1st Steering Committee Meeting London, March 29, 2011 Monika Kentzler, Daimler Buses - EvoBus GmbH
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1st Steering Committee Meeting London, March 29, 2011
Monika Kentzler, Daimler Buses - EvoBus GmbH
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AGENDA
1
2
3
4
Organisation and tasks of Steering Committee
Approval processes / Approval of first brochures
Status of Project / CA / Amendment No. 1
Period 1 reporting
AOB - next meeting
5
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Management Structure
Project Coordination Team
Fuel Cell and Hydrogen Joint Undertaking (FCH JU)
Steering Committee:• Project Coordinator • 1-2 representatives bus manufacturer• 1 representatives H2 infrastructure• 1 representative gas suppliers• 2 representative cities• 1 assessment representative
Activities: Communication / Information Flow, Meetings, Management of knowledge, Project progress control and planning
Project CoordinatorTechnical Coordinator Financial Coordinator
Task leader
WP
member
WP Leaders
Reporting flowsCommunication flows
Monika Kentzler
Katharina Deckert
Monika Kentzler
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Project and Financial Co-ordinator
Project Co-ordinator will be responsible for the day-to-day management of the project
the preparation of the biannual meetings
the writing of the progress reports together with the Work Package Leaders
is responsible for the final quality check of the deliverables of the project
will be the interface to the Fuel Cell and Hydrogen Joint Undertaking
Financial Co-ordinator will be responsible for all financial issues
will ensure a timely submission of cost statements
will be the contact person for the project consortium regarding any financial issues
will be the interface to the JTI financial officer
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WP4: Dissemination
WP1: H2 Infrastructure WP2: Fuel Cell Bus Operation
WP3: Performance and Sustainability Assessment
procurement procurementoperationmaintenance
operationmaintenance
data collection data collection
fuel &data
data
assessmentframework
LCA LCC socio.assessment
generaldissemination
outreach commercialisation roadmap
data collection
Public, Stake holder groups, Decision makersAssessment frameworkData flowAssessment resultsInformation to outside the projectWork package internal communciation flow
CH
IC
Communication between WPs
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Work Package Leaders
Tasks of the WPLs Compile reports every six months and circulate these by e-mail. Ensure that the deliverables are finalized on time Be responsible for the quality of the deliverables Organise electronic discussion on the progress of the work package as required. Alert the Project Co-ordinator to potential problems.
WP 1 Infrastructure Maria del Mar, Air Products
WP 2 Fuel Cell Buses Monika Kentzler, EvoBus
WP3 Performance and sustainalbility assessment Ulrike Bos, USTUTT
WP4 Dissemination Marieke Reijalt, hyRAMP
WP5 Project management Monika Kentzler, EvoBus
Each work package leader will be responsible for ensuring that the objectives set for their work packages are achieved by the set deadlines in co-ordination with the other partners.
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SC Members elected
Elected were on November 4, 2011:
- For the transport companies: HySolutions and Transport for London
- For the infrastructure companies: TOTAL (for the period 2011/12), Vattenfall (2013/14) and Shell (2015/16)
- For the universities, research companies and consultants: PLANET
- For the gas industry: Air Products (for the period 2011/12), the representatives for the periods 2013/14 and 2015/16 will have to be named.
EvoBus GmbH being the co-ordinator automatically is a member of Steering Committee according to the Consortium Agreement.
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Steering Committee
The members of the STEERING COMMITTEE (with one vote each) are:- EvoBus GmbH (as COORDINATOR)‑ one further to two representative elected by the bus manufacturers‑ two representative elected by the transport companies- one representative elected by the infrastructure companies- one representative elected by the universities, research institutes and consultants- one representative elected by the gas industry
Meeting frequency: - at least every 6 months, one day before the biannual meeting- meetings will be convened and chaired by the coordinator (written notice at least 14 days ahead)
Tasks:The STEERING COMMITTEE shall be in charge of supervising the progress of the PROJECT. The STEERING COMMITTEE shall, taking decisions regarding the PROJECT, in particular its management and also, particularly decisions of major and strategic relevance.
