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Final as of 10 March 2014

Guideline Manual

ASEAN Best Practices Competition for

Energy Management in Buildings and Industries

ASEAN Energy Awards 2016

Guideline Manual

ASEAN Best Practices Competition for Energy Management in Building and Industries


CONTENTS

Page

Introduction 2

Part 1 Objectives of Competition 4

Part 2 Qualification of Applicant 4

Part 3 Competition Categories and Definition

Part 4 Number of Application per Country and Number of Winners per Category

Part 5 Criteria and Distribution of Scores 4

Part 6 Guide for Documentation 5

6.1 Application Form 6

6.2 Certification and Endorsement 7

6.3 Project/Activity Overview 7

6.4 Impact 7

6.5 Sustainability 9

6.6 Replicability 10

6.7 Originality 11

6.8 Overall Presentation and Impression 11

Part 7 Rules and Requirements for Application

Part 8 Announcement of Winners

Part 9 Prizes

Part 10 Awarding Ceremonies

Part 11 Publication and Promotion

Part 12 Guideline of Time Schedule

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Introduction

It was in 2006 when the 1st ASEAN Best Practice Competition Award on Energy Management for Buildings and Industries has been officially placed on board. This regional project had its unrelenting support and the leadership of the ASEAN Center for Energy (ACE) in cooperation with the Energy Conservation Center of Japan (EECJ) and the Ministry of Energy, Trade and Industry (METI) of Japan. The success of this regional endeavor has been reinforced with the installation of the Board of Judges (BOJ) represented therein by the ASEAN Member States, namely: Brunei Darussalam, Cambodia, Indonesia, Lao PDR, Malaysia, Myanmar, the Philippine, Singapore, Thailand, and Vietnam.

Along the way since then, administrative and technical components, procedural and documentation improvements have been a part of ACE, ECCJ’s and BOJ’s regular research forum activities held yearly in Tokyo, Japan. To date, the publication of this First Guideline Manual, specific for the ASEAN Energy Management Award, is the fruit of long years and laborious efforts conceived to provide better understanding of the competition in the field of Energy Management. Moreover, for the purpose of improving the award system based on the experiences until 2009, the original “Guideline Manual” has been refined and the “Guideline Manual (2010)” was prepared. In addition, in accordance with setting up the new category or “Special Submission”, the “Guideline for Special Submission” was newly prepared. This is the “Guideline Manual (2010)”.

In this edition of the Guideline Manual, we have organized the order in Parts so as for the reader applicants to have a better understanding of the competition. Likewise, for the reader applicant to be well informed on the standard requirements and procedures being ask for in this award competition on energy management prior to and during the preparation of the documentations which form part of the overall application form – hereby noted as national entry documents when officially endorsed by then said member ASEAN country government to ACE.

This Guideline Manual discusses the following aspects of the awarding system in the order it was organized, and these are: the objectives of the competition; the basic qualification of the applicant; the criteria and distribution of scores; and, the documentation requirements.

It is the intention of this Guideline Manual to be used as the official reference document by the ASEAN Member Country applicants when joining the ASEAN Energy Management Award. Moreover, to raise more national entries and winners by keeping the Applicants fully aware on the requirements and other procedural matters prescribed by the Board of Judges in this Manual.

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Part 1: Objectives of Competition

1. To promote and disseminate best practices in energy management demonstrated or applied in buildings and industries in the ASEAN member countries.

2. To encourage all sector participation in adopting and implementing innovative and creative energy management approaches towards energy conservation to enhance business growth.

3. To promote energy management as a tool to save energy; as another form of energy resource; and, to improve environmental quality in the ASEAN region.

Part 2: Qualification of Applicant

Buildings and Industries should be at least operational in the last 2 year.

Part 3: Competition Categories and Definition

3.1 Area

1) Buildings Open category – any type of buildings, noting the nature and function of the building Must have been operational for at least 3 years

2) Industries Open category – any type of factories Must have been operational for at least 3 years

Note: If the building and industry are co-located and have a single receiving power system/metering, then the establishment is considered an industry. If industry and building are co-located in a single compound with separate receiving power system and metering, then they could be treated separately.

3.2 Size by energy consumption

The following category for each area specified in 3.1 above.

