Grasp 4th transnational meeting (perugia,5 7 11 2014) minutes by Grasp Med

GReen procurement And Smart City support in the energy sector 4th Transnational & Steering Committee Meeting 6 & 7 November 2014 Perugia, Italy AGENDA

DAY ONE - 6 NOVEMBER 2014 LOCATION: Conference Room "Umberto Pagliacci"- PROVINCIA DI PERUGIA, Piazza Italia 11, Perugia 09:30 - 10:00

Registration â&#x20AC;&#x201C; Welcome C1: Administrative & financial management of project / partnership coordination - University of Patras

10:00 - 10:20

Topics of discussion: JTS comments on 3rd PR, project status, progress and timetable, financial & administrative issues, next meetings.

C2: Information, awareness raising and capitalisation - CCI of Terrassa o P2.1: Development of the Communication Plan - CCI of Terrassa 10:20 - 10:45

Topics of discussion: Communication Plan and template Update, planned events/publications, stakeholdersâ&#x20AC;&#x2122; identification by each PP. o P2.2: Interaction between GRASP and other (MED) projects - University of Patras

10:45 - 11:10

11:10 - 11:30

Topics of discussion: Identified projects, progress, report, results, planned common activities/events/meetings. Coffee Break o P2.3: Execution of communication and capitalisation activities - CCIN of Castellon

11:30- 11:50

Topics of discussion: Capitalisation Plan, PPs Action Plans & Impact Analysis, website update, e-newsletters, promotional material (project), events list of participants.

C3: Procurement System Analysis: Transnational Mapping & Common Operating Model - Province of Perugia

11:50 - 12:20

o P3.1: Relevant characteristics of countries involved, comparison of experiences and good practices Province of Perugia Topics of discussion: Seminars (organising, results, reports, lists of participants), next events/seminars.

o P3.2: Role of Stakeholders - CCI of Terrassa 12:20 - 12:45

Topics of discussion: TMN functionalities, partners' testing and results, invitation of members, evaluation, link with website, DBs and toolkit, update.

o P3.3: Sharing and implementing a common procurement model - CCIN of Castellon 12:45 - 13:10

13:10 - 14:45

Topics of discussion: Findings from events, good (e)GPP practices document. Lunch Break

C4: Design and Development of the e-procurement tools and methodologies - University of Vlora o P4.1: Knowledge DB to be used by public bodies and SMEs that are involved with tenders in the fields of renewable energy and energy efficiency - SIEEP

14:45 - 16:00

o P4.2: Database by project and specialisation for knowledge building, in each region, to be integrated with e-procurement system - Mountain Community ALTO BASENTO (P.A.B.B.C.) Topics of discussion: progress on the development of the DB, model, demonstration of its functionalities, registration, tables, content, integration, PPs responsibilities, what needs to be done.

16:00 - 16:20

Coffee Break

16:20 - 17:00

o P4.3: Specialised e-procurement toolkit and on-line service with smart characteristics and functionalities, focusing on, and supporting procurement of energy efficient and renewablebased products and services - University of Vlora Topics of discussion: progress on the e-procurement toolkit and online service, demonstration of its functionalities, tables, content, integration, PPs responsibilities, what needs to be done.

17:00 - 17:30

Discussion

DAY TWO - 7 NOVEMBER 2014 LOCATION: Conference Room "Umberto Pagliacci"- PROVINCIA DI PERUGIA, Piazza Italia 11, Perugia 09:30 - 10:00

Registration

C5: E-procurement joint Pilot Actions implementation - APEA Siena o P5.1: Preparation of Joint Pilot Actions - University of Patras 10:00 - 10:30

Topics of discussion: Pilot/Testing by module, use-cases, requirements, implementation & evaluation methodology (by technicians and users), timetable. o P5.2: Joint Pilot Actions Implementation - APEA Siena

10:30 - 11:00

Topics of discussion: tenders preparation, identification of SMEs and PAs that will participate in the testing/pilot, data collection and trials reports, PPs responsibilities, timetable.

11:00 - 11:20

Coffee Break o P5.3: Assessment of Pilot Actions and Capitalisation - University of Patras

11:20 - 12:00

12:00 - 13:00

Topics of discussion: technical evaluation, usersâ&#x20AC;&#x2122; evaluation (questionnaires), impact analysis (comparison of results with and without GRASP toolkit), capitalisation plan, timetable. Discussion

13:00 - 14:30

Lunch Break

14:30 - 15:00

Steering Committee meeting

15:00 - 15:30

Decisions/Action List

15:30 - 16:00

Meeting Overall/Summary

Wednesday 5 November 2014 (Rovere Room) TITLE OF THE WORKSHOP E-procurement of the Public Administrations: an opportunity or an obstacle for GPP? By Provincia di Perugia with the cooperation of CONSIP SpA Conference held in Italian language An Italian-English simultaneous translation service is available Speaker. Paolo Fabbri- Punto 3 (Italian expert of GPP)

Programme 09.30 Introduction by Mr. Paolo Fabbri

First Part 09.45-10.15 “ GPP in the Programme for rationalization of Public Spending by Consip SpA Mrs. Lidia Capparelli-Responsible for Green Public Procurement in Consip S.p.A and Italian expert of GPP

10.15-10.45 “The Inclusion of environmental criteria into public calls for tender to enable economic operators to the electronic market of the Autonomous Province of Trento (MEPAT)" Mr. Marco Niro - APPA-Trento

10.45-11.30 “GRASP project: objectives, pilot actions, tools and methodology for GPP in some Mediterranean areas. Mrs. Barbara Coccetta- project researcher Provincia di Perugia Prof. Yorgos Stephanedes- University of Patrasso Mr. Luigi Trollini - project researcher Provincia di Perugia

11.30-11.45 Coffee Break

Second Part 11.45- 12.15 “ Public Lighting by LED technology” Mr. Francesco Blandamura- LITEK

12.15- 12.45 “The purchase of ecological products in the web by final consumers” Mr. Giuseppe Avolivolo- Minimo Impatto

12.45- 13.30 Discussion

Project Acronym - Title: GRASP - GReen procurement And Smart city suPport in the energy sector Project reference number: 1C-MED12-33

4th Transnational Meeting, Steering Committee Meeting & Workshop: 5, 6 & 7 November 2014, Perugia, Italy

Date: [11/11/2014] Dissemination Level: [Public]

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

1. Introduction The meeting was hosted by the Province of Perugia in Perugia, Italy. This was the 4th GRASP transnational meeting that was organised in conjunction with a workshop. The workshop took place on the 5th of November in Rimini, in the framework of the Ecomondo fair, and its subject was: "E-procurement of the Public Administrations: an opportunity or an obstacle for GPP?" The transnational meeting took place on the 6th and 7th of November in Perugia. The main purpose of the meeting was to present to the partnership the deliverables developed so far, and the progress of the ongoing actions; track the overall progress of the project in achieving the goals included in the Application Form; and discuss, decide and program the upcoming project activities. The meeting was attended by most project partners as well as members of GRASP technical team. Finally, the Steering Committee voted for the validation of the decisions taken during the meeting. The participants of the meeting are summarized in Section 2.

2. Participants Partner No. LP

Name of Partner University of Patras

Name of Participant Yorgos Stephanedes Christina Papageorgopoulou Ioannis Kanakaris Barbara Coccetta

PP2

Province of Perugia

Filippo Grandolini Luigi Trollini Constantino Kounas Bernard Mallia

PP3

IRISS

Barbara Baschiera

PP4

CCI of Terrassa

Conchita Junqueras

PP5

Mountain Community ALTO BASENTO (P.A.B.B.C.)

Rocco Coronato

PP6

Municipality of Spata -

Eleni Tounta

Luca Giocoli

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

Artemis

Fani Prifti Aggelos Georgas Maria Maliarou Thomas Antoniou Aikaterini Aloupi

PP7

APEA Siena

PP8

ATLANTIS Consulting Cyprus Ltd. CCIN of Castellon

PP9

Massimo Ianniciello Alessio Bucciarelli Charalampos Panayiotou Victoria Rubio Jean Charles Laurelli

PP10

SIEEP

Albert Boulanger Noelle Tassy Vincent Vallicioni

PP11

Municipality of Pilea Hortiatis

Anastastia Salavasili Alexandra Ananika Ignatios Charalampidis

PP12

University of Vlora

Altin Mahilaj (via skype)

PP13

RAIS

Danijel Mijic

3. Discussion Topics Component 1: Administrative & financial management of project / partnership coordination

3rd Progress Report feedback and Project Officers message The LP informed the partnership about the outcome of the 3rd PR according to the clarification that the JTS requested. All the matters (feedback part I) have been clarified. However, the project officer pointed out that we are now entering the final phase of the project implementation, and therefore we must be more careful to ensure the qualitative & quantitative integration of the activities, and the budget schedule. In case of delays or difficulties encountered, the consortium should inform immediately the project

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

officer in order to help as possible. Moreover, from now on it is necessary to abide by the deadlines set and not delay the submission of the deliverables.

NEXT MEETINGS So far the next project meetings that will take place are the ones listed below. If needed, extra meetings will be organised in order to have the job done within the time schedule. • • • • •

5th Transnational meeting  5 & 6 March 2015, Terrassa, Spain Technical meeting  End of January (when? 23 OR 30 /1 where? Athens) Technical meeting  spring 2015 Synergies meeting  12/13 OR 19/20 March 2015, Piraeus, Greece Final meeting  approx. in early May 2015 (end of project), Patras or Brussels/ Marseilles

No. Action 1. Technical meeting 2. 5th transnational meeting 3. Technical meeting 4. Final event

4th reporting period (reports, expenditures and deliverables) The time schedule for preparing and submitting the 4th Progress Report to the JTS was presented. The deadlines set are given below. 4th PROGRESS REPORT No. Action 1. FLC reports 2.

Expenditures in Presage

Deadline 29/1/2015 29/1/2015

Comment All partners will send their FLC report to the LP and enter them in Presage. 1 All partners will enter their expenditures in Presage. 2

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

Validation of 13/2/2015 FLC reports & expenditures Annexes 13/2/2015

FLC 13/3/2015 certificates & National Validations JTS folder 16/3/2015

All partners will validate their reports and expenditures entered in Presage. All partners will send to the LP the annexes that include: indicators with justification, users info excel file, list of participants to GRASP events, events organised, publications. 4 All partners will send to the LP a scanned copy of their FLC certificate. Spanish partners have to send a scanned copy of their National Validation as well. The LP will send to the JTS the folder with the 4th PR, PC and all required annexes.

Partners are requested to submit a more detailed FLC report otherwise it is difficult for the LP to record their activities in the general Project Report of the semester. 2.

According to our Project Officer's recommendations: In the comment section of the budget line Staff costs, all partners should indicate the number of hours worked on the project and the role of the person in the project. 4.

