Call for consultants for an Energy study – Supporting decarbonisation with a focus on the transformation of the heating sector

Background 

The Polish Green Network (PGN) / CEE Bankwatch Network are looking for a consultant to map the existing and anticipated heating situation in the Kleczew municipality in the region of Konin / Wielkopolska Wschodnia in Poland. The study is intended to be a prelude and basis for further elaborations aimed at developing a scenario for decarbonising the district heating system in the municipality (and the region more broadly). 

The PGN and CEE Bankwatch Network are working extensively on implementing a just transition away from fossil fuels in a number of countries in the CEE region, including Poland. Decarbonising the heating sector is a key issue, as coal dominates the district heating systems in just transition regions. Kleczew is a rural-urban municipality placed in Konin County in Eastern Wielkopolska, Poland. The municipality is divided into 18 administrative units with 51 smaller towns and villages inhabited by 9,719 citizens. Historically, the most important period for Kleczew was after the Second World War, when the first lignite mine was established and lignite started to be extracted. Importantly, Kleczew was admitted as a residence of the Lignite Coal Mine of Konin. Coal mining turned out to be a breakthrough in the history of the municipality and led to dynamic development. In 2002, Kleczew ranked eleventh on the list of communes in Poland with the highest investments. Yet in 2023, its situation was very different  – lignite extraction has ended, and the municipality is currently looking for new investments.    

Introductory information on current status and plans for the municipal heat supply  

The municipality of Kleczew does not have a centralised district heating system. Heat is supplied to consumers by individual boiler rooms and heating systems which meet the needs of residential buildings and public facilities. There are two local boiler houses in Kleczew and Budzisław Kościelny, which supply heating to three blocks of flats in each village. In Kleczew, ZGKiM sp. z.o.o. supplies heat, whereas in Budzisław Kościelny, the heat is supplied by the Housing Community on Szkolna Street. Public buildings are heated mainly by gas, fuel oil and electricity. Biomass, liquefied petroleum gas and coal are also used. 

Residents of individual households in the municipality (not linked to the boiler systems) mainly heat their houses with hard coal. The municipality of Kleczew subsidises the installation of a new or replacement heating system to reduce exhaust emissions. The subsidy is granted for the installation of a heat source, i.e. a gas boiler, an electric heating appliance, a solid fuel boiler meeting the quality requirements, and a heat pump. In addition, the municipality of Kleczew participates in the Clean Air Programme. 

In 2022, a Study of Conditions and Directions of Spatial Development of the Municipality and the Town of Kleczew was developed. According to its provisions, the municipality should strive to modernise heat sources, gradually replacing them with those powered by ‘ecological sources’ (the municipality considers fossil gas as one such source, despite evidence to the contrary; hence its plans for gasification). However, the study states that it would be preferrable for the municipality to use renewable heat sources in the form of geothermal energy, heat pumps and solar collectors. Educational activities with regard to new heating solutions are also planned. 

Subject of the proposal 

The objective of the study is to provide a comprehensive analysis of the heating systems and demand in the municipality of Kleczew. The study will be used as the groundwork for a heating decarbonisation plan for the municipality of Kleczew. Where appropriate, the study should refer to relevant local and regional plans, such as the region’s Territorial Just Transition Plan. The Assumptions for the Plan for the Supply of Heat, Electricity and Gas Fuels for the Municipality of Kleczew for 2023 – 2038 should also be taken into account. 

The study should be approximately 15 to 20 pages long. It will be written in Polish with a summary in English. The study should include the following (with the approximate number of pages): 

1. Executive summary (2 pages) 
2. Introduction (2 pages)

 – a brief historical analysis of the heating systems (including preparation of domestic hot water) in the municipality; 

– a description of the methodology used; 

3. Mapping of current heating/cooling infrastructure (5 pages)

– mapping of available data specifically relevant to the municipality of Kleczew in local authority documents and – where relevant – government and other stakeholder reports; 

– characteristics of the existing Kleczew’s heating/cooling systems: technology, size (capacity), infrastructure, energy sources used (including fuels, electricity), operation, ownership and organizational set-up (some element of field research is necessary); 

– analysis of the condition of buildings in the municipality with a view to assessing and planning heating/cooling systems: basic data about the buildings (usage, age, size, heating method), heat and electricity demand, energy performance of buildings.  

4. Mapping of heating/cooling demand (5 pages)

– analysis of current and anticipated heating/cooling demand in the municipality (based on the data about buildings); 

– a forecast for the continued use of the current heating and cooling systems: sustainability, expected maintenance costs and the price of the fuel sources used; 

5.  Conclusions (2 pages)
6.  Summary in English providing the main findings (2-3 pages).

The final outline of the analysis will be agreed with the contractor prior to the commencement of his work. The contractor will be responsible for developing the analysis and is expected to prepare two draft versions and a final version. The analysis or parts of it may be published and the contractor should agree to be listed as an author. The consultant may be required to participate in further outreach activities, including the development of a decarbonisation plan for the Kleczew municipality. The costs of these activities will be covered separately. 

Timeline 

Budget 

Tenders will be analysed on the basis of value for money (maximum budget for the task is EUR 20,000 including VAT). Half of it to be paid upon the delivery of the first draft and the difference upon delivery of the final version of the study. 

Eligibility 

Experts in the field of sustainable energy, with a background in engineering or similar. They should have extensive knowledge of the heating and building sector. Knowledge of or previous experience specific to energy sector planning is required.   

The offer should contain: 

1. The applying entity’s portfolio highlighting the required qualifications and experience;
2. Application consisting of technical and financial elements. The technical elements comprise a 2-page outline proposal for the study. This should include the consultant’s proposed methodology. The financial elements comprise the financial offer including VAT. The candidate should name at least two references who have agreed to support the application; 
3. Examples of similar previous work are welcome in support of the application;
4. Signed statement certifying that the candidate does not fall into any situation that is grounds for exclusion from participation in the procurement (according to Bankwatch’s internal procedures). 

Selection process 

The selection criteria will consist of: 

1) Professional capacities – the strength of portfolio, past reports, reference list of experience in similar or related projects; 

2) Quality of project proposal and alignment with requirements to consider only sustainable energy forms; 

3) Financial offer; 

4) Other added value to the analysis (e.g. knowledge of the local context).