification and selection of key actors and stakeholders Identification and selection of topics Set-up of the Platform and organisation of Focus Groups Seminars Annex 1: Guidelines How to run a Focus Group Seminar Page 3 of 29

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5 1. Introduction The central aim of Cyclelogistics Ahead (CLA) is to foster (near) zero emission logistics in urban areas by acting in particular on three main pillars: the set-up of new cyclelogistics businesses, the professionalization and extension of existing delivery companies and the creation of favourable framework conditions for cyclelogistics through the municipalities. The project aims at initiating and implementing a virtuous spiral effect since improved framework conditions can push the operators to move towards a full integration of cargo bikes into the supply chain (or new local companies to offer such kind of services) and again provides arguments in favour of further development of urban freight public policies. In addition to a full set of demonstrative activities in project cities, this will be achieved by providing a number of different workshops and training sessions addressed in particular to private operators and policy makers. At city level, Urban Logistics Cooperation Platforms of relevant stakeholders will be established to secure the success of the whole process. A key preliminary activity of WP2 is the collection and selection of capacity building materials (guidelines, tools, training exercises and methods), available from the former Cyclelogistics project and from other successful EU projects and experiences. This deliverable outlines the results of this activity by providing a full list of resources to be used as an input or as standalone training materials for: training and advice for start-ups and existing operators (chapter 1), know-how exchange trainings with city officials (chapter 2), and set-up and management of Urban Logistics Cooperation Platforms in the format of Focus Group Seminars (chapter 3). It has to be underlined that despite the availability of resources from other EU projects, such as project deliverables and final publications, just a few of them are published as ready-to-use training materials. Further efforts are therefore needed in order to extrapolate key facts and recommendations to be incorporated in CLA training materials such as more handy documents and presentations. When available, this document indicates the sections or elements that can be easily extrapolated and used as standalone materials. This collection exercise provides also valuable inputs for the project deliverables D2.1, D2.4 and D2.6 foreseen in WP2. Page 5 of 29

6 2. Collection of capacity building materials for start-ups and existing logistics operators The Cyclelogistics Ahead Academy established within WP4 will carry out different training and know-how transfer activities addressed to start-ups, established cyclelogistics businesses and other logistics operators. The materials presented in this chapter covers the needs of such target groups and are focused on aspects like business models and fundamentals of urban logistics, organisational & operational issues (vehicle types, fleet composition, recruitment and type of contract for drivers), marketing & promotion, pricing, IT, contractual aspects. 2.1 Resources from Cyclelogistics The following materials were produced within the first Cyclelogistics project and will be utilised also for Cyclelogistics Ahead training, know-how transfer and stakeholder involvement activities 1. Resource Pack on Cycle Based Delivery (file: D3.2 Resource Pack Outspoken Delivery Word & PDF). 2. Workshop Setting up and running a cycle based delivery business Material includes: Workshop promotional flyer (file: Workshop Promotional Flyer Feb 2014 Word & PDF) Workshop agenda (file: Workshop Agenda Word & PDF) Workshop presentation (file: Workshop Prezi PDF actual presentation 1 ) Participant workbook (file: Workbook Setting up Cycle Delivery Business Jan 2014 Word & PDF) Workshop exercise material (file: Workshop Exercise Material Word & PDF) Workshop Evaluation form (file: Workshop Evaluation Form.doc) 3. Excel based Business Planner (file: CL Business Planner). 4. A methodology for handling enquiries from people wanting to find our more or start up a cycle based delivery business (file: Methodology Enquiries). 5. Potential to shift goods transport from cars to bicycles in European cities (file: D7.1 A set of updated IEE Common performance indicators including their baseline and assumptions for extrapolation - PDF). 6. Cyclelogistics: moving Europe forward - Final Public Report. The Cyclelogistics Deliverable 3.2 Resource Pack - Commercial Delivery using cargo bikes was released by Outspoken Delivery in March 2014 and could form the basis for the proposed train-the-trainer, training and empowerment workshops. The document Page 6 of 29

