INTEGRATING A SUSTAINABLE ENERGY ACTION PLAN WITH AN ENERGY MANAGEMENT SYSTEM

www.50001seaps.eu

ISO 50001 ANDSUSTAINABLEENERGY PLANNING

SUPPORTING LOCAL AUTHORITIESIN THE DEVELOPMENT AND INTEGRATION OFSEAPS WITH ENERGY MANAGEMENT SYSTEMSACCORDING TO ISO 50001

2

INTRODUCTION

The “50000&1 SEAPs“ project supported the attainment of EU climate and energy goals by promoting the Covenant of Mayors initiative in a very innovative way. We supported more than 40 selected municipalities (and unions of Municipalities) in the process of developing and implementing local SEAPs integrated with an energy management system (EnMS) in compliance with the international ISO 50001 standard.

This was done involving all levels of governance in the Local Governments in order to structure the EnMS, while at territorial level the participation process engaged citizens and local stakeholders in the definition of the SEAP. This allowed Municipalities to benefit from the synergies of both tools.

Experience has taught us that Local Governments can face difficulties in keeping track of energy aspects, and this is exactly what an EnMS is there for. Benefits include the improved, systematic collection of energy data and the integration of energy policies in daily management activities.

Following our work and the lessons learnt during these three years, we developed and updated several tools that can be found online in the project website (www.50001seaps.eu) to help Local Governments in their daily energy management activities.

Of the above, the 50000&1 SEAPs guidelines (an update of the former “EnergyforMayors” project guidelines) will help provide a better understanding of the process of integrating a SEAP with an EnMS; this was made possible by the great work lead by all project partners in 8 different European countries.

Marco Devettacoordinator of the 50000&1 SEAPs project,

SOGESCA, Italy

3OVERVIEW OF THE MUNICIPALITIES SUPPORTED BY THE PROJECT ACTIVITIES IN THE 8 COUNTRIES OF EU

ITALYMunicipalities: Montecchio M., Pordenone, Marostica, Federazione dei Comuni del Camposampierese | Responsible partner: SOGESCA

BULGARIAMunicipalities: Bratsigovo, Chepelare, Nedelino, Rudozem, ZlatogradResponsible partners: ECQ and ARM

FRANCEMunicipalities: Comm. d’Aggl. du Muretain, Ville de Lorient, Comm. d’Aggl. Tours PlusResponsible partners: AMORCE and MT Partenaires

GREECEMunicipalities: Metamorfosi, Filothei-Psychiko, Iraklelio, Alimos, Lavreotiki, Papagou-Chalargou | Responsible partner: CRES

LATVIAMunicipalities: Daugavpils, Cēsis, Smiltene, Sigulda, AdaziResponsible partner: EKODOMA

POLAND Municipalities: Słupsk, Sztum, Grybóvw, Pilzno, Żyraków, ZarszynResponsible partner: PNEC

ROMANIAMunicipalities: Sânnicolau Mare, Caransebes, Faget, Ineu, Otely Rosu, Lugoj, Resita

Responsible partners: AMET and Denskstatt

SPAINMunicipalities: Carballiño, Barco de Valdeorras, Xinzo de Limia, Celanova, CartelleResponsible partners: Ourense and Albea Transenergy

GERMANYResponsible partner for communication and dissemination activities: ICLEI EUROPE

4 EXPERIENCES FROM MUNICIPALITIES – POLITICIANS

PETKO PETKOV | MAYOR OF BRATSIGOVO (BG)

“By implementing ISO 50001 in Bratsigovo, the Municipality aims to reduce greenhouse gas emissions and energy costs through systematic energy management. Bratsigovo Municipality was awarded a gold prize for exceptional green procurement that resulted in lower carbon dioxide emissions and increased energy efficiency, which

enhanced the self-esteem of our colleagues towards the other municipalities and motivated us to continue our development in the right direction.”