Annexes include:  the excel with the indicators achieved during the 4th reporting period with a justification  for each event organised or attended by the partners a pdf file including: the agenda, the invitation, the signed registration list, the presentations, pictures, video links, reports, published articles etc of the event  a small paragraph summarising the purpose, outcome of the event and the role of GRASP in it  pdf files including print screens and links of the published articles about GRASP in media, press and internet

The paragraph will also be included in the Progress Report, the newsletter and GRASP website. For this reporting period the following events took place: seminars, workshops and meetings, MED on the move event. The signed registration lists of the events are necessary since we have a whole deliverable based on them.

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

Component 2: Information, awareness raising & capitalisation

2.1 Development of the Communication Plan According to decisions made during previous meetings, the Communication Plan will be updated every four months. The next update will be submitted in December, but before the end of December in order to be included in the deliverables of the 4th reporting period. For this purpose, all partners have to send to CCI of Terrassa their updated communication plan template, including all the identified events and actions that contribute to the promotion of GRASP (articles/ interviews on newspapers/ websites/ magazines/ tv channels, presentation/participation in events, seminars, workshops, aware raising events, enewsletters etc). The Communication Plan includes the following activities:  activities planned  stakeholders involvement activities  internal communication activities Apart from updating the template, the partners should also revise the actions entered in the past reporting periods (change of date, cancellation of an event, implementation of an event etc). Communication Plan No. Action 1. Updated Comm. Plan template 2. Updated Comm. Plan

Deadline 01/12/2014

Comment All partners will send to PP4-CCI of Terrassa their updated Communication Plan templates.

19/12/2014

CCI of Terrassa will prepare and send to the partnership the updated Communication Plan.

2.2 Interaction between GRASP and other (MED) projects

The LP presented the progress made so far in the framework of synergies with other (MED) projects. So far:

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

two Memoranda of Understanding (MoU) have been signed between GRASP and the following projects: o REPUBLIC-MED and REMIDA o MARIE and PEEBPE a 3rd MoU is ready to be signed with the project CO-EFFICIENT one common e-newsletter has been published in cooperation with projects MARIE and PEEBPE several participations and presentations of GRASP in these projects events and vise versa GRASP website has been linked to the websites of projects MARIE and ENCERTICUS and a common calendar has been provided.

In March 2015 GRASP plans to organise a synergies meeting with representatives of the above mentioned projects in order for each project to present its deliverables, discuss and review the decided common activities (exchange of findings, tools etc), and plan common events for the dissemination of the projects' deliverables. The event will take place in Piraeus-Greece and the possible dates for its organising are: 12/13 OR 19/20 March 2015. The event will be organised by the GRASP-LP â&#x20AC;&#x201C; University of Patras in cooperation with the Municipality of Piraeus â&#x20AC;&#x201C; partner of project REPUBLIC-MED. Finally, in December the updated report of GRASP synergies will be developed by UPatras and submitted to the JTS as an interim report. Synergies No. Action 1. Updated Synergies report 2. Synergies event

Deadline 15/12/2014

Comment UPatras will develop and submit the updated report on synergies.

18/3/2015

Synergies event/meeting between GRASP and other projects with which GRASP has signed a MoU.

2.3 Execution of communication & capitalisation activities Project website The project website has to be updated with the contribution of all partners. Therefore, each partner has to upload on GRASP website the following:

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

pictures, articles, ppts, evaluation reports, agendas, invitations, registration lists etc. of events organised by each partner (seminars, workshops, meetings etc) articles about all the MED-on-the-move events, article, role of GRASP etc update the calendar with scheduled future events (seminars, workshops, meetings, conferences etc) videos from interviews subtitled translated promotional material and e-newsletters into all partnership languages educational material used in all seminars (send the material to the LP for adding it in the deliverables folder!)

Moreover, Province of Perugia will upload on GRASP website the video they produced during the Ecomondo fair workshop in Rimini. The next website update must be done in December and before the end of 2014. Therefore, all partners have to upload their material (or send it to Luca ready for upload) by the 20th of December. For the partners who haven't had their seminars yet, please send the material (evaluation report, educational material, pictures, videos, registration list etc) within 10 days after the realisation of the seminar. Same applies for all future events. The LP will also write short paragraphs about the projects with which GRASP has developed synergy, will add their events in the calendar and add links to their websites. In general, for every event that has already or will be organised by a partner, a small article will have to be produced by the host partner and will be uploaded on the website. Same applies for the events that the partners will or has already attend in order to present GRASP or as a simple participant. WEBSITE No. Action 1. Upload material of past events & deliverables 2. Upload material of future events 3.

Synergies

Deadline 20/12/2014

Comment All partners will upload on GRASP website their translated promotional material, e-newsletters and material from the past events.

10 days after All partners will upload within 10 days after the the realisation realisation of an event, a short article about the of the event event, the registration list, agenda, ppts, pictures etc. of the event. 20/12/2014 LP will upload on GRASP website material from synergetic projects, add their planned future events, and will add links to their websites.

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

E-newsletter All partners have to send to the LP their translated e-newsletters and upload them on GRASP website as well. For the 4th e-newsletter all partners have to contribute to its development by sending to the partner responsible (PP11-Municipality of Pilea-Hortiatis) articles about their activities, and the events that they attended/organised (same articles that will be used for the website and the progress report). E-NEWSLETTER No. Action 1. Articles 2.

Deadline 5/1/2015

Draft enewsletter Feedback

14/1/2015

23/1/2015

Final enewsletter Translation

Publication

30/1/2015

3. 4.

19/1/2015

29/1/2015

Comment All partners will send to Mun. of Pilea-Hortiatis the articles that will be included in the e-newsletter. Mun. of Pilea-Hortiatis will develop and share with the partners the draft version of the e-newsletter. Partners will provide their feedback to Mun. of PileaHortiatis. Mun. of Pilea-Hortiatis will finalise the e-newsletter. Partners will translate the e-newsletter in their language. 4th e-newsletter will be distributed by all partners and will be uploaded on GRASP website (including all translations).

Project promotional material All partners have to send to the LP their translated promotion material if they haven't done that yet, in order to include it in deliverables folder and upload it on GRASP website. The only part of the promotional material that hasn't yet been produced is the project â&#x20AC;&#x201C; a 12-pages illustrated document that will include the guidelines for the DBs and the e-GPP service. The partner who is responsible for this deliverable is PP9-CCIN of Castellon. The technical part of the project (guidelines) will be developed by GRASP technical team (part of their technical report). The deliverable must be ready by February 2015 since it will be used in GRASP technical seminars â&#x20AC;&#x201C; end of March/ early beginning of May 2015.

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

PROMOTIONAL MATERIAL â&#x20AC;&#x201C; PROJECT No. Action Deadline Comment 1. Guidelines for 30/12/2014 The technical team will deliver the guidelines of the DBs and eGPP DBs and the eGPP service tool 2. Draft project 20/1/2015 CCIN of Castellon will prepare the draft project (12 paged illustrated document). 3. Feedback on 26/1/2015 Partners will send their feedback to CCIN of project Castellon. 4. Final project 6/2/2015 CCIN of Castellon will submit the final project. 5. Translated 23/2/2015 Partners will translate the project in their languages. project 6. Production 2/3/2015 Production/print of project, ready to be used in GRASP technical seminars.

List of participants All partners have to deliver to the LP a complete list with the information of the stakeholders who attended GRASP events (meetings, workshops, seminars etc). Apart from the signed registration lists of all events, each partner has to provide the LP with an excel file with all the information (name, institution, email) included. Also included should be interaction with the media, such as interviews, with information estimate on readership (how many listened to or watched the interview). This file has to be sent along with the evaluation reports and material of the event, within 10 days after the realisation of each event.

Capitalisation Plan All partners have to read the file CAPITALISATION PLAN that includes the documents: "IPR Agreement", "template of the Exploitation activities" and "Table of contents of Valorisation Plan," developed by CCIN of Castellon; and then all partners must provide their feedback. These documents refer to the Capitalisation Plan and the Impact Case Studies that each partner has to deliver in order to ensure the project sustainability. According to the Application Form, each partner has to develop: - 1 ACTION PLAN describing how they plan to implement the project outputs (especially after project end) and recommend ways for taking up GRASP by other countries/regions

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

1 IMPACT CASE STUDY providing input for future e-procurement follow-up actions and future initiatives in the MED Region (in the fields of integration of RES technologies in building components; EE for smart buildings), in coherence with EU Networks: Covenant of Mayors, EU Living Labs.

APEA stressed the importance to have a capitalization plan containing action plans constraining, as much as possible, stakeholders, in particular Public Administrations to commit to use (at least a part of) GRASP results. Without a serious commitment of PA there will not be a real capitalization. Already in the meeting of Patras, APEA introduced their work to include GPP in Sustainable Energy Action Plan of some Siena Municipalities. Moreover, Siena Agency added that will do all the possible effort to include PROCA project and CONSIP, the national Agency for e-procurement, in the foreseen meeting for the synergies, considering that PROCA project is working on the introduction of GPP in SEAP i.e. tha same issue that APEA is doing in GRASP. APEA added that having an action plan integrated with SEAP will be easier to calculate the long term impact of the project; in fact, SEAP data collected in some municipalities will may be used to accounting the impact on a larger time and space scale.

No. Action 1. Approval of CP Methodology 2. Final CP Methodology 3. Action Plans & Impact Case Studies 4. Capitalisation Report

CAPITALISATION PLAN (CP) Deadline Comment 30/11/2014 Partners will send their feedback to CCIN of Castellon regarding the proposed CP methodology. 3/12/2014

The CP methodology will be finalised by CCINC.

30/4/2015

All partners will submit their Action Plans and Impact Case Studies to PP9-CCINC

31/5/2015

CCINC will compose and submit the total Capitalisation Report according to the findings of the partners' CP and ICS.

Interview about GRASP article in PROJECTS magazine

An article about GRASP will be published in PROJECTS magazine (http://www.projectsmagazine.eu.com/). For this purpose, all partners will be interviewed by a journalist. Mr. Chris Barrett (Production Manager, Insight Publishers -

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

chris@ipl.eu.com) or a colleague of his will contact you in order to arrange an appointment for the interview. The following persons will be contacted for each partner:

Partner LP_UPATRAS PP2_PROVINCE OF PERUGIA

Name Yorgos Stephanedes Barbara Coccetta Luigi Trollini ????

