ToR: Consultancy Services on State-level Energy Efficiency Implementation in India

1. SEforALL Background

Sustainable Energy for All (SEforALL) is an international organization working with leaders in government, the private sector and civil society to drive further, faster action toward achievement of Sustainable Development Goal 7 (SDG7), which calls for universal access to sustainable energy by 2030, and the Paris Agreement, which calls for reducing greenhouse gas emissions to limit climate warming to below 2° Celsius. Achieving these goals will require a radical rethink of the way we produce, distribute, and consume energy. SEforALL is at the heart of this foundational shift to ensure no one is left behind. Drawing on data and evidence, we identify a critical path to success in achieving SDG7.

Former UN Secretary-General Ban Ki-moon launched the Sustainable Energy for All initiative in 2011. Now an independent organization, we maintain close links with the UN, including through a relationship agreement, partnerships with UN agencies and with SEforALL's CEO acting as the UN Secretary-General's Special Representative for Sustainable Energy for All and Co-Chair of UN-Energy. These roles include advising the UN Secretary General and his staff on issues relating to sustainable energy and the implementation of SDG7 and supporting the coordination of sustainable energy issues in the United Nations system.

The ambitions of SDG7 are extraordinary. Aiming to achieve them in the context of the Paris Agreement on climate change involves transformation at a scale never undertaken before. Swift action must be taken by Leaders in governments, private sector companies, institutions, financiers, development banks, unions, communities, entrepreneurs, and civil society. As we enter the final decade to achieve SDG7, SEforALL has strategically chosen to strengthen global agenda-setting while expanding its activities to an engagement model that prioritizes data-driven decision-making, partnerships with high-impact countries and implementation on the ground. The new SEforALL three-year business plan outlines “results offers” that scope out our planned interventions and demonstrate to our funding partners the impact of their support. 

2. Context

Collaborative efforts between the national and state governments are necessary for large-scale deployment of energy efficiency measures across all segments of the economy. In India, State governments have been mandated to designate a specific agency dedicated to energy efficiency and conservation and urged to develop action plans to achieve the assigned targets.

The Bureau of Energy Efficiency (BEE), in collaboration with the Alliance for an Energy Efficient Economy (AEEE), has developed the State Energy Efficiency Index (SEEI) with 50 indicators across 7 sectors to track progress and guide energy efficiency policies at the state level. The 2021-2022 SEEI report highlights the need to strengthen institutional capacity to implement State Energy efficiency Action Plans and to bridge the gap between demand and supply of energy efficiency solutions through collaboration between State Designated Agencies (SDAs), financial institutions and energy service companies (ESCOs) for large-scale deployment of customized state-level energy efficiency programs.

SEforALL is leading the Mission Efficiency India initiative over the next two years, focused on:

• Elevating energy efficiency in India, both in institutional and individual agendas, including through innovative outreach and engagement campaigns that showcase people-focused benefits of an “Energy Efficient LiFE”, including through demand flexibility.
• Supporting energy efficiency in India, to harness India’s national aspirations by supporting energy efficiency strategies and implementation. Identifying ambitious goals will involve sector-specific measures that lay the groundwork for a supportive environment to attract the necessary investments. SEforALL will support the BEE to develop /update / align its national roadmap for doubling EE and support subnational implementation framework development. This includes support for utilities to address demand side management and grid flexibility challenges. The implementation framework support would be with local technical experts providing support to the BEE from SEforALL within the Mission Efficiency initiative to provide in-country support.
• Investing in energy efficiency in India, including with strategic assistance at the state and utility level to demonstrate and scale up energy efficiency and demand flexibility implementation that leads to tripling of renewable energy and doubling of energy efficiency progress.
  The State-level Energy Efficiency Implementation component focuses on assisting at least four Indian states to advance the implementation of State Energy Efficiency Action Plans (SEEAPs), by identify program opportunities, raise awareness, and attract investment, including potential energy conservation funds. The selection of these states will be made in consultation with project partners, potentially leveraging existing initiatives or expressions of interest.

3. Objective

The objective of this TOR is to engage a firm to support the identification, development, and adoption of actions to enhance implementation of SEEAPs in at least four Indian states over 18 months (July 2024- December 2025). The assignment will also seek to improve federal-state coordination and coherence in energy efficiency targets, policies, and programs.
All activities under this assignment are to be conducted in close collaboration with SEforALL and the Mission Efficiency India unit, as well as in ensure close coordination and alignment with the other Component of the Mission Efficiency India initiative.