Size Category Area Criteria (Annual Energy Consumption)

Small and Medium Buildings Electricity ≤ 2,000 MWh/year

Industries TEC ≤ 30 million MJ/year

Large Buildings Electricity > 2,000 MWh/year

Industries TEC > 30 million MJ/year

TEC-Total Energy Consumption (Insert a conversion table for uniform units of measure)

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Part 4: Number of Application per Country and Number of Winners per Category

Name of Category Max Number of Application/Member Country No. of Winners per Category

1. Building

Maximum 2 Application

Small and Medium 2 1 Winner; 2 Runner-ups (applicants with the same score will be declared as group of winners/runner-ups)Large 2

2. Industry

Maximum 2 Application

Small and Medium 2 1 Winner; 2 Runner-ups (applicants with the same score will be declared as group of winners/runner-ups)Large 2

3. Special Submission Building (Open)

Industry (Open)

1

1

Open (Winners are declared based on 2/3 YES votes of the Judges)

Part 5: Criteria and Distribution of Scores

The Board of Judges shall give evaluation scores in view of the substance of the contents and informations presented therein in the submitted entry documents in reference to sets of established criteria.

The maximum total point score number is 100% marks based on the major criteria distribution. They are: 1.) Impact 2.) Sustainability 3.) Replicability 4.) Originality, and 5.) Overall Presentation and Impression.

Table below shows the main criteria and its sub-criteria group with corresponding maximum percentage point allocation:

Criteria and Mark StructuresNo. Criteria Group Maximum Marks

Allocation1 Impact 30%

1.1 Energy Saving (kWh/year, kL/year, ktoe) 12%1.2 Environmental Effect 6%1.3 Economic Effect 6%

1.3.1 Investment1.3.2 Payback Period

1.4 Energy Efficiency Index (kWh/m2/year, GJ/ton, etc.) 6%2 Sustainability 40%

1.1 Level of Participation and Involvement 10%1.2 Top Level Management Commitment 10%

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1.3 Short and Long-term Plan 5%1.4 Organization 5%

1.4.1 Established or Improved Organization for Energy Management1.5 Capacity Building 10%

1.5.1 Activities 5%1.5.2 Educational Training 5%

3 Replicability 15%3.1 Management Practices and Measures 10%3.2 Technology 5%

4 Originality(Creativity / Innovation)

10%

5 Overall Presentation and Impression(Readability, Adherence to format)

5%

6 Total 100%

Part 6: Guide for Documentation

Procedural guidelines and applicable format in preparing the national entry documents as shown and discussed below.

6.1 Application Form

6.2 Certification and Endorsement

6.3 Project/Activity Overview

6.4 Impact

6.5 Sustainability

6.6 Replicability

6.7 Originality

6.8 Overall Presentation and Impression

(Note: Insert checklist of documents in the covering letter of entries submitted to be checked and signed by Focal Points for easier tracking and flow of submission)

Submission Requirements Unit Please Check

Covering Endorsement Letter

Total Number of Pages (max of 17)

Submission 12 copies (original hardcopies) + 1 CD (all supporting files/documents)

Size Category

1. Small and Medium

Building Electricity ≤ 2,000 MWh/year

Industry *TEC ≤ 30 million MJ/year

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2. Large

Building Electricity ≥ 2,000 MWh/year

Industry *TEC ≥ 30 million MJ/year

Criteria (Discussion/presentation)1. Impact

2. Sustainability

3. Replicability

4. Originality (Creativity/Innovation)

5.Overall Presentation and Impression (Readability, Adherence to format; single paragraph, Times New Roman 12 pt font, 1 inch margin from all sides; A4 size paper)Total number of pages (not exceeding 17 pages)Pre-Qualification

At least 3 full years of operation prior to nomination

Start date of operations

*TEC – Total Energy Consumption

Checked by and Certified by: _______________________

Focal Point

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6.1 Application Form

Applicants to the ASEAN Energy Management Award should follow documentation format in the organized item order presentation as shown below:

Item No. Submission Heading/Discussion Items

Maximum Number of Page Allocation*

Building Industry1 Application Cover 1 12 Certification and endorsement 1 13 Project/Activity Overview 1 1

