Supporting Local Authorities in the development and integration of SEAPs with Energy Management Systems according to ISO 50001
ISO 50001 AND SUSTAINABLE Energy PLANNING
Integrating a Sustainable Energy Action Plan with an Energy Management System
www.50001seaps.eu 2 Overview of the Municipalities supported by the 3 Project activities in the 8 Countries of EU
Italy Municipalities: Montecchio M., Pordenone, Marostica, Federazione dei Comuni del Camposampierese | Responsible partner: SOGESCA Introduction
Bulgaria Municipalities: Bratsigovo, Chepelare, Nedelino, Rudozem, Zlatograd Responsible partners: ECQ and ARM Experience has taught us that Local Governments can face difficulties in keeping track of energy aspects, and France Municipalities: Comm. d’Aggl. du Muretain, Ville de Lorient, Comm. d’Aggl. Tours Plus this is exactly what an EnMS is there Responsible partners: AMORCE and MT Partenaires for. Benefits include the improved, systematic collection of energy data and the integration of energy policies in daily Greece management activities. Municipalities: Metamorfosi, Filothei-Psychiko, Iraklelio, Alimos, Lavreotiki, Papagou- Chalargou | Responsible partner: CRES Following our work and the lessons learnt during these three years, we developed and updated several tools LATVIA Municipalities: Daugavpils, Cēsis, Smiltene, Sigulda, Adazi that can be found online in the project The “50000&1 SEAPs“ project supported Responsible partner: EKODOMA website (www.50001seaps.eu) to help the attainment of EU climate and energy Local Governments in their daily energy goals by promoting the Covenant of management activities. Mayors initiative in a very innovative Poland Municipalities: Słupsk, Sztum, Grybóvw, Pilzno, Żyraków, Zarszyn way. We supported more than 40 Of the above, the 50000&1 SEAPs Responsible partner: PNEC selected municipalities (and unions guidelines (an update of the former of Municipalities) in the process of “EnergyforMayors” project guidelines) will developing and implementing local SEAPs help provide a better understanding of Romania integrated with an energy management Municipalities: Sânnicolau Mare, Caransebes, Faget, Ineu, Otely Rosu, Lugoj, Resita the process of integrating a SEAP with system (EnMS) in compliance with the Responsible partners: AMET and Denskstatt an EnMS; this was made possible by the international ISO 50001 standard. great work lead by all project partners in 8 different European countries. Spain This was done involving all levels of Municipalities: Carballiño, Barco de Valdeorras, Xinzo de Limia, Celanova, Cartelle governance in the Local Governments Responsible partners: Ourense and Albea Transenergy in order to structure the EnMS, while at Marco Devetta territorial level the participation process coordinator of the 50000&1 SEAPs project, engaged citizens and local stakeholders SOGESCA, Italy Germany in the definition of the SEAP. This allowed Responsible partner for communication and dissemination activities: ICLEI EUROPE Municipalities to benefit from the synergies of both tools. 4 Experiences from Municipalities – Politicians Experiences from Municipalities – Technicians 5
Petko Petkov | Mayor of Bratsigovo (BG) Druta Romulus | Energy Management Representative of Ineu City Hall (RO) “By implementing ISO 50001 in Bratsigovo, the Municipality aims to reduce greenhouse gas emissions and energy costs through systematic energy management. Bratsigovo “For our community, the project and the issues that we have faced in particularly Municipality was awarded a gold prize for exceptional green procurement that in our area of activities and all the actions that have been implemented during the resulted in lower carbon dioxide emissions and increased energy efficiency, which project lifetime, strengthened us as a team and challenged us to find solutions that enhanced the self-esteem of our colleagues towards the other municipalities and will satisfy our actual needs and the future city inhabitants needs.” motivated us to continue our development in the right direction.”
