glava

Activity Organization and management of the project

Description

The organization and management of the project will be carried out by a team consisting of: project manager, coordinator, financial expert, technical expert and lawyer.

All experts are employees of the Plovdiv municipal administration. The team will be responsible for the overall project implementation, expenditure of funds, communication with all stakeholders, including the Norwegian partner and the Programme Operator.

The activity will provide:

  • accurate time and resource determination for individual tasks;
  • full and effective implementation of activities;
  • ability to control quality and take action in case of deviations;
  • risk management mechanism during implementation.

The responsibilities of the team members are tailored to the specifics of the intervention and their respective position in the team and will be set out in the job descriptions/contracts for the respective positions. Effective management and control of the activities will be ensured by the team, with teamwork based on properly selected experts with clearly defined tasks. Meetings will be held on a regular basis to analyse progress, issues and upcoming tasks. In order to monitor and control the implementation of the contracts with external contractors, the team will carry out compliance checks. During documentary checks, the correctness of the documents issued will be verified. Periodic meetings will also be held with the contractors to discuss activities, deadlines and possible difficulties. An internal monitoring system will also be implemented to monitor the progress of the project and check for:

  1. Compliance with the provisions of the Grant Agreement.
  2. The extent to which the results achieved meet the targets.
  3. Any deviations from the timetable and what measures have been taken.
  4. Occurrence of any difficulties.
  5. Whether the expenses incurred are in line with the budgeted expenses and whether the principles of transparency, appropriateness and legality have been respected.

Method of implementation

At the start of the project, an action plan will be drawn up for the implementation of the activities, setting out tasks with specific deadlines and responsible persons. A system for effective communication between the management team, Plovdiv Municipality and the partner will be established, with monthly online meetings for coordination, progress monitoring, evaluation and reporting of results. The task of the team will be to ensure the administrative, technical and financial management of the project.

The project management will have the following aims and objectives:

  • planning and allocation of activities and resources;
  • ensuring publicity of the results;
  • ensuring a reliable control mechanism for the implementation of the project procurement contracts;
  • risk monitoring and management;
  • reporting of irregularities or suspected irregularities; and quality implementation of the activities to promote the financial support of the EEA FM and NFM.

The results of the implementation of the activity are as follows:

1. Effective implementation of the project activities in accordance with the approved project proposal and the Grant Agreement.

2. Optimal use of human and financial resources.

3. Established project organisation and management system with clear allocation of individual tasks, responsibilities and deadlines.

4. Established system for monitoring, control and evaluation of project implementation.

5. Established system for communication and information exchange between project team members.

6. Ensuring publicity in accordance with the Communication and Design Manual of the EEA FM 2014-2020.

Activity Performance of construction work

Description

Implementation of energy efficiency measures for the following buildings:

Desislava kindergarten

- Thermal insulation of external walls, replacement of joinery, insulation of roof, replacement of lighting system, installation of solar system for domestic hot water and photovoltaic power plant complete with energy storage system;

Svetlina kindergarten

- Thermal insulation of external walls, replacement of joinery, insulation of roof, replacement of lighting system, installation of solar system for domestic hot water and photovoltaic power plant complete with energy storage system;

Edelweiss kindergarten

- Thermal insulation of external walls, replacement of joinery, insulation of roof, replacement of lighting system, installation of solar system for domestic hot water and photovoltaic power plant complete with energy storage system.

In addition to the obligations under the Public Procurement Act, the activity will:

- comply with the requirements for the implementation of information and publicity measures;

- provide access for inspections and audits;

- implement the measures and recommendations of site inspection reports;

- report to the Contracting Authority any irregularities that may have occurred;

- recover amounts relating to irregularities, together with interest due and other funds unduly received;

- inform the Contracting Authority of any issues encountered in the implementation of the project and of the measures taken to resolve them;

- comply with record keeping requirements.

Method of implementation

The activity will be assigned to an external contractor selected by an open procurement procedure conducted in accordance with the Public Procurement Act and its enforcement rules. The Contracting Authority will have the responsibility to ensure the strict and quality execution of the proposed work on site, mainly through the technical expert and in cooperation with the Engineer and Designer supervision. All acceptance reports for completed work (Form 19 certificates), detailed bills of quantities, certificates  of work to be concealed verifying that the requirements of the project have been fulfilled, all documents verifying fulfillment of construction, technical and technological rules, regulations and standards for the relevant work, and any other certificates and reports drawn up during the construction process in accordance with the current ordinance and provisions of the Public Procurement Act and submitted by the contractor, will be checked before acceptance of the work. Declarations of conformity and material certificates will be required and verified, and site inspection reports about representative sample measurements of completed work will be drawn up together with representatives of the Contractor, Engineer and Designer. The commissioning of the projects will be carried out in accordance with the Spatial Development Act.