GIANFRANCO TRAPULA | ASSESSOR AT URBAN PLANNING, ENVIRONMENT AND ENERGY MONTECCHIO MAGGIORE (IT)

“The development of the EnMS and SEAP is only the starting point, not the final goal. EnMS+SEAP are crucial to the strategy of continuous improvement in energy efficiency and environmental protection. The aim of any public administration should be to disseminate the energy saving culture for the reduction of carbon dioxide in the atmosphere (the main cause of global warming) and to involve the whole of society

in safeguarding the earth, particularly with regard to climate change.”

MILTIADIS KARPETAS | MAYOR OF METAMORFOSI (GR)

“Our feedback from the integration between ISO 50001 and SEAP in the Municipality of Metamorfosi is very positive. After this procedure, our Municipality is now in a position to understand and monitor our energy consumption on a periodical basis. Standardisation of the procedures and having comparable results make it possible to prioritize the energy saving opportunities and projects according to the Municipality’s true needs and therefore improve the energy conscience of our organization.”

PĒTERIS DZALBE | VICE-MAYOR OF THE CITY OF DAUGAVPILS (LV)

“The city of Daugavpils joined the EU funded project “50000&1 SEAPs” in 2014. Meanwhile in early 2016, a new national Energy Efficiency Law was approved in Latvia. The Law foresees that nine Latvian cities, including Daugavpils, are obliged to implement a certified EnMS until April 2017. As a signatory of the Convent of Mayors, municipality has voluntarily committed to reduce GHG emissions in the whole territory of the city until 2030 by 40% compared to 2010.”

DAVID-OLIVIER CARLIER | VICE-PRESIDENT OF MURETAIN AGGLO (F)

“In line with its Agenda 21, Muretain Agglo is committed since 2015 to the joint approach of the ISO 50001+SEAP. We have set up a technical unit supported by a decision-making steering committee. Today we are proud to report the certification obtained in April 2017 and we are very satisfied to note that fuel consumption in

the agglomeration community equipments has already decreased by 14% between 2013 and the end of 2016 .”

4

55EXPERIENCES FROM MUNICIPALITIES – TECHNICIANS

DRUTA ROMULUS | ENERGY MANAGEMENT REPRESENTATIVE OF INEU CITY HALL (RO)

“For our community, the project and the issues that we have faced in particularly in our area of activities and all the actions that have been implemented during the project lifetime, strengthened us as a team and challenged us to find solutions that

will satisfy our actual needs and the future city inhabitants needs.”

SABINO PETRILLO | ENERGY MANAGER OF MONTECCHIO MAGGIORE MUNICIPALITY (IT)

“The establishment of an energy management team, coordinated by the Energy Manager and participated by representatives of the municipal sectors that manage energy aspects, has been a crucial step. Particular attention has been paid to the identification of the boundaries of the System on the basis of direct energy use

and the definition of the energy performance indicators for the assessment of direct energy uses and for measurements and monitoring. Only through continuous

monitoring of energy performance we can reduce energy consumption and decide where, how and when to act to improve energy efficiency.”

HELĒNA TROŠIMOVA | ENERGY MANAGER CITY OF DAUGAVPILS (LV)

“As the EnMS has been implemented recently, the quantitative results will be available only at the end of 2017. However, already during the establishment and development of the EnMS, major improvements were achieved. The core of the operational control now is ensured through the Online Energy Monitoring Platform. Technical managers of 100 public buildings as well the operators of street lighting and of the public transport utility were trained on how to enter and analyze the monthly energy data available.”

MARIUS DUMITRACHE | ENERGY TEAM INSPECTOR OF RESITA MUNICIPALITY (RO)

“New available options for CO2 reduction (including eco-education) are actually day-to-day opportunities that can generate social and environmental multiple benefits for citizens. The project has created many opportunities to attract funds, opening the road for new investors in the city and implicitly, optimizing and lowering costs at the local level.”