1.1 Description1.2 Rationale1.3 Target

4 Impact4.1 Energy Saving (kWh/year, kL/year, ktoe)4.2 Environmental Effect4.3 Economic Effect

4.3.1 Investment4.3.2 Payback period

4.4 Energy Efficiency Index (kWh/m2/year, GJ/ton/year, etc.)5 Sustainability

5.1 Level of Participation and Involvement5.2 Top Level Management Commitment5.3 Short and Long-term Plan

5.3.1 Organization5.3.2 Establishment of Organization of Energy Management

5.4 Capacity building5.4.1 Activities: Projects / activities applied for internal and external

of organization5.4.2 Educational Training

6 Replicabilty6.1 Management Practices and Measures6.2 Technology

7 ORIGINALITYCreativity/Innovation

8 Supporting Documents/AttachmentsTotal No. of Pages 17 17

Remark: All entries must be typewritten in single paragraph, Times New Roman 12 pt font, 1 inch margin from all sides; A4 size paper. There is no definite number of pages allocated for each submission heading or discussion items. However, the total

number of pages must not exceed 17 pages. Penalty will be applied to applications that exceeded the maximum number of pages. Score that will be deducted from the

total garnered score will depend on the judgment of the BOJ.

For Special Submission: All entries must be typewritten in single paragraph, Times New Roman 12 pt font, 1 inch margin from all sides; A4 size paper. There is no definite number of pages allocated for each submission heading or discussion items. However, the total

number of pages must not exceed 10 pages. Addition of Requirements for Application

- Activities shall be focused on the PDCA (Plan / Do / Check / Act) cycle

6.2 Certification and Endorsement

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As per page 2 of the “Application Form”

6.3 Project/Activity OverviewSummarize the following in brief within 1 page.1. Status of the project in EE&C policy / commitment by top managers of the factory or building2. Purposes and targets of the project including reasons to select the theme

This may include the current energy status such as annual energy consumption3. Outline of the project specifics with the following points

(1) Organization of energy management implementation and dissemination of measure(2) Duration of project(3) Process flow and specific area(s) for improvement(4) Key measures for improvement including changes in process flow

(Operating / maintenance conditions and modification / installation of equipment and process)(5) Impact by comparing the following between the baseline and after implementing the project

- Energy consumption (Annual total and unit energy consumptions)- Economical merits- Other tangible / intangible merits to be emphasized

(6) Measures to sustain improvement such as standardization and training4. Future plan

6.4 Impact (30%)

Insert/Put a Summary Table indicating all energy conservation measures with corresponding CO2 emission reduction

1. Clarify the 2 periods to evaluate (1) the base line and (2) the level after improvementThe minimum duration of each period shall be one year. In each period, the conditions affected to energy usage shall be same for precise evaluation.

2. Define each index for evaluation3. Show breakdown to identify level of each measure for improvement4. It is recommended to separate the measures into two main groups: (a) the non-investment measures, and (b) the investment

measures.

6.4.1 Energy Saving (kWh/year, KL/year, ktoe/year) (12 %)

1. Identify kinds of energy and the units for evaluation

2. Evaluate total saving

3. Show details of energy conservation measures that has been completed, and implemented up to the last 3 years and the real or actual energy savings as a result.

4. Show supporting documents such as details of energy conservation measures, brieft description of the concept, steps of actions undertaken and applicable pictures.

5. Consider the regularity of energy conservation up to the last 3 years.

6. Consider the results of energy conservation.. (Percentage of the energy conservation)

6.4.2 Environmental Effect (6 %)

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Identify factors for evaluation such as reduction in CO2 and pollutants etc.

1. Reduction in CO2

Specify CO2 reduction. Unless there are any nationally defined coefficients for conversion, it is possible to apply the international norms such as the IEA’s and the evaluation based on the environmental requirements of the Intergovernmental Panel on Climate Change (IPCCC).

2. Reduction in waste and/or pollution (air / water / noise / odor etc.,)

If there are any changes, specify the items and quantitative / qualitative changes.

Describe an overview of waste & pollution management in organization or process associated with energy conservation.

6.4.3 Economic Effect (6 %)

6.4.3.1 Investment6.4.3.2 Payback periodIt is recommended to provide numbers for both investment and payback period. The preferable monetary unit is the hard currencies such as US dollar.

It is also recommended to clarify the numbers for each major improvement.

Otherwise, it would be possible to categorize Zero / Small & Medium / Large Investments as follows with specific ranges of investment and/or payback period including the reasons.

6.4.4 Energy Efficiency Index (kWh/m2/year, GJ/ton, etc.) (6 %)

It is important to define the index (indices) with clarification of conditions for evaluation by:

1. Explaining the concept and how to evaluate energy efficiency index of each measure, benefits received, and applications.