Tasks of the Steering Committee
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General principles
The GENERAL ASSEMBLY, the STEERING COMMITTEE, and the SUB-PROJECTS making a decision shall be obliged to allow the BENEFICIARIES concerned to invoke objections and shall take into account, and draw the appropriate conclusions from, any objection by any BENEFICIARY based on LEGITIMATE INTERESTS.
If a consensus cannot be reached, the matter shall be resolved by a vote of the members. Each member shall have one vote.
The adoption of a decision shall require the favourable vote of two thirds of the members (whether present or not), unless a unanimous decision is required under this CONSORTIUM AGREEMENT.
Subject to their LEGITIMATE INTERESTS the BENEFICIARIES agree to abide by all decisions of the GENERAL ASSEMBLY, the STEERING COMMITTEE, and the SUB-PROJECTS.
A BENEFICIARY who can show that its own work, time for performance, costs or liabilities, or intellectual property rights would be severely impacted or who can claim LEGITIMATE INTERESTS, may veto the relevant part of the decision of the GENERAL ASSEMBLY, the STEERING COMMITTEE, or the SUB-PROJECTS with no undue delay.
Each of the BENEFICIARIES shall have the right to refuse to undertake any kind of work without its consent that is outside the scope of the work assigned to him or the cost of performance of which would exceed the BUDGET identified for that BENEFICIARY and the specific work task in question..
If there is any contradiction between the decisions taken by the GENERAL ASSEMBLY, the STEERING COMMITTEE, or the SUB-PROJECTS, the decision of the GENERAL ASSEMBLY shall prevail over the decisions taken by the STEERING COMMITTEE and the SUB-PROJECTS and the decisions of the STEERING COMMITTEE shall prevail over the decisions taken by the SUB-PROJECTS.
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Absence of SC member
Proposal:
SC member will name representative to participate at the meeting
(at least one week before the meeting)
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AGENDA
1
2
3
4
Organisation and tasks of Steering Committee
Approval processes / Approval of first brochures
Status of Project / CA / Amendment No. 1
Period 1 reporting
AOB - next meeting
5
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Dissemination, Publicity and Press Releases
Article 15: Dissemination, Publicity and Press Releases
15.1 The BENEFICIARIES shall not issue any press release or similar publicity about the PROJECT without the prior approval of the STEERING COMMITTEE, which shall not be unreasonably withheld or delayed longer than two weeks after receipt by the STEERING COMMITTEE.
15.2 Without prejudice to any other obligations in this CONSORTIUM AGREEMENT, the BENEFICIARIES shall be entitled to disseminate and/or publish with prior written notice to the STEERING COMMITTEE the FOREGROUND INFORMATION they generated in the PROJECT.
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Approval of first brochure drafts
Documents provided separately!
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Approval of 6-months report and Periodic Report
The SC shall approve the 6-months report and the Periodic Report. This is not a obligation from the CA, but a request by the Project Coordinator.
Process:
The draft will be sent to the SC for approval.
Time for reply will be one week.
No answer within timeline to the draft will be counted for as approval.
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AGENDA
1
2
3
4
Organisation and tasks of Steering Committee
Approval processes / Approval of first brochures
Status of Project / CA / Amendment No. 1
Period 1 reporting
AOB - next meeting
5
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Deliverables
• Deliverable timeline
and deliverable template
are available in the
intranet section of the
webpage
Project Management
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Deliverables handed in to the JU in Period 1 1/2
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D4.2 Project Dissemination Strategy including a database to record previous experiences and project dissemination activities. The PDS will be regularly reviewed and updated in close collaboration with all project partners.
Final 4 HyRaMP Report PP 9 Yes 9 2 months delay from
original plan (rev 0)
D4.4 Development of a general communication toolkit and message-set to be used as a basis for EU, national and local dissemination in collaboration with project partners and using material from previous projects
Final 4 HyRaMP Report PU 9 Yes 9 1 month delay from
original plan (rev 0)
D4.5 Regular Electronic News Briefings to main stakeholders at Phase 1 partner level, Phase 2 cities, EU level and relevant international initiatives
Final 4 HyRaMP Report PU 9 Yes 9 1 month delay from
original plan (rev 0)
D4.6 Annual report on dissemination activities in the past year, summarising activities in each city, conferences attended, events organised, Phase 2 cities visited etc.
xxxx 4 HyRaMP Report PU 12 Xxx
D4.7 Regional workshops with potential Phase 2 cities
xxxx 4 HyRaMP Report PP 12 Xxx
D5.1a Progress report month 6 Final 5 PLANET Report RE 9 yes 9
Deliverables handed in to the JU in Period 1 2/2
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Communication issues
• Communication to the JU FCH should always go via the Project Coordinator or the Financial Coordinator
• It is essential to the project that all project partners communicate potential delays as early as possible! Please ensure this!
