GReen procurement And Smart City support in the energy sector 5th Transnational & Steering Committee Meeting 5 - 7 March 2015 Terrassa, Spain
FINAL AGENDA
Day One - Thursday 05/03/2015 Location: Chamber of Terrassa, Blasco de Garay, 29-49, Terrassa 11:00 - 11:20
11:20 - 11:40
Registration - Welcome C1: Administrative & financial management of project / partnership coordination - University of Patras Topics: project overview, progress, what needs to be done, timetable, financial & administrative issues, next events/meetings.
C2: Information, awareness raising & capitalisation - CCI of Terrassa 11:40 - 12:00
Topics: Communication Plan, presentation of last version, next & final update, what needs to be done for finalising the deliverable.
12:00 - 12:20
P2.1: Development of the Communication Plan - CCI of Terrassa
P2.2: Interaction between GRASP and other (MED) projects - University of Patras
Topics: Identified projects, progress, report, results, Synergies meeting next week (12/3/2015, Piraeus, Greece).
12:20 - 12:40
P2.3: Execution of communication and capitalisation activities - CCIN of Castellon
Topics: Capitalisation Plan template, PPs Action Plans & Impact Analysis, website update, e-newsletters, promotional material (project), events list of participants. 12:40 - 13:00
Discussion
13:00 - 14:00
Lunch Break
C3: Procurement System Analysis: Transnational Mapping & Common Operating Model - Province of Perugia 14:00 - 14:20
P3.1: Relevant characteristics of countries involved, comparison of experiences and good practices - Province of Perugia
Topics: Past Seminars (theoretical, reports, outcome), Next seminars (technical, dates, material, target group).
14:20 - 14:40
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Topics: TMN functionalities, members, evaluation, link with website, DBs and toolkit, update. 
14:40 - 15:00
P3.2: Role of Stakeholders - CCI of Terrassa
P3.3: Sharing and implementing a common procurement model - CCIN of Castellon
Topics: Findings from events, good (e)GPP practices (report document & table form for the DB). 15:00 - 15:20
Discussion
15:20 - 16:00
Coffee Break
16:00 - 17:30
Financial & Administrative matters Budget modifications (last ones)
Day Two - Friday 06/03/2015 Location: Chamber of Terrassa, Blasco de Garay, 29-49, Terrassa 10:00 - 10:20
Registration
C4: Design and Development of the e-procurement tools and methodologies - University of Vlora
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
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.)
10:20 - 12:30
Topics: progress on the population of the DBs, demonstration of their functionalities, demonstration of their operation, registration (SMEs, PAs), import of products/ categories/ types/ criteria, integration, technical reports, handbook, PPs responsibilities, what is done and what else needs to be done.
12:30 - 13:00
P4.3: Specialised e-procurement toolkit and online service with smart characteristics and functionalities focusing on, and supporting procurement of, energy efficient and renewable-based products and services University of Vlora
Topics: progress on the e-procurement toolkit and online service, demonstration of its functionalities, demonstration of its operation, tables, content, integration, PPs responsibilities, technical report, handbook, what is done and what needs to be done. 13:00 - 13:30
Discussion
13:30 - 14:30
Lunch Break
C5: E-procurement joint Pilot Actions implementation - APEA Siena
14:30 - 15:30
P5.1: Preparation of Joint Pilot Actions University of Patras
Topics:
15:30 – 16:00
overview of Pilot/Test actions, definition of use-cases to be implemented, identification of requirements for pilots and tests, identification of potential barriers, methodology for implementation (to be used by technicians), evaluation plan (to be used by technicians and users), timetable. P5.2: Joint Pilot Actions Implementation APEA Siena
Topics: tenders preparation, identification of SMEs and PAs that will participate in the tests and pilots, data collection reports, trials reports, PPs responsibilities, timetable.
16:00 - 16:20
Coffee Break
16:20 - 16:50
16:50 - 17:30
P5.3: Assessment of Pilot Actions and Capitalisation - University of Patras
Topics: technical evaluation, users’ evaluation (questionnaires), impact analysis (comparison of results with and without GRASP toolkit), capitalisation plan/actions, timetable. Discussion
Day Three - Saturday 07/03/2015 Location: Chamber of Terrassa, Blasco de Garay, 29-49, Terrassa 10:00 - 10:30
Registration Discussion about the final event of the project
10:30 - 11:30
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Overview Purpose/theme Participants Invited Speakers Invited Stakeholders Invited Users Dissemination Organising Role of each partner (each partner presents) Expected results
Overall presentation of the project actions and deliverables according to the Application Form: 11:30 - 12:30
12:30 - 13:00
Topics: deliverables achieved by partner, status, what has been done so far, what needs to be done/produced/delivered until project end, action list, responsibilities of each partner, time schedule, deadlines. 