PP3_IRISS PP4_CCI OF TERRASSA

Bernard Mallia Anna Pajaron

PP5_MCAB (PABBC)

Luca Giocoli

PP6_MUN. OF SPATAARTEMIS PP7_APEA SIENA PP8_ATLANTIS

Leonidas Somakos Katerina Aloupi Massimo Ianniciello Charalampos Panayiotou Victoria Rubio

PP9_CCIN OF CASTELLON PP10_SIEEP PP11_MUN. OF PILEAHORTIATIS PP12_UVLORA PP13_RAIS

Email/Skype/Phone yjste@upatras.gr grasp.prov.pg@gmail.com skipe:barbaracoccetta1 luigi.trollini@sof-tel.it Bernard.Mallia@researchsocialsciences.org apajaron@cambraterrassa.es (0034937339833) luca@lucagiocoli.com Skype: LUCA GIOCOLI somleo@mail.ntua.gr kaloupi@spata-artemis.gr ianniciello@apea.siena.it c.panayiotou@atlantis-consulting.eu

Noelle Tassy Melina Zempila

vrubio@camaracastellon.com (0034617308548) tassy.noelle@cdinnov.com mzempila@auth.gr

Evelina Bazini Altin Mahilaj Bojan Okuka

evelina.bazini@univlora.edu.al altin.mahilaj@univlora.edu.al bojan.okuka@rais.rs.ba

Component 3: Procurement System Analysis: Transnational Mapping and Common Operating Model 3.1 Relevant characteristics of countries involved, comparison of experiences and good practices Province of Perugia, as the leading partner of Component 3 and Phase 3.1 in particular, presented the results of the seminars and workshops that have been organised so far by the partners in the framework of GRASP project and according to the findings of the evaluation reports.

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

With regards to these events all partners have to deliver to the LP the following in order to be included in the deliverables folder:  invitation, announcements (press, website etc) of the event  educational material and presentations used in the seminar  list of participants  pictures, videos from the event  publications (articles in media and internet) regarding the results of the event  a small paragraph with the purpose and the results of the event, which will be published in the e-newsletter and the website. All these will be included in a pdf file, one for each event. The deadline for P3.1 is the end of April 2015, therefore the next seminars will be the technical seminars which will be organised by the end of March 2015 the latest. This means that by then the databases and the e-GPP service have to be functional and delivered. Each partner has to organise one technical seminar. Within 15 days after the realisation of the seminar, each partner will compose and submit to PP2-Province of Perugia the evaluation report of the seminar. Finally, PP2 will collect all the reports from all GRASP events and will submit the deliverable of P3.1, which is a total report on the findings from the workshops and seminars organised during the project implementation.

No. Action 1. Realisation of GRASP technical seminar 2. Evaluation Report of the techn. seminar 3.

Final Report

TECHNICAL SEMINARS Deadline Comment 31/3/2015 All partners will have their technical seminar realised by the end of March 2015. Within 15 days after the seminar. Final date: 15/4/2015 30/4/2015

Within 15 days after the realisation of the seminar each partner will submit to PP2 the evaluation report. All reports must be sent to PP2 by the 15th of April 2015. PP2 will compose and submit the final- overall report with the findings of GRASP events.

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

3.2 Role of stakeholders Transnational Mediterranean Network - TMN PP4-CCI of Terrassa presented the main deliverable of P3.2 which is the Transnational Mediterranean Network (TMN). TMN is ready to be tested by the partners in the following link: barcino.etics.es:6987/tmn/ For the test each partner has to make 3 registrations (made by 3 different people of their entity), use the TMN by uploading articles and setting up a conversation with the rest members. Then, they have to provide the PP4 technical team with their feedback. This can be done through the TMN site by clicking where it indicates feedback (at the bottom of the page), writing their remarks and suggestions and sending them directly to the technical team of PP4. Afterwards, the technical team will improve the TMN by incorporating the partnership's feedback and will upload the TMN in the GRASP domain. Regarding the GRASP domain, PP4? technical team is facing technical obstacles in using the one that PP5-MCAB (PABBC) had bought in the past. In order to solve this problem, PP5 will buy a new host. This will be done by 21 November 12, 2014. Afterwards, the TMN will be uploaded in the TMN domain and will be fully functional and open to the stakeholders for becoming members. Therefore, all partners have to invite all the SMEs and PAs that they have indentified during all this time to become members of the TMN. Apart from the stakeholders that answered the questionnaires, SMEs and PAs that attended GRASP events (workshops and seminars) as well as partners of other synergetic projects can be invited to become members of GRASP TMN. UPatras has prepared the invitation that will be sent to the stakeholders, the only item still to be added is the final link of the TMN website. Moreover, PP4 technical team will have to deliver a technical report including the purpose of the TMN, the methodology used, the technical aspects of the TMN and the guidelines for using the TMN. This report is part of the deliverable and has to be submitted along with the TMN within December 2014.

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

It is essential to have this deliverable finished within December and before the end of the reporting period because the TMN has already been delayed for many months. Therefore, all partners are requested to support this effort, test the TMN and promote it in the best possible way. In the end, at least 10 stakeholders (in total) per partner must become members of the TMN. TRANSNATIONAL MEDITERRANEAN NETWORK (TMN) Deadline Comment 21/11/2014 PP5-MCAB (PABBC) will buy the new host for the TMN. 18/11/2014 3 registrations per partner in order to test the TMN and send feedback to PP4 technical team. 8/12/2014 PP4 will finalise the TMN and upload it on GRASP domain. TMN fully operational. Invitation 8/12/2014 UPatras will send the invitation to the partnership in order to send it to all their identified stakeholders. Invitation of 9/12/2014 All partners will invite stakeholders to become stakeholders members of the TMN. TMN 20/12/2014 PP4 will deliver the technical report of the TMN technical which will also include guidelines of its usage. report and guidelines

No. Action 1. New TMN host 2. TMN testing & feedback 3. Final TMN 4. 5. 6.

Perugia Declaration

During the meeting in Perugia the Project Coordinator presented to the partnership a draft document named as Perugia Declaration, which establishes a cooperation amongst public agencies and small-and-medium-enterprises involved in public procurement for the establishment, adoption and dissemination of green-procurement products for the good of the users and the environment in MED area. The articles of the declaration were discussed by the attendees who were also requested to provide their feedback. PP5-Mountain Community ALTO BASENTO (PABBC) suggested that it can be the partner responsible to set up this NGO since PP5 has substantial experience in this field. Therefore, it was agreed that P5 will finalise the Perugia Declaration Document. Its final form will be signed by the partnership in the next GRASP transnational meeting in Terrassa (56/3/2015).

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

No. Action 1. Draft doc of Perugia Declaration 2. Feedback on the doc 3. Final doc of Perugia Declaration 4. Signed Perugia Declaration

PERUGIA DECLARATION Deadline Comment 30/1/2015 PP5 will prepare and send to the partnership the proposed document of the Perugia Declaration. 16/2/2015

All partners will provide their feedback.

27/2/2015

PP5 will finalise the Declaration according to the partners' feedback.

5-6/3/2015

The partnership will sign the Perugia Declaration during GRASP 5th transnational meeting in Terrassa.

3.3 Sharing and implementing a common procurement model The main deliverable of P3.3 Report on the specifications of a common procurement model has already been delivered by PP11-Municipality of Pilea-Hortiatis. The other sub-deliverable of this phase is the book/database of good (e)GPP practices. The partner who is responsible for this Phase is PP9-CCIN of Castellon who is collecting these reports. So far, only seven good practices have been developed by the partnership. PP9 has to send these reports to the LP as well in order to include them in the deliverables folder even if this deliverable is not finished yet; it will be submitted as draft deliverable. In the Bastia meeting we decided, following our project officer’s recommendation to change the deliverable from database of best eGPP practices to book of good (e)GPP practices, since this field is new and not many best practices can be identified. In the Perugia meeting, Luigi (technical of PP2) suggested to keep the template that was presented by PP9 and develop a database of good (e)GPP practices which will be part of GRASP databases (an extra table will be created). This table will be gradually filled in with more good (e)GPP practices. The reports must be entered in the database by following the specific form shown in the presentation of P3.3 by PP9 and by giving information on the fields listed below. Fields of analysis collected:  Name of the BEST PRACTICE  Country  Procurers and suppliers

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

     

Contracting Authority Context Green requirements & quality standards requested Procedure followed Results Pros and cons/ scope for improvements

A document (text) of the good (e)GPP practices will also be needed, as these reports will be available for download at GRASP website. Therefore, returning to the format of the initial deliverable of P3.3; we will develop a Database of good (e)GPP practices. This deliverable has to be ready by the end of 2014. All partners who have already submitted a report of a good (e)GPP practice, have to send it once again to PP9 in the proposed format of the DB table. PP2-Province of Perugia, in cooperation with GRASP technical team will build the table of the DB, which will have the flexibility to be updated by adding new (e)GPP practices by the end of the project as well as after the end of the project.

No. Action 1. Reports in the DB table form 2.

Development of good eGPP practices table Reports on good (e)GPP practices Updated database linked with GRASP DB and website

Database of good (e)GPP practices Deadline Comment 5/12/2014 The partners who have already written a report on good (e)GPP practice will send to PP9 the report in the form of the DB table. 5/12/2014 PP2 and GRASP technical team will create the table for the good eGPP practices , which will be part of GRASP databases. 15/12/2014 Send your reports (text and table format) on good (e)GPP practices in order to include them in the database. 29/12/2014 The database will be ready, linked with GRASP database and the documents (text) reports will be uploaded on GRASP website and will be available for download.

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

Component 4: Design & Development of the e-procurement tools & methodologies Database Luigi Trollini from the Province of Perugia and member of GRASP technical team presented the state of the art of the two databases, the Visual Database Design, MySQL Workbench functionalities (Design, Development, Administer, Visual Performance Dashboard and Database Migration), as well as the tables in which the DBs are organised. GRASP DBs are organized in 4 GROUPs of tables: • PRODUCT/SERVICES tables • PAs tables • SMEs tables • TENDER tables For each of these tables, their contents (sub-tables) were also presented and explained to the participants. Altin Mahilaj from the University of Vlora presented via Skype a video showing the interface of the DBs. In particular it showed how one can register and use the DBs as an admin or an SME user or an PA user. The video can be shown by using the link http://grasp.univlora.edu.al/pr/ or downloaded by using the link http://grasp.univlora.edu.al/pr/perugia_demo.rar. The databases are ready to be filled in. Each partner who is responsible for a specific EE and RES category will receive an account from Altin in order to enter the DBs and enter the green criteria for his category. Below is given the list of the partners who are responsible for each category and the key elements of each category as they were decided during the Siena technical meeting (2324/1/2014).  Energy Efficiency (EE) ─ Public Lighting => SIEEP ─ Building renovation & retrofitting => SIEEP ─ Building climate control => IRISS

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

─ ─

Heating and cooling efficiency => IRISS IT equipment => PROVINCE OF PERUGIA

 Renewable Energies (RES) ─ Solar energy => ATLANTIS ─ Wind energy => MOUNTAIN COMMUNITY ALTO BASENTO (PABBC) ─ Geothermal energy => ATLANTIS Key elements for each category:  Environmental criteria ─ Energy performance ─ Key technologies ─ Health o Waste o Emissions  Financial considerations ─ Useful economic life ─ Operational cost ─ Investment cost Moreover, all partners have to contribute in the filling in of the databases with products by adding at least 10 products in total, from one or more categories. All products must be introduced in the DBs by the 15th of December. An issue that was raised was the need to buy or rent a server in order to have all GRASP deliverables (Databases, eGPP toolkit) in one server. This way it will be easier to update and maintain the DBs. It was suggested that UPatras as the LP hosts this server, and Province or Perugia (Luigi) will manage it. UPatras will examine if it is possible to rent space in UPatras servers instead of buying a new server. For this purpose, UVlora (Altin) will send to the LP a document with the server requirements and specifications by 19 November. Then UPatras will make the final decision. Regarding the eGPP toolkit and its connection to GRASP database, the technical team will arrange to have a skype meeting the soonest possible since the technicians of ATLANTIS, who is responsible for the development of the eGPP were not able to attend the meeting. The technical team will report to the LP of the intended skype meeting date by 17 November.