Result

- Contracts signed with contractors for each lot;

- Renovated and modernized buildings of 3 kindergartens;

- Fulfilled modern energy efficiency criteria for kindergarten buildings;

- Fulfilled A+ energy efficiency class for each building;

- 71.19% reduction of actual necessary energy costs, equivalent to 227,904 kWh/year of energy saved. CO2 emissions saved 129t (k=1.18) /year at Desislava kindergarten;

- 65.47 % reduction of actual necessary energy costs, equivalent to 173,733 kWh/year saved. Saved CO2 emissions 90.61t (k=1.18) /year at Svetlina kindergarten;

- 81.74 % reduction of actual necessary energy costs, equivalent to 444,054 kWh/year saved. CO2 emissions saved 209.65 t (k=1.18) /year at Edelweiss kindergarten.

- Increased attractiveness, competitiveness and higher level of services of 3 educational institutions within Plovdiv Municipality through the implemented energy efficiency measures.

Activity Engineer supervision

Description

The Engineer has supervision functions  during the execution of the work according to Article 142 (4)(5) and Article 143 of the Spatial Development Act for capital projects and Article 168 of the Spatial Development Act for the commissioning of projects on the grounds of Article 169 of the Spatial Development Act. During the construction, the Engineer will carry out regular inspections and verify the compliance of the work with the approved capital project, construction permit and construction line and level certificate.

The Engineer selected under the Public Procurement Act will have the following functions:

1. Ensure lawful commencement of construction;

2. Supervision over completeness and correct compilation of reports, certificates and other records the construction work;

3. Supervision over compliance with the requirements for occupational health and safety in construction work;

4. Avoiding damage to third parties and property as a result of construction work;

5. Sign all reports, certificates and other records during construction work;

6. Prepare instructions and orders which shall be entered in the site log book;

7. Prepare a final report to the Contracting Authority. The report shall contain all necessary documents certifying the suitability of completed facilities for acceptance;

In the implementation of the activity, the quality of the construction work will be controlled and any violation of the technical consistency will be prevented and made good through the issuance of instructions and orders which will be entered in the site log book. Where necessary, decisions will be taken to suspend and continue construction in accordance with the Ordinance on the reports, certificates and other records drawn up during construction work issued by the Minister of Regional Development and Public Work.

Method of implementation

Conduct a three-lot tender procedure and sign a contract with the selected Engineers. According to the current regulations in the Republic of Bulgaria, the person responsible for the construction supervision will be responsible for the implementation of the following activities:

  • Issuance of a construction certificate after issuance of a construction permit;
  • Progress of construction work on the site shall be in compliance with the requirements of the Spatial Development Act;
  • Supervision of the execution of the work in accordance with the approved detailed design for all types of work;
  • Appointment of a qualified natural person from its staff as a safety and health officer for the construction execution phase, in accordance with Article 5 (1)(2) of Ordinance No. 2;
  • Control of compliance with the conditions of occupational safety and environmental protection during execution of the work;
  • Control of quality and quantity of the construction materials and products and their compliance with the safety standards and suitability of the site for commissioning;
  • Signing of all reports, certificates and other records issued during construction;
  • Preparation of instructions and orders and enter them in the site log book;
  • Upon completion of construction, the construction supervisor will prepare a final report and prepare the required documentation for the issuance of a Complete and Ready for Commissioning Certificate.

Result

Results achieved:

- Three construction supervision contracts signed;

- All actions involving construction supervision by the Engineer as provided for under the current legislation completed, and in particular, the Spatial Development Act and its by-laws related to the construction process;

- Managing and coordinating the construction process and exercising construction supervision in accordance with the provisions of the Spatial Development Act so as to ensure their implementation in accordance with the approved capital project, the requirements of the Bulgarian legislation and the Contracting Authority;

- Release of all documents during construction and commissioning in accordance with the current Bulgarian legislation;

- Final report prepared;

- Complete and Ready for Commissioning Certificate issued.

Activity Designer supervision

Description

Designer supervision aims to ensure compliance with the parameters of the detailed design, and give instructions during the implementation, and provide solutions in the event of unforeseen circumstances during the implementation of the project.