5

6 OVERVIEW OF THE GUIDELINES FOR THE INTEGRATION OF AN EnMS AND A SEAP

ISO 50001 standard forces organizations to establish criteria to control and evaluate results of planned activities in advance, to define shared suitable indicators, and to take decisions on measured results and quantified expected results.

A similar approach – based on the PDCA cycle (Plan, Do, Check, Act) - may be useful for application inside the organization (in this case, the public authority) but also for managing a SEAP. The aim of this document is to explain how the simultaneous implementation of EnMS and SEAP could be useful in achieving the goals of CO2 reduction emissions for Local Administrations (LAs) wishing to implement a SEAP in the best way. The main goals will be the following:

Figure 1: EnMS model according to ISO 50001

Figure 2: EnMS+SEAP approach

7EnMS ACCORDING TO ISO 50001:2011

When an organization develops its own EnMS and when a Certification Body is assessing how an EnMS conforms with ISO 50001, it is necessary to bear in mind that the aim is to help organizations save energy and not to produce new ineffective rules, procedures or records. The standard contains requirements that can be verified objectively. This means they are not “guidelines”, but a standard suitable for third-party certification. The general aim of the Standard is to help organizations to a continous improvement model based on the PDCA cycle approach:

The general aim of the Standard is to help organizations to establish and maintain:

Energy review, energy uses and baseline;

Improvements in energy performance;

Energy performance indicators (EnPI);

A sound monitoring plan to measure performance and improvements.

These entail cost reduction, improved competitiveness and institutionalization by avoiding GHG emissions.

Figure 3: Energy Management System Continual Improvement Model PDCA (source: EERE)

8 SUSTAINABLE ENERGY ACTION PLANS ACCORDING TO THE COVENANT OF MAYORS GUIDEBOOK

The Sustainable Energy Action Plan (SEAP) is a key document that outlines how the Covenant signatory will reach its commitment by 20201. The Covenant’s commitments cover the whole geographical area of the LAs (town, city, region) in order to reduce GHG emission by at least 20% of the level calculated in a specific past year, which is the “baseline year”. Therefore the SEAP includes actions to achieve the following targets by 2020:

20% decrease of primary energy consumption;

20% increase in renewable energy sources;

20% decrease in CO2 emissions.

Currently more than 7,300 european LAs signed the Covenant of Mayors supporting the EU in reaching 2020 targets.

1 Municipalities supported by 50000&1 SEAPs have joined the Covenant of Mayors 2020 targets.

Figure 4: Covenant of Mayors step-by-step

9IMPLEMENTING OF ISO 50001 REQUIREMENTS BY A LOCAL AUTHORITY IN TANDEM WITH A SEAP

EnMS can helps LAs to implement their SEAP over the years using a systematic approach, whilst at the same time avoiding the typical obstacles such as frequent “management turnover”. Continual energy improvement and CO2 reduction shall become a fundamental criterion reflecting the energy policy of the Municipality. EnMS and SEAP requirements are very similar:

Compared with the SEAP, ISO 50001 does not request specific quantitative indicators but only qualitative ones. The purpose of the ISO 50001 is the continuous improvement of the energy performance of the organization without numerical limits or specific objectives in terms of quantitative energy saving and CO2e avoided.

ENERGY POLICY COMMITMENT

Accordingly with ISO 50001, Energy Policy shall state the organization’s commitment to achieving energy performance improvement. Top Management (Municipal Administration) shall define the energy policy and ensure the institutionalization of the EnMS procedures and methodology in the administrative activities and planning. Energy Policy is a formal act officially approved by the City Council.

Figure 5: Common requirements in EnMS and SEAP

REQUIREMENT ISO 50001 SEAP

Internal structure, role and responsibilities a a

Policy of the organization a a

Energy baseline(s) and performance indicators a a

Communication a a

Internal training a a

Objectives, targets and Action Plan a a

Measurement and monitoring a a

Independent external evaluation a a

10 Figure 6: Energy Policy commitments in EnMS+SEAP approach

SEAPrequirements

CO2 reduction targets

Energyconsumption

Energyefficiency

Energyintensity

Energyuse

Energyperformance

Energy Policy

Energy performance targets and SEAP requirements can be managed under the same Energy Policy, but with new boundaries of action of the EnMS.