7 provides a comprehensive range of resources associated with using cargo bikes for carrying freight in a commercial environment in urban areas and is based on the experiences of various operators from across the EU region. Topics covered range from the types of equipment that can be used, examples of cargo types, services that can provided and how to go about setting up a cargo based delivery business and all supported by relevant cases studies and examples. A lessons learnt section is also included providing a useful summary of the challenges involved while using cargo bikes. More in detail, the document provides guidance, key facts and references on the following items: Equipment Types Cargo Types Service Types Pricing & Delivery Area Marketing & Promotion Unique Selling Points (USPs) The Economic Argument Potential Customers Staffing Set-up & Running Costs IT Solutions Cargo Bike Sharing Scheme Cargo Bike Rider Training Electric Assist European Cycle Logistics Federation Lessons Learnt Useful Links From this deliverable, the document Setting up and Running a Cycle Based Delivery Business has been extracted by Outspoken as training material to support the workshops. The resource can also be used as a standalone checklist of issues which need to be addressed for anyone contemplating establishing a cycle based delivery business. Another fundamental tool released during the project is the Cyclelogistics Business Planner, an excel file designed to help companies to define appropriate charges for the services they offer. It also provide a monthly breakdown of activity, an annual summary, and some useful performance indicators such as CO2 and fuel savings. These resources have been tested by Outspoken in a number of workshops organised in the UK and utilised also for the first Cyclelogistics Ahead international training workshop held in Cambridge in June 2014, just after the kick-off meeting. The Cyclelogistics Baseline Study (Deliverable 7.1) as well as the Final Public Report are also valuable resources for demonstrating the benefits and potentials of shifting motorized trips (especially professional ones) to cargo bikes and trikes. Page 7 of 29

8 2.2 Resources from other Cyclelogistics Ahead project partners The project partner Txita (ES) already offers to potentially interested cyclelogistics companies (start-ups or established express couriers) a training course of 1 or 2 days based on the following modules: MODULE 1: Company and services History and Txita s chronology Who we are, what we do and why What makes us different from others MODULE 2: The city The perfect city How far I can get? Proper city characteristics for: Implementing a last mile delivery service, Commercialize advertising media, Carry out taxi-bike service MODULE 3: Sector evolution and interesting partners Analysis and evolution of the advertising sector Analysis and evolution of distribution and transport Fundamental types of relationships, synergies and collaborations MODULE 4: Vehicles Characteristics, advantages and limitations on existing vehicles (tricycles) Where are we a real alternative to the traditional vans Advantages and disadvantages of using electric assisted tricycles Costs, maintenance and insurances MODULE 5: Market analysis Characteristics What can I offer them? How do I offer it? Parcels delivery companies Small and medium businesses Supermarkets and home delivery service Public entities as clients and collaborators MODULE 6: Operational in the transport of goods depending on the customer Generic operational with parcel delivery companies Generic operational with businesses Generic operational with supermarkets MODULE 7: Advertisement What can I expect from publicity? How can I sell the medium? MODULE 8: Viability plan Operational costs: fixed costs and variable costs With how much should I start the business? Structure of the viability plan Localize the first possible clients Define the starting area and potential customers Page 8 of 29

9 Quantify parcel volume at the starring area Evaluate prices, costs and volume of work to achieve the breakeven Contact and negotiate with clients MODULE 9: Questions and clarifications Since proper training materials in English are not available from this course, Txita will select and integrate some relevant contents into the current Cyclelogistics Ahead materials in WP Resources from other EU projects Despite the wide range of city logistics research and demonstrative projects carried out at EU level, the number of ready-to-use training materials addressed to urban delivery operators are quite limited. In the following paragraphs, selected materials from the projects CIVITAS, BESTFACT, TRAILBLAZER, STRAIGHTSOL, FREVUE, PRO-E-BIKE, ENCLOSE and SMILE are described. CIVITAS INITIATIVE Since its first edition in 2002, the CIVITAS Initiative encouraged innovative approaches to efficient urban freight shipment and the sharing of successful experiences among cities. The recent publication CIVITAS Measure Directory: 10 years of CIVITAS from Aalborg to Zagreb 2, serves as a reference guide to 663 sustainable urban mobility research and demonstration measures co-funded by the CIVITAS Initiative and implemented by European cities between 2002 and The content of this guide is sourced from the measure descriptions available on the CIVITAS website, project reports and feedback from the cities themselves. Within the thematic category urban freight logistics, 44 measures focused on distribution schemes (40) and fleet management (4), including cleaner fleets, were developed and tested in 32 demonstration cities. The matrix of measures at the beginning of the guide allows to identify both cities and measure types. Freight restrictions are listed under Access management and road pricing of the thematic category demand management strategies. For the purposes of the CLA Academy and the subsequent WP2 analysis, the upcoming publication CIVITAS PLUS in Numbers: achievements in sustainable urban mobility , to be released by the support action CIVITAS VANGUARD in the coming months, will provide an easy access to facts and figures from 14 urban freight measures in 12 cities involved in the last ended edition CIVITAS PLUS Page 9 of 29