Within the scope of the activity, the Designer selected under the Public Procurement Act will be responsible to:

- Exercise designer supervision of the construction process from the opening of the construction site until the issue of the Complete and Ready for Commissioning Certificate;

- Supervise the precise execution of the construction work as per the detailed design;

- Verifies the use of the types of materials as per the detailed design;

- Approve possible changes in the working design required due to actual discrepancies arising in the execution of the work and record such changes in the site log book;

- Ensure that the design is followed accurately and correctly;

- Produce additional detail drawings as required;

- Notify the Contracting Authority in a timely manner of any circumstances that create realistic conditions for delaying or suspending the execution of the construction work and/or other activities for the project;

- Inspect and ascertain the condition of the site at each visit and provide solutions to any issues arising. In the event that an issue cannot be solved promptly on site, the Designer shall make the necessary investigations and take the appropriate decision as soon as possible;

- Attend at the drafting of the mandatory reports and certificates during the construction;

- Make changes to the design as permitted by law, and include such changes in the as-built drawings, if the need for changes has arisen during construction.

Method of implementation

Conduct a three-lot tender procedure and sign a contract with the selected Designers. Exercise of Designer supervision during the execution of the work by the design team that has prepared the capital project. Monitoring by site visits to ensure accurate implementation of the design. The instructions of the designers shall be entered in the site log book during construction and shall be binding on all other participants in the construction process. Designers shall be responsible for the compliance of the construction work with the provisions of the Spatial Development Act. By carrying out this activity the Designer ensures the successful implementation of the project and the lawful signing of all reports and certificates during construction, as well as approval of the as-built drawings. The activity is carried out until issuance of the Complete and Ready for Commissioning Certificate.

Result

Result achieved:

- Designer selected and contract designer supervision signed;

- All actions involving design supervision by the Designer as provided for under the current legislation completed, and in particular, the Spatial Development Act and its by-laws related to the construction process;

- The use of the types and quality of materials as per the detailed design verified;

- Release of all documents during construction and commissioning in accordance with the current Bulgarian legislation;

- As-build documentation prepared and approved;

- Accurately and properly executed design;

- Complete and Ready for Commissioning Certificate issued.

Activity Awareness and publicity

Description

This activity is implemented to inform the public and ensure transparency in the implementation of the project and the financial support from the EEA Financial Mechanism and the Norwegian Financial Mechanism. Through the implementation of this activity, stakeholders will be informed and made aware of the aims and objectives of the project, thus ensuring maximum participation of all stakeholders.  Conditions will be created to take into account the interests of the target groups and report the level of satisfaction from the implementation of the project activities. In order to implement this activity, we will provide information about the project to the widest possible audience at national and local level, including relevant stakeholders through the production and placement of a billboard and permanent explanatory signage on the three buildings. Development of a website with information about the project on which information about the progress of the project will be regularly published in Bulgarian and English. Eight information events will be held. Each event will raise public awareness and inform participants by:

- Promotion of the support from the EEA Financial Mechanism and the Norwegian Financial Mechanism in connection with the implementation of the project

- Promotion of the objectives, scope and results of the project, ensuring openness and transparency in its implementation

- Encouraging the partnership between the beneficiary, the partner and other institutions working in the field of Energy Efficiency, which will lead to long-term and effective results

- Involvement of the target group to actively participate in the project. Publications in regional media and also publications on websites. Production of a banner. Production and distribution of brochures and T-shirts.

All information and publicity material related to the EEA FM 2014-2021 will be prepared in accordance with the requirements of the Design and Communication Manual.

Method of implementation

To ensure the necessary awareness and publicity measures, a procedure for the selection of contractors will be announced in the Public Procurement Register. After selection of a contractor, a contract will be signed for this activity and deadlines for production, delivery, placement, holding and publication. Will be set. Making and placement of 1 billboard at each of the 3 buildings. Making and placement of 1 permanent sign at each of the 3 buildings after project completion. The billboards and permanent signs will show the purpose of the project and its beneficiaries, the funding country and the amount of funding. Preparation and specification of the website design.

Activities to hold the following information events:

  • Opening: project kick-off press conference
  • Groundbreaking ceremony: - official opening of construction work for each project site
  • Ribbon-cutting ceremony: commissioning of the three buildings
  • Press conference at project completion

Each event will be announced in advance via a message on the website, inviting all interested parties. Preparation of publications in local, regional media and websites. Selecting daily newspapers and websites and setting deadlines and printing the publications. Preparation and specification of the banner design. Preparation and specification of the design of brochures and T-shirts. Distribution of brochures and T-shirts at official events

Result

As a result of the implementation of this activity, we will have held eight information events at which the support of the EEA FM 2014-2021 and the donor country, and the results of the project implementation will be clearly presented and visible.