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

GRASP DATABASES No. Action 1. Send accounts to partners 2. Enter green criteria for in the DBs 3. Enter products and elements in the DB 4. Server requirements & specs 5. Host of the server

Deadline 17/11/2014

Comment UVlora (Altin) will send accounts to the partners in order to log in as SMEs in the DB and enter products.

15/12/2014

The partners responsible for each EE and RES category will add the green criteria for the category they are responsible. All partners will add at least 10 products in the DB from one or more categories.

15/12/2014

19/11/2015

UVlora (Altin) will send to the LP the requirements and the specs of the server.

21/11/2015

UPatras will give the final answer of what is needed in order to host the server.

Component 5: E-procurement joint Pilot Actions Implementation APEA Siena presented the general plan of the pilot and testing actions of the eGPP service. There will be three pilot actions in total by the partners: PP2-Province of Perugia, PP3-IRISS and PP10-SIEEP. Since our solutions must be sustainable, selecting the most economical solution (â&#x20AC;&#x153;lowest priceâ&#x20AC;? in the classical definition) is not an option in these pilots. As already agreed from the start of the project, apart from PP7-APEA Siena and PP4-CCI of Terrassa, the rest of the partners will perform a test of our method. This means that they will apply a simulation of GRASP methodology on a past-finished tender, and will compare the results. For each pilot or test we must assure the participation of at least 10 SMEs. Since the test is a simulation, in order to achieve the threshold of 10 SMEs per tender, the partners can use SMEs offers from old tenders . Regarding the green criteria that will be used in the pilot and test actions, the pilots will enter in the DBs the European criteria and the national green criteria of their country. When a user logs in the DBs he can choose the set of green criteria he wants to use according to his country of origin. If a country does not have a national legislation regarding the green criteria that have to be used in a tender, the European legislation will be chosen.

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

For the evaluation of a solution/product offered, APEA showed examples of tools that CONSIP uses/ suggests. There are two options: 1) Use the method of Life-Cycle Assessment (LCA) to assess a good or a service in an environmental and economic point of view including externalities (from cradle to grave) 2) Use a simplified approach of the Life-Cycle Cost (LCC) including only energy saving and product lifetime. LCA is more reliable but more complex whereas LCC is simpler and uses the three basic elements that can be found for the majority of the products: price, energy consumption and lifetime cost. APEA will suggest the method to be followed. Price and lifetime are always present in any purchase while energy consumption can be changed. For instance, if I give importance to health instead of energy we can account health positive or negative externalities instead of energy but in our case, the project core is energy, it means that my chosen elements are: price, product lifetime and energy consumption (or green energy production if I prepare a tender on RES). APEA will suggest the method to be followed if you are not able to have a data for a complete LCA. As far as it concerns the evaluation of GRASP methodology, it will be done by the partners and the users, and will refer to the technical aspects of the pilot/test action. The LP will prepare and share with the partnership the template for the evaluation; it will consist of Yes/No questions aiming at receiving an outcome whether GRASP methodology is more helpful and gives better results in comparison with the methodology used so far in each country-partner. Regarding the assessment and the capitalisation of the pilot actions, this will be done with respect to the short term since there is not enough time to see the results of GRASP methodology. However, medium- and long-term assessment may be estimated. APEA suggested getting some ideas from the link given below, where we can find and download Sustainable Energy Action Plans of the Covenant of Mayors. One of the possible action of a SEAP can be GPP, in which a Public Administration commit to purchase adopting green criteria. It can be the action plan of GRASP capitalization plan. http://www.covenantofmayors.eu/actions/sustainable-energy-action-plans_en.html

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

3. ACTION LIST

No. Action 1. Technical meeting 2. 5th transnational meeting 3. Technical meeting 4. Final event

No. Action 1. FLC reports 2. 3.

NEXT MEETINGS Date Comment 23 OR 30 GRASP technical meeting in Athens-Greece (only for /1/2015 technical team members). 5&6/3/2015 GRASP 5th transnational meeting and Steering Committee meeting, to be hosted by CCI of Terrassa in Terrassa-Spain. Spring 2015 To be decided when and where. Technical meeting for GRASP technical team members. Early May To be organised by the LP. To be decided when and 2015 where. 4th PROGRESS REPORT Deadline Comment 29/1/2015 All partners will send their FLC report to the LP and enter them in Presage. 1 29/1/2015 All partners will enter their expenditures in Presage.

Expenditures in Presage Validation of 13/2/2015 FLC reports & expenditures Annexes 13/2/2015

FLC 13/3/2015 certificates & National Validations JTS folder 16/3/2015

No. Action 1. Updated Comm. Plan template 2. Updated Comm. Plan No. Action 1. Updated Synergies

The LP will send to the JTS the folder with the 4th PR, PC and all required annexes. Communication Plan Deadline Comment 01/12/2014 All partners will send to PP4-CCI of Terrassa their updated Communication Plan templates. 19/12/2014

Deadline 15/12/2014

CCI of Terrassa will prepare and send to the partnership the updated Communication Plan. Synergies Comment UPatras will develop and submit the updated report on synergies.

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

report Synergies event

No. Action 1. Upload material of past events & deliverables 2. Upload material of future events 3.

Synergies

No. Action 1. Articles 2. 3. 4. 5.

Draft enewsletter Feedback Final enewsletter Translation

March 2015 Synergies event/meeting between GRASP and other projects with which GRASP has signed a MoU. WEBSITE Deadline Comment 20/12/2014 All partners will upload on GRASP website their translated promotional material, e-newsletters and material from the past events. 10 days after All partners will upload within 10 days after the the realisation realisation of an event, a short article about the of the event event, the registration list, agenda, ppts, pictures etc. of the event. 20/12/2014 LP will upload on GRASP website material from synergetic projects, add their planned future events, and will add links to their websites. E-NEWSLETTER Deadline Comment 5/1/2015 All partners will send to Mun. of Pilea-Hortiatis the articles that will be included in the e-newsletter. 14/1/2015 Mun. of Pilea-Hortiatis will develop and share with the partners the draft version of the e-newsletter. 19/1/2015 Partners will provide their feedback to Mun. of PileaHortiatis. 23/1/2015 Mun. of Pilea-Hortiatis will finalise the e-newsletter. 29/1/2015

Partners will translate the e-newsletter in their language. 6. Publication 30/1/2015 4th e-newsletter will be distributed by all partners and will be uploaded on GRASP website (including all translations). PROMOTIONAL MATERIAL â&#x20AC;&#x201C; PROJECT No. Action Deadline Comment 1. Guidelines for 30/12/2014 The technical team will deliver the guidelines of the DBs and eGPP DBs and the eGPP service tool 2. Draft project 20/1/2015 CCIN of Castellon will prepare the draft project (12 paged illustrated document). 3. Feedback on 26/1/2015 Partners will send their feedback to CCIN of project Castellon. 4. Final project 6/2/2015 CCIN of Castellon will submit the final project. 5. Translated 23/2/2015 Partners will translate the project in their languages. project 6. Production 2/3/2015 Production/print of project, ready to be used in

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

No. Action 1. Approval of CP Methodology 2. Final CP Methodology 3. Action Plans & Impact Case Studies 4. Capitalisation Report

No. Action 1. Realisation of GRASP technical seminar 2. Evaluation Report of the techn. seminar 3.

Final Report

GRASP technical seminars. CAPITALISATION PLAN (CP) Deadline Comment 30/11/2014 Partners will send their feedback to CCIN of Castellon regarding the proposed CP methodology. 3/12/2014

The CP methodology will be finalised by CCINC.

30/4/2015

All partners will submit their Action Plans and Impact Case Studies to PP9-CCINC

31/5/2015

CCINC will compose and submit the total Capitalisation Report according to the findings of the partners' CP and ICS. TECHNICAL SEMINARS Deadline Comment 31/3/2015 All partners will have their technical seminar realised by the end of March 2015.

Within 15 days after the seminar. Final date: 15/4/2015 30/4/2015

Within 15 days after the realisation of the seminar each partner will submit to PP2 the evaluation report. All reports must be sent to PP2 by the 15th of April 2015.

PP2 will compose and submit the final- overall report with the findings of GRASP events. TRANSNATIONAL MEDITERRANEAN NETWORK (TMN) No. Action Deadline Comment 1. New TMN 21/11/2014 PP5-MCAB (PABBC) will buy the new host for the host TMN. 2. TMN testing 18/11/2014 3 registrations per partner in order to test the TMN & feedback and send feedback to PP4 technical team. 3. Final TMN 8/12/2014 PP4 will finalise the TMN and upload it on GRASP domain. TMN fully operational. 4. Invitation 8/12/2014 UPatras will send the invitation to the partnership in order to send it to all their identified stakeholders. 5. Invitation of 9/12/2014 All partners will invite stakeholders to become stakeholders members of the TMN. 6. TMN 20/12/2014 PP4 will deliver the technical report of the TMN technical which will also include guidelines of its usage. report and guidelines PERUGIA DECLARATION

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

No. Action 1. Draft doc of Perugia Declaration 2. Feedback on the doc 3. Final doc of Perugia Declaration 4. Signed Perugia Declaration

No. Action 1. Reports in the DBs table form 2.

Development of good eGPP practices table Reports on good (e)GPP practices Updated database linked with GRASP DBs and website

No. Action 1. Send accounts to partners 2.

Enter green criteria for in the DBs Enter products and elements in the DBs Server requirements & specs Host of the server

Deadline 30/1/2015

Comment PP5 will prepare and send to the partnership the proposed document of the Perugia Declaration.

16/2/2015

All partners will provide their feedback.

27/2/2015

PP5 will finalise the Declaration according to the partners' feedback.

5-6/3/2015

The partnership will sign the Perugia Declaration during GRASP 5th transnational meeting in Terrassa. Database of good (e)GPP practices Deadline Comment 5/12/2014 The partners who have already written a report on good (e)GPP practice will send to PP9 the report in the form of the DB table. 5/12/2014 PP2 and GRASP technical team will create the table for the good eGPP practices , which will be part of GRASP databases. 15/12/2014 Send your reports (text and table format) on good (e)GPP practices in order to include them in the database. 29/12/2014 The database will be ready, linked with GRASP database and the documents (text) reports will be uploaded on GRASP website and will be available for download. GRASP DATABASES Deadline Comment 17/11/2014 UVlora (Altin) will send accounts to the partners in order to log in as SMEs in the DB and enter products. 15/12/2014 The partners responsible for each EE and RES category will add the green criteria for the category they are responsible. 15/12/2014 All partners will add at least 10 products in the DB from one or more categories. 19/11/2015

UVlora (Altin) will send to the LP the requirements and the specs of the server.