10 BESTFACT BESTFACT (Best Practice Factory for Freight Transport) 3 builds upon the work of the projects BESTUFS, PROMIT and BESTLOG and integrates four interrelated areas of the key freight logistics challenges in EU. One of these areas is urban freight. The aim of the project is to become the first portal of freight transport best practices, contacts and policies. BESTFACT analysed several best practices and approaches (i.e. industrial business cases, measures, administrative procedures, research results) in order to evaluate, and allow through dissemination, the market uptake of good solutions. The document BESTFACT D2.2 Best Practice Handbook 1 4, describes in chapter 2 the urban freight cluster. In particular, the following list of urban freight challenges was developed from BESTFACT activities (meetings and workshops, case studies and inventories collected and interviews with operators, experts and practitioners): High costs of electric vehicles Benefits are difficult to quantify Diesel fuel is dominating the market Technical difficulties in running alternative fuelled vehicles Cooperation for shared use of consolidation centres is difficult Lack of IT use for many small companies Lack of affordable logistics space within the urban area Increasing number of trips and congestion of inner cities Negative environmental impacts in urban areas: e.g. CO2 emissions, noise, PM emissions A total of 93 examples were collected and evaluated according to four criteria (innovation, impacts, data availability and transferability). From these examples 15 were selected and written up in greater detail as inventory cases. One of these is the Gnewt Cargo for freight in London (in-depth review in chapter 2.3 of the Handbook) focusing on the use of a consolidation centre in central London and use of electric distribution vehicles and electric tricycles for final retail distribution. This business case has been assessed also in a recent article presented at the 7th International Conference on City Logistics and published on the ELSEVIER Review Procedia - Social and Behavioral Sciences: Before-After Assessment of a Logistics Trial with Clean Urban Freight Vehicles: A Case Study in London 5, Jacques Leonardi et al. Other cases selected by BESTFACT are described in a 2-pages factsheet in the cluster webpage TRAILBLAZER The project TRAILBLAZER (TRansport And Innovation Logistics By Local Authorities with a Zest for Efficiency and Realisation) 6 released the document Delivery and 3 It is a coordination and support action funded under the EC s 7th Framework Programme (FP7) It is co-funded by the Intelligent Energy Europe (IEE) programme within the STEER stream. Website: Page 10 of 29

11 Servicing Plan (DSP) Guidelines 7 (August 2013, 16 pages). These guidelines are a simplified synthesis of two project deliverables, the DSP Toolkit (D4.3) and the Lessons Learned Report (D4.4), and can be useful to the CL Academy to extract the key elements of a DSP and main finding and conclusions around the topic. Delivery and Servicing Plans (DSPs) are freight travel plans focusing on efficient goods deliveries, goods collection, waste and recycling and servicing activities (e.g. office maintenance, window cleaning, etc.) Such planning tool can be developed for a single building or organization, for a public or private organization having more than one workplace (e.g. city/university departments) or can be linked to a specific area (i.e. areawide DSP). More interesting for the scope of our project is the document Delivery & Servicing Plans Toolkit 8 (June 2013, 74 pages) and in particular its Annexes (observation sheets, handling units, questionnaire and checklist). Part of the contents and methods could be used by cyclelogistics operators to analyse both delivery optimization potentials and the integration of cargo bikes in the supply chain of potentially interested clients. In any case, the materials are not ready-to-use in training sessions and should be properly adapted. STRAIGHTSOL STRAIGHTSOL (Strategies and measures for smarter urban freight solutions) is a 3-year EU-funded project that carried out seven innovative urban freight demonstrations. The most interesting one for the purposes of Cyclelogistics Ahead is the City Logistics Mobile Depot concept and demonstration developed by TNT Express in Brussels. A description of the action is available on the demo webpage 9. A useful material is the presentation 10 of Mette Kok (TNT) held at the linked workshop in Brussels in July 2013 which includes the characteristics of the depot and some photos Page 11 of 29

12 The mobile depot is a trailer/truck fitted with all depot facilities (e.g. loading docks, labelling, data entry). In the morning, this trailer/truck is loaded at the TNT depot near the airport with all deliveries for that day and carries them to a central location in the inner-city. Afterwards, electric vehicles and electrically supported tricycles were used for the last mile delivery operations. The project published also a booklet 11 which presents, in poster format, the summary results from evaluation and findings from each demonstration. From this booklet some pros and cons of the pilot can be extracted. FREVUE The project FREVUE (Freight Electric Vehicles in Urban Europe) released in July 2013 the report State of the art of the electric freight vehicles (EFV) implementation in city logistics 12 (D1.3). This deliverable identifies current challenges and obstacles to the implementation and uptake of EFVs in city logistics. It also provides feedback and lessons from past and on-going projects. It highlights the technical performance of the vehicles, the battery and the charging systems; the operational and economic performances comprising the business case and analysis of the total cost of ownership; the environmental effects, including impacts on congestion, air quality and CO2 emissions; the attitudinal and social impacts of EFVs, such as the attitude from customers and drivers perspective, as well as traffic safety issues; and the effects of policies, procurement and governance on the uptake and performance of EFVs. Some key facts can be easily extracted for the purposes of the Cyclelogistics Ahead Academy. For example, the following tables present the main characteristics of the available EV battery types as well as the characteristics and performance of some commercial vehicles according to the different useable batteries Page 12 of 29