INTERNAL RULES AND RESPONSIBILITIES

LAs administration shall define internal rules and responsibilities in order to develop and implement ISO 50001 integrating its energy policy in the activities of the Public Administration. Top Management shall appoint the management representative, the energy team and the coordinator of the energy team providing the resources needed to establish, implement, maintain and improve the EnMS and the resulting energy performance.

10

11

Once the EnMS+SEAP has formally and practically allocated specific human, technical and financial resources, the LA is ready to start the implementation and operation phase. The organization shall conduct, document and implement an energy planning process consistent with the Energy Policy focused on the continuous improvement of the energy performance and the respect of the legal requirements applicable.

11Figure 7: EnMS internal organization in a LA

Area 1st

Energy Team

Area 2nd

Energy Team

Area 3rd

Energy Team

Area 4th

Energy Team

EnergyManager

Coordinator of Energy Team

Head ofTechnical Area

ManagementRepresentative

PoliticalAdministration

TopManagement

12 SCOPE AND BOUNDARIES

LAs shall decide which kind of activities, offices and sectors of the Public Administration will be certified according with the ISO 50001 requirements. LAs involved in EnMS certification process include in their “Scope” the areas/sectors directly related with energy issues such as: purchase of goods and Energy Services, data analysis, energy billing, energy planning, design, operational control and monitoring.

One of the most important requirements of the ISO 50001 Standard is the definition of the “boundaries”. This specific requirement is directly related with energy use. In LAs the direct energy use is related to the following relevant sectors where energy is consumed: buildings, facilities, infrastructures, Lighting Systems, Vehicle fleet and Public Transport.

The definition of the boundaries represent the first operative step of the EnMS development. The plan, as well as the Energy Analysis and the Energy baseline, includes annual energy performance collected using a bottom-up approach in the sectors mentioned above defining the significant direct energy use of the Municipality. EnMS boundaries shall be identified and based on the energy consumption and evaluated.

On the other hand, SEAP implementation within the Covenant of Mayors is consistently geared towards reducing GHG emissions in the urban context as a whole. This means that if one wishes to activate SEAP and EnMS together, it is necessary to change the traditional boundaries of action of the EnMS to cover the entire urban context.

AREA 1ST –GENERAL SECRETARIAT AND STAFF SERVICES SECTOR

AREA 2ND – FINANCE AND TAXES SECTOR

AREA 3RD – PUBLIC WORKS AND URBAN PLANNING SECTOR

AREA 4TH – POPULATION SERVICES SECTOR

• Contracts and public tenders

• Public Procurement• Accountancy Office

• Technical office• Environment• Urban Planning• Energy and Energy

Manager• Public Works• Public Building

maintenance• Public Lighting

maintenance• Data analysis

• Schools and transport service for students

• Public Transport

Figure 8: Scope of the EnMS in LAs

13

If we consider these examples of inputs, it becomes clear that they can be obtained only from organizations (official target of the EnMS), not from community context, where the level of information is more general. But the good news is that in this second case (community context) planning outputs will be the same, they will only need to be adapted to a new and more complex environment.

Figure 9: Direct energy use in the LAs Figure 10: Energy use in the territory

PLANNING

This clause of the standard focuses on the energy performance of the organization and tools to maintain and continually improve energy performance. Energy planning shall involve a review of the organization’s activities that can affect energy performance.

Figure 11: Basic concepts diagram of energy planning

14 LEGAL REQUIREMENTS AND OTHER REQUIREMENTS

Applicable legal requirements can be, for example, those international, national, regional and local requirements that apply to the scope of the EnMS related to energy. Examples of legal requirements may include a national energy conservation regulation or law. Other requirements may include agreements with customers, voluntary principles or code of practice, voluntary programs etc.