21/11/2015

UPatras will give the final answer of what is needed in order to host the server.

4th Transnational Meeting & Workshop Perugia - 5 & 7 November 2014

GRASP GReen procurement And Smart city suPport in the energy sector

University of Patras

An Overview of All Components

Christina Papageorgopoulou xristinapapageo@hotm ail.com 4th Transnational Meeting & Workshop Perugia, Italy 5th-7th November 2014

GRASP GReen procurement And Smart city suPport in the energy sector

C1: Administrative and financial management

Project Officer: •Now entering final phase of project implementation •MUST ensure qualitative & quantitative integration of activities, budget schedule. •Therefore, you must inform us immediately of any delays or difficulties encountered in order to help as possible.

GRASP GReen procurement And Smart city suPport in the energy sector

C1: Administrative and financial management

Next meetings •5th transnational meeting 5 & 6 March 2015, Terrassa, Spain •Technical meeting End of January 23 OR 30 of January (when & where?- Athens) •Technical meeting spring 2015 •Synergies meeting 18 & 19 (?) March 2015, Piraeus, Greece •Final meeting May/June 2015 (end of project), Patras or Brussels/ Marseilles

GRASP GReen procurement And Smart city suPport in the energy sector

C1: Administrative and financial management 4th reporting period (1/7/2014 – 31/12/2014): •FLC reports (detailed!) 29/1/2015 •Expenditures in PRESAGE 29/1/2015 Keep in mind JTS recommendation: Staff costs in PRESAGE. Indicate in comment section number of hours worked on the project and role of person in the project •Validation of expenditures & REPORT 13/2/2015 •Certification of expenditures & National Validation for Spanish partners (scanned copy) 13/3/2015 •File sent to JTS 16/3/2015

GRASP GReen procurement And Smart city suPport in the energy sector

C1: Administrative and financial management ANNEXES!

13/2/2015

•Indicators WITH JUSTIFICATION! •Excel with users info •List of participants to GRASP events (workshops, seminars etc.) •EVENTS organised agenda, registration list, pictures, ppts, announcements, invitation, publications in the press, videos …. •Publications in media, newspapers, websites...

ALL PUBLICATIONS SHOULD BE INCLUDED IN A PDF FILE WITH PRINT SCREENS AND/OR THE LINK.

GRASP GReen procurement And Smart city suPport in the energy sector

P2.1: Development of the Communication Plan D.2.1:Communication Plan Update of Comm. Plan template by PPs 1/12/2014 Next update by PP4_CCI of Terrassa 19/12/2014

GRASP GReen procurement And Smart city suPport in the energy sector

P2.2: Interaction between GRASP and other projects 2 MoUs signed between GRASP and •Remida & Republic-MED •Marie & PEEBPE Common e-newsletter with MARIE and PEEBPE and link with their websites In contact with ENCERTICUS, which added a text about GRASP on their website

Common synergies event 18-19/3/2015 Updated report on synergies

15/12/2014

GRASP GReen procurement And Smart city suPport in the energy sector

P2.3: Execution of communication and capitalization activities

D.2.4. Project WEB Site UPDATE!!!! •Pictures, articles, ppts, reports, agendas, invitations etc of events organised by each partner (seminars, workshops, meetings etc) •MED on the move event, article, role of GRASP etc •Calendar with scheduled future events •Videos, interviews subtitled

GRASP GReen procurement And Smart city suPport in the energy sector

P2.3: Execution of communication and capitalization activities ď&#x192;&#x2DC;D.2.5. E-newsletters of the project -Send translated No 1,2,3 to upload them on the website E-newsletter No 4 -Articles about events you organised or participated, meetings, workshops, seminars, activities 5/1/2015 -Draft by PP11 19/1/2015 -Translation by PPs 29/1/2015 -Distribution & upload on website 30/1/2015

GRASP GReen procurement And Smart city suPport in the energy sector

P2.3: Execution of communication and capitalization activities D.2.6. Project promotion material (leaflet, triptych, presentation, brochure)

Send translated triptych/brochure/info leaflet to upload them on website Project – 12 pages (DBs and eGPP service guidelines) developed by the technical team (part of their technical report) WHEN?? (before 2nd technical seminars March 2015)

GRASP GReen procurement And Smart city suPport in the energy sector

P2.3: Execution of communication and capitalization activities D.2.7. List of participants at local 1-day awareness events, national workshops, European workshop Registration lists from events organised (seminars, workshops etc), along with pics, ppts, agendas etc Reports (evaluation questionnaires) from events organised 2nd GRASP seminar (technical) March/April 2015 Interview for Projects magazine (Chris Barrett will contact you for interview)

GRASP GReen procurement And Smart city suPport in the energy sector

P3.1 :Relevant characteristics of countries involved, comparison of experiences and good practices D3.1: Report on targeted seminars/workshops and educational material for public/private operators. Deadline 30/4/2015 by then all technical seminars must have taken place!!! BOOK OF GOOD (e)GPP PRACTICES!!! Who is collecting them? Who prepared a report on this?

GRASP GReen procurement And Smart city suPport in the energy sector

P3.2: Role of stakeholders D3.2: Transnational MED network (TMN) Testing by all partners (3 registrations per PP) 8/11/2014 ? PPs feedback ??? Final TMN uploaded on TMN domain ??? Invitation of stakeholders identified ??? (the invitation is ready) Technical report and guidelines for TMN ??? PROBLEM with link and domain Solution found? New timetable TMN must be delivered within this PR, before end of December! New host within a week.

GRASP GReen procurement And Smart city suPport in the energy sector

P3.3:Sharing and implementing a common procurement model

D3.3: Specifications of a common procurement model •Delivered by PP11 in Greek and English.

•Must be uploaded on website.

GRASP GReen procurement And Smart city suPport in the energy sector

WP4. Design and Development of the new eprocurement toolkit and methodologies DATABASES & eGPP service WHAT is still missing? WHEN will they be ready? WHEN do we start adding products and invite stakeholders to add their products? HOW / WHEN will you separate the 2 tables in order to have 2 deliverables (knowledge & solutions DBs) in accordance to AF? Technical Report and Guidelines as part of the deliverable! WHEN?

GRASP GReen procurement And Smart city suPport in the energy sector

WP5. e-Procurement Joint Pilot actions implementation Must start working on the •Preparatory actions to begin pilots •Methodology •Evaluation!!!

DEADLINES?

GRASP GReen procurement And Smart city suPport in the energy sector

COMMENTS / COMPLAINTS

Green criteria

CCI of Terrassa

Union of Cyprus Municipalities ATLANTIS (have you contacted the Union?) Kafkas suggestions for category of lighting

•Read the emails •Read the reports •Visit OneDrive •Attend the meetings •Visit/update website, TMN, social media •Respect the deadlines

GRASP GReen procurement And Smart city suPport in the energy sector

P2.3. Execution of communication and capitalization activities Chamber of Commerce of Castell贸n Victoria Rubio vrubio@camaracastellon.com 4th Transnational Meeting and Steering Committee Meeting, Perugia, Italy, 6th-7th November 2014

GRASP GReen procurement And Smart city suPport in the energy sector

TOPICS OF DISCUSSION 1. Capitalization Plan PPs Action Plans & Impact Analysis 2. Website update 3. E-newsletters

4. Promotional material 5. Events list of participants

GRASP GReen procurement And Smart city suPport in the energy sector

1. CAPITALIZATION PLAN

 Collecting the SUCCESSFUL results/products of the project and transferring them to: → key agents, institutions and organizations previously identified in the frame of GRASP Project.  Recommendations for implementation GRASP results by other countries/regions A PROPOSAL has been sent to Lead Partner:  Structure of the Capitalization Plan  Annexes  Intellectual Property Rights Agreement

GRASP GReen procurement And Smart city suPport in the energy sector

 STRUCTURE: 4

1. Introduction: → → →

Definition of capitalization Identification of target groups Definition of the dissemination and exploitation strategies carried out by PPs.

2. Communication Plan: →

Common and individual communication tools and activities by PPs: • website, leaflet, e-newsletter, • social networks, local / project events.

3. Exploitation: →

 

Common and individual exploitation activities: • Project information • TMN Network • GRASP Green e-procurement platform • IPR Agreement

Annex 1: TEMPLATE for EXPLOITATION IPR Agreement

GRASP GReen procurement And Smart city suPport in the energy sector

PPs ACTION PLAN & IMPACT ANALYSIS

- 1 ACTION PLAN per Partner describing how each partner is implementing project outputs (especially after project end) + Recommendations for taking up GRASP by other countries/regions.

- 1 IMPACT CASE STUDY per Partner providing input for future e-procurement follow-up actions and future initiatives in the MED Region (in the fields of i.e. integration of RES technologies in building components; EE for smart buildings). In coherence with EU Networks: Covenant Mayor, EU Living Labs. IMPACT: ENSURE SUSTAINABILITY

GRASP GReen procurement And Smart city suPport in the energy sector

FINAL CAPITALIZATION PLAN PROPOSED TIMING and DELIVERABLES: •

1 Capitalization Plan Methodology by CCINC (approved by PPs): 30 / 11 / 2014

•

1 Action Plan per PP describing capitalization activities: 30 / 04 / 2015

•

1 Capitalization Report by CCINC (with partners Action Plans): 31 / 05 / 2015

GRASP GReen procurement And Smart city suPport in the energy sector

2. WEBSITE UPDATES Each partner must:

- Write a small article about its seminar (including pictures, agenda, educational material that was used) - Send to the LP the evaluation reports and registration list of the seminars - Send information of any upcoming event - Send publications about GRASP in local media, including video clips, newspapers, TV, etc. - Send other publications and presentations

GRASP GReen procurement And Smart city suPport in the energy sector

3. E-NEWSLETTERS

 1st, 2nd and 3rd e-newsletters done so far  1st and 2nd e-newsletters translated into Spanish  3rd e-Newsletter translation into Spanish in progress  4th e-newsletter: Released by MID JANUARY - Articles about PPs seminars will be included - Other news about events, actions carried out by PPs are welcome PPs contributions are highly needed

GRASP GReen procurement And Smart city suPport in the energy sector

4. PROMOTIONAL MATERIAL - Brochure 1 designed in Spanish and English. Brochure 2 designed in Spanish and English. Downloadable in PDF editable format at: https://drive.google.com/file/d/0B_zTVFMKeyC3dEJMQWo2b3JCS 1E/view?usp=sharing

- Roller in English - Other tasks: press releases for online magazines, newspapers

GRASP GReen procurement And Smart city suPport in the energy sector

5. EVENTS LIST OF PARTICIPANTS - PPs should participate in regional / local events to present the project and disseminate its outputs and results Type of events: • Technical and / or commercial events, related to  energy production & saving  environmental protection, innovation  e-procurement, etc. • Scientific conferences • Technical meetings on energy and e-procurement at national level • Relevant commercial fairs, exhibitions, either at a national or international level.