13 Appendix A3 provides a detailed description of the business case Distripolis, a new concept of delivery services in Paris, part of an ongoing project ( ) developed by Geodis, a state-owned global multimodal logistics provider. The concept is based on the creation of BLUE Environmental Urban Bases, located in the city centre and close to the main retail districts where shipments less than 200kg are transferred from a multimodal platform in Bercy and, for the last mile, delivered by Electron electric trucks and power-assisted tricycles. ENCLOSE ENCLOSE is a project funded by the European Commission under the Intelligent Energy Europe (IEE) program. Launched in in May 2012 and running until November 2014, ENCLOSE has the main objective of raising awareness about the challenges of energy efficient and sustainable urban logistics in European Small-/Mid-size Historic Towns (SMHTs). The document Electric Fleets in Urban Logistics and the annexed Overview of current low emission vehicles, released in March 2014 by the project partner Austria Tech, focuses on electric urban freight mobility by taking into account technical, legal and social factors that are relevant for small and medium-sized cities. It provides examples of European cities that have successfully introduced electric vehicles into their logistics fleets and also cites important regulations, incentives and Page 13 of 29

14 options for facilitating the modification of infrastructure by cities and companies. The Annex offers an overview of electric, hybrid and fuel cell vehicles available on the market. PRO-E-BIKE PRO-E-BIKE promotes clean and energy efficient vehicles, electric bicycles and electric scooters for delivery of goods and passenger transport among private and public bodies in European urban areas, as an alternative to conventionally fossil fuelled vehicles. The report Current Situation Analysis (D2.1, November 2013) 13 focuses on E-bike experiences and E-bike trends. Key information and best practices have been collected by doing desk research and by conducting interviews with suppliers of e-(cargo)bikes, users and governments. Chapter 3 is of particular interest for the CL Academy: technology overview, economic sustainability, service management and favourable conditions are described Page 14 of 29

15 SMILE The SMILE (Smart Green Innovative urban Logistics for Energy efficient Mediterranean cities) project, co-funded by the EU MED Programme, focuses on the development and implementation of innovative strategies, plans and measures on energy efficient mobility solutions for smart MED cities utilizing available technologies and building upon previous experiences as well as on-going initiatives. The pilot project developed by the City of Barcelona 14 through its Mobility department in the Ciutat Vella district, is the sole demonstration for which some materials and preliminary results are available. It consists in the building of a micro-consolidation platform with loading and unloading docks in the Ribera district, from which electric tricycles undertake the last-mile deliveries. It benefits from two parking spaces for light vehicles or small trucks, an administrative area, changing rooms and a small shop. The City of Barcelona started the pilot in late 2013 and also carried out an information campaign among operators and transport companies in the area to offer this service for free for six months. Five operators are involved in the pilot. Delivery of goods at the distribution centre can be made from Monday to Friday between 09:00 am to 10:00 am, while collecting or delivering the goods that could not be delivered is between 18:30 and 19:30. The SMILE consortium organised an Urban Logistics Workshop in Barcelona (Spain) on 20 May The following presentations are of interest for the Cyclelogistics Ahead Academy Page 15 of 29

16 The SMILE pilot in Barcelona: lessons learnt, presented by David Soler Grima (DOyMO) Barcelona Pilot Deliveries Perspectives Round Table, moderated by Simon Hayes Considerations about urban logistics in the Ciutat Vella district, presented by Josep Maria Coll (City of Barcelona) Urban Logistics in Barcelona, presented by Adrià Gomila (City of Barcelona) Page 16 of 29