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Status CA
• First draft sent out to all partners on August 5, 2010
• Second draft sent out to all partners on September 9, 2010
• Third draft sent out to all partners on November 02, 2010
• Fourth draft sent out to all partners on December 15, 2010 with request of comments until January 17th, 2011
• Fifth draft currently in discussion and preparation
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Amendment No. 1
• Amendment no. 1was sent to JU FCH on Febuary 11, 2011.
• Information was sent to partners about the amendment no. 1 on Febuary 11, 2011.
Contents of amendment:
• Withdrawal of the partner CRF
• Change of business form of PE International GmbH to PE International AG
• Shifting of deliverables and milestones as requested by the work package leaders
• Correction of DoW - wrong figures and tables in the Description of Work (e.g. update of tables and diagrams)
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Proposal: Integration of new partners as „associated“ partners• PC has been approached by Bluways – interest to become full
project partner
• Bluways has taken the responsibility for the ISE business, amongst others the London contract.
• JU FCH and PC do not want to integrate them as full partners, because
– current total number of partners – how do we differentiate on which new partner to accept
and which not• Proposal: Integrate them as „associated partners“ to the project
with rights to participate in meeting, no voting rights, NDA with the project / consortium
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AGENDA
1
2
3
4
Organisation and tasks of Steering Committee
Approval processes / Approval of first brochures
Status of Project / CA / Amendment No. 1
Period 1 reporting
AOB - next meeting
5
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Contents of the Periodic Report:
Sections of periodic report:– Publishable executive summary– Project objectives for this period– Work progress – Deliverables and milestones tables– Project management – Explanation of the use of resources – Financial statements– Certificates
We have divided these sections into two areas: • Periodic report Part 1 (PR1) – work progress, deliverables, milestones
and general project management (work package wise)• Periodic report Part 2 (PR2) – report on resources used, financial
statements and certificates (partner wise)
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Information on Reporting Requirements were sent to the partners on March 15, 2011
Deadline for the first Periodic Report is May 27, 2010 (60 days after end of period)
Due Dates - P1
04/10-03/11 WD Action Report From To
14.03.2011 Mo Call for information to all partners PR + DoW PC partners08.04.2011 Fr Feedback by all partners to tasks PR1 + DoW partners WPL21.04.2011 Thu Aggregation of partner input PR1 WPL PC
29.04.2011 FrFirst draft of PR/ work plan for next 20 months PR1 PC WPL
06.05.2011 Fr Feedback/input by all partners PR2 + FC partners PC13.05.2011 Fr Feedback to first draft of PR1 PR1 WPL PC20.05.2011 Fr Aggregation of partner input for PR2 PR2 + FC PC27.05.2011 Fr Submission of PR to JU
31.03.2011 Thu End of period30.05.2011 Mo due date of PR at JU PR PC EC
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Periodic report Part 1 (PR1)
This report shall give an overview of the activities carried out in the first period P1 (April 1, 2010 to March 31, 2011) with the following objectives per work package:
• Project objectives for this period• Work progress • Deliverables and milestones tables• Project management
We have attached the respective sections of the report (file name: CHIC_ periodic_Report_PR1_v1_partners.doc). Please fill the information into the relevant documents.
Please fill in the current status for the relevant tasks and send the document back to the respective work package leader and Monika Kentzler by April 8, 2011.
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Periodic report Part 2 (PR2)
This report shall provide a justification of the major costs incurred and the resources deployed by each contractor, linking them to the activities and explaining the necessity in the period P1 (April 1, 2010 to March 31, 2011).
We provide you an xls-file (title: 1-CHIC_person month_PartnerABC.xls).
