RE-STORAGE ToR - RETD | Renewable Energy Technology
Call for Expression of Interest for a subsequent restricted call for tender 21 May 2015 Terms of Reference Policies for Storing Renewable Energy (RE-STORAGE) IEA Implementing Agreement on Renewable Energy Technology Deployment (IEA-RETD) www.iea-retd.org RE-STORAGE 1/13 IEA Implementing Agreement on Renewable Energy Technology Deployment Contents Acronyms ............................................................................................................................ 2 Introduction to IEA’s Implementing Agreement on Renewable Energy Technology Deployment (IEA-RETD) ...................................................................................................... 3 Important Note: Procedure Expression of Interest and Tender ......................................... 4 Required documents for Expression of Interest ................................................................. 4 EoI Evaluation criteria ......................................................................................................... 4 1 The Terms of Reference .............................................................................................. 5 1.1 Background of the project ....................................................................................... 5 1.2 Objectives of the project ......................................................................................... 6 1.3 Scope of work .......................................................................................................... 6 1.4 Deliverables.............................................................................................................. 8 2 Project tasks ................................................................................................................ 8 2.1 Task 1: Inception ...................................................................................................... 8 2.2 Task 2: Study ............................................................................................................ 9 2.3 Task 3: Communication............................................................................................ 9 3 Reporting requirements.............................................................................................. 9 Milestones for the project ................................................................................................ 10 4 Qualifications and budget ......................................................................................... 10 5 Evaluation criteria ..................................................................................................... 11 6 General provisions .................................................................................................... 12 7 Application process ................................................................................................... 13 Annexes ............................................................................................................................. 13 Acronyms ExCo CAES EoI EV IB IEA PSG OA R&D RET RETD T&D ToR VRE 2/13 Executive Committee of the IEA-RETD Compressed Air Energy Storage Expression of Interest Electric Vehicles Implementing Body (i.e. the selected contractor) International Energy Agency Project Steering Group: Consists of members of the IEA-RETD ExCo as well as experts from ExCo member’s organisations and other institutions (e.g. other IEA Implementing Agreements) Operating Agent Research and Development Renewable Energy Technology IEA Implementing Agreement on Renewable Energy Technology Deployment Transmission and Distribution Terms of Reference Variable Renewable Energy RE-STORAGE IEA Implementing Agreement on Renewable Energy Technology Deployment Introduction to IEA’s Implementing Agreement on Renewable Energy Technology Deployment (IEA-RETD) The IEA-RETD was officially launched in September 2005 with five founding members. Current members of the IEA-RETD are Canada, Denmark, the European Commission, France, Germany, Ireland, Japan, Norway, and United Kingdom. The IEA-RETD’s mandate is to address cross-cutting issues influencing the deployment of renewable energy and act as a vehicle to accelerate the market introduction and deployment of renewable energy technologies. More information on the IEA-RETD can be found on the organisation’s homepage www.iea-retd.org. IEA-RETD Vision Significantly higher utilisation of renewable energy technologies will result from international cooperation encouraging more effective, efficient and rapid deployment. IEA-RETD Mission The IEA-RETD will act as a catalyst for an increased rate of renewable energy technologies deployment, by: proposing solutions and options to maximize (1) the share of renewable energy technologies in the global, regional, and national energy systems, and (2) the contribution renewables can make to climate change mitigation, security of energy supply and economic growth, and providing recommendations on how to overcome barriers and means for significant increased renewable energy deployment.. IEA-RETD objectives The IEA-RETD objectives are to provide ways and means for an accelerated deployment and commercialization of renewable energy, by: 1. Empowering energy policy makers and energy market actors through the provision of information and tools: to make transparent and demonstrate the impact of renewable energy action and inaction