Declaration
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Discussion & Decisions by the Steering Committee Group
Project Acronym - Title: GRASP - GReen procurement And Smart city suPport in the energy sector Project reference number: 1C-MED12-33
5th Transnational & Steering Committee Meeting 5-7 March 2015, Terrassa, Spain
Date: [20/03/2015] Dissemination Level: [Public]
5th Transnational & SC Meeting 5-7 March 2015 - Terrassa
1.
Introduction
The meeting was hosted by the project partner, Chamber of Terrassa in Spain, between the 5th and the 7th of March 2015. This was the last transnational meeting of the partnership, since the project is going through its last semester of implementation. The main purpose of the meeting was to present and evaluate the overall progress of the project by tracking the activities that still need to be carried out to close the project in accordance to our obligations towards the Application Form. Finally, the administrative and financial matters of the project were discussed by the attendees. 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
Type of Partner
Name of Partner
Name of Person Yorgos Stephanedes Christina Papageorgopoulou
LP
University of Patras
Yannis Kanakaris Marina Peppe Konstantina Marousi Charalampos Sipetas Bruno Palazzetti
PP2
Province of Perugia
Barbara Coccetta Constantino Kounas Luigi Trollini Anna Pajaron
PP4
Chamber of Terrassa
Conxita Junqueras Ignasi Pla
PP5
Mountain Community ALTO BASENTO (P.A.B.B.C.)
Rocco Coronato Luca Giocoli Mario Polese
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5th Transnational & SC Meeting 5-7 March 2015 - Terrassa Francesco Rizzi Fani Prifti
PP6
Municipality of Spata-Artemis
PP7
APEA Siena
Massimo Ianniciello
PP9
CCIN of Castellon
Maria Atienza
PP10
SIEEP
Noelle Tassy
Maria Marialou
Anastasia Salavasili PP11
Municipality of Pilea-Hortiatis
Ignatios Charalampidis Kotsanis Stergios Evelina Bazini Ilia Djana
PP12
University of Vlora
Filloreta Madani Altin Mahilaj Flora Qarri
PP13
3.
RAIS
Rac Adrijana
Discussion Topics
C1: Administrative and financial management By the end of March the LP has to submit to the JTS the folder with all the deliverables achieved during the 4th reporting period (1/7/2014 - 31/12/2014), along with the annexes, the FLC certificates and the Payment Claims. Therefore, all partners should cooperate, fulfill their obligations towards Presage system and submit the required files and documents to be included in the folder, according to the deadlines set and listed below: No. 1. 2. 3. 4.
ACTION 4th PROGRESS REPORT Enter & Validate in Presage the FLC reports and expenditures (all partners) Submit FLC certificates and National Authority Validation for Spanish partners to the LP (all partners) Send the annexes to the LP (all partners) Submit folder to the JTS (LP)
DEADLINE 15/3/2015 25/3/2015 15/3/2015 27/3/2015
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5th Transnational & SC Meeting 5-7 March 2015 - Terrassa According to the project officer's guidelines, when entering the expenditures in Presage, the "comment" section should be filled in with a justification. In particular, for the staff costs, the name of the recipient, his role within the project, the working hours and the rate (cost/hour) should be mentioned. Example: Salary for June, for Christina Papageorgopoulou, Researcher/Assistant, 30 working hours, 10 euro/hour. For the travel costs, the name of the recipient, his role within the project, the date, the location and the purpose of the meeting should be mentioned. Example: Travel and accommodation costs for Christina Papageorgopoulou, Researcher/Assistant, participation in technical meeting, 13/3/2015, Athens.
