Terms of Reference (ToR) IWA Expert Group Water and Wastewater Companies for Climate Mitigation

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1 Terms of Reference (ToR) IWA Expert Group Water and Wastewater Companies for Climate Mitigation This ToR document outlines only the roles and responsibilities of the WaCCliM Expert Group and its members. Expert Group members will be selected to be part of a roster with renowned experts from developing and developed countries in the water quality related disciplines as well as policy makers and practitioners within this field, building on the work of various. Overview On behalf of the German Federal Ministry for the Environment, Nature Conservation, Building and Nuclear Safety (BMUB), the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) and the International Water Association (IWA) are working together on the project "Water and Wastewater Companies for Climate Mitigation" as part of the International Climate Initiative (IKI). The project aims to enable urban water utilities to establish energy and carbon neutrality with measures in Mexico, Peru and Thailand. IWA and GIZ are forming an Expert Group of outstanding professionals on the areas of energy and greenhouse gas emissions to support the project. The Water and Wastewater Companies for Climate Mitigation (WaCCliM) project is designed to work across local, national and international levels, and proposes engaging with national governments, water and wastewater utility associations around three pilot companies in Mexico, Peru and Thailand. The objective is to use greenhouse gas (GHG) emission-reducing technologies to improve the carbon balance of water and wastewater companies while maintaining or even improving service levels and improving these companies cost effectiveness. Project objectives The overall project goal is that through the introduction of Greenhouse Gas (GHG) reducing technologies, the CO 2 balance in water and wastewater utilities in Mexico, Peru and Thailand will be improved while maintaining consistent service performance. Specific project objectives include: Output A - Pilot Activities: Greenhouse gas reduction technologies are integrated into the operations of selected water and wastewater utilities Output B Framework: Political and institutional framework conditions for the use and financing of GHG-reducing technologies are improved in the partner countries Output C - Scaling up: International guidelines and tools for improving CO2 neutrality in water and wastewater utilities are disseminated.

2 The project adopts a cross-sectoral approach to explore and implement alternate operational approaches and equipment, to help reduce companies energy use and costs. The project is expected to run from January 2014 to January Scope of Work The Expert Group is a multidisciplinary group of experienced professionals, from academia and practice, which will provide guidance on how climate mitigation technologies and processes can be implemented in the WaCCliM project. The group will include professionals with vast experience in water treatment and distribution technologies, wastewater treatment technologies, resource recovery, energy efficiency, greenhouse gas emissions and mitigation, monitoring technologies for utilities, and industrial optimization. Experts on additional topics, such as finance, economics and finance, will also be considered. The Group will be active during the full length of the project, from 2014 to Members of the Expert Group will be placed on a roster and asked to provide occasional technical guidance to support key tasks of the project, which includes baseline studies, design studies (including cost-benefit analysis), support to pilot utilities and input into the trainings. Request to support the pilot utilities will be channelled by the national advisors in each country (Mexico, Peru and Thailand) and will be time bound. Contributions of the expert group to the project will be on a voluntary basis. However specific technical visits to support implementation of the project on-site at the pilot utilities will be compensated. Experts will sign a contract and be asked to deliver on a specific terms of reference determined by the country staff and pilot utilities. The benefits of being part of the Expert Group include: Recognition from peers and potential future clients/partners Recognised contribution of expertise in respective technical fields Opportunity to apply expertise to pilot sites, and incorporate outputs into wider learning Exchange of knowledge among peers and networking Access to new markets Intercontinental experience Opportunity to use your know-how to solve problems The modalities of the expert group engaging with the project are described in Annex 1. Objectives The objectives of the expert group are to: 1. Provide input and direction on how water and wastewater utilities can assess and measure GHG emissions in water and wastewater utilities 2. Provide recommendations and feedback on the best available technologies and cost-effective solutions for achieving energy and carbon neutrality 3. Provide expert advice on training approaches and content for utilities to mitigate GHG emissions 4. Provide tailored support to pilot utilities in Mexico, Peru and Thailand (as requested) which will be financially compensated and time bound Tasks and Deliverables The Expert Group will provide technical advice to the tasks outlined in the project. Depending on the area of expertise and regional know how, members of the expert group will mainly provide voluntary support towards the tasks and deliverables. This means providing feedback, advice and guidance on project outputs such as the baseline studies, design studies and training materials. More specific 2