ENERGY REVIEW AND ENERGY BASELINE

The energy review and energy baseline represent the basis of the energy planning, as they make it possible to create an energy assessment of the boundaries of EnMS application.

Energy review and Energy baseline shall be updated at defined intervals and in response to major changes in facilities, equipment, systems and process (direct energy use in LAs). Identification and evaluation of energy use should lead the organization to define areas of significant energy use by adopting specific criteria such as:

Potential reduction in estimated energy consumption based on bibliographic data on applicable improvement opportunities

Percentage of energy use versus total consumption

Minimum payback-time of estimated investments based on bibliographic data on the applicable improvement ortunities

Figure 12: Energy Planning step-by-step

ENERGY USE ANALYSIS

IDENTIFY AND PRIORITIZEOPPORTUNITIES OF IMPROVINGENERGY PERFORMANCE

• Renewable energy use, • potential energy sources, • efficiency potential

Baseline forecasting and

modification

IDENTIFICATION OFSIGNIFICANT ENERGY USE

• Facilities, equipment, personnel that affect energy use and consumption

• Identify other relevant energy use• Determine the current performance of

facilities, equipment, systems

Baseline

• Current energy sources• Past and present energy use and consumption• Estimation of future energy use and consumption

15

ENERGY PERFORMANCE INDICATORS (EnPI)

Organizations shall identify appropriate EnPI for monitoring and measuring energy performance. EnPI shall be reviewed and compared to energy baseline as appropriate. With regard to SEAP, this aspect is crucial as it is necessary to define EnPIs for all the actions (to be) implemented. This helps to define useful indicators for each type of action implemented in public and private sectors.

Adopting specific criteria, is possible to define areas of significant energy use in private sectors (indirect energy use):

Percentage of energy use versus total consumption in the territory as calculated in the “baseline”

Interest in using and consuming energy by “stakeholders”

DIRECT ENERGY USE EnPI

Electricity in buildings, facilities kWh/m2 monthly

Electricity in Public Lighting Systems kWh/light lamp monthly

Natural Gas in buildings, facilities kWhth*degree days/m2 monthly

Fuel in vehicle fleet/Public Transport Km/L monthly

EnPI IN THE TERRITORY EnPI

Electricity consumption per sector kWh/m2

Natural gas consumption per sector SCM per year*DD

Fuel sales in private transport per fuel Tons per year

Electricity and thermal RES production kWh per year; kWh/m2

Total energy consumption per capita MWh/inh

Total energy consumption per sector MWh/inh./company

Urban Waste production Tons/inh

Figure 13: EnPI defined for direct energy use

Figure 14: EnPI defined for indirect energy use (territory)

16

The budget and timeframe within which individual targets are to be reached

ResponsibilityDetails of the method by which individual targets are to be reached

ENERGY OBJECTIVES, TARGETS AND ACTION PLAN

MONITORING

ISO 50001 and SEAP objectives are detected on different time scales. ISO 50001 is generally focused on the continuous energy performance improvement, while SEAP actions pile up towards a long-term target. The objectives according to the ISO 50001 must be specific and measurable. This is a very difficult issue if applied to the community context. An Action Plan ensures that the organization’s objectives are successfully achieved by producing precise definition of:

The monitoring of the energy performance is a fundamental requirement of the EnMS+SEAP approach to demonstrate the effectiveness of the correct implementation and the positive results related. An important aspect during establishment of the EnMS is to ensure appropriate frequency of energy consumption data monitoring in order to take action and assess the result of it.

The LAs shall ensure that the key characteristics of their operations that determine energy performance, as well as the energy performance in private sectors, are monitored.

Adopting the EnMS+SEAP approach the LAs shall monitor the direct energy use through the implementation of the EnMS requirements and at the same time shall transfer the EnMS approach and methodology to monitor the energy performance in private sectors identifying specific indicators as mentioned above.