The annexes that should be submitted by the partners include the following documents: • Updated Indicators excel file (only the indicators achieved during the 4th reporting period) • Updated Users info excel file with the identified stakeholders0 • Pilot Actions excel file (if not now, to be filled at the 5th reporting period by all partners who will apply a pilot/testing action) • Translated material o promotional material (if not submitted yet) ─ brochure ─ info leaflet ─ triptych o e-newsletters (No.1 , 2 & 3 if not submitted yet) • Educational material (used in seminars) PDF with events/seminars material. 1 PDF file per event including the following: ─ agenda ─ invitation/announcements to media ─ registration list ─ pictures ─ presentations ─ minutes • Seminar/workshops reports & answered QUs • Publications (videos, interviews, articles). Links, print screens, copies of the articles should be included in 1 PDF file per partner. NOTE: All final documents should include the project-GRASP logo, the programme-MED logo and the partner's logo.
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5th Transnational & SC Meeting 5-7 March 2015 - Terrassa Financial administration
In June, the final budget rearrangements will take place in cooperation with our project officer. In the meantime, all partners should check their budget by filling in the template provided by the LP. In particular, they have to fill in the table with all the expenditures that have been entered in Presage and all the scheduled ones that will be paid out by the end of June. After making the rearrangements by covering the differences - exceeded amounts in (sub)budget lines and Phases of the application form - using sources from the remaining budget, they will have to make an estimation of how they are going to spend the available budget by the end of the project. Each partner will go through his budget modifications with the LP and, afterwards, the LP will examine each case with the project officer. NOTE: The final budget modifications should not be major ones, just fixing the spent budget. The reallocations that can occur are only between the budget lines and phases/components. Budget transfer between the partners is not allowed to occur. Moreover, the partners: Province of Perugia, Chamber of Terrassa, Mountain Community Alto Basento, Atlantis & CCIN of Castellon should not increase anymore their staff and external expertise budget lines, since they have already exceeded the foreseen rate. No. 5.
ACTION Financial administration Submit the excel with budget modifications to the LP (all partners)
DEADLINE 15/4/2015
Next events/meetings
On the 12th of March, the synergies event will take place in Piraeus, Greece, in cooperation with the project REPUBLIC-MED. The event will be attended by all projects with which GRASP has developed synergetic relationship by signing a Memorandum of Understanding and its purpose is to show the results of these synergies and identify further needs that should be examined in the future, always in the scope of EE/RES technologies and green eGPP. The next technical meeting/workshop will take place on the 13th of March in Athens, Greece. The meeting will be hosted by Mobics, the external expert of PP8-ATLANTIS who is in charge of the development of the eGPP tool. The meeting will have the character of a hands-on workshop, where the technicians will train the partners how to use the eGPP tool.
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5th Transnational & SC Meeting 5-7 March 2015 - Terrassa Apart from this meeting, by the end of the project, at least one more technical meeting will take place. It was decided by the partnership that the last meeting will be organised in Matera-Italy, on the 20th-21st of April 2015. At the end of April all partners should organise their technical seminars, whose purpose is to train the identified users on using the GRASP tools - Database and eGPP tool. Final Event
The Final event of GRASP will be organised on the 26th - 27th of May 2015 in Athens and according to the AF it should have an international character. For this reason, each partner should contribute by identifying 4-5 potential invited speakers, who have key role to Energy and eGPP positions (e.g., ministry, procurement department, EE and RES company, Energy agency, key stakeholders, key experts, whose active engagement will lead to successful capitalisation of GRASP). By Friday 20/3/2015 each partner has to send to the LP his list with the names of their proposed invited speakers. Each partner will cover the travel and accommodation expenditures of his own identified speakers, by using the Services budget line. In case a partner does not have budget in this specific budget line, he will have to use budget from other budget line and take this reallocation into account for his final budget modifications. No. 6. 7. 8. 9. 10. 11.
ACTION Next events/meeting Synergies event in Piraeus- Greece Technical meeting/workshop in Athens Technical meeting in Matera-Italy GRASP technical seminars Final event Submit list with suggested invited speakers for the final event to the LP (all partners)
DEADLINE 12/3/2015 13/3/2015 20-21/4/2015 End of April 2015 26-27/5/2015 20/3/2015
Perugia Declaration
Since most of the partners are not allowed by law to become members of an NGO, it was decided that a network of cooperation will be established instead, in order to ensure the signature of all partners. It was agreed that PP5-Mountain Community Alto Basento and PP4-Chamber of Terrassa
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5th Transnational & SC Meeting 5-7 March 2015 - Terrassa will modify the agreement document and will upload it on GoogleDrive for all partners to have access and provide them with their feedback (which has to do with their entity's policy/legislation) before finalising and signing it. The final document will be signed by the partners at Matera meeting or at the final event. No. 12. 13.