3 requests to provide technical pilot utilities in the WaCCliM project will be organized on a needs basis, with clear terms of reference and financial compensation. Tasks: Objective 1 - Provide input and direction on how water and wastewater utilities can assess and measure GHG emissions in water and wastewater utilities Baseline studies: Provide direction and guidance on existing international standards and practices for GHG and energy emissions in water and wastewater utilities Provide information and guidance on existing methodologies and monitoring schemes which are in place (i.e. in water and wastewater utilities) to measure GHG emissions, and are actively moving towards carbon neutrality Provide advice and guidance on the process of identifying and collating data sources on energy use and GHG emissions at national and local levels (especially in Mexico, Peru and Thailand) Provide guidance on measuring emissions (energy assessments, leaks, direct GHG emissions) in water and wastewater utilities (especially pilot utilities in Mexico, Peru and Thailand) Objective 2: Provide recommendations and feedback on the best available technologies and costeffective solutions for achieving energy and carbon neutrality Option studies: Contribute towards optimization guide that enables mitigation of GHG emissions using technologies, as well as improving processes already in place Provide advice and recommendations on the best available technologies and cost-effective solutions (specifically in pilot utilities in Mexico, Peru and Thailand) which will aid water and wastewater utilities to move towards carbon and energy neutrality Provide technical input on option studies which will minimize carbon emissions while maintaining utility performance including investment required, savings made, timeframe and GHG emission reduction potential. Objective 3: Provide expert advice on training approaches and content for utilities to mitigate GHG emissions Guidelines and Trainings Provide input and feedback on training modules developed for both staff in demonstration utilities on the application and operation of GHG-reducing technologies, as well as more general training at the association level on GHG-reducing technologies Provide recommendations of training experts Participate in trainings as technical resource persons Provide input and feedback on international guidelines, manuals and outreach materials Objective 4. Provide tailored support to pilot utilities in Mexico, Peru and Thailand (as requested) which will be time bound Support to Utilities The support requested from the expert group will be mainly as a help-desk which will be managed by IWA. On-site support will be also managed by IWA and the modalities for this are outlined in Annex 1. 3

4 Provide technical advice on request to pilot water and wastewater utilities on areas such as: o Measurements and calculation of energy consumption, savings and GHG emissions o Implementation of technologies and processes to reduce energy consumption and GHG emissions o Technical troubleshooting of applying energy saving and optimization process, and GHG reducing measures (including technologies) Deliverables The expert group will be asked to provide feedback and input on studies that are required outputs of the project (baseline study, option study, training modules). Therefore, the expert group will contribute towards the following deliverables. The expert group is not responsible for the final products. Baseline study Summary of international standards and practices for GHG and energy emissions in water and wastewater utilities Framework for measuring and monitoring carbon emissions in pilot utilities and at the national level across a larger number of utilities Option study Optimization guide that provides general guidance on technologies and processes to improve energy efficiency while reducing GHG emissions Recommendations on the best available technologies and cost-effective solutions to move towards carbon and energy neutrality (while maintaining or improving performance) for pilot utilities in Mexico, Peru and Thailand; which will aid water and wastewater utilities while taking country as well as utility specific conditions into account Guidelines and Trainings Training modules for both staff in demonstration utilities on the application and operation of GHG-reducing technologies and processes, as well as more general training at the association level on GHG-reducing technologies and processes List of recommended training experts on the application and operation of GHG-reducing technologies and processes International guidelines, manuals and outreach materials In regards to specific technical support requested from utilities IWA will manage the requests using the Expert Group Roster and liaise with experts with the required technical background to provide the best response. Support to Utilities Summary of technical guidance requested from utilities, and the response from the help desk Brief report (2-4 pages) of any on-site technical advice provided to pilot utilities and any follow up correspondence Training reports Inputs For advice and feedback on project outputs, expert group members participate on a voluntary basis. Consequently, there will be no allocated budget to remunerate the members for the time spent during the project. However if experts are available to provide advice to the pilot utilities on-site, travel costs will be covered and an honorarium for their time will be provided. Experts who are involved with training in the utilities will also have costs covered. All Expert Group members will be acknowledged for their contributions. Agreement to work in the expert group means that inputs into documents and technical outputs can be used by IWA. 4