Miltiadis Karpetas | Mayor of Metamorfosi (GR) Helēna Trošimova | Energy Manager City of Daugavpils (LV) “Our feedback from the integration between ISO 50001 and SEAP in the Municipality “As the EnMS has been implemented recently, the quantitative results will be available of Metamorfosi is very positive. After this procedure, our Municipality is now in a only at the end of 2017. However, already during the establishment and development position to understand and monitor our energy consumption on a periodical basis. of the EnMS, major improvements were achieved. The core of the operational control Standardisation of the procedures and having comparable results make it possible to now is ensured through the Online Energy Monitoring Platform. Technical managers of prioritize the energy saving opportunities and projects according to the Municipality’s 100 public buildings as well the operators of street lighting and of the public transport true needs and therefore improve the energy conscience of our organization.” utility were trained on how to enter and analyze the monthly energy data available.”
Gianfranco Trapula | Assessor at Urban Planning, Environment and Sabino Petrillo | Energy Manager of Montecchio Maggiore Municipality (IT) Energy Montecchio Maggiore (IT) “The establishment of an energy management team, coordinated by the Energy “The development of the EnMS and SEAP is only the starting point, not the final goal. Manager and participated by representatives of the municipal sectors that manage EnMS+SEAP are crucial to the strategy of continuous improvement in energy efficiency energy aspects, has been a crucial step. Particular attention has been paid to the and environmental protection. The aim of any public administration should be to identification of the boundaries of the System on the basis of direct energy use disseminate the energy saving culture for the reduction of carbon dioxide in the and the definition of the energy performance indicators for the assessment of atmosphere (the main cause of global warming) and to involve the whole of society direct energy uses and for measurements and monitoring. Only through continuous in safeguarding the earth, particularly with regard to climate change.” monitoring of energy performance we can reduce energy consumption and decide where, how and when to act to improve energy efficiency.”
Pēteris Dzalbe | Vice-Mayor of the city of Daugavpils (LV) Marius Dumitrache | Energy Team Inspector of Resita Municipality (RO) “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 “New available options for CO2 reduction (including eco-education) are actually day- Latvia. The Law foresees that nine Latvian cities, including Daugavpils, are obliged to-day opportunities that can generate social and environmental multiple benefits to implement a certified EnMS until April 2017. As a signatory of the Convent of for citizens. The project has created many opportunities to attract funds, opening Mayors, municipality has voluntarily committed to reduce GHG emissions in the the road for new investors in the city and implicitly, optimizing and lowering costs whole territory of the city until 2030 by 40% compared to 2010.” at the local level.”
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 .” 6 Overview of the guidelines for the integration of EnMS according to ISO 50001:2011 7 an EnMS and a SEAP
ISO 50001 standard forces organizations to establish criteria to control and evaluate When an organization develops its own EnMS and when a Certification Body is assessing results of planned activities in advance, to define shared suitable indicators, and to take how an EnMS conforms with ISO 50001, it is necessary to bear in mind that the aim is to decisions on measured results and quantified expected results. 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 Figure 1: EnMS model according to ISO 50001 aim of the Standard is to help organizations to a continous improvement model based on the PDCA cycle approach:
Figure 3: Energy Management System Continual Improvement Model PDCA (source: EERE)
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: The general aim of the Standard is to help organizations to establish and maintain: Figure 2: EnMS+SEAP approach
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. 8 Sustainable Energy Action Plans according to Implementing of ISO 50001 requirements by a 9 the Covenant of Mayors guidebook Local Authority in tandem with a SEAP
The Sustainable Energy Action Plan (SEAP) is a key document that outlines how the EnMS can helps LAs to implement their SEAP over the years using a systematic approach, Covenant signatory will reach its commitment by 20201. The Covenant’s commitments whilst at the same time avoiding the typical obstacles such as frequent “management
cover the whole geographical area of the LAs (town, city, region) in order to reduce GHG turnover”. Continual energy improvement and CO2 reduction shall become a fundamental emission by at least 20% of the level calculated in a specific past year, which is the “baseline criterion reflecting the energy policy of the Municipality. EnMS and SEAP requirements are year”. Therefore the SEAP includes actions to achieve the following targets by 2020: very similar:
Figure 5: Common requirements in EnMS and SEAP 20% decrease of primary energy consumption;