to facilitate and show the best practice measures to provide solutions for leveling the playing field between renewable energy and other energy technologies to make transparent the market frameworks for renewable energy, including infrastructure and cross-border trade 2. Demonstrating the benefits of involving private and public stakeholders in the accelerated deployment of renewable energy technologies, by: enhancing stakeholder dialogue implementing effective communication and outreach activities. RE-STORAGE 3/13 IEA Implementing Agreement on Renewable Energy Technology Deployment Important Note: Procedure Expression of Interest and Tender The IEA-RETD ExCo decided to have a two-stage procedure for this project: 1. An open call for an Expression of Interest (EoI), which will be used to select 2-3 candidates. Deadline for the EoI is Friday, June 5, 12:00 (noon) CET. 2. A restricted call for tender among the selected candidates. The Terms of Reference (ToR) for this restricted call can be found in the following pages. The EoI stage will hence be used as a pre-qualification of potential candidates for the OA, which should not pose a significant burden on both candidates and selection committee. The expected input for the project is appreciated at (only) 25 man-days as it should deliver a scoping study. This does not allow for detailed research and literature review. The applicant team should hence already have thorough demonstrable knowledge both on energy storage concepts, and on the implications for policy design. Required documents for Expression of Interest The EoI shall include: A cover letter of one, maximum 2 pages explaining the expertise and experience of the individual team members, and highlighting the view of the candidate on the study subject (see ToR below). Project team members CVs with a description of expertise and experience related to the study subject; it is proposed to not have more than two to three persons working for this project; A reference list with a description of maximum 5 related projects (project name, client, narrative description, date, size, etc.). The candidate shall include only projects that were undertaken by the proposed team members in the past 3-4 years. The tariffs of the team members, expressed in euro per day, excluding value added tax (VAT). EoI Evaluation criteria The evaluation of the candidates is based on the information provided in the submitted EoI. The emphasis in the evaluation will be on the demonstrated experience and expertise of the proposed team. The main purpose is to select those candidates that would have a fair chance in the subsequent closed tender procedure. 4/13 RE-STORAGE IEA Implementing Agreement on Renewable Energy Technology Deployment 1 The Terms of Reference Note: This project will be tendered through a restricted call where only those candidates that were selected in the call for Expression of Interest are invited to submit a proposal (see above). The Terms of Reference (ToR) for this project specify the objectives of the solicited project and outline the project tasks envisioned by the IEA-RETD Executive Committee. Tenderers are asked to elaborate on how the objectives of the study are best achieved and to propose additional tasks or modifications of the envisioned tasks, if deemed necessary to improve project deliverables. 1.1 Background of the project Storage is currently a hot topic in the media. In addition to the hype surrounding the Tesla Gigawatt factory, new types of storage solutions and batteries are discussed, tested and sold in various countries. For instance, in Australia, Queensland network operator Ergon Energy is installing up to one hundred 100kWh battery storage units because it is less costly than traditional grid upgrades1. A number of other entities are looking at storage, which has led to the IEA Storage Roadmap (2014) or the ECES IA technical project on “Distributed Energy Storage for the Integration of Renewable Energies - DESIRE” of the ECES (Energy Conservation Through Storage) Implementing Agreement (Annex 28). IRENA’s “Battery Storage for RE – Market Status and Technology Outlook (2015)” focuses more on technical aspects and case studies than on policy options in four application areas (generation side, transmission and distribution (T&D), customer side, islands and off-grid systems). However, a more policy oriented IRENA report is forthcoming. Also various IEA-RETD studies touched upon storage (see www.iea-retd.org) : RES-E-NEXT mentions it as an option for the future because of its costs OPTIMUM sees both electricity and heat storage as part of the new energy system, RE-PROSUMERS describes storage as necessary for off-grid operation REMOTE explains storage as indispensable for remote areas and islands RES-H-NEXT sees heat and cold storage as cost efficient ways to store surplus renewable electricity RETRANS looked at EV batteries as providers for system services2 This project will bring these different views and applications together in a project dedicated to the policy aspects of storage. Therefore a scoping study should answer the question: “Everybody is talking about storage what is important for policy makers?” 