GRASP GReen procurement And Smart city suPport in the energy sector

EVENTS LIST OF PARTICIPANTS (ii)  1 Day-Awareness Event per Partner • Objective: communicate the project scope, objectives and results at local/ regional level. • Target group: stakeholders, public authorities at different levels, Business Associations & SMEs, etc.  1 Final European Workshop • When & Where: - June 2015 - Castellón or Valencia (to be determined). • Objective: dissemination of project results at EU level.

GRASP GReen procurement And Smart city suPport in the energy sector

EVENTS LIST OF PARTICIPANTS (iii) For every event PPs must: 1. Send the LP the registration lists (list of participants) along with your reports, agendas and photos !!! 2. Also, write a small paragraph/summary of the seminar for the next e-newsletter & website

GRASP GReen procurement And Smart city suPport in the energy sector

P2.3 Execution of communication and capitalization activities Chamber of Commerce of Castell贸n Victoria Rubio vrubio@camaracastellon.com 4th Transnational Meeting and Steering Committee Meeting, Perugia, Italy, 6th-7th November 2014

Thank you for your attention

Component 3.1 Brief analysis on seminars and workshops results Province of Perugia 4째 Transnational meeting 5-6 November 2014 Perugia, Piazza Italia 11

Barbara Coccetta

C3.1 Brief overwiew PHASE 3.1: Relevant characteristics of countries involved, comparison of experiences and best practices

COORDINATING PARTNER Province of Perugia DURATION 01/06/2013 - 30/4/2015 DELIVERABLES D3.1: Report on targeted seminars/workshops and educational material for public/private operators.

PERUGIA MEETING 6-7 November 2014

PHASE 3.1: Expected results and activities -June 2014-April 2015

EXPECTED ACTIVITIES AND RESULTS:

n.11 Targeted seminars realised in each Med region/territory between May-September 2014. n. 3 best-practice workshops /Regional Workshop foreseen in the AF. But all PP organising transnational meeting, will prepare a workshop in conjunction with the meeting (Project Summary) .

PERUGIA MEETING 6-7 November 2014

Planning of seminars PARTNER MUNICIPALITY OF SPATA

REF. Leonidas Somakos

SEMINAR 1 seminar for PA and SME

DATE between 10-20 of October 2014

PROVINCIA DI PERUGIA

Barbara Coccetta

1 seminar for PA and SME

May , 20-21 2014

UNIVERSITY OF PATRAS

Xristina Papageo

10 October 2014 1 seminar for PA and SME

ATLANTIS

Lefteris Eleftheriou

1 seminar for PA and SME

End of the Project (by May 2015)

CAMERA OF TERRASSA

Maite Oliveras i C贸nsul

1 seminar for PA and SME

SIEEP

No毛lle Tassy

SEMINAR FOR PA

Between 3-12 November 2014 September the 17th September the 24th October the 29th

APEA

Massimo Ianniccello

CHAMBER CASTELLON

Itziar Gomez

7 SEMINARS FOR SMEs and PAs 1seminar addressed to SMEs

October the 6,7,8th October 27-28-29-30th 25th September

IRISS

ref. Bernard Mallia

1 seminar for PA and SME

9 September 2014

RAIS

Sandra Sikima

1 seminar for PA and SME

Between 27-30 October

UNIV FLORA

Evelina Bazini

1 seminar for PA and SME

September 23 (full day) September 24 (half day)

PATRAS MEETING 26-27 June 2014

Seminars’ results Analysis carried out on n. 5 reports about seminars’ implementation (Upatras; Prov. PG (2 reports) ; Uvlora; IRISS )  STRONG PARTICIPATION  use of the template provided by Province of Perugia: (lack of detailed feedback from participants in n. 2 reports)

- general description - human resources involved -Evaluation (objectives of the event; main topic discussed; reaction of participants and their assessment) PERUGIA MEETING 6-7 November 2014

A. General information and B. Human Resources involved The main interesting aspects to be compared concern : - the focus /title of the seminars, - the expertise called to do training . Comments: Partners have discussed on different topics with different involvement of expertise. From the title and human resources involved is quite evident the different objectives and state of art of GPP kowledge in each region/territory.

Green products/services VERSUS Green PERUGIA MEETING 6-7 November 2014 processes

Titles /Topics

Expertise /Facilitators

Participants

UPATRAS

"Technologies and applications of EE and RES, with hands on use of toolsâ&#x20AC;?

University Project team ; CRES

SMEs in the filed of EE and RES; students and engeneers

PROV PG

The GPP and the eprocurement of PA

CONSIP expert/ trainers

PA and SMEs

IRISS

Green Procurement and EE technologies

IRISS team; Ministry of Enviroment and other local institutions

Government entities and SMEs in Energy

UFLORA

EE/RES technologies and EU/nat/reg legislation

University Project team ; IT expert and Puplic Procurement directory of the Ministry of Defence

Local goverments and SMEs in energy, construction, food&beverag

PERUGIA MEETING 6-7 November 2014

C. EVALUATION The main interesting elements to be compared are:

C.1 objectives of the event C.2 Main topics discussed C.3 Reaction by participants

Comments: Partnersâ&#x20AC;&#x2122; aims and related programmes confirmed different objectives (green products and green processes) and different level of awareness and implementation of Green Procurement systems.

PERUGIA MEETING 6-7 November 2014

Objectives

Main topics discussed

Reactions

UPATRAS

awareness and training on technologies in EE and RES and EU legislations;

EE in buildings (leg.framework; new requirements; definitions;tech) RES (leg.framework; indicators; Thermal and optical comfort

Great interest and satisfaction/ practical exercise with sofware for calculating EE indicators

PROV PG

basic elements of GPP system and criteria and the national legislative framework

GPP system and criteria; GPP toolkit of EC; MEPA; national legislation.

good but PAs need more training and information /use of environm criteria

IRISS

Grasp projects/methodology; e-procurement tool; GPP criteria

GPP policy; EE and Lighting tehcnologies; building renovation; Air conditionaing Efficiency

Good: basic knowledge acquired on alternative energy and their importance for environment;GPP reg and criteria.

UFLORA

Use of green products ; basic knowledge on GPP

Topic provided by Terrassa (educational material) GPP and use of green product2014 PERUGIA MEETING 6-7 November

Good even though in AL there is no culture of GPP and no market for green product 9

C. EVALUATION by the participants (1/3) Feedback from participants are very important to evaluate the work carried out by the seminar and to plan future activities with particular reference to the Practical Seminars to be held in April 2015. Main points stressed: - overall the seminars were a success as they were able to provide participants on basic knowledge about GPP criteria and process as well as technical knowledge on how energy efficiencies and new renewable energies may be realised. The contribution given by facilitators/speakers was with a very hight level of qualification PERUGIA MEETING 6-7 November 2014

C. EVALUATION by the participants (2/3) Main points stressed: SATISFACTION BY USERS: - All the reports highlith an high level of interest and satisfaction by participants (the satisfaction avarege amongst participants of seminars was around 90%);

EVENT OBJECTIVES AND CONTENTS: - the majority of the respondents of all seminars (an average between 70 and 90%) declared : USUFUL THE INFORMATION; INTERESTING AND CLEAR THE PRESENTATIONS, AN IMPROVED AWARENESS AND UNDERSTANDING AND VERY INTERSTING THE CONTENTS. PERUGIA MEETING 6-7 November 2014

C. EVALUATION by the participants (2/3) Main points stressed: WEAK POINT: even the events were overall relevant to usersâ&#x20AC;&#x2122; requirements, in some countries it is evident the Public entities and the political system is not effectively ready to implement GPP measures because of the lack of Life Cycle costing culture and the lack of regulation to enphasize the green products and GPP (Albania)

PERUGIA MEETING 6-7 November 2014

C. EVALUATION by the participants (3/3) LEARNING POINTS stressed by some partners: ● Necessity of promoting the use of certified green products by the actve involvemnent of Chamber of Commerce ● Necessity of involving more actively in these event the interested SMEs ; ● the next seminars could be split in workshop style so that participants can choose the topics they are most interested in; ● more information on eco-labelling, standards and participation of competent authorities regulating standards and certifcations; European Union’s regulations regarding e-GPP; ● more training on e-procurement issues and GPP criteria use in the procurement (both from PA and SME sides’) PERUGIA MEETING 6-7 November 2014

CONCLUSIONS ● The majority of participants was satisfied by the event and interested in receiving updates about GRASP. ● Practical seminars should be organised combining the expressed needs and the Grasp database and toolkit.

PERUGIA MEETING 6-7 November 2014

Regional Workshop results Analysis carried out on n. 3 reports about Regional Workshop implementation (Basento; SIEEP; Pilea Hortiatis )

ď&#x192;&#x2013; STRONG PARTICIPATION ď&#x192;&#x2013; use of the template provided by Province of Perugia: - general description - human resources involved -Evaluation (objectives of the event; main topic discussed; reaction of participants and their assessment)

PERUGIA MEETING 6-7 November 2014

A. General information B. Human Resources (1/3) The main interesting aspects to be compared concern : - the focus /title of the seminars, - the expertise called to do training . Comments: Partners have discussed on different topics with different involvement of expertise. 1째 WORKSHOP : no title but focused on GPP best practices (especially in Energy sector) at national and regional level. Expertise: Representatives of Regional Government (Basilicata) ; Professors of Agriculture/Environment University; General Manager of companies in Energy sector; CNR researcher and consultants in marketing. PERUGIA MEETING 6-7 November 2014

A. General information B. Human Resources (2/3) 2째 WORKSHOP in Corse: no title but focused on societal , environmental and energy challenges of public lighting ; Building renovation and retrofitting : multiple actors and strategies, and a common goal of energy performance . Expertise: Speakers from the public and private sector interested in green issues: Engineer and and Director of ART & Metier; SOLECO and SIEEP directors.

PERUGIA MEETING 6-7 November 2014

A. General information B. Human Resources (3/3) 3° WORKSHOP in Greece : “Green Procurement and Smart city support in the energy sector”

Expertise: Speakers from European Commission’s Environment DG; from Euro Consultants working in EU projects in intervention in energy saving and Energy audits in Public Buildings; EU project in GPP implementation (Buy Smart). Expert on technologies of EE and RES.