The main milestones this assignment is expected to contribute towards are:

Milestone 1: Establish a High-Level Advisory Committee

A high-level advisory committee is created, or an existing one is further supported, to strengthen engagement between SDAs in at least four states, the Mission Efficiency India Unit, BEE, local decision-makers, and facilitate the exchange of best practices to advise on SEEAPs implementation. This workstream involves designing terms of reference, identifying and engaging focal points, defining the scope of work for the group in consultation with participants, and facilitating discussions to advance progress. The selected firm will facilitate effective communication and collaboration among group members, identifying key stakeholders and ensuring their participation.

Milestone 2: Launch of Recommendations for Implementing SEEAPs

Recommendations on programmatic and investment frameworks to implement SEEAPs in four states are consolidated in knowledge products and validated with SDAs and BEE. The selected firm will liaise with SEforALL, BEE, SDAs and relevant experts to produce a comprehensive package of recommendations tailored to at least four states. This workstream involves conducting research, analyzing data, and drafting the recommendations. The selected firm will also facilitate validation meetings to gather inputs and ensure alignment with stakeholders' priorities and sector gaps. Additionally, the organization will coordinate close with SEforALL, BEE, and – where relevant – the Ministry of Power to announce the recommendations and support their dissemination with target audiences.

Milestone 3: Capacity Building and Project Identification

Authorities and local stakeholders (including financial institutions, ESCOs, and industry players) in at least four States are sensitized on SEEAPs. They collectively identify cost-effective, technically feasible, and financially viable implementation projects in priority sectors (buildings, transport, industry), along with associated investment requirements. This workstream involves conducting state-specific sensitization workshops and communications on SEEAPs, and convening and facilitating public-private forums to identify specific implementation projects and associated financing needs, sources and instruments.

Milestone 4: Establishment Of Large-Scale Programs

At least four States, at their discretion and interest, each establish large-scale state energy efficiency programs to implement SEEAPs, in line with national energy efficiency objectives. This workstream involves conducting energy efficiency and demand-side management potential assessments, identifying specific sectoral opportunities, as well as assisting at least 4 SDAs with program design. The selected firm will support SDAs in validating implementation programs with public and private stakeholders, assisting with technical analysis and evidence to demonstrate the feasibility and benefits of the proposed initiatives. Additionally, the organization will facilitate discussions between SDAs and BEE to ensure federal-state coordination and alignment of state programs with national goals and policies, and facilitate knowledge exchange.

4. Scope of Work

To deliver on the above stated objectives and workstreams, the selected firm will undertake the following tasks:

4.1 Workplan, Kick-off Meetings and Inception Report

i. Propose a project workplan for delivery; produce a priority list of possible target States and utilities based on agreed criteria, including a list of key contacts target in SDAs, regulatory authorities, utilities and other key institutions. Finalize a workplan that includes the overall approach for the project, proposed activities, capacity building and communications strategy related to project delivery, and a monitoring and reporting plan to track progress with all target stakeholders.

ii. Prepare inception workshop, in coordination with SEforALL and main government stakeholders, invite key stakeholders for the assignment. Present the assignment and explain the goals and relevance of the project from a national perspective, and the benefits of taking on this activity and the long-term development of the country. Facilitate agreement on the workplan between SEforALL, BEE and key SDAs, and officially kick-off the project with an inception workshop/meeting. Develop an inception report based on the outcomes and information captured in the initial kick-off meetings.

4.2 Establishment of a High-Level Advisory Committee

Consultative working group: identify and engage core staff from BEE, SDAs, and other public authorities. Draft terms of reference and workplan for the group. Organize a kick-off meeting to gather feedback, and organize and facilitate regular meetings to advance activities agreed in the workplan.

4.3 Launch of Recommendations for Implementing SEEAPs

State Energy Efficiency Action Plans Implementation Studies: Engage BEE and SDAs in target states to assess needs and priorities. Develop an outline and dissemination plan for the Studies that address these needs in line with project goals. Conduct research and analysis on the status, gaps, technical and market potential for energy efficiency in building, industry and/or transport in each state. Consolidate best practices, case studies, and develop recommendations. Organize and facilitate stakeholder consultations to gather input and feedback on the recommendations. Prepare the white paper for publication and ensure dissemination in each state and with key national audiences.