17 3. Collection of capacity building materials for policy making This chapter describes the result of the collection activity of capacity building materials addressed specifically to city officials and policy makers. Training materials from the previous chapter (e.g. the DSP Guidelines from the project TRAILBLAZER) can also be used for training and know-how transfer workshops in order to increase the skills and comprehension of such target groups of urban freight topics as well as of operative and strategic objectives of companies involved in urban delivery, including specific needs of cyclelogistics operators. Especially the Cyclelogistics Baseline Study (Deliverable 7.1) and the Final Public Report Cyclelogistic: moving Europe forward are relevant sources for policy making. Apart for training purposes, such resources can be used to extract facts & figures and arguments to be presented and discussed within the Urban Logistics Cooperation Platforms and during the meetings with public administrations. Available Cyclielogistics materials have been already utilised during the first international workshop held in Cambridge in June Resources from other EU projects In the following paragraphs, selected materials from the CIVITAS Initiative and the projects BESTFACT and C-LIEGE are described. CIVITAS INITIATIVE The publication Policy Recommendations 16, recently released by the support action CIVITAS POINTER, presents the main findings arising from the evaluation of the CIVITAS Plus Collaborative Projects (CPs), which ran from Drawing from first-hand, corroborated statistical evidence gathered from participating cities, this publication presents the results of the CIVITAS Plus cross-site evaluation and policy assessment. Policy makers are provided with contemporary facts for debating purposes, and a number of conclusions and recommendations based on lessons learnt from CIVITAS Plus are put forward. Section 4.7 focuses on urban freight transport measures and summarises results and success factors, drivers and barriers as well as upscaling and transferability of three main sets of policy measures as reported in the following figure Page 17 of 29

18 More details as well as some facts and figures about the single measures implemented in the cities above can be found through the CIVITAS publications mentioned in section 2.3. Other interesting resources are available through the CIVITAS Thematic Group on Urban Freight Logistics 17, i.e. the DG MOVE European Commission: Study on Urban Freight Transport (2012) and the document Planning and Design for sustainable urban mobility Chapter 4 URBAN GOODS TRANSPORT (UNHABITAT,2013). BESTFACT BESTFACT D3.1 Recommendation and Policy Tools 18 (March 2014) provides a consolidated assessment of the impact of best practice transferability for industry and administrations. Main findings are also summarised into recommendations. Cluster 1 on Urban Freight (chapter 5) can be of interest for Cyclelogistics Ahead and more specifically the synthesis of best cases reported in chapter 10. Chapter 8 on Policy Tools indicates in particular the Gnewt Cargo case in London as the first project s implementation action 19 to be carried out also for the design of innovative policy schemes. Policy Tools will benefit from further practical and detailed developments, and will be explained more in-depth in the next report D3.2. C-LIEGE The project C-Liege (Clean last mile transport and logistics management) is a valuable source of guidance materials for Cyclelogistics Ahead. The complete suite is accessible through the webpage that is also showed in the following picture (select the tab Resources) A second supported action is in the dutch region of Assen and Groningen fort he promotion and distribution of electric cargo bikes. See Page 18 of 29

19 A Stakeholder Engagement Manual 20 was written to make sure that no important stakeholder is left out and to understand the role of each stakeholder in the process. The project deliverable 3.1 Local Round Tables: Planning, implementation and reporting of 4 round tables in each region 21, deals with the work done to engage the stakeholders, to structure and hold the C-LIEGE Round Tables, to evaluate what the Round Tables were proposing as pilot measures, and to transfer the approach to other cities and regions. The C-LIEGE Toolbox 22 provides guidelines for Local Authorities to select, implement and assess appropriate push and pull soft measures to plan and manage urban freight transport demand as well as to define role and functions of an integrated urban freight transport demand manager: the City Logistic Manager (CLM). A guideline document for Local Authorities for the development of urban freight mobility plans 23 is also available proving a complete description on how to develop energy-efficient urban freight transport demand planning and policy actions adopting appropriate push and pull measures Page 19 of 29

20 4. Instructions for the set-up of Urban Logistics Cooperation Platforms Within the Cyclelogistics Ahead project the objective of securing and improving favourable framework conditions for cyclelogistics players and, more in general, for zero emission urban logistics in the target cities (Cambridge, Mechelen, Berlin, Milan, Budapest, San Sebastian, Prague) will be achieved through the establishment of an Urban Logistics Cooperation Platform (ULCP) in each urban context. An ULCP is a permanent group of stakeholders that will meet at least 3 times during the project lifetime with the aim of discussing and finalising a shared vision on the following key aspects: allocation of responsibilities within the municipality concerning issues of zero emission logistics; definition and/or improvement of regulatory and incentive measures for progressively phasing out polluting urban freight vehicles and favouring the use of ZEL vehicles; integration of these measures into consistent city policies; integration of cyclelogistics and ZEL concepts into Sustainable Urban Mobility Plans. Ideally, the scope of such platforms is also to work on concrete actions (e.g. test of regulatory measures for supporting Cyclelogistics Ahead implementations) in order to favour the permanent adoption of the proposed solutions by the municipalities. The platforms will be established with the direct involvement of the municipalities and will operate through the organisation of Focus Group Seminars. The following sections describe the main elements and key actions for establishing an ULCP whereas in the annexed Guidelines How to run a Focus Group Seminar, some practical instructions on how to manage the seminars within the Cyclelogistics Ahead project are given. The main references used for the compilation of this chapter are the EU SUMP Guidelines Developing and Implementing a Sustainable Urban Mobility Plan (ELTISplus, update 2014) 24, the CIVITAS publication Involving Stakeholders: Toolkit on organising successful consultations (CIVITAS VANGUARD, 2011) 25. An additional useful tool is the previously mentioned C-Liege Stakeholder Engagement Manual. 4.1 Identification and selection of key actors and stakeholders A key preliminary task is the identification of the stakeholders and the understanding of their potential role and position in the participatory process. The EU SUMP Guidelines provides a description of this task and some references in its activity 1.6 (page 28) Page 20 of 29