20% increase in renewable energy sources; Requirement ISO 50001 SEAP
20% decrease in CO2 emissions. Internal structure, role and responsibilities
Policy of the organization Currently more than 7,300 european LAs signed the Covenant of Mayors supporting the EU in reaching 2020 targets. Energy baseline(s) and performance indicators
Communication Figure 4: Covenant of Mayors step-by-step
Internal training
Objectives, targets and Action Plan
Measurement and monitoring
Independent external evaluation
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 1 Municipalities supported by 50000&1 SEAPs have joined the Covenant of Mayors 2020 targets. act officially approved by the City Council. 10 Figure 6: Energy Policy commitments in EnMS+SEAP approach Figure 7: EnMS internal organization in a LA 11
Political Energy Policy Administration
Top Management
SEAP Energy Head of requirements performance Technical Area Management Representative
Energy CO reduction Energy Energy Energy Energy 2 Manager targets consumption efficiency intensity use Coordinator of Energy Team
Energy performance targets and SEAP requirements can be managed under the same Energy Policy, but with new boundaries of action of the EnMS. Area 1st Area 2nd Area 3rd Area 4th
Energy Team Energy Team Energy Team Energy Team Internal rules and responsibilities
LAs administration shall define internal rules and responsibilities in order to develop Once the EnMS+SEAP has formally and practically allocated specific human, technical and implement ISO 50001 integrating its energy policy in the activities of the Public and financial resources, the LA is ready to start the implementation and operation phase. Administration. Top Management shall appoint the management representative, the The organization shall conduct, document and implement an energy planning process energy team and the coordinator of the energy team providing the resources needed consistent with the Energy Policy focused on the continuous improvement of the energy to establish, implement, maintain and improve the EnMS and the resulting energy performance and the respect of the legal requirements applicable. performance. 12 Scope and boundaries 13
LAs shall decide which kind of activities, offices and sectors of the Public Administration will Figure 9: Direct energy use in the LAs Figure 10: Energy use in the territory 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.
Figure 8: Scope of the EnMS in LAs
Area 1st – Area 2nd – Area 3rd – Area 4th – General Finance and Public Works Population Secretariat Taxes Sector and Urban services Sector and Staff Planning Services Sector Sector
• Contracts and • Public Procurement • Technical office • Schools and Planning public tenders • Accountancy Office • Environment transport service • Urban Planning for students This clause of the standard focuses on the energy performance of the organization and • Energy and Energy • Public Transport Manager tools to maintain and continually improve energy performance. Energy planning shall • Public Works involve a review of the organization’s activities that can affect energy performance. • Public Building maintenance • Public Lighting Figure 12: Basic concepts diagram of energy planning maintenance • Data analysis
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 theboundaries 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. If we consider these examples of inputs, it becomes clear that they can be obtained only On the other hand, SEAP implementation within the Covenant of Mayors is consistently from organizations (official target of the EnMS), not from community context, where geared towards reducing GHG emissions in the urban context as a whole. This means that the level of information is more general. But the good news is that in this second case if one wishes to activate SEAP and EnMS together, it is necessary to change the traditional (community context) planning outputs will be the same, they will only need to be adapted boundaries of action of the EnMS to cover the entire urban context. to a new and more complex environment. 14 Legal requirements and other requirements 15
Applicable legal requirements can be, for example, those international, national, regional Adopting specific criteria, is possible to define areas of significant energy use in private and local requirements that apply to the scope of the EnMS related to energy. Examples sectors (indirect energy use): 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. Percentage of energy use versus total Interest in using and consuming energy by consumption in the territory as calculated in “stakeholders” the “baseline” Energy review and energy baseline
The energy review and energy baseline represent the basis of the energy planning, as they Energy Performance Indicators (EnPI) make it possible to create an energy assessment of the boundaries of EnMS application. Organizations shall identify appropriate EnPI for monitoring and measuring energy performance. EnPI shall be reviewed and compared to energy baseline as appropriate. Figure 13: Energy Planning step-by-step 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. • Current energy sources Energy use analysis • Past and present energy use and consumption • Estimation of future energy use and consumption Figure 14: EnPI defined for direct energy use