4.4 Capacity Building and Project Identification

i. Capacity building: Identify and engage public and private players, including financial institutions and ESCOs, that are active in the target states and have stakes in the implementation of SEEAPs. Produce and roll-out targeted awareness-raising materials. Design, organize and deliver sensitization workshops to increase knowledge and participation in energy efficiency programs.

ii. Project identification: Identify and engage private sector service providers players able to and interested in offering energy efficiency services, provide technologies or invest in solutions in target states. Organize public-private forums to identify cost-effective, technically feasible, and financially viable implementation projects in priority sectors (buildings, transport, industry), along with associated investment requirements. Facilitate partnerships between service or technology providers and investors to launch projects.

State energy efficiency programs

i. Establishment of large-scale programs: Assist SDAs in designing and validating project proposals for large-scale state energy efficiency programs. Support discussions between SDAs and BEE to ensure coordination and alignment with national goals. Assist SDAs in identifying funding requirements and devising fundraising strategies.

ii. Sustainability plan: compile a detailed proposal with key recommendations, roles and responsibilities, and resources needed to support sustainability of the specific state energy efficiency programs identified.

5. Approach, Timeline, and Deliverables

Approach: The selected firm will maintain close contact with a designated SEforALL contact(s) throughout the assignment to facilitate access to documentation, relevant SEforALL staff, and other partners as and if needed. All draft reports and deliverables will be reviewed by SEforALL.

The selected firm should make a concerted effort to mainstream gender considerations throughout this assignment. This includes following gender parity when looking for candidates. Furthermore, the firm is encouraged to implement a 40:60 female to male ratio in their team and submit a copy of gender policies followed by the firm.

Deliverables and Timeline:
The deliverable for the Mission Efficiency India Project – State Energy Efficiency Implementation Component are placed below. The timelines are indicative, but the overall objective is to ensure that new, large-scale state energy efficiency programs are designed and adopted in at least four states in India. The reports must be provided in English.
Bidders are required to submit a proposal encompassing all activities. Please note that funding is currently available for activities 1-4 and 6, while activity 5 will proceed contingent upon securing additional funding.
 

6. Travel

Travel to the selected target states may be required, depending on the firm's location, with the travel schedule to be agreed upon during the work planning phase.

7 Eligibility Criteria and Qualification Requirements

7.1 Eligibility Criteria

• Registered company/legal entity with a minimum of 5 years’ experience in the subject area (scanned copy of the Certificate of Incorporation to be submitted), eligible to work in India.
• Completed and signed SEforALL Bank Details Form.
• Statement of Confirmation.
• Audited Financial Statements for the last 2-3 years.
• Profitability: Profit Margin Ratio or Return on Assets Ratio should be preferably positive. In case of
  negative profit margin ratio, SEforALL may request additional documents and/or adapt
  payment terms and conditions.
• Solvency: A solvency ratio should be preferably more than one (1). In case of negative solvency, SEforALL may request additional documents and/or adapt payment terms and conditions.
• Turnover: The average annual turnover for the past three (3) years (or for the period the bidder has
  been in business if it has not yet reached three (3) years) should be at least 1 time more than anticipated value of the contract.

Any direct or indirect work related to this assignment must comply with the Foreign Contribution (Regulation) Act (2010). The bidders are solely responsible for assessing the applicability of FCRA regulations to their activities. SEforALL assumes no liability for any violations of FCRA regulations by the bidders or their subcontractors engaged in this assignment.

7.2 Qualification Requirements and Expertise

The applying organization must demonstrate the following criteria:

• Proven Track Record:
  • Extensiveexperienceindesigning,implementing,andevaluatingenergyefficiencypoliciesand/or
    programs at state or national levels in India and/or similar emerging markets.
  • Successful completion of similar projects, with documented outcomes and impacts, preferably
    within India.
• Technical Expertise:
  • Strongtechnicalexpertiseinenergyefficiencypoliciesandprogramsacrossvarioussectorssuch
    as buildings, transport, and industry. In-depth understanding of energy efficiency policies,
    regulatory frameworks, and institutional structures in India.
  • Proficiency in conducting energy efficiency potential assessments, designing programmatic
    frameworks, producing technical reports and recommendations, and advocating for energy
    efficiency programs with federal and/or state governments in India. o Technical expertise in demand-side modelling is an asset.
• Stakeholder Engagement:
  • Demonstrated ability to collaborate with and mobilize a diverse range of stakeholders, including
    federal and state government agencies in the energy efficiency sector, utilities, financial
    institutions, ESCOs, and private sector entities to engage in energy efficiency programs.
  • Proven experience in facilitating advisory committees and stakeholder consultations with energy
    efficiency policy decision-makers.
• Capacity Building and Training:
  • Experience in organizing and conducting capacity-building workshops and training sessions
    tailored to the needs of various stakeholders in the energy efficiency sector.
  • Ability to develop and disseminate educational materials and conduct awareness-raising
    activities.
• Project Management:
  • Strong project management capabilities, including developing detailed work plans, budgeting,
    monitoring and reporting, and ensuring timely delivery of project milestones.
  • Experience in managing multi-stakeholder projects with a focus on achieving tangible outcomes.
     