5 Task Deliverable Timeline Objective 1 - Provide input and direction on how water and wastewater utilities can assess and measure GHG emissions in water and wastewater utilities Baseline study Provide direction and guidance on existing international standards and practices for GHG and energy emissions in water and wastewater utilities Provide information and guidance on existing methodologies and monitoring schemes which are in place (i.e. in water and wastewater utilities) to measure GHG emissions, and are actively moving towards carbon neutrality Provide advice and guidance on the process of identifying and collating data sources on energy use and GHG emissions at national and local levels (especially in Mexico, Peru and Thailand) Provide guidance on measuring emissions (energy assessments, leaks, direct GHG emissions) in water and wastewater utilities (especially pilot utilities in Mexico, Peru and Thailand) Summary of international standards and practices for carbon and energy emissions in water and wastewater utilities Framework for measuring and monitoring GHG emissions in pilot utilities and at the national level across a larger number of utilities Q2-4 (2014) Q2-4 (2014) Q2-4 (2014) Q2-4 (2014) Objective 2: Provide recommendations and feedback on the best available technologies and cost-effective solutions for achieving energy and carbon neutrality Option study Contribute towards optimization guide that enables mitigation of GHG emissions using technologies, as well as improving processes already in place Optimization guide that provides general guidance on technologies and processes to improve energy efficiency while reducing GHG emissions Q 3-4 (2014) Q 1-2 (2015) Provide advice and recommendations on the best available technologies and cost-effective solutions (specifically in pilot utilities in Mexico, Peru and Thailand) which will aid water and wastewater utilities to move towards carbon and energy neutrality Provide technical input on design studies which will minimize carbon emissions while maintaining utility performance including investment required, savings made, timeframe and GHG emission reduction potential. Recommendations on the best available technologies and cost-effective solutions to move towards carbon and energy neutrality (while maintaining or improving performance) for pilot utilities in Mexico, Peru and Thailand Q 3-4 (2014) Q 1-2 (2015) Q 3-4 (2014) Q 1-2 (2015) 5

6 Objective 3: Provide expert advice on training approaches and content for utilities to mitigate GHG emissions Training and Guidelines Provide input and feedback on training modules developed for both staff in demonstration utilities on the application and operation of GHG-reducing technologies, as well as more general training at the association level on GHG-reducing technologies Provide recommendations of training experts Training modules: o for staff in demonstration utilities on the application and operation of GHG-reducing technologies and processes, o For association level on GHG-reducing technologies and process List of recommended training experts on the application and operation of GHG-reducing technologies Year 2-5 Year 2-5 Participate in trainings as technical resource persons Reports from training workshops Year 2-5 Provide input and feedback on international guidelines, manuals International guidelines, manuals and outreach materials Year 3-5 and outreach materials Objective 4. Provide tailored support to pilot utilities in Mexico, Peru and Thailand (as requested) which will be time bound Provide remote and on-site technical advice on request to pilot water and wastewater utilities on areas such as: Summary of technical guidance requested from utilities, and the response from the help desk Year 2-5 o Measurements and calculation of energy consumption, savings and GHG emissions Brief report (2-4 pages) of any on-site technical advice o Implementation of technologies and processes to reduce energy consumption and GHG emissions provided to pilot utilities and any follow up correspondence o Technical troubleshooting of applying energy saving and optimization process, and GHG reducing measures (including technologies) 6

7 Annex 1. Modalities of Expert Group Expert group structure Existing networks SuSana; Agriwikipedia; IWA Specialist Groups IWA Task Force to develop guidelines for energy efficiency and mitigation of greenhouse gas emissions Selection of expert group members Expert group Advisory services - available for remote support Expert group available for on-site visits Expert group members will be screened and selected Terms of Reference and contract to deliver advice and support to countries A call for applications to be part of the Expert group roster for WaCCliM will be distributed by IWA. The expert group selection will take into account local/regional experience. Language skills (e.g. Spanish, Thai and English) are highly desirable. Applicants will be asked to provide an expression of interest including what they expect from being part of the expert group, and their CV. Invitations will also be sent to key IWA members and experts identified by both GIZ and IWA. Experts will be assessed on the following criteria: a. Years of experience b. Countries where expert has worked c. Practical experience in providing technical support to water and wastewater utilities 7

8 Call for expressions of interest in the Expert Group for WaCCliM Experts submit their expressions of interest and selections are made by project team based on criteria - Years of experience - Where expert has worked - Research/ practice Experts are categoried into different thematic areas (and countries/regions) Experts are recognised as part of the Expert Group for WaCCliM online and for the inputs provided to the project Below is a description on how the experts within the Expert Group members will engage with the project. Remote support and feedback on studies, training modules and guidelines will be voluntary contributions from the expert group. On-site support will require selection within the expert group, and will require a terms of reference and contract with financial compensation managed by IWA but developed with GIZ country offices and utilities. Feedback on Studies, Training Modules and Guidelines Studies The baseline study and design studies will be undertaken through a consultancy procured by IWA. IWA will then mobilise the expert group to provide feedback and expert input into the various studies undertaken for the project. Training Training modules will be developed (using existing training information) by GIZ and IWA with input, recommendations and feedback from the expert group on existing trainings. The project will determine the exact process of development of the training modules and will request feedback and input from the expert group. Guidelines IWA will explore setting up a task force/task group to develop guidelines on energy efficiency and mitigation of greenhouse gas emissions (e.g. The expert group will be asked to be part of and/or support the task force or task group in the guideline development. This process will be overseen by IWA Secretariat. 8