ACTION PERUGIA DECLARATION Finalisation of Perugia Declaration document (all partners) Singature of Perugia Declaration (all partners)
DEADLINE 15/4/2015 21/4/2015
C2: Information, awareness raising and capitalisation P2.1:Development of the Communication Plan Communication Plan The last version of the Communication Plan will be submitted by PP4-Chamber of Terrassa on the 30th of June 2015. All partners should update their templates and send them to PP4 on the 31st of May, by including all GRASP dissemination activities that were carried out by their entity during the whole project lifetime. For each event, they will have to deliver a small pdf with a paragraph (4-5 lines) describing the event, 1-2 pictures of the event, links and screen shots of media publications.
Project identity
From this deliverable the only thing missing is the Italian and French translations of the project informative leaflet. The partners who are responsible for its translation - APEA Siena and SIEEP should send it to the LP by the 25th of March in order to finalise the deliverable. You will find the English version of the info leaflet on OneDrive.
No. 14.
ACTION COMMUNCIATION PLAN Submit to PP4-Chamber of Terrassa the total/final Com. Plan template and pdf with all events realised within the project
DEADLINE 31/5/2015
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5th Transnational & SC Meeting 5-7 March 2015 - Terrassa
15. 16.
lifetime (all partners) Submit final version of Communication Plan (PP4- Chamber of Terrassa) INFORMATIVE LEAFLET Submit translated informative leaflet (PP7-APEA & PP10-SIEEP)
30/6/2015 25/3/2015
P2.2: Interaction between GRASP and other projects
The LP presented the progress made so far in synergies with other MED & EU projects and informed the partnership about the synergies event that will take place on the 13th of March in Piraeus, Greece, in co-organisation with REPUBLIC-MED. The minutes and dissemination material from the event will be shared amongst the partners and will be uploaded on GRASP website and social media. All the results of the synergetic activities will be included in the final version of the synergies report which will be submitted by the LP by the end of June 2015. No. 17.
ACTION SYNERGIES REPORT Deliver the last/total synergies report (LP)
DEADLINE 30/6/2015
P2.3: Execution of communication & capitalization activities Website
PP5 - Mountain Community Alto Basento should solve the soonest possible the problems he has with his website manager and update the website with the material provided by the partners. We are receiving many complaints from the project officer and identified users, that the website does not promote the project activities since there is no much material uploaded. By the end of March, PP5 will have to upload all the material collected and sent by the partnership. Things to be uploaded on the website: 
Reports
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5th Transnational & SC Meeting 5-7 March 2015 - Terrassa
o Regional Report of PP5 Seminars o Educational materials → ALL o Reports → ALL Workshops o Rimini report (5/11/2014) o Thessaloniki report (28-29/11/2014) eGPP good practices Articles about events (seminars, workshops, meetings etc) Link to synergetic projects website Publications Calendar update IRISS video & link Events
Moreover, the partners should continue writing short articles about their activities and events organised. The articles (including 1-2 pictures) will be sent to the LP and PP5 in order to be uploaded on the website every 15 days.
Newsletters
So far 4 newsletters have been published. Some of the translated newsletters have not been submitted to the LP. The partners who owe them should send them by the end of March. E-newsletter:
No.1 → Spanish Translation (PP4 & PP9) No.2 → BiH (PP13) No.3 → BiH, Spanish and French (PP13, PP4&PP9, PP10) No.4 → Italian, French, Spanish, Albanian, BiH (PP2&PP5&PP7, PP10, PP4&PP9, PP12, PP13)
E-newsletter No.4 was split in two issues. The 2nd issue will be published in May and will include the seminars (theoretical & practical) of GRASP project. The 2nd set of seminars will be organised by the end of April. Afterwards, the partners will write a short article on their seminars and send it, along
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5th Transnational & SC Meeting 5-7 March 2015 - Terrassa with 1-2 pictures, to PP11-Municipality of Pilea - Hortiatis to include it in the issue. The issue will be published by the end of May 2015.
The final e-newsletter will be published in June 2015 and will include the results/closure of the project. For the final issue, the partners will have to write articles about the results of their pilot /testing actions, their capitalisation plans/activities, dissemination events, final event.
No. 18. 19. 20. 21. 22. 23. 24. 25. 26.