The applying firm must demonstrate that it has a capability to deploy experienced professional staff to address the scope of work outlined and address potential staffing/team membership contingencies that may arise during the implementation of the project. For the implementation of all the deliverables, the following experts may be needed from the organization: Team Leader, Experts on energy efficiency technical research, policy, financing, stakeholder engagement and communication. The availability of local expertise is also highly desired for the assignment.

The roles of the experts may be combined, provided experts should have demonstrable experience in more than one of the above fields of work. In particular, this provision applies to the roles of Team Leader, research and policy experts.
Team Leader: The Team Leader will be responsible for managing all the activities envisaged under this TOR, assessing the quality of the submitted reports and drafts, and communicating progress achieved during the implementation of the activities on a regular basis. All experts must be excellent in English skills, and additional knowledge of Hindi or other relevant languages are considered as an asset. All experts engaged are expected to conduct as per ethics, standards and values of UN agencies and International Organizations. The Team Leader should consult and report on each workstream directly to the designated project lead from SEforALL.

The qualifications and experience of the team required are as below, but the applying firm are welcome to provide CVs/information of additional experts or local experts that could be closely involved in the project.
 

7.3 Qualification and Experience Requirements for the Team

i. Team Leader:

• Advanced degree in Engineering, Energy Policy, Management, or a related field.
• At least 15 years of experience in the energy efficiency sector, with a focus on demand-side management and/or energy efficiency programs. Strong understanding of the regulatory landscape and policy frameworks related to energy efficiency in India. Proven experience in building and maintaining relationships with government officers and industry decision-makers is
  required.
• Proven leadership in managing large-scale energy efficiency projects. Excellent stakeholder
  management and communication skills

ii. Energy Efficiency Policy Expert:

• Advanced degree in Engineering, Energy Systems, Public Policy, or a related field.
• At least 5 years of experience in energy efficiency policy, preferably in India.
• In-depth understanding of energy efficiency regulations and policy development processes,
  preferably at the state-level in India.
• Experience in drafting energy efficiency program proposals and working with government bodies
  on policy approval. Experience in engaging with industry stakeholders in the energy efficiency sector is an asset.
• Experience in training stakeholders on energy efficiency measures is an asset.

iii. Energy efficiency Research Expert:

• Advanced degree in Engineering, Data Science, Energy Systems, or a related field.
• At least 4 years of experience in energy efficiency technical or economic research. Demonstrated expertise in developing analytical tools for demand-side management or energy efficiency analysis is an asset.
• Strong analytical skills and experience in conducting technical assessments and coordinating technical and analytical projects in the power sector, preferably in India.

iv. Engagement and Coordination Expert:

• Advanced degree in Energy Policy, Sustainability Studies or a related field.
• At least 7 years of experience in stakeholder engagement and project coordination within the
  energy efficiency sector.
• Proven experience in organizing and facilitating stakeholder meetings and workshops, project
  planning, budgeting and experience in developing and executing communication strategies.
• Excellent communication and facilitation skills to ensure effective collaboration among diverse
  groups.

8. Bidding Process

Proposals can also be submitted as a single entity and consortia. Interested and qualified bidders must submit one Technical Proposal and one Financial Proposal as separate documents. Proposals must be submitted either in PDF of PPT format and should include the following:
Technical Proposal
• Brief background about your organization.
• The organization’s experience in carrying out similar work including relevant skills, qualifications, and
knowledge.
• Your understanding of the assignment, approach/methodology as well as proposed workplan. Any
deviations from the Terms of Reference should be clearly indicated.
• Three (3) relevant organizational/client references from the last three years.
• CVs of key personnel.
Financial Proposal, outlining the costs associated with carrying out the scope of work, including:
• Labour costs (personnel, daily rates, LOE).
• Equipment costs (if any).
• Other costs.
• Activity-based cost breakdown.
• All costs must be in USD and inclusive of all taxes.