9 Remote technical support/helpdesk A helpdesk is set up which will be managed by IWA where requests from the utilities are channelled via the national advisor to IWA and members of the expert group for discussion and response. The response could either be compiled by IWA or sent to the national advisor and pilot utilities, or the expert member could enter into direct communication with the utility directly. Request for advice from Utility Requests compiled by National Advisor IWA sends request to Expert Group Compilaton of response for utility by IWA (sent via national advisor) Continued discussion between expert group member and utility (copying in National Advisor and IWA focal point) There will be an online version of the helpdesk where utilities provide queries through a secure site in a similar way as the Water Safety Plan advisory group see Specifically, the project will explore the possibility of working with existing mechanisms, such as the Sustainable Sanitation Alliance (SuSanA) to provide a platform for the online helpdesk where experts can provide advice to the pilot utilities (and beyond) and there discussions can be facilitated. On-site support to utilities Specific periods are blocked each year for experts to visit utilities and provide direct advice and input into processes to improve energy efficiency and reduce carbon emissions. The availability of on-site expert support will be: Years 2 and 3 15 days per year/country (3 separate visits of a week per country) Year 4 10 days/country (2 separate visits per country) Year 5 5 days/country There is room for flexibility around available time, especially if national experts are engaged. Every 4-6 months, the utility will need to specify the type of experts they need, indicating in advance when they will need the visit to occur. Visit requests without a minimum two month advance from the visit itself cannot be guaranteed. A terms of reference will be developed for the expert trip with defined outputs and an honorarium will be paid for their time. The contracting of the experts is the responsibility of IWA, however the selection and approval will be with GIZ country offices (see table below). At the beginning of a mission, there will be a kick-off meeting that will allow partners to communicate with experts on the project plan. National advisors will be consulted on the mission in order to determine what expert support is expected and what materials/deliverables are needed. The on-site visit of international experts will 9

10 include national experts who are also part of the WaCCliM Expert Group. The aim will be to promote knowledge sharing and continued support at the country level. The process of selecting and managing the expert group members for on-site visits is outlined below. Define problem Each country has a series of expert visits based on defined needs every 4-6 months The GIZ country lead (DVs) in consultation with pilot utilities will identify type of experts needed at the start of each year (includes international and national experts) Diagnosis Experts identified from within expert group to visit utility at a pre-defined time Experts selected, Terms of Reference and contract defined for the expert team - approved by DVs Experts visit utilities and provide technical advice and input Solution Experts write a report on the technical support provided and any follow up that is needed approved by DVs Follow-up An agreed number of days focused follow up suppport (remote) will be provided by international and national experts The process of managing the expert group by GIZ country staff is outlined in the table below: Item Consultation approach with GIZ Defining expert pool Provide input into expertise needed Provide suggestions of experts Review shortlist of expressions of interest for expert pool Contracting experts for on-site visit DVs (in consultation with pilot utilities) identify type of experts needed at the start of each year (includes international and national experts) Experts identified from within expert group to visit utility at a pre-defined time Terms of Reference and contract defined for the expert team - developed with national advisors and approved by DVs During on-site visits, experts are steered by DVs Experts write a report on the technical support provided and any follow up that is needed first reviewed by IWA and then approved by DVs NOTE: Responsibility of expert contract lies with IWA The table below outlines additional considerations that will be taken into account when selecting and engaging the experts for support in the pilot utilities. 10

11 Additional Considerations Expert group will have a mixed team of national and international experts Experts need to have practical experience in providing technical support to utilities Expert profiles will include those that have knowledge and experience with GHG saving technologies Experts with experience in Water Abstraction Utilities (WAU) will be included There will be flexibility regarding mission time and content as agendas may change few days before, or even during, the mission Expert visits will be discussed with partners and there will be a kick-off meeting with partners at the beginning of a visit IWA will endeavour to ensure continuity on expert support so that the same expert is engaged for a utility on a specific technical issue 11

12 Risk analysis To ensure that the project deliverables are in line with the needs of both the project itself and the partner entities, the expert group possible constraints will be minimized and mitigated. Risk Likelihood Mitigation Lack of availability High - Defined periods when experts will be available for on-site support - Experts will provide calendar of availability Don t deliver as planned Low Terms of reference and contracts to ensure delivery Inequality within expert group Low - Terms of reference clearly defined - Coordination within expert group who is best suited for assignment Lack of coordination within the expert group (because from different places and expertise) Low - Chair of the expert group Lack of local knowledge Medium - Inclusion of national experts in the expert group - Has added benefit of raising profile of project in the country Conflict of interest taking work away from consultants? Medium - Clear terms of reference and agreement between IWA and expert group - Consultants can be part of expert group (if have expertise) 12