1 http://www.pv-magazine.com/news/details/beitrag/tesla-gears-up-for-charge-into-home-battery-storagemarket_100018218/#ixzz3RwVypuEr RE-STORAGE 5/13 IEA Implementing Agreement on Renewable Energy Technology Deployment 1.2 Objectives of the project This scoping study aims to give an overview of policy relevant aspects relating to renewable energy and storage. It will explain no-regret policies (i.e. policies that are reasonably robust regardless how technologies and markets may develop) and provide a guiding framework that allows policy makers to set priorities in a large scale uptake of RE scenario. 1.3 Scope of work 1.3.1 Sector scope The study should only give a short overview of different storage technologies and their applications (primarily summarizing the IEA Roadmap or other studies), ranging from short term system services, like frequency response services in the millisecond range, to long-term seasonal applications. The more detailed discussion will be on applications that are currently widely discussed (not only among experts) when it comes to the large scale integration of renewables, such as services provided for: Temporal imbalances in the hour-to-day range, e.g. batteries that store PV electricity during the day and use it during the night or the following days, hot water tanks and heat pumps that use RES-E in times of oversupply, Regional imbalances, e.g. Compressed Air Energy Storage (CAES), Long term, seasonal storage needs, e.g. (district) heat storage (thermal pit storage) that provides heat during several months (examples from Denmark) or Power-to-X solutions (hydrogen, heat, gas, …) 1.3.2 Geographical scope The geographical scope is IEA-RETD member countries. Relevant developments in other countries (e.g. USA, China) should be considered. 1.3.3 Time horizon The policy recommendations presented in the final report will target the short term (up to next 5 years) period, considering the objective of an energy system largely based on renewables in the long-term (20-30 years). 1.3.4 Target Audience Stakeholders targeted are supra-national, national and regional policy makers, utilities, electric system operators, energy/electricity regulators, energy planners, as well as industry decision makers. 1.3.5 Work of other organisations The project should duly take into account topic-related activities and reports of IEA-RETD and other organisations, like the IEA Secretariat and the IEA Implementing Agreements (IAs), IRENA, REN21, research institutions, and other organisations. 6/13 RE-STORAGE IEA Implementing Agreement on Renewable Energy Technology Deployment 1.3.6 Questions to be discussed It will not be possible to find a definite answer to all of the following questions; but, it is the goal to discuss possible policy-relevant approaches considering recent developments and to propose further research needs. The IB is not expected to carry out original research. Important is the focus on the integrational aspect of storage combining applications for electricity, heat and transport. An underlying goal is to optimize the system in an economical way, i.e. finding the right balance between capacity, grids and storage (with fewest resources required), in energy systems largely based on renewables. General understanding: In general terms, the grid serves to shift electricity in location while storage serves to shift electricity in time. However, depending on the circumstances, storage can be an alternative for grid extensions. Regarding the different needs and costs of the distribution vs. the transmission system, can some general guidelines be established (e.g. new distribution lines to accommodate large amount of variable renewable energy (VRE) may be more costly than storage; whereas new transmission lines are probably cheaper than storage on the transmission grid)? How do concepts of distributed energy supply vs. centralized energy supply (provided both are renewable) influence the need for storage solutions? At which system level / balancing area is storage most efficient (e.g. device, house, region, country, continent)? How can storage technologies be conceptually integrated into existing regulatory frameworks, “as they provide value across different portions of the market, i.e. a single technology supports both the supply and demand sides, or transmission and distribution (IEA 2014)”? To what extent do regulatory frameworks have to be changed to accommodate increased use of storage technologies? Could large-scale adoption of electric vehicle (EV) use, and their integration into the grid serve as a viable form of electricity storage? If so, at what level of EV use in the grid could they potentially function as the primary source of electricity storage? Assessment of need for support policies: In which areas is policy intervention required (apart from R&D support)? Which storage options may already require public support / incentives? Under which market conditions could public support be required for storage (e.g. in order to make existing non-RET generation more quickly obsolete? How can governments enable “benefits stacking” (making use of various services that can be provided by the same storage technology)? How can “fair” market conditions for flexibility options be defined – and achieved? What would be useful mechanisms for compensating storage providers, and storage users? Where do regulations impede storage as a flexibility option (e.g. grid surcharges for distributed storage solutions)? Where do they make sense and where should they be replaced? How can the integration of electricity and heat be fostered? RE-STORAGE 7/13 IEA Implementing Agreement on Renewable Energy Technology Deployment Taking into account that many storage solutions are already being