21 If the municipality has already in place a stakeholders group involved in ongoing city logistics initiatives or debates (e.g. a freight quality partnership) or organised consultations in the past (e.g. for the implementation of a certain measure), a good option is to build on what is already available and what has been already debated and/or achieved. It is important to consider the presence of city logistics stakeholders also in other participatory processes dealing with more general urban mobility issues (e.g. a public debate on the urban mobility plan or other planning issues). Three main types of stakeholders can be distinguished: Primary stakeholders, who are directly affected, positively or negatively, by new urban freight measures (e.g. citizens in general or of a certain district, urban delivery companies, retailers, etc.); Key actors, who have the political responsibility (e.g. the mayor, councillors), technical authority (e.g. head of certain departments or representatives of the mobility agency) and skills and expertise in urban freight transport (e.g. consultants working for the public authority, universities, cyclelogistics experts); Intermediaries, who implement transport policy (e.g. infrastructure operators, traffic police), represent interest groups (e.g. sector associations, Chamber of Commerce) or inform and report (e.g. local media). The following table provide a non-exhaustive list of potential stakeholders that might be included in Urban Logistics Cooperation Platforms. Primary Stakeholders Key Actors Intermediaries Citizens/Residents (through their representatives in district councils or associations) Retailers (including e-commerce) and shopkeepers Manufacturers, wholesalers Hotel, Restaurant and Catering (HoReCa) Mayor and Councillors Mobility Agency Head of Departments/Responsible for Mobility, Public Affairs, Public Works, Commerce City Logistics experts and consultant (also to act as facilitators) Chamber of Commerce Trade Unions Traffic Police Public Transport operators Construction and Waste Regional authorities Cycle/Walking groups/ngos Freight Transport Operators Parcel, courier and express transport operators (including cycle couriers and post) Local Media Local Associations It is important to understand the role of each stakeholders group for the purposes of the Cyclelogistics Ahead project. This can be done by answering to the following questions: Page 21 of 29

22 - What are their objectives (or hidden agendas)? - What do they have to lose or gain? - How much influence do they have? - Are they available to participate? - Will they be willing to contribute? - Are they capable of contributing? It is also fundamental to find a good balance between project resources and foreseen activities and the wide constellation of stakeholders that might be involved, selecting the most appropriate representatives according to the type of issues and topics to be included in the agenda of each seminar. It is recommended to determine clusters of stakeholders with similar interests, capacities and/or relevance for the issue. A useful tool for mapping stakeholders is an influence-interest matrix that categorises stakeholders according to their stake in the mobility topic, as well as their influence. The most important thing is to involve as many stakeholders as possible who have a high degree of influence and a high stake, while stakeholders with a low level of influence and a low stake are less important. Low Influence High Influence Low Stake Least Priority Stakeholder Group Useful for decision and opinion formulation, brokering High Stake Important stakeholder group perhaps in needs of empowerment Most critical stakeholder group As previously described, the process of identification and selection of the stakeholders is made in close collaboration with the Municipality and may build on existing initiatives or past consultations. This means that an Urban Logistics Cooperation Platform might already exist (e.g. as a permanent body in freight quality partnerships) or the Municipality might want to organise a follow-up consultation involving the same groups of stakeholders. It is fundamental in any case to understand if current initiatives are suitable for the scope and objectives of the Cyclelogistics Ahead project and, if needed, suggesting new stakeholders representatives to be part of the process and/or to focus on a subgroup of stakeholders from other engagement activities. 4.2 Identification and selection of topics Apart from identifying current or past stakeholder involvement initiatives, it is fundamental to collect information about the contribution of each participant (e.g. through the minutes of past meetings) or at least the final results of the participatory process. Page 22 of 29