Activity Financial audit

Description

The audit of the project activities will cover verification of activities and expenditures for the entire project period from the signing of the Grant Agreement to the date of closure of project expenditures and will be carried out in the last month of the project. A project audit is the verification and preparation of a report by an independent auditor qualified to carry out statutory audits of accounting documents certifying that the expenditure claimed has been incurred in accordance with the project budget, national law and relevant national accounting practices. The primary objective of the audit is to obtain audit evidence and to provide a high degree of assurance that:

- there is consistency between the records kept and the requirements of the legislation and the funding party;

- the necessary financial discipline procedures have been implemented;

- the expenditure and revenue shown in the financial statements are documented and actually incurred/received;

- the expenditure and revenue shown in the financial statements are relevant to the budget headings.

Method of implementation

For the implementation of the activity, a selection procedure will be carried out for the selection of a contractor to carry out the Financial Audit of the project. The contractor will audit the project:

- whether the project activities have been implemented in accordance with the principles of good financial management;

- whether the selection of the contractor for the contracts through which the project was implemented has been carried out in accordance with the requirements of the national legislation;

- whether all declared costs were actually incurred/paid and eligible, in accordance with the requirements of EU regulations and national legislation and that the activities (work, supplies, services) were actually carried out ;

- whether the primary accounting documents (invoices, reports, etc.) and documents of equivalent probative value are available and valid, i.e. have not been amended, corrected, replaced;

- whether the beneficiary carried out 100% first level verification - verification of costs by contractors, site inspections;

- whether all activities of the project concerned are properly documented and that all records of expenditure are kept and made available to national and control authorities upon request;

 - reported irregularities;

- whether weaknesses identified in audits carried out were adequately addressed;

- whether the request for funds submitted by the beneficiaries are accurate and complete;

- the accounting system and accounting entries;

- awareness and publicity measures.

Result

Results achieved:

- Auditor selected and audit contract signed;

- All actions related to the project audit completed;

- Expenditure documents properly accounted for and kept;

- Effective application of national and EEA law in the project implementation and reporting has been monitored;

- The legality of the procurement procedures carried out under the project was checked;

- The effective implementation by the beneficiaries of the rules laid down by the bodies responsible for the management, monitoring and control of the project has been monitored;

- An additional control mechanism has been provided to track the implementation of all rules for the execution of activities and reporting of the project costa;

- Independent Auditor's Report;

Activity Exchange of experience, knowledge and best practices at management and expert level in partnership with Supras Limited, and partner staff costs

Description Supras Limited, Kingdom of Norway is the project partner

Method of implementation

In connection with the implementation of a decision of the Plovdiv City Council, the Mayor will sign an agreement with the partner Supras Limited. The agreement will cover all relationships with the Partner in order to implement the project activities and achieve the final result for the project indicators. The activity focuses on the exchange of experience through one training session to develop and upgrade the capacity of the Beneficiary and its expert staff in the field of EE and the application of ESM in buildings. The training will focus on the implementation of ESM and construction of PV plants in buildings. The training will last for two days and will take place in Plovdiv.  The modules will involve the members of the management team - 5 persons, as well as experts from the Beneficiary's administration (at least 10 persons) involved in EE and PV activities. This will allow for a wider transfer of knowledge and exchange of experiences between beneficiaries and donors, and a larger number of municipal experts will have access to information on successful practices/solutions in the field of EE/RES implemented worldwide

Result

One training conducted. The implementation of the action will increase the administrative capacity of the Beneficiary. Transparency of the project implementation process will be ensured. Partner relationships will be established. It will lay the foundations for lasting partner relationships, with opportunities for cooperation in other projects and initiatives. Bilateral relations between donor countries and Bulgaria will be strengthened. The awareness and publicity plan will be implemented in its main objective to promote the financial support of the EEA FM and NFF to the main target audience - the population of the Plovdiv municipality. Improved communication messages by the Partner at public events in the territory of the Municipality of Plovdiv in relation to the implementation of the project.

Activity Visit to the Kingdom of Norway to exchange experience

Description

A visit to the Kingdom of Norway of two members of the team - a Project Manager and a Technical Expert, is proposed for the exchange of experience. The project participants will have the opportunity to learn best practices at managerial and expert level with a focus on energy efficiency, energy planning and management at different levels, innovative energy efficiency measures and their implementation in plans.

Method of implementation

The visiting experts will be seconded by their employer, Plovdiv Municipality, in accordance with the labour legislation and the project provisions. The experts will visit sites in the Kingdom of Norway similar to the intervention sites in Bulgaria and where Supras Limited has been involved as a consultant. They will learn about the experience of more advanced countries in the implementing of energy efficiency and renewable energy measures in buildings.

Result

The experts will gain new direct observations on energy efficiency and renewable energy measures implemented in buildings in the Kingdom of Norway. They will increase their competence and gain new skills.

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Програма „Възобновяема енергия, енергийна ефективност и енергийна сигурност“

 Министерство на енергетиката

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