The level of commitement and responsibility of the personnel involved is linked to the type of objective and relevant target:

Its achievement will involve stakeholders which are not obliged to follow LAs instructions. Results not guaranteed!

Its achievement is only down to the correct application of the EnMS. Results must be demostrated!

EXTE

RN

AL

AC

TIO

N

INTE

RN

AL

AC

TIO

N

17

Figure 15: Energy Management System Continual Improvement Model PDCA (source: EERE)

Supporting LocaL authoritieSin the deveLopment and integration ofSeap’S with energy management SyStemSaccording to iSo 50001

LATVIA:monthly

POLAND:monthly

FRANCE:monthly ROMANIA:

quarterly

ITALY:quarterly

SPAIN:quarterly

BULGARIA:quarterly

GREECE:quarterly

1818 In particular LAs shall monitor the key characteristics of the energy performance of the direct and indirect energy uses, such as:

Significant direct and indirect energy uses;

Relevant variables related to significant energy uses;

EnPIs;

The effectiveness implementation of the Action Plan in achieving objectives and targets;

Evaluation of actual versus expected energy consumption.

LAs shall define and periodically review its measurement needs according to specific needs and according to the Covenant of Mayors Monitoring Report timeline. Measurement can range from simple utility meters for small organizations up to complete monitoring measurement systems connected to a software application. It’s also important to be able to investigate, react and respond to significant deviations in the energy performance.

EXPERIENCES FROM TECHNICAL PARTNERS OF THE PROJECT

EVI TZANAKAKI | CRES, GREECE

“It takes considerable political commitment to proceed with the EnMS. And very dedicated, hardworking staff. The problems encountered in most municipalities during the data collection for the BEI and SEAP have been dealt and solved with through the EnMS.”

EMANUELE COSENZA | SOGESCA, ITALY

“Leading the technical work on this pioneering project was a great experience. This booklet as well as the guidelines will give an important technical support to LAs

interested in this innovative approach.”

MARIKA ROŠĀ | EKODOMA, LATVIA

“Throughout three years of work in 50000&1 SEAPs project we have proved that the creation and implementation of an EnMS and integration with a SEAP has very high added value. We have proved the necessity for appointed energy managers, and 4 of 5 municipalities in Latvia hired an energy manager or appointed a person.”

LUDMIL MANEV | ECQ, BULGARIA

“The implementation of ISO 50001:2011 is not only a very good tool for monitoring SEAPs measures, but also a very effective instrument for reducing costs in the municipalities related to all kinds of energy use, as well as for saving money to be invested in new

energy efficiency actions.”

CONSORTIUM

SOGESCA (Coordinator) | www.sogesca.it

CRES | www.cres.gr

PNEC | www.pnec.org.pl

EKODOMA | www.ekodoma.lv

ARM | www.arm-bg.net

ECQ | www.ecq-bg.com

AMET | www.amet.ro

DENKSTATT | www.denkstatt.ro

DEPUTACION OURENSE | www.depourense.es

ALBEA | www.albea-transenergy.com

AMORCE | www.amorce.asso.fr

MT PARTENAIRES INGÉNIERIE | www.mt-partenaires.com

ICLEI Europe | www.iclei-europe.org

IMPRINT:

Publication directed by SOGESCA

Published in May, 2017

Design by Rebekka Dold | www.rebekkadold.de

Deliverable n. 6.13

www.50001seaps.eu

INTERESTED IN 50000&1 SEAPS?

CONTACT:SOGESCA: m.devetta@sogesca.it | e.cosenza@sogesca.itICLEI Europe: 50001seaps@iclei.orgWEBSITE: www.50001seaps.euTWITTER: @50001SEAPs

SUPPORTING

LOCAL AUTHORITIES

IN THE DEVELOPMENT AND

INTEGRATION OF SEAPS

WITH ENERGY MANAGEMENT

SYSTEMS ACCORDING TO

ISO 50001

WWW.50001SEAPS.EU

@ 50001SEAPS