2. Explaining the improvement of energy efficiency index. (Show the energy efficiency index before and after implementation.)

3. Providing related data and supporting documentation.

6.5 Sustainability (40%)6.5.1 Level of Participation and Involvement (10 %)

1. Show the organization of energy management for the project implementation2. Explain roles of groups(s) / section(s) / department(s) including numbers(s) of members3. Explain how to create participation, the role of personnel joined in the action at all levels of organization, and results received.4. Show additional documentation if available.

6.5.2 Top Level Management Commitment (10 %)

Present policy on energy management of the organization and the commitment of the top level management to the organization’s energy conservation to achieve its goals and objectives. (Specify any technical / financial supports including incentives provided by top management to implement the project)

Approach Consider to include policy on energy management that is duly signed by the top level official of the management. The policy should demonstrate the commitment and intents of the executive to conserve energy. Practices under policy on energy management should be clearly stated. For example, organization must have set of energy management activities as well as targets to reduce energy consumption; set action plans for continuous monitoring and for making energy consumption evaluation relating to the set targets.

6.5.3 Short and Long-term Plan (5 %)

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Describe how the actual improvements / achievements are reflected to the EE&C plan including related business plan(s) in the factory / building such as:

1. Show details of each measure/project/activity that organization plans to implement in the future separately by year (Short and long-term plan). Specify period of implementation, target of energy conservation, investment, and payback period.

2. Show the additional documentation if available.

Approach Consider that the organization has prepared action plans for conservation of energy in the future.

6.5.4 Organization (5 %)6.5.4.1 Established or Improved Organization for Energy Management

1. Show an organization chart for energy management and explain the specific points changed, the concept of structure and responsibilities of the energy conservation team.

2. Show supporting document as energy management structure, defining duties and responsibilities.

Approach Consider the energy management structure and its coverage within the corporate organization, clearly define duties and responsibilities, and show persons in authority who have can take decisions or actions for the company.

6.5.5 Capacity Building (10 %)6.5.5.1 Activities (5%)

1. Explain projects/activities related to energy conservation which the organization has operated by itself or cooperate with other organizations or participate in other organizations.

2. Describe the details of projects/activities other than the energy conservation trainings, including the benefits derived from related projects/activities. For example, energy conservation slogans contest for raising awareness, energy conservation exhibition contest, etc.

3. Explain OJT and program / procedure to conduct OJT including preparation of textbook / materials for OJT.

4. Show other related information such as activity pictures to support the claims.

Approach to considerConsider projects/activities within the organization/co-operation with outside organizations. Consider the number of projects/activities to promote knowledge, experience, and benefits received by the personnel.

6.5.5.2 Educational Training (5%)Explain system and programs to educate / train employees in a factory (company) to improve capability to promote EE&C including utilization of outside courses

6.6 Replicability (15%)This topic will consider projects or applicable technologies and/or energy conservation measures that have been successfully implemented in one plant such that it can be replicated to other plants or facilities of the same category.

6.6.1 Management Practices and Measures (10 %)

Explain specific features and points of easiness to possible disseminate the management practices and measures realized in the project including reasons.

6.6.2 Technology (5 %)

Explain specific features and points of easiness possible to disseminate the technologies realized in the project including reasons.

6.7 Originality (10%)

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6.7.1 Creativity/InnovationThis topic will consider creativity / innovations or new ideas that led to implementation of projects or energy conservation measures wherein that said factory has conducted it successfully. One sample project or energy conservation measures should be presented and specify the ideas adopted, technology used, and techniques or methods applied.

Approach Consider for a successful implementation of creative ideas, innovations or technology.

6.8 Overall Presentation and Impression (5%)

1. Adherence to format.2. The document must be correctly completed according to the specified format and readability.3. Provide attractive documents, for example, the pictures, diagram, graph etc. in color to make the documents more

interesting.

Approach Consider information integrity, adherence to format, and understandable use of English language, clear and concise presentation, among others.

Part 7 Rules and Requirements for Application 7.1. PRE-QUALIFICATION REQUIREMENT

Buildings and industries are operational for at least 2 years.