PERUGIA MEETING 6-7 November 2014



C. EVALUATION (1/2) The feedback from participants highlighted different level of performance and expectations: 1° workshop : wasn’t really clear the objectives and the level of knowledge of participants as it was the first event organised on the e-GPP topic at the beginning of the projct. - The contents were intersting but the event was not completely relevant to the participants’ requirements. 2° workshop: the assessment about objectives, presentations, clearness of contents was divided between the value «fair» and «hight» but participants declared to have improved the understanding on the subject. PERUGIA MEETING 6-7 November 2014

C. EVALUATION (2)

3° workhop the level of satisfaction was higher in terms of presentations, contents debated, and the event was defined as relevant to participants’ requirements, improving certainly the level of understanding of participants on the subject.

- Participants left also comments and reccomendations : PARTICIPANTS ASKED TO BE MORE INFORMED ON GREEN ON LINE PROCUREMENT SYSTEMS AND BEST PRACTICES IN GPP AND E-GPP (GREEN CRITERIA)

PERUGIA MEETING 6-7 November 2014

COMMENTS (1/3)

In the workshops as well, Partnersâ&#x20AC;&#x2122; aims and related programmes confirmed different topics and objectives (best practices in GPP; legislative framework and policies; specific technologies and services for public lighting and building renovations; best practices in EU project and policy for GPP and green products and services). It can be noted that the diversity of the workshops reflects the different nature and perspective/interests of the hosting organisation.

PERUGIA MEETING 6-7 November 2014

COMMENTS (2/3)

* SIEEP: the workshop reflected the objective of reducing the consumption in public building and lighting highlight the importance of qualitative public procurements and the necessity to introduce clauses that guarantee the adaptation of works to requirements, and especially green requirements. * BASENTO: as a first workshop, it was characterized by different and composite experiences and practices on procurement platform, green products and services to save energy and respecting environment. Some intervention were about the relationship between national and regional regulations and the green procurement. PERUGIA MEETING 6-7 November 2014

COMMENTS (3/3) * PILEA Hortiatis: best European practices on improving energy efficiency-saving in public buildings and favoring information on local population and authorities; common policy in relation to energy renovation of buildings by creating a socioeconomic context and more appropriate technical and financial leverage capacity. BUILDING COMPONENTS The buildings sector is â&#x20AC;&#x201C; with around 40% of the final energy consumption â&#x20AC;&#x201C; one of the largest energy consumers in the European Union. PERUGIA MEETING 6-7 November 2014

FOLLOW UP?

â&#x2014;? PRACTICAL SEMINARS to inform local users in using the GRASP database and toolkit. PARTNERS are called to present their seminar planning to the Coordinator and the Province of Perugia about PRACTICAL SEMINARS to be held by March/April 2015. Partners are called to send the reports on the seminars to the Coordinator and the Province of Perugia by 15 days of the end of the realisation of the event.

PERUGIA MEETING 6-7 November 2014

GRASPGReen procurement And Smart city suPport in the energy sector

Chamber of Commerce and Industry of Terrassa Project coordinator Conxita Junqueras internationalprojects@cambraterrassa.es

4th Transnational & Steering Committee Meeting 6 & 7 November 2014 Perugia, Italy

GRASPGReen procurement And Smart city suPport in the energy sector

Grasp Communication Plan Approach: communication in a broad sense for the optimal dissemination and exploitation of project activities and results: -Includes communication activities planned - Includes stakeholders involvement activities - Includes internal communication activities

GRASPGReen procurement And Smart city suPport in the energy sector

Grasp Communication Plan Final versi贸n (AGOST 2014) - Will include all partners communication plan. - Not all partners sent information.

- Will be regularly updated. Every 4 months. - Next report December 2014

- Reminders information on , May, July and the netx one in november

GRASPGReen procurement And Smart city suPport in the energy sector

DISSEMINATION PLAN UPDATES TO REVISE... • The updates are done every 4 months (April, August, December). • The principal purpose is to update the dissemination future activities to have an actualized view of what all partners are going to do. 4

GRASPGReen procurement And Smart city suPport in the energy sector

DISSEMINATION PLAN UPDATES TO REVISE... • But the updates are also to revise and actualize the changes in some activities previously planned. For example: – If some activity (done or to be done) has changed of date or in some details, please actualize it. – If some activity (done or to be done) has finally been cancelled, please eliminate it of the dissemination plan. 5

GRASPGReen procurement And Smart city suPport in the energy sector

DISSEMINATION PLAN UPDATES TO REVISE... • Why? Because this way we will have a real picture of every partners’ activities (done or to be done). • And this will be a very helpful information.

GRASPGReen procurement And Smart city suPport in the energy sector

DISSEMINATION PLAN UPDATES SO, FROM THIS TIME ON... • Please when you include new activities, try to complete every camp requested on dissemination plan updates the more precisely you can. • Please actualize the changes in the activities (done or to be done) – To facilitate it, in the reminder email of the actualization we will send you attached the last version of the communication plan with the contents of all the 7

GRASPGReen procurement And Smart city suPport in the energy sector

Stealholder summary LP

UPatras

almost contact all steakholders planned

PP2

Province of Perugia

almost contact all steakholders planned

PP3

IRISS

Malta

almost contact all steakholders planned

PP4

CCI of Terrassa

almost contact all steakholders planned

PP5

MC AB (PABBC)

PP6

Spata-Artemis

MC AB Alto Basento IT

almost contact all steakholders planned

Has contact all steakholders planned

PP7

APEA Sienna

Has contact all steakholders planned (they has contact nearly 900 steakholders)

PP9

CCIN of Castellon

has not been sent any information

PP10

SIEEP

Corse (FR)

almost contact all steakholders planned

PP11

Pilea-Hortiatis

Has contact all steakholders planned

PP13

RAIs

Bosnia

has not been sent any information

GRASPGReen procurement And Smart city suPport in the energy sector

Role of Stakeholders: - Involving stakeholders key for an optimal tool design of tool.

-Involving stakeholders key for project communication and impact. -Involving stakeholders key for pilot phase and good exploitation of results. -Application form set impact indicators involving stakeholders.

GRASPGReen procurement And Smart city suPport in the energy sector

TMN

GRASPGReen procurement And Smart city suPport in the energy sector

P3.2. Role of Stakeholders: - The target group will include: - Relevant European institutions - State administration structures, Ministries and Universities - Local and regional authorities - Other public and semi-public bodies - Private sector bodies -SMEs and associations - Individuals.

GRASPGReen procurement And Smart city suPport in the energy sector

• On October the TMN platform was ready for use by all partners of GRASP project, as a pilot test until the end of the year. • Each partner should register 3 members of his entitity to make the prove and the test. • and every partner during this pilot test. To verify that everything works correctly.

• On 1st January , the platform will be officially open to the public and all partners MUST involve all steakholder its territory to be part of TMN • On december ??

GRASPGReen procurement And Smart city suPport in the energy sector

• P3.2. TMN Plataform

• Register capital letters • Necesitamos link e-procurement • Atacar stake holders del comunication plan

GRASPGReen procurement And Smart city suPport in the energy sector

• Planning • Final pilot test between partners 30/12/2015 • December??

• Implementation 1/01/2015

GRASPGReen procurement And Smart city suPport in the energy sector

• Impact of TMN • How many steakholder have to register every partner? • We have a minimum number to reach each partner? • It’s necessary a number of public and private entities or un global number?

• How has to follow this activity?

GRASP GReen procurement And Smart city suPport in the energy sector

P 3.3 Sharing and implementing a common procurement model Chamber of Commerce of Castell贸n Victoria Rubio vrubio@camaracastellon.com 4th Transnational Meeting and Steering Committee Meeting, Perugia, Italy, 6th-7th November 2014

GRASP GReen procurement And Smart city suPport in the energy sector

TOPICS OF DISCUSSION 1. Findings from events

2. Good (e)GPP practices document

GRASP GReen procurement And Smart city suPport in the energy sector

1. FINDINGS FROM EVENTS - Develop a Database of Best Practices on Green e-Procurement. - Based on the findings from the events: • Regional Workshops • Targeted seminars • User needs questionnaires & surveys - Perugia shall collect the above relevant findings with the cooperation of all PPs

GRASP GReen procurement And Smart city suPport in the energy sector

2. GOOD (e)GPP PRACTICES DOCUMENT CASTELLON has developed the Report on Best Practices in: • Green e-Procurement • e-Procurement Fields of analysis collected: 1) 2) 3) 4) 5) 6) 7) 8) 9)

Name of the BEST PRACTICE Country .. Procurers and suppliers Contracting Authority Context Green requirements & quality standards requested Procedure followed Results Pros and cons/ scope for improvements

GRASP GReen procurement And Smart city suPport in the energy sector

7 Best Practices collected up to date:

1) LEAP GPP Toolkit, (EL) 2) Hospitalet de Llobregat City Council, (ES) 3) Purchase of office supplies with environmental criteria, (ES) 4) Ihobe’s e-green procurement platform, (ES) 5) ECO PUBLIC WORKS, (FR)

6) Consip’s Framework Agreement Desktop Outsourcing 2, (IT) 7) Consip Framework Contract Server 9, (IT)

GRASP GReen procurement And Smart city suPport in the energy sector

Example of BEST PRACTICE collected:

GRASP GReen procurement And Smart city suPport in the energy sector

P3.3 Sharing and implementing common procurement model

Chamber of Commerce of Castell贸n Victoria Rubio vrubio@camaracastellon.com 4th Transnational Meeting and Steering Committee Meeting, Perugia, Italy, 6th-7th November 2014

Thank you for your attention

GRASP 4th Transnational meeting 6-7 Nov 2014 Perugia (IT) - Sala “Pagliacci”

“DBs State of the art” Progress on DBs Development

Ing.Luigi Trollini

4th Transnational meeting 6-7 Nov 2014 â&#x20AC;&#x201C; Perugia (IT)

DBs State of the art Version

Changes

Date

1.0

First complete release

17/09/2014

1.1

bug fixing on table KeyElement

19/09/2014

1.2

Altin Mahilaj, fix prefix table and field extension

20/09/2014

1.3

Add SME and PA Table

29/09/2014

1.4

Add Tenders Table for Mobics e-GPP tools

10/10/2014

1.4.1

Adding fix to GREEN_SPEC table (kostas matsoukas)

14/10/2014

1.4.2

Adding user reference to Tender, Doc and Tip. Add field Price to Product table

21/10/2014

1.4.3

Adding field in the User table, adding columns in TIP table

03/11/2014

Progress on DBs Development

Ing.Luigi Trollini

4th Transnational meeting 6-7 Nov 2014 â&#x20AC;&#x201C; Perugia (IT)

Visual Database Design made with MySQL Workbench version 6.0

Progress on DBs Development

Ing.Luigi Trollini

4th Transnational meeting 6-7 Nov 2014 â&#x20AC;&#x201C; Perugia (IT) MySQL Workbench functionbalities