23 This activity provides valuable inputs for the subsequent organisation of the seminars since it allows to avoid overlaps, to build on achieved results (e.g. to further discuss about the practical implementation of an agreed measure) or to focus on new topics. It is important to identify which types of actions have been already suggested to the municipality and how many have been incorporated in concrete measures or if there are still some pending issues. The number and type of policy measures to be taken into account is not predetermined and can be defined by each platform according to the specific needs raised from the participants or coming from the current urban mobility strategy of the municipality. Obviously a strict linkage between debated solutions and practical implementations of the Cyclelogistics Ahead demonstrations has to be encouraged. 4.3 Set-up of the Platform and organisation of Focus Groups Seminars Once the stakeholders of the ULCP have been identified, the following actions have to be undertaken ideally in a preliminary meeting with city officials: - decide whether all stakeholders will take part in every Focus Group seminar or if subgroups of them will be invited to take part in a specific seminar; - agree on communication actions and tools for properly informing the ULCP members of project plans, advancements and results (e.g. , newsletter, short intervention in planned meetings, etc.); - define a calendar for the Focus Group Seminars; - decide on what skills are required (internal/external) to manage the platform and moderate the seminars; - identify invitation and reporting procedures. Focus Groups are identified as the best-known method of multi-stakeholder consultation. Participants are asked about their perceptions, opinions, beliefs and attitudes in relation to the topic under discussion. Focus groups are also inexpensive to organise and results are achieved relatively quickly. To work properly especially in case of numerous stakeholders willing to participate in the process, a focus group seminar should be organised alternating open discussions among all the participants and parallel small groups working sessions involving each between six and ten stakeholders. At the beginning of the seminar, it is important to give a brief and clear overview of the goals of the participation process. This can be done ideally via a presentation outlining what you want to achieve by the project. A presentation of the problems to be addressed and of existing or planned initiatives will clarify the situation for all those who are involved. This overview will be a first step in prioritising problems and will eventually provide a structure for the discussions. After each seminar, it is important to inform about the follow-ups (e.g. which initiatives have been worked on) and the progress made in comparison to the previous meeting. Page 23 of 29

24 Annex 1: Guidelines How to run a Focus Group Seminar Page 24 of 29

25 Guidelines How to run a Focus Group Seminar What is an Urban Logistics Cooperation Platform? What is its scope? a ULCP is a tool for involving public administrations and relevant stakeholders in Cyclelogistics Ahead local activities (demonstrations). the ULCP is a group of local stakeholders established to discuss and achieve a shared vision on the following key aspects: o allocation of responsibilities within the municipality concerning cyclelogistics issues; o definition and/or improvement of regulatory and incentive measures for progressively phasing out polluting urban freight vehicles and favouring the use of cargo bikes and trikes (also in combination with other zero emission motorised vehicles). o integration of these measures into consistent city policies and into Sustainable Urban Mobility Plans. The ULCP established within the project needs to be focused around topics (policies, measures and/or innovative solutions to be tested) with direct impacts on cyclelogistics activities. These have to be considered and presented as the centrepiece of a wider Zero Emission Logistics (ZEL) strategy for the city. The ULCP is therefore not a permanent freight quality partnership to discuss of all city logistics issues and problems. What is a Focus Group? the Focus Group is the involvement and working method chosen within Cyclelogistics Ahead to practically run ULCPs. Focus Groups participants are asked about their opinions, beliefs and ideas in relation to the topics under discussion. a Focus Group is normally defined as a small group of 6 to 10 people involved in an open discussion and led by a skilled and experienced moderator. In case of larger ULCPs (i.e. more than 10 stakeholders identified and/or willing to participate in the process), there are two possibilities: o organise focus group seminars for different subgroups of ULCP participants o organise the seminars alternating open discussions among all the participants and parallel focus groups working sessions. Focus Group sessions are structured around a set of predetermined questions ideally between 4 and 8 but the discussion remains open and free-flowing. ULCP members are not Page 25 of 29

26 involved in the selection of topics but are directly invited to discuss around some specified and pre-selected issues. The ideal amount of time for a Focus Group session should be from 45 to 90 min. Preliminary activities: selection of ULCP members and topics Before starting to plan and organise a Focus Group Seminar you should carry out the following preliminary activities (see sections 4.1 and 4.2 of D2.2 for more details): 1. Identify and select the key actors and stakeholders to be part of the ULCP 2. Identify and select the topics of interest for your focus group seminars Both activities have to be made in close collaboration with the Municipality/County Council, ideally in at least a couple of face-to-face meetings to discuss and agree the various aspects and implications of the platform. This activity shall be linked to a preliminary collection activity for outlining the current state-of-theart and planned interventions on urban freight strategies in your context (to be used also as input to Deliverable D2.6). In case a permanent body already exist (e.g. a freight quality partnership or a committee dealing with urban freight issues with an existing agenda) or if the Municipality wants to involve the participants of previous stakeholders consultations (i.e. as a follow-up activity to further discuss about open issues), try to benefit from these opportunities but do not skip or avoid your preliminary analysis. Selection of ULCP members Please consider the following tips for properly selecting your ULCP members: In an ideal focus group, all participants are very comfortable with each other (i.e. a certain homogeneity in terms of age or power/influence is necessary) and none of them is functionally linked to each other (e.g. avoid representatives from the same business group). In case you want to establish a ULCP working in 1 or 2 focus groups maximum, consider to balance the whole platform from the very beginning (e.g. avoid to have 5 big logistics operators and no representatives from small local business or cyclelogistics companies). The inclusion of primary stakeholders and key actors is fundamental. If you want to keep your ULCP compact and well-focused on a limited number of topics, think about involving less intermediaries (just consult them on specific questions or clarifications) or give them a role of facilitators or assistants in the process. Always try to include/invite ALL existing bicycle couriers or cyclelogistics companies in the ULCP. If nobody is present in your context, try to invite at least 1 CL operator from neighbouring cities/regions: this is a fundamental element to balance the group and provide valuable practical inputs to the discussion. Page 26 of 29