7.2. SUBMISSION PROCEDURE AND REQUIREMENTS

7.2.1 The Application Form must be channeled through the designated Focal Points of the ASEAN EE&C-SSN. The Focal Points shall ensure that the applications are in full compliance with the rules and requirements of the competition. The Focal Points shall forward the Application Form, both hard and soft copy, to ACE, two (2) weeks prior to the final judging session of the Board. The soft copy of the Application Form must be saved in one (1) CD in a Microsoft Word and/or Microsoft Excel format. In addition, twelve (12) original hard copies will be submitted to ACE, ready for distribution to the Board of Judges during the evaluation meeting.

7.2.2 The Application Form, submitted to ACE, must be written only in the English Language.

7.2.3 ACE should put a mark on late submission of filled out Application Forms.

7.3 EVALUATION OF APPLICATIONS

7.3.1 One vote for one country.

7.3.2 A BOJ member is not allowed to evaluate application/s that come from his/her country of origin.

7.3.4 Each application form will be evaluated for 30 minutes.

7.3.5 The Board will not allow or entertain any question, comment and suggestions during the evaluation process. Scores must be provided on the score sheets on the merit of the applications.

7.3.6 The individual member of the Board shall be given 30 minutes to compare and finalize the scores given to each application.

7.3.7 All score sheets must be submitted to ACE after all applications in one category have been completed.

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7.3.8 The BOJ members are expected to be professional in their participation in the evaluation meeting.

7.4 TABULATION OF SCORES AND SELECTION OF WINNERS

7.4.1 The ACE representative and the 2 appointed witnesses shall comprise the Secretariat whose function is to tabulate, validate and certify the scores given by all the members of the Board.

7.4.2 The Secretariat shall complete, verify, and certify the Overall Tally Sheet, with their signatures affixed. The OTS summarizes the scores given to each of the application by all the judges.

7.4.3 The first three submissions which garnered the highest average scores will be selected/declared winner, first and second runner-up. In the event of “tie scores”, all of them will be considered as “group winners”.

7.4.4 The judges will not be given the detailed mark scores to take home. This is a way of ensuring that the judges’ integrity is protected. Once winners are identified, the BOJ would respect the majority’s decision and draw the judging to the conclusion at the Meeting, subsequent personal investigation and scrutiny should not be encouraged under the ASEAN spirit of friendship and solidarity. Specific details of the competition will be kept in the custody of ACE.

7.5 EVALUATION OF APPLICATIONS

7.5.1 One vote for one country.

7.5.2 A BOJ member is not allowed to evaluate application/s that come from his/her country of origin.

7.5.3 Each application form will be evaluated for 30 minutes.

7.5.4 The Board will not allow or entertain any question, comment and suggestions during the evaluation process. Scores must be provided on the score sheets on the merit of the applications.

7.5.5 The individual member of the Board shall be given 30 minutes to compare and finalize the scores given to each application.

7.5.6 All score sheets must be submitted to ACE after all applications in one category have been completed.

7.5.7 The BOJ members are expected to be professional in their participation in the evaluation meeting.

Part 8 ANNOUNCEMENT OF WINNERS

8.1 The Secretariat, led by the ACE representative, will brief the Chair and Vice-Chair of the tabulation results.

8.2 The Chairman will hold “discussion session” to consider and agree on the results of the tabulations and announce the winner and runners-up of the competition.

8.3 Any complaints, inconsistencies or observations must be discussed during the said “discussion session’.

8.4 ACE will submit a summary of the proceedings of the BOJ Evaluation Meeting to all the Focal Points of the EE&C-SSN and SOE Leaders.

8.5 ACE will notify the applicants on the results of the competition.

Part 9 PRIZES

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9.1 The winners and runners-up will be awarded with Trophies.

9.2 ACE will provide plaques of “Achievement Award in Energy Management” to all nominees.

Part 10 AWARDING CEREMONIES The Awarding Ceremonies will be held in conjunction with the gala dinner of the 33rd ASEAN Energy Ministers Meeting

(AMEM) and ASEAN Energy Business Forum in October 2015.

Part 11 PUBLICATION AND PROMOTION11.1 ACE will publish the applications in the ACE website.

11.2 ACE will feature the winners in the ASEAN Energy Bulletin.

Part 12 GUIDELINE AND TIME SCHEDULE11.1 Submission of document to ACE: 1st of April 2016

11.2 Board of Judges Meeting: 1st Week of May 20164th week of April 2015

11.3 Announcement of winners/Awarding ceremony: October 2016 (TBC)October 2015

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