Research and Innovation Roadmap 2014-2020 Call for Tender Appendix I Statement of Work E2BA/CFT-2011/1 E2BA/CFT-2011/1 December 2, 2011 Page 1
Table of Contents 1. 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... 14 E2BA/CFT-2011/1 December 2, 2011 Page 2
1. TECHNICAL SPECIFICATIONS 1.1 Background The construction industry is a large contributor to CO 2 emissions, with buildings responsible for 40% of the total European energy consumption and a third of CO 2 emissions. To help address climate change, the European Commission has set specific targets to be achieved by 2020, known as the 20-20-20 targets. These targets are to reduce energy consumption by 20%, reduce CO 2 emissions by 20% and provide 20% of the total energy share with renewable energy. In this framework, the Energy Efficient Buildings Association E2BA (http://www.e2b-ei.eu/default.php) has engaged with the European Commission in the Energy-efficient Buildings PPP (EeB-PPP) research program, in which one of the basic pillars is a Multiannual Roadmap with research priorities identified until 2013 (http://www.ectp.org/cws/params/ectp/download_files/36d1191v1_eeb_roadmap.pdf). 1.2 Definition of the 2014-2020 Multiannual Roadmap Building on the existing EeB PPP Multiannual Roadmap and in line with the long term E2BA vision, the E2BA Association has started a process to identify RDI priorities for the period 2014-2020, taking into account the advancements in the state of the art and the results emerging from the research, demonstration and innovation projects which have been previously launched within the EeB PPP initiative (http://www.ectp.org/cws/params/ectp/download_files/36d1813v1_eeb_project_review_1.pdf). Support action projects have also 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 in order to overcome the barriers and take up the challenges? The overall approach defined by E2BA for the definition of the new Roadmap is sketched in Figure 1. E2BA/CFT-2011/1 December 2, 2011 Page 3
Figure 1: Overall Approach for the E2BA Roadmap Update In this framework E2BA 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, 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 road mapping: 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. E2BA/CFT-2011/1 December 2, 2011 Page 4
1.3 Bidder s Expected Tasks Based on the vision, drivers and priority areas identified by E2BA as described in the previous paragraph, the bidder will support E2BA in developing detailed a 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 bidder will also support in the integration of the different roadmaps 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 bidder 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 Identified Priority Areas The 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 E2BA members with a balanced participation of industry practitioners and researchers. A maximum of 6 to 8 working groups 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 the technical proposal. The bidder will take care of all 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. Identification of gaps to fulfil these opportunities and generate more detailed research and technology requirements to accomplish these challenges. E2BA/CFT-2011/1 December 2, 2011 Page 5
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 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, Figure 2 shows the possible structure of the outcome in each area. The reference picture is the result of the Northwest Energy Efficiency Technology Roadmap 1. 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 (http://www.bpa.gov/corporate/business/innovation/docs/2010/nw%20energy%20efficiency%20technology%20roa dmap%20march%202010.pdf) E2BA/CFT-2011/1 December 2, 2011 Page 6
Table 1 summarises what is expected by this task. Figure 2: Reference Roadmap Structure Template Table 1: Task 1 Description Summary INPUT OUTPUT DELIVERABLE DEADLINE The results of the background work performed by the Association will be made available to the bidder 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, complementarities with existing initiatives and level of resources D1 M2 1.3.2 Task 2: Input for Road Mapping Finalisation The final stage of the road mapping 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 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, Figure 3 shows a possible outcome that is expected by E2BA from this task. The reference picture is the result of the Northwest Energy Efficiency Roadmap. 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 issued by the International Energy Agency (http://www.iea.org/papers/2011/buildings_roadmap.pdf). E2BA/CFT-2011/1 December 2, 2011 Page 7
Figure 3: Reference Roadmap Structure Template Table 2 summarises what is expected from this task. Table 1: Task 2 Description Summary INPUT OUTPUT DELIVERABLE DEADLINE The results of the Working groups work performed in Task 1. A summary diagram and an accompanying report highlighting: Integration of all 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 3 D2 M4 E2BA/CFT-2011/1 December 2, 2011 Page 8