• Facilities, equipment, personnel that Direct Energy use EnPI
affect energy use and consumption 2 Identification of Electricity in buildings, facilities kWh/m monthly • Identify other relevant energy use Baseline significant energy use • Determine the current performance of Electricity in Public Lighting Systems kWh/light lamp monthly facilities, equipment, systems Natural Gas in buildings, facilities kWhth*degree days/m2 monthly
Fuel in vehicle fleet/Public Transport Km/L monthly Identify and prioritize • Renewable energy use, Baseline opportunities of improving • potential energy sources, forecasting and energy performance • efficiency potential modification Figure 15: EnPI defined for indirect energy use (territory)
EnPI in the territory EnPI Energy review and Energy baseline shall be updated at defined intervals and in response 2 to major changes in facilities, equipment, systems and process (direct energy use in LAs). Electricity consumption per sector kWh/m Identification and evaluation of energy use should lead the organization to define areas of Natural gas consumption per sector SCM per year*DD significant energy use by adopting specific criteria such as: Fuel sales in private transport per fuel Tons per year
Electricity and thermal RES production kWh per year; kWh/m2 Minimum payback-time Potential reduction in estimated Total energy consumption per capita MWh/inh Percentage of energy of estimated investments energy consumption based on use versus total based on bibliographic bibliographic data on applicable Total energy consumption per sector MWh/inh./company consumption data on the applicable improvement opportunities improvement ortunities Urban Waste production Tons/inh 16 Energy objectives, targets and action plan 17
ISO 50001 and SEAP objectives are detected on different time scales. ISO 50001 is generally Figure 16: Energy Management System Continual Improvement Model PDCA (source: EERE) 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:
Supporting LocaL authoritieS in the deveLopment and integration of The budget and timeframe Details of the method by Seap’S with energy management SyStemS Responsibility within which individual which individual targets according to iSo 50001 targets are to be reached are to be reached
The level of commitement and responsibility of the personnel involved is linked to the type of objective and relevant target:
Lativa: Its achievement will involve monthly Its achievement is only down to the on stakeholders which are not obliged to on i i correct application of the EnMS. follow LAs instructions. Results not ct ct Results must be demostrated! A A xternal guaranteed! Internal Internal E
Poland: monthly Monitoring
The monitoring of the energy performance is a fundamental requirement of the FRance: monthly EnMS+SEAP approach to demonstrate the effectiveness of the correct implementation Romania: quarterly 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. Bulgaria: quarterly Italy: The LAs shall ensure that the key characteristics of their operations that determine energy quarterly 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 Greece: quarterly the implementation of the EnMS requirements and at the same time shall transfer the Spain: quarterly EnMS approach and methodology to monitor the energy performance in private sectors identifying specific indicators as mentioned above. 18 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; Consortium Relevant variables related to significant energy uses;
EnPIs; SOGESCA (Coordinator) | www.sogesca.it The effectiveness implementation of the Action Plan in achieving objectives CRES | www.cres.gr and targets; PNEC | www.pnec.org.pl Evaluation of actual versus expected energy consumption. EKODOMA | www.ekodoma.lv ARM | www.arm-bg.net LAs shall define and periodically review its measurement needs according to specific ECQ | www.ecq-bg.com needs and according to the Covenant of Mayors Monitoring Report timeline. Measurement AMET | www.amet.ro 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 DENKSTATT | www.denkstatt.ro to investigate, react and respond to significant deviations in the energy performance. DEPUTACION OURENSE | www.depourense.es ALBEA | www.albea-transenergy.com AMORCE | www.amorce.asso.fr Experiences from technical partners of the Project MT PARTENAIRES INGÉNIERIE | www.mt-partenaires.com ICLEI Europe | www.iclei-europe.org
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.” Imprint:
Publication directed by SOGESCA Evi Tzanakaki | CRES, Greece Published in May, 2017 “It takes considerable political commitment to proceed with the EnMS. And very dedicated, hardworking staff. The problems encountered in most municipalities during the data Design by Rebekka Dold | www.rebekkadold.de collection for the BEI and SEAP have been dealt and solved with through the EnMS.” Deliverable n. 6.13
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.”
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.” Supporting Local Authorities in the development and integration of SEAPs with Energy Management Systems according to ISO 50001
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Contact: SOGESCA: [email protected] | [email protected] ICLEI Europe: [email protected] Website: www.50001seaps.eu Twitter: @50001SEAPs