9. Evaluation and Conflict of Interest

Statement of Confirmation:

• Confirmation of no conflict of interest (e.g., none of the bidder’s key personnel, including individuals directly involved in project implementation, management, or decision-making, is associated - financially, personally, or employment-wise - with concerned SEforALL staff, SEforALL experts/consultants recruited under this project).
• Confirmation that no fees,gratuities,rebates,gifts,commissions,orotherpayments,otherthan those explicitly stated in the offer, have been given, received, or promised in connection with the selection process or in contract execution.
• Confirmation of satisfactory past performance, including adherence to contractual obligations, timely delivery of services, and compliance with relevant regulations, and confirmation that the bidder is not debarred from conducting business in the country where the procurement is taking place.
• Confirmation that the bidder did not participate directly or indirectly in the preparation of the concerned procurement process or the bidding documents, including the terms of reference, being subsequently used by SEforALL.
• Confirmation of no conflict of interest between or among bidders,and a commitment to disclose any potential conflicts of interest to SEforALL for resolution prior to the submission of bids.

The evaluation of proposals will be based on an 80 – 20 split for technical proposal and financial proposal, respectively. Details of the evaluation criteria are outlined in Annex I.

10. Submission of Proposals

Please submit your proposal to procurement@seforall.org by 15 July 2024, 17:00 Central European Summer Time (CEST). In case of questions or queries please contact SEforALL at procurement@seforall.org
 

Annex I – Evaluation Criteria

1. Compliance with eligibility criteria: Pass/Fail

2. Technical Evaluation Criteria
Technical Capacity: 25 points
Expertise of the organization as per 7.2:

• How much knowledge and experience does the firm have in developing and/or informing energy efficiency policies and programs at national and sub-national level including state-level policymaking bodies (such as SDAs)? (5 points)
• How well can the firm demonstrate its ability to facilitate public and private stakeholder engagement and buy-in for the proposed energy efficiency implementation activities in India? (5 points)
•  How much expertise does the firm have on processes related to state-level energy efficiency implementation in India, such as: (5 points)
  • Sectoral energy efficiency potential assessments and demand-side modelling
  • Energy efficiency policy and regulatory analysis and recommendations
  • Evaluating and assessing investments gaps and financing modalities
  • Advising on the design of energy efficiency policies and implementation programs.
• How much experience does the firm have on capacity building, stakeholder engagement and communication on energy efficiency, particularly in developing country context? (5 points)
• Does the bidder have sufficient project management, adequate organizational structure, staff, local presence and sufficient sources of technical expertise to deliver all work streams of this project? (5 points)

Approach and Methodology: 30 points
Methodology and Approach of the assignment with detailed description of carrying out activities as per workstreams and scope of work referred in section 3 and 4 in India. The approach that indicates ability to enhance country and stakeholder buy-in for the project would be an advantage:

• How coherent is the overall approach and methodology of the proposal, and how will it meet some of key principals of the workstreams and scope of work, such as: (20 points)
  • Technical and policy analysis and recommendations
  • Sectoral energy efficiency program design
  • Stakeholders buy-in at state and federal levels
  • Training and capacity building for policymakers and other public and private stakeholders
• Are the activities proposed appropriate, practical, and consistent with the objectives and expected results? (5 points)
• Is the action plan clear and feasible, with a clear flow and sequence to activities? Bidders are encouraged to present accelerated timelines. (5 points)
   

Team Composition: 25 points
Qualification and Expertise of personnel as per section 7.3:

• Does the team meet the minimum requirements for each respective team member? (10 points)
• Expertise offered by the overall team and its structure in line with the scope of work and workstreams (5 points)
• Are roles and responsibilities effectively defined? (5 points)
• Does the team have a balanced gender ratio? Firms are encouraged to ensure at least 40% female
  representation in the team. (5 points)

Minimum technical passing score is 60 points. Firms who pass the min. passing score will be considered for the commercial evaluation.

3. Commercial Evaluation Criteria Budget and Cost-effectiveness: 20 points
• Is the proposal cost-effective and efficient?