2. CONTRACTUAL, MANAGEMENT AND ADMINISTRATIVE CONDITIONS 2.1 Type of Contract This is a contract for supporting and facilitating the process of road mapping to be undertaken by E2BA during 2012. The whole road mapping process shall respect the general requirements and structure proposed by E2BA, as detailed in this statement of Work. 2.2 Terms of Payment The expected cost will depend on the proposed works but is not foreseen to exceed 80 000 (excluding VAT). This amount 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-Off. 2. 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 deliverable D2. The payments are subject to approval of the output work performed by the Contractor. 2.3 Type of Price The type of price is to be considered firm and fixed. 2.4 Length and Language of the Proposal The proposal shall be concisely written in English. The proposal should contain at least: a critical review of the tender requirements, the proposed work programme and its logics, the proposed deliverables, the bidder qualifications and the CVs of the involved persons, the breakdown of the quotation. 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 Personnel The 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 organigramme. Each person proposed should have at least 5 years experience in technology road mapping for public and/or private clients, with the team leader having at least 10 years experience. E2BA/CFT-2011/1 December 2, 2011 Page 9
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 road mapping; 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 the co-chairman of the Ad-hoc Industrial Advisory Group appointed by E2BA and the Secretary General of E2BA, including both technical activities and contractual formalities. Based on the proposed approach, direct contacts may be envisaged between the bidder and the coordinators 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 Reports The Contractor shall provide weekly progress reports by email summarising the tasks performed and pointing out if any problem arises. 2.6.1 Final report A 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 not later than two weeks before the Final Review at month 5. 2.6.2 Executive summary An 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. Table 3 shows the summary of the expected Deliverables. Table 3: Deliverables and Associated Tasks Del N Deliverable Deadline Associated Task - Weekly Progress Report (max 1 A4 page by email) Every Week - Hand-Out of all Presentations and Every meeting All E2BA/CFT-2011/1 December 2, 2011 Page 10 All
D1 D2 Agendas 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, complementarities with existing initiatives and level of resources A summary diagram and accompanying executive report highlighting: Integration of all 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 3 M2 Task 1 M4 Task 2 D3 Final Presentation M4 All D4 Final Report and Executive Summary Report M4 All 2.7 Background Experience of the Company 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 bidder shall demonstrate expertise and experience in elaborating methodology and criteria for road mapping activities and shall present background experiences in this regard. The bidder shall demonstrate ability and experience in accessing the information required for this activity, excluding any potential conflict of interests with the actors of the value chain. Furthermore, the bidder shall demonstrate understanding of the E2BA activities. 2.8 Facilities The bidder shall submit a brief description of all facilities which are proposed to be used for the work offered. 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. E2BA/CFT-2011/1 December 2, 2011 Page 11
2.9 Work Breakdown Structure With 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. Descriptions of Tasks 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. 2.10 Planning The 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. Figure 4 summarises the steps that need to be implemented. E2BA/CFT-2011/1 December 2, 2011 Page 12
Figure 4: TimeLine for E2BA Road Mapping Process 2.11 Cost Price Data The 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 bidder shall identify the budget allocated to travels to join meetings or other data according to the following paragraph requirements. 2.12 Travel and Subsistence Plan It is envisaged that meetings will be in Brussels at the premises of E2BA. The bidder shall submit a brief description of the travels envisaged for the execution of the Contract together with the related cost details. This shall preferably be given in the form presented in Table 4. E2BA/CFT-2011/1 December 2, 2011 Page 13
Table 4: Travel and Subsistence Plan Template Task Purpose of trip Means of transport Travel cost/person/trip Subsistence rate/day Total cost travel Total cost Subsistence 2.13 Subcontracting The maximum amount of subcontracting is 20% of the overall cost. The requirements in terms of experience and qualifications (previous projects...) of the team should be fulfilled by the bidder without contribution of the subcontracted organization(s). 2.14 Background Proprietary Information The offer shall present briefly which proprietary background information or knowledge, if any, the bidder intends to use for the activity. 2.15 IPR Ownership The intellectual property rights of all results and reports derived from this activity will be owned by E2BA. 2.16 Evaluation Criteria When evaluating the proposal(s), E2BA will use the criteria detailed in Table 5. Table 5: Evaluation Criteria Weights 1 2 3 Evaluation Criteria 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. Understanding of the challenges in implementing such multiannual road map in the given time frame, reaching consensus across stakeholders; compliance with the Statement of Work; quality of the proposal. Adequacy of planning, management and costing for the execution of the work. Weighting Factor 40 % 30% 30% E2BA/CFT-2011/1 December 2, 2011 Page 14