developed just through market demand (e.g. batteries for laptops, smart phones, etc. as well as for home PV systems), could policy intervention be counterproductive or a waste of public/ratepayer funds? For which applications would new/adjusted regulation be helpful? E.g. mandating thermal hot water storage in buildings (remotely controlled through smart grid functionalities); changing specific electricity tariff surcharges to allow for more flexible development of storage solutions. Avoiding negative developments: Are there developments that policy makers should try to constrain – or at least not support – because they may lead to inefficiencies, system complexity, reduced coverage of grid investments and/or high material resource requirements? Example: Distributed, home-owned batteries may help increase the level of energy self-consumption but they may also lead to new system problems (in case they are used completely independent of actual grid requirements) and high use of rare earth or toxic materials. Which storage solutions can potentially slow down the transition to RE-based energy systems because they may improve business cases for non-RET? 1.4 Deliverables The project deliverables are: A publish-ready report (i.e. lay-out according to IEA-RETD standards); A 2 pager with recommendations and policy solutions for decision makers; A Powerpoint presentation with the relevant results to be used for possible stakeholder events (using the IEA-RETD template). A list of possible events and stakeholders to present the project results to The deliverables should be written in a style and format that is suitable for policy makers, highlighting key messages and considerations that can be easily communicated, with more detailed background information in specific sections or annexes. 2 Project tasks 2.1 Task 1: Inception Task 1 will include the preparation of an outline for the whole report that will be discussed with the Project Steering Group. Preliminary ideas on how the different questions described above will be laid out. It is estimated that this phase will cover about 15 % of the budget. Deliverables: An outline of the full report A list of reliable, up-to-date information sources that will be used First list of potential events where the project can be presented (to ensure timely submission of abstracts) 8/13 RE-STORAGE IEA Implementing Agreement on Renewable Energy Technology Deployment 2.2 Task 2: Study In Task 2 the approach developed in Task 1 will be executed with the required research, analysis and elaboration of innovative ideas and considerations. Stakeholders may be interviewed. A potential outlook for further research should be included, which may include high-level pathways for different country categories (e.g. based on the share of RE in their energy systems) when storage should come into focus; willingness to pay for storage solutions in the context of prosumers; optimization of distribution grids through storage solutions, etc. It is estimated that this phase will cover about 80% of the budget. Deliverables: A draft report based on literature review, interviews with stakeholders and own analysis Case studies based on existing policy and country situations. Deliverables: Ready-to-publish report with Executive Summary, conclusions, recommendations for policy makers and market actors, and proposed next steps. Powerpoint presentation with 10-15 slides using the lay-out and structure of the IEARETD template. 2 page policy paper. Examples of the deliverables from previous projects can be found on the IEA-RETD website. Templates for the cover page of report, the two-pagers and PowerPoint presentations will be provided. The IB may use its own MS Word template for the report. 2.3 Task 3: Communication The Implementing Body (IB) shall support the Project Steering Group (PSG) by proposing how the results of the project can be utilised to influence the target audience after project completion. It is estimated that this task will cover less than 5% of the budget. Deliverables: List of stakeholders that should receive the report (Organisation, name, title/department, email, country) List of potential events where the project can be presented (name, date, website, deadlines for abstracts) 3 Reporting requirements The project will be carried out in close co-operation with the Project Steering Group (PSG). Draft reports according to the expected tasks and deliverables defined above must be submitted by the IB to the Operating Agent (OA) for review and feedback by the PSG. The PSG consists of both IEA-RETD representatives and international energy experts and is supported by the Operating Agent of the IEA-RETD. The IB must deliver all reports in English, including an inception report after the project contract is signed and within the timeframe indicated below. The share of different tasks in total project budget expressed as percentages in these terms of reference are indicative. The PSG Chairperson, at the proposal of the IB and the IEA-RETD’s Operating Agent, can re-allocate the resources available from one task to another as deemed necessary. RE-STORAGE 9/13 IEA Implementing Agreement on Renewable Energy Technology Deployment Short progress reports must be delivered to the IEA-RETD Operating Agent after the completion of the Task 1 and once the project is completed. The progress reports are intended to provide the PSG and the IEA-RETD ExCo members with an update on the progress of the report, both