27 The following tables could be used for the identification and selection of ULCP members: Stakeholders categories and roles Primary Stakeholders Key Actors Intermediaries Citizens/Residents (through their representatives in district councils or associations) Retailers (including e-commerce) and shopkeepers Manufacturers, wholesalers Hotel, Restaurant and Catering (HoReCa) Mayor and Councillors Mobility Agency Head of Departments/Responsible for Mobility, Public Affairs, Public Works, Commerce City Logistics experts and consultant (also to act as facilitators) Chamber of Commerce Trade Unions Traffic Police Public Transport operators Construction and Waste Regional authorities Cycle/Walking groups/ngos Freight Transport Operators Parcel, courier and express transport operators (including cycle couriers and post) Local Media Local Associations List of identified ULCP members Nr Name and Surname, role, company/institut ion 1. Giuseppe Galli, managing director Triclò Srl, Milan Represen ted category Cyclelogi stics operator Type (primar y, key actor, interme diary) P Objectives (supposed or expressed in official documents, previous meetings, interviews) - Trike-based company - Favouring CL provisions - Enforcing access limitations in city centres for motorised vehicles - Improving cycling infrastructures - Level of Stake Level of Influenc e Involved in previous consultations/ong oing projects (Y/N + details) Participated in SUMP consultation Invited/Confirmed Invitation sent on XXXXX - CONFIRMED Stakeholders influence-interest matrix Low Influence High Influence Low Stake High Stake Giuseppe Galli (Triclò) Page 27 of 29

28 Selection of topics and open questions The collection activity about current and planned interventions in city logistics should include also available materials (reports, minutes) from previous stakeholders involvement activities or debated issues (e.g. on local newspapers). This activity allows to avoid overlaps and to better target on new topics. The scope of ULCPs is essentially to work on concrete actions in order to favour the permanent adoption of the proposed solutions by the municipalities. A strict linkage with your implementation plan should be created. Remember that we are not merely seeking oral responses to a questionnaire, it is important to encourage open exchanges and discussion. Here below a non-exhaustive list of topics and open questions: Domain Topic Examples of open questions Allocation of responsibilities within the municipality concerning cyclelogistics issues Governance How can we improve responsibilities within the municipality to integrate cycling and city logistics? Which roles and responsibilities are missing in your opinion? Procurement and Tendering Which type of guidelines/procedures shall be adopted in order to favour CL in municipal procurement? Definition and/or improvement of regulative measures (restrictions and/or incentives following the push and pull principle) as a stepwise approach towards zero emissions delivery > (short/medium term) Infrastructural measures and planning issues > (long term) Other quick-win or win-win measures Freight Quality Partnership Access Restrictions, LEZ, congestion charging Use of cycling infrastructure, availability of cargo bike parking provisions, Loading Bays Use of UDC and Micro-consolidation centres New infrastructures Sustainable Urban Mobility Plan Packstations How CL can be integrated in the FQP Agenda? Is it sufficient to have representatives on board or is there also a need to revise some topics? After having introduced the current and planned scheme ask How do you think this scheme shall be improved? and concentrate on time windows, weight or pollution restrictions, accessibility of pedestrian areas, etc. Do you think the current structure and availability of space in public markets/ business centres/shopping streets allow proper loading/unloading operations? Where vans and cargo bike can coexist and where on the contrary there is a need of a feeder service with cargo bikes? Where do you think there is a need of new (micro)-udc? Do you think some platforms could be shared among several players and how? Which type of infrastructural interventions shall be necessary to integrate CL in intermodal platforms? How the current Urban Freight Plan/SUMP can be improved to include CL? Are you in favour of a shared packstation like the Bentobox? Which are pros and cons? How this model could be properly adapted and tested? Page 28 of 29