This file contains two sheets:
• Sheet “work performed” to report the person months spent per work package and task together with a brief explanation.
• Sheet “use of resources” to explain the major cost items like personnel costs, important equipment costs, travel costs, large consumable items and linking them to the work packages.
We also provide you with one more xls-file (title: 1-CHIC_PR2_Period1_FormC_PartnerABC.xls).
Please ONLY use this format for the financial statements!
We have attached a presentation (title: Manual Form C.ppt) explaining what needs to be filled in by you and how. We will also spend some time at the biannual meeting in London to explain this document.
For all non-funding partners please note that you are required to fill in a form C as well!
Please return these xls-files back to Katharina Deckert and Monika Kentzler by May 6, 2011.
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Description of Work
Finally we would like to ask you to review the Description of Work (Annex 1), especially
the tables on the buses (table 2) and
the infrastructure (table 4) and
the section on subcontracting.
Please notify us if there are changes required. The most actual version of the DoW can be found in the intranet section of the webpage, in the section of work package 5 => Section of Final Description of Work.
Please provide us with this feedback by April 8, 2011.
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Form C and audits
Detailed presentation prepared for the Biannual Meeting
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AGENDA
1
2
3
4
Organisation and tasks of Steering Committee
Approval processes / Approval of first brochures
Status of Project / CA / Amendment No. 1
Period 1 reporting
AOB - next meeting
5
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Next Meeting
The next The next SCSC meeting meeting takes placetakes place
in Aarauin AarauOctober 4, 2011October 4, 2011
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International Fuel Cell Bus Workshop on Feb 24-25, 2011
• 2-day workshop (day 1 – US, day 2 – international)
• US has many initiatives, but none of them large scale at the moment. Need for large scale demonstrations was voiced.
• Budget for a large scale bus project available.
• Only one US-based bus manufacturer involved into FC at this stage. Different systems providers based in the US (Ballard, UTC, hydrogenics, bluways)
• International presentaions covered Canada (BC Transit), Japan (Toyota), Europe (JU FCH and CHIC), Germany (NaBuZ)
• Presentation of JU FCH and CHIC objectives received very positive comments.
• Discussion on how international collaboration could take place (focus data collection)
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Biannual Meeting Sequence
Meeting dates Location
March 30/31, 2011 London
Sept./Oct. 2011 Aargau
March/April 2012 Bolzano
Sept./Oct. 2012 Milano
March/April 2013 Oslo
Sept./Oct. 2013 Berlin
March/April 2014 Hamburg
Sept./Oct. 2014 London
March/April 2015 Aargau
Sept./Oct. 2015 Bolzano
March/April 2016 Milano
Sept./Oct. 2016 Oslo
The meetings will take place in the participating cities (mostly) in alphabetical order.
The exact meeting dates will be announced about 6 months ahead of the meetings.
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Technical Goals and Targets of CHIC
Target No. Description
H2-I1 all installed H2 refuelling stations will feature the capability to be upgraded to min. 100 vehicles per day
H2-I2all installed H2 refuelling stations will have a min refuelling capacity of 200 kg/ H2 a day or min 5 vehicles per hour with min 50 vehicles per day
H2-I3 average availabilty of all installed H2 refuelling stations will exceed 98% (based on operation time)
H2-I4H2 cost OPEX at will be less than 10 €/kg (excl.tax) at the start of the project with the goal to achieve less than 5 €/kg (ex tax) during the project
H2-I5 H2 quality will be according to SAE J2719
H2-I6 The production efficieny for the H2 production will be between 50 and 70% (based on NCV)
H2-I7 Replacement of min 500.000 l of diesel fuel
H2 infrastructure
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Technical Goals and Targets of CHIC
Target No. Description
FC-B1 Fuel cell lifetime of >6000 h of operation
FC-B2 Average availabilty of all FC buses will exceed 85% (based on operation time)
FC-B3 Fuel consumption will be less than 13 kg/100 km (depending on drive cycle)
FC-B4 Minimum running distance of 2,75 Mio km of the deployed FC bus fleet during the project
FC-B5 Minimum of 160.000 hours of operation of the deployed FC bus fleet during the project
FC Bus
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