Design MySQL Workbench enables a DBA, developer, or data architect to visually design, model, generate, and manage databases. Development MySQL Workbench delivers visual tools for creating, executing, and optimizing SQL queries. Administer MySQL Workbench provides a visual console to easily administer MySQL environments and gain better visibility into databases Visual Performance Dashboard MySQL Workbench provides a suite of tools to improve the performance of MySQL applications. Database Migration MySQL Workbench provides a complete, easy to use solution for migrating Microsoft SQL Server, Microsoft Access, Sybase ASE, PostgreSQL, and other RDBMS tables, objects and data to MySQL. Progress on DBs Development

Ing.Luigi Trollini

4th Transnational meeting 6-7 Nov 2014 – Perugia (IT)

GRASP DB is organized in 4 GROUPs of tables:

• PRODUCT/SERVICES tables

• PAs tables • SMEs tables • TENDER tables

Progress on DBs Development

Ing.Luigi Trollini

PRODUCT/SERVICES TABLES

4th Transnational meeting 6-7 Nov 2014 â&#x20AC;&#x201C; Perugia (IT)

Progress on DBs Development

Ing.Luigi Trollini

SMEs TABLES

4th Transnational meeting 6-7 Nov 2014 â&#x20AC;&#x201C; Perugia (IT)

Progress on DBs Development

Ing.Luigi Trollini

PAs TABLES

4th Transnational meeting 6-7 Nov 2014 â&#x20AC;&#x201C; Perugia (IT)

Progress on DBs Development

Ing.Luigi Trollini

TENDERs TABLES

4th Transnational meeting 6-7 Nov 2014 â&#x20AC;&#x201C; Perugia (IT)

Progress on DBs Development

Ing.Luigi Trollini

PRODUCT/SERVICES TABLES

4th Transnational meeting 6-7 Nov 2014 – Perugia (IT)

TABLE: category name of the category, brief and tender description,recursive reference to another object CATEGORY. TABLE: type name of the type, description, recursive reference to another object TYPE, reference to an object CATEGORY . TABLE: product name of the product, brief and tender description, number of elements, number of the elements in a single package, product’s maker and code, price, reference to a CATEGORY and a TYPE

Progress on DBs Development

Ing.Luigi Trollini

PRODUCT/SERVICES TABLES

4th Transnational meeting 6-7 Nov 2014 â&#x20AC;&#x201C; Perugia (IT)

TABLE: service name of the service, brief and tender description, reference to a PRODUCT. TABLE: key_element Name of Criterion ,description, international green standard, standard reference (url,pdf,..), reference to CATEGORY table. recursive reference to another object KEY_ELEMENT. TABLE: key_to_product Many to Many table to relate table PRODUCT with table KEY_ELEMENT

Progress on DBs Development

Ing.Luigi Trollini

4th Transnational meeting 6-7 Nov 2014 â&#x20AC;&#x201C; Perugia (IT)

SMEs TABLES

TABLE: sme_profile_general Sme general informations, name, description, location, size, turnover, quality certifications TABLE: sme_business Sme business area and market sector TABLE: sme_business_mm Many to Many table to relate SME PROFILE GENERAL with table BUSINESS TABLE: sme_affiliated SME affiliated industries, name, country and nature of affiliation TABLE: sme_affiliated_mm Many to Many table to relate table GENERAL PROFILE with table AFFILIATED

Progress on DBs Development

Ing.Luigi Trollini

4th Transnational meeting 6-7 Nov 2014 â&#x20AC;&#x201C; Perugia (IT)

TABLE: sme_enviromental_questions SME QUESTIONS

SMEs TABLES

TABLE: sme_enviromental_response SME Response to questions

Progress on DBs Development

Ing.Luigi Trollini

PAs TABLES

4th Transnational meeting 6-7 Nov 2014 â&#x20AC;&#x201C; Perugia (IT)

TABLE: pa_profile_general PA general informations, name, description, location, # of employes,departments, reference to PA_TYPE_organization and pa_certifications

TABLE: pa_type_organization PA ORGANIZATION TYPE TABLE: pa_certifications PA quality certifications

Progress on DBs Development

Ing.Luigi Trollini

4th Transnational meeting 6-7 Nov 2014 â&#x20AC;&#x201C; Perugia (IT)

PAs TABLES

TABLE: pa_enviromental_questions PA QUESTIONS TABLE: pa_enviromental_response PA Response to questions

Progress on DBs Development

Ing.Luigi Trollini

4th Transnational meeting 6-7 Nov 2014 â&#x20AC;&#x201C; Perugia (IT)

TENDER TABLES

TABLE: TENDER The name of the tender, organization that published the tender, type of the tender, Contact details, opening and closing date, user reference (PA) TABLE: TIP The title of the tender, Contact details for the tip, summary for the tender, Users reference (PA)

TABLE: DOCUMENT The name of the document, type, actual content(text), date of uploading, the reference to COUNTRY table, defining a many-to-one relationship. Users reference (PA) TABLE: COUNTRY Name of the country

Progress on DBs Development

Ing.Luigi Trollini

TENDER TABLES

4th Transnational meeting 6-7 Nov 2014 â&#x20AC;&#x201C; Perugia (IT)

TABLE: GREEN_SPEC The name of the green spec, description, desired rate, reference to CATEGORY table, reference to TYPE table, reference to TIP table TABLE: ECO_LABEL The name of the eco label TABLE: SPEC_VALUE The spec expected value TABLE: TENDER_TO_CATEGORY Many to Many table to relate table TENDER with table CATEGORY TABLE: SPEC_TO_ECO Many to Many table to relate table GREEN SPEC with table ECO_LABEL

TABLE: SPEC_TO_KEY Many to Many table to relate table GREEN SPEC with table SPEC_VALUE Progress on DBs Development

Ing.Luigi Trollini

GRASP GReen procurement And Smart city suPport in the energy sector

Joint Pilot Actions Implementation

APEA Siena Project Manager Massimoianniciello@apea.siena.it Ianniciello 26 & 27 JUNE 2014 - PATRAS, GREECE

GRASP GReen procurement And Smart city suPport in the energy sector

The pilots: Patras Decisions

ACTION

DEADLINE

TENDER PUBLICATION

30/01/2015

OPEN CALL

28/02/2015

AWARD & ADMIN PROCEDURES

31/03/2015

EVALUATION & CAPITALISATION PLANS

30/04/2015

GRASP GReen procurement And Smart city suPport in the energy sector

SMEs andinPAs Partner (Pilots red)

participating in the pilot/testing PA Number/kindactions of SMEs

PP2 Province of Perugia

Province of Perugia

PP3 IRISS

Malta Government

PP10 SIEEP

Small Municipalities?

10 Companies/P. Lighting

PP4 CC I Terassa

Municipality of Rubi

10 SMEs/RES

10 SMEs/IT sector

PP5 PABBC (with Atlantis) Municipalities? PP6 Municipality of Spata

Municipality of Spata

PP8 Atlantis (with PABBC)

10 SMEs En. Ef. Build 10 SMEs?/?

PP9 CCI of Castellon

â&#x20AC;Ś.

PP11 Hortiatis-Pilea

Municipality of H-P

2 SMEs ??? /??? 3

PP12 UniVlora

Municipalities?

GRASP GReen procurement And Smart city suPport in the energy sector

Data collection PP

Kind of tender

Procedure s

Award Criteria

N of SME

Subject

Total/Unit Cost

Perugia

Secred bid

Open

MEAB-MEC

….

10000/1000

BBC

Auction

Reserved

MEAB

….

IRISS

….

Negotiated

….

No lowest P

Castellon HortiatisPilea

No lowest P

Spata

No lowest P

Atlantis

No lowest P

Corsica

No lowest P

Sarajevo

No lowest P

UniVlora

No lowest P

GRASP GReen procurement And Smart city suPport in the energy sector

Assessment of Pilot/testing Actions PP

Lowest price

Sustainable price

Difference

(S)LCA Value Net Externality

Perugia

10000€

11000€

-1000€

2000€

1000€

...

BBC IRISS

Castellon HortiatisPilea Spata Atlantis Corsica Sarajevo

UniVlora

GRASP GReen procurement And Smart city suPport in the energy sector

Some Considerations and Suggestions

â&#x20AC;˘ LCA assesses a good or a service under an environmental and economic point of view including externalities (from the cradle to the grave) â&#x20AC;˘ A simplified approach of the Life Cycle could be enough: including only energy saving and product lifetime (CONSIP work)

GRASP GReen procurement And Smart city suPport in the energy sector

Example 1: Lamps (CONSIP data)

GRASP GReen procurement And Smart city suPport in the energy sector

Example n. 2: PC Desktop (CONSIP data)

GRASP GReen procurement And Smart city suPport in the energy sector

Example n. 3: PC Desktop (CONSIP data)

GRASP GReen procurement And Smart city suPport in the energy sector

Example n. 4: PC Desktop (CONSIP data)

GRASP GReen procurement And Smart city suPport in the energy sector

Repetita Iuvant…

Aspects to be considered: • Price

• Product Lifetime • Energy Saving

GRASP GReen procurement And Smart city suPport in the energy sector

Thank you for your attention!

PERUGIA DECLARATION 1.1

Declaration for Cooperation amongst public agencies and small-and-mediumenterprises involved in public procurement for the establishment, adoption and dissemination of green-procurement products for the good of the users and the environment in MED area

On the occasion of the comprehensive conclusions from conducting the International Meeting GRASP, which took place at Region of Perugia Thursday 06.11.2014, we jointly agree and declare that: 1. The cooperation between public and private actors involved directly or indirectly in public procurement in energy efficiency and renewable energy sources in the regions of MED is highly important, with a view to energy, economic, and social development of these regions. 2. The application of new green technologies is an important tool to facilitate lifelong energy consumption and impacts in the MED regions, increasing the competitiveness of SMEs and facilitating the public agencies in their energy needs and procurement.

3. We will stand helpers in supplying platform GRASP for public agencies and SMEs with properly assessed, always available and updated green products and services, where each user will have the ability to access green products guaranteeing the conditions of a smart green tool servicing the needs of our region. 4. We will give an opportunity for every professional to promote green products and services in a dynamic way for users, increasing the competitive advantage and promoting local, regional and crossborder sustainable development. 5. We will work harmoniously to create the right climate for continued green development efforts in interconnected MED regions, in order to consolidate the new MED concept offering international interaction and opportunities for sustainable development. 6. Before conclusion of the GRASP Project we are keen to create an international NGO to be responsible for platform GRASP, its maintenance and implementation. The NGO will be supported by up to 5% of all operations carried by GRASP platform, and all benefits will be re-invested to support expansion of GRASP model in MED Area, including participation in new project activities.

The Grasp Med Partnership

LP - GREECE NAME OF INSTITUTION 2

Name of Legal Representative: Official Address: Phone: fax: email: ďżź

ERDF PP1- ITALY NAME OF INSTITUTION Name of Legal Representative: Official Address: Phone: fax: email:

ERDF PP2- ITALY NAME OF INSTITUTION Name of Legal Representative: Official Address: Phone: fax:

email:

ETC