Download Terms of Reference (ToR) IWA Expert Group

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 CO2 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.
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 2019.
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 2019.
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
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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.
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
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.
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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 Summary of international standards and practices for Q2-4 (2014)
standards and practices for GHG and energy emissions in water carbon and energy emissions in water and wastewater
and wastewater utilities
utilities
Provide information and guidance on existing methodologies Framework for measuring and monitoring GHG emissions in Q2-4 (2014)
and monitoring schemes which are in place (i.e. in water and pilot utilities and at the national level across a larger
wastewater utilities) to measure GHG emissions, and are actively number of utilities
moving towards carbon neutrality
Provide advice and guidance on the process of identifying and
Q2-4 (2014)
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,
Q2-4 (2014)
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 cost-effective solutions for achieving energy and carbon
neutrality
Option study
Contribute towards optimization guide that enables mitigation Optimization guide that provides general guidance on Q 3-4 (2014)
of GHG emissions using technologies, as well as improving technologies and processes to improve energy efficiency Q 1-2 (2015)
processes already in place
while reducing GHG emissions
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)
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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
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
Participate in trainings as technical resource persons
Reports from training workshops
Provide input and feedback on international guidelines, manuals International guidelines, manuals and outreach materials
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 Summary of technical guidance requested from utilities,
water and wastewater utilities on areas such as:
and the response from the “help desk”
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 provided to pilot utilities and any follow up correspondence
reduce energy consumption and GHG emissions
o Technical troubleshooting of applying energy
saving and optimization process, and GHG reducing
measures (including technologies)
Year 2-5
Year 3-5
Provide recommendations of training experts
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Year 2-5
Year 2-5
Annex 1. Modalities of Expert Group
Expert group structure
Existing networks –
SuSana;
Agriwikipedia; IWA
Specialist Groups
Expert group –
Advisory services
- available for
remote support
IWA Task Force to
develop guidelines
for energy efficiency
and mitigation of
greenhouse gas
emissions
Expert group
members will be
screened and selected
Expert group
available for on-site
visits
Terms of Reference
and contract to
deliver advice and
support to countries
Selection of expert group members
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
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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. http://www.iwataskgroupghg.com/). 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.
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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
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)
IWA sends request to Expert
Group
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
http://www.wsportal.org/templates/ld_templates/layout_1367.aspx?ObjectId=30018&lang=eng.
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
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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
Diagnosis
Solution
Follow-up
•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)
•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
•Experts write a report on the technical support provided and any follow up that is needed
– approved by DVs
•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



Contracting experts for on-site
visit

Provide input into expertise needed
Provide suggestions of experts
Review shortlist of expressions of interest for expert
pool
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.
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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
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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
-
Conflict of interest – taking work
away from consultants?
Medium
-
-
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Inclusion of national experts in the
expert group
Has added benefit of raising
profile of project in the country
Clear terms of reference and
agreement between IWA and
expert group
Consultants can be part of expert
group (if have expertise)