in terms of costs and status of project milestones. The reports shall clearly indicate the methodology used and the results of each task, as well as the resources used for the execution of work (budget vs. actual). Milestones for the project The following milestones are foreseen for the completion of the above mentioned tasks: 22 May 2015 Publication of ToR and Call for Expression of Interest 5 June 2015 Deadline for EoI 12 June 2015 Select top 3 candidates, invite them to submit short proposal 25 June 2015 Submission of proposal by IB 2 July 2015 Decision of the Project Steering Group to award the project 8 July 2015 Contract signed, start of project, kick-off meeting 29 July 2015 Inception Report 17 September 2015 Draft Report Task 2 and 3 15 October 2015 Final report, final policy paper and power point, final progress report 4 Qualifications and budget The tenderers qualifications are described under chapter 5 ‘Evaluation Criteria’. The proposal shall include: A technical proposal, written in English, of no more than 5-10 pages, excluding annexes (references and CVs); Project team members CVs with a description of experience related to the research areas, including references (maximum two pages per person) and how these relate to the requirements in this Terms of Reference; given the limited size of the project, the project team should have no more than 2 lead persons; the CVs/experience of others intended to be involved should be summarized in no more than 1 page; A reference list with a description of about 5 related projects (project name, client, narrative description, date, size, etc.); The project budget including time and task allocation for each team member in a document separate from the technical proposal. The budget proposal for the project must be in Euros. The offer should be exclusive of Value Added Tax (VAT) or similar taxes. The offer should contain a breakdown of persons-days over tasks and experts (with tariffs), and any non-personnel costs. The expected input for the project is appreciated at 25 person-days. 10/13 RE-STORAGE IEA Implementing Agreement on Renewable Energy Technology Deployment Any change to both the composition of the team, and the relative contribution of the team members during the execution of the project, requires approval by the PSG. The technical proposal should address clearly and in sufficient depth the points that are subject to the evaluation criteria against which the proposal will be evaluated. Simply repeating the statement contained in the terms of reference is not sufficient. In order to facilitate the evaluation of proposals, IEA-RETD requests that tenderers address and present topics in the order of the evaluation criteria under the same headings. To avoid duplication, tenderers may refer to different sections of their proposals by identifying the specific paragraph and page number where the subject topic has already been addressed. A single company/firm or a consortium of companies is eligible for this study. Consortium bids must identify a Project Leader, who will be the contact for the Project Authority throughout the study and will be responsible for managing the Consortium and for submitting various deliverables of the study on behalf of the Consortium. Payments will be made to the company of the Project Lead, which will be responsible for allocating the payment between consortium members. The tenderer can assume a one-day attendance and presentation at an IEA-RETD meeting or another event in Europe or North America. Travel costs are not part of the evaluation of the budget of the proposal, but rough estimates should be given. 5 Evaluation criteria The project proposal will be evaluated on the following criteria: 1. Approach/methodology/vision: Thorough understanding of the importance and objectives of the project, approach and methodology to meet each element of the proposed tasks, recognition of possible problems and proposed solutions; includes innovative aspects, i.e. ideas, proposals and aspects that were either not mentioned in the ToR and that can increase the value of the deliverables. 2. Project Management: Consistent, feasible and coherent work plan: scheduling of deliverables and necessary sub-steps; quality control, contingency plan, organization of tasks and suitability of each team members assigned to each task; readability of project proposal and quality of English language; 3. Experience: Significant and recent knowledge and experience of the company/consortium and the proposed team members in the topical area of this tender and in providing advice and reporting on issues related to renewable and conventional energy, policies and programs including presentations to international audiences. Significant means a minimum of 5 reports/projects; recent means in the last 5 years. Dates of completion are required. Bidders shall include (a) only projects that were undertaken by the proposed team members and (b) a brief explanation of how the reference/project is relevant to the ToR, in terms of data, experience, similar conditions, transferable knowledge, deliverables, etc. The latter point may be shown in a table format. Experience of PSG members with the bidder and/or proposed team members will be considered in the evaluation. RE-STORAGE 11/13 IEA Implementing Agreement on Renewable Energy Technology Deployment 4. Price: The total price of the proposal, excluding any travel and subsistence costs. A proposal whose price is more than 25% below or above the average price of the bids will not be considered. The range of points will be given according to five equal intervals over the range of eligible bids. The contract will be awarded according to the selection criteria given above, on the basis of the most advantageous tender. A maximum of 5 points can be awarded for each of the four selection criteria for a maximum total of 20 points per proposal. Only bids that have reached a total score of a minimum of 12 and a minimum score of 3 for each criterion will be taken into consideration for awarding the contract. The points are given according to the following scheme: 0 points: no information; 1 point: poor; 2 points: fair; 3 points: good; 4 points: very good; 5: excellent. The assessment will be based on each tenderer’s bid, possibly supplemented with a telephone interview by the Project Steering Group. All the information will be assessed in the light of the criteria set out in these Terms of Reference. 6 General provisions The Implementing Body (IB) is expected to interact closely with the Operating Agent (OA) and Project Steering Group (PSG) throughout the project. The OA/PSG will provide support with coordination of the project as well available material relevant to the completion of the project. The standard procedures and contract for external contractors to the IEA-RETD will be utilised for this project (see Annexes). Submission of a tender implies acceptance of all the terms and conditions set out in this invitation to tender, in the specification and in the draft contract (Annex V) and, where appropriate, waiver of the tenderer's own general or specific terms and conditions. It is binding on the tenderer to whom the contract is awarded for the duration of the contract. Only in order to comply with specific national laws and/or regulations, some modifications to the clauses in the terms and conditions of the draft contract may be negotiable. The tenderer should indicate this in the submitted proposal and include a suggestion for alternative wording. Please note that a tenderer will need to maintain this position during the drafting of a formal agreement. Varying from this position may be a reason for discontinuing negotiations and moving to another tenderer. The proposed time schedule shall not be revised by the contractor without the approval of the PSG. The Implementing Body will take responsibility for its own schedule within the time frame proposed. The Stichting Foundation Renewable Energy Technology Deployment (the RETD Foundation) acts as the legal entity that is responsible for the operation of the IEA Renewable Energy Technology Deployment Implementing Agreement, in accordance with the Implementing Agreement, the annual Programme of Work and Budget; and for the implementation of decisions of the Executive Committee of the IEA-RETD. The RETD Foundation will be the formal contracting party for the Implementing Body. The bureau of the RETD Foundation is managed by Ecofys Netherlands B.V., under the responsibility of David de Jager, Operating Agent. The tender documents will be treated as confidential. Only staff of the Operating Agent and members of the Project Steering Group will have access to the documents. 12/13 RE-STORAGE IEA Implementing Agreement on Renewable Energy Technology Deployment Tenderers are advised to frequently monitor the IEA-RETD website in case of publication of 'frequently asked questions' or modifications to tender documents. They can also announce to the Operating Agent that they intend to submit a proposal, in which case they can be informed directly on any changes in information prior to the tender deadline. 7 Application process The deadline for submission of Expressions of Interest (EoI) is: Friday, 5 June 2015, at 12:00 noon (Central European Time). The deadline for submission of (restricted call to selected candidates only) will be: Thursday, 25 June 2015, at 12:00 noon (Central European Time). Proposals must be submitted by e-mail to the following e-mail addresses: [email protected] and [email protected] With RE-STORAGE in the subject line and to the attention of Kristian Petrick, on behalf of the Operating Agent of IEA-RETD. For any additional inquiry regarding the project or application process, please contact the Operating Agent at the e-mail address mentioned above. Annexes ANNEX I IEA IMPLEMENTING AGREEMENT FOR RENEWABLE ENERGY TECHNOLOGY DEPLOYMENT Available at www.iea-retd.org under About RETD - Documents or via the direct link: http://iea-retd.org/wp-content/uploads/2011/09/RETD-IA-Text.pdf ANNEX II ORDER OF BUSINESS IN THE IEA-RETD IMPLEMENTING PLAN 2010-2016 (UPDATE FEBRUARY 2014) Available at www.iea-retd.org under About RETD - Documents or via the direct link: http://iea-retd.org/documents/2014/02/iea-retd-order-of-business-february-2014.pdf ANNEX III TEMPLATE FOR IEA-RETD INCEPTION AND PROGRESS REPORTS Available at www.iea-retd.org under About RETD - Documents or via the direct link: http://iea-retd.org/wp-content/uploads/2011/09/RETD-project-monitoring-template-201001.pdf ANNEX IV TEMPLATE FOR IEA-RETD FINANCIAL STATEMENTS Available at www.iea-retd.org under About RETD - Documents or via the direct link: http://iea-retd.org/wp-content/uploads/2012/03/RETD-project-financial-statement.xls ANNEX V STANDARD IEA-RETD CONTRACT http://iea-retd.org/wp-content/uploads/2012/03/RETD-contract-EXAMPLE.pdf RE-STORAGE 13/13
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