ACTION WEBSITE Website update (PP5-Mountain Community AB) Articles for website (all partners) E-NEWSLETTERS Send translated e-newsletters (No1-No4) (PP2&PP5&PP7, PP10, PP4&PP9, PP12, PP13) Send articles (including one for the practical seminars) to PP11Mun. of Pilea-Hortiatis (all partners) Draft version of e-newsletter 4a (PP11-Mun. of Pilea-Hortiatis) Translation and distribution of e-newsletter 4a (all partners) Send articles for final e-newsletter to PP11-Mun. of PileaHortiatis (all partners) Draft version of e-newsletter 4a (PP11-Mun. of Pilea-Hortiatis) Translation and distribution of final e-newsletter (all partners)
DEADLINE 31/3/2015 15/4/205 30/3/2015 11/5/2015 22/5/2015 29/5/2015 8/6/2015 20/6/2015 29/6/2015
Project promotion material (leaflet, triptych, presentation, brochure)
The partners who haven't sent yet their translated promotional material will have to do so by the end of March:
Brochure → FR (PP10) Triptych → FR / ESP / ALB (PP10, PP4&PP9, PP12)
From this deliverable the only thing that needs to be developed is the 12-paged illustrated project, which will include the guidelines of GRASP databases and eGPP tool, and will be used in the practical seminars (end of April). PP9-CCIN of Castellon is responsible for the development of this document. However, to have the project ready on time, the technical team has to deliver first the handbooks
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5th Transnational & SC Meeting 5-7 March 2015 - Terrassa for the eGPP tool and the databases. Afterwards, CCINC will prepare the project and will send it to the partners for translation, printing and distribution/usage at the training/practical seminars. No. 27. 28. 29. 30. 31.
ACTION TRANSLATED PROMOTIONAL MATERIAL Send translated promotional material (PP10, PP4&PP9, PP12) PROJECT DOCUMENT Send handbooks for Databases and eGPP tool (PP12, PP8) Send draft project document (PP9-CCINC) Translate project document (all partners) Print and use in practical seminars (all partners)
DEADLINE 30/3/2015 31/3/2015 13/4/2015 20/4/2015 By the end of April
P2.3: Execution of communication and capitalization activities
All partners should send links, screen shots and copies (pdf files) of their publications (media, newspapers, websites, magazines, television etc). At the end of the project (July) each partner will send a folder with all of his publications that were made during the whole project lifetime. The project coordinator, Prof. Yorgos Stephanedes was interviewed by a journalist of Project Magazine. The interview about GRASP will be published in the next issue of the magazine. For every event a partner organises (or participates in order to present GRASP), he should send the agenda and the registration list. In the end of the project we have to submit a complete list with all persons who attended GRASP events. No. 32. 33.
ACTION LIST OF PARTICIPANTS Send registration lists of all events organised (all PPs) PUBLICATIONS Send links, screen shots and copies (pdf files) of all publications (media, newspapers, websites, magazines, television etc).
DEADLINE 10/7/2015 10/7/2015
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5th Transnational & SC Meeting 5-7 March 2015 - Terrassa
C3:Procurement System Analysis: Transnational Mapping and Common Operating Model P3.1 :Relevant characteristics of countries involved, comparison of experiences and good practices Report on targeted seminars/workshops and educational material for public/private operators
The deliverable, "Report on targeted seminars/workshops and educational material for public/private operators" will be delivered after the organising of all GRASP events. In the end of April, the practical seminars of GRASP will take place. Each partner will organise one in his territory. Afterwards, each partner will compose his own report and will submit it to PP2-Province of Perugia, who is the partner in charge to write the final/total report on GRASP events.
Book of good eGPP practices All good eGPP practices have to be submitted in a text and table format. The text format will be uploaded on the website, whereas the table will be inserted in the DBs. University of Vlora will have to deliver its good-eGPP report in the table format by the end of March. The good-eGPP table of the database will be available for updating (addition of good eGPP practices).
P3.2: Role of stakeholders Transnational MED network (TMN)
The technician of Chamber of Terrassa, who is the partner responsible for this deliverable, demonstrated to the participants how to use the TMN (register, create profile, upload news and articles). PP4-Chamber of Terrassa will submit the final technical report and handbook of the TMN by the end of March.
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5th Transnational & SC Meeting 5-7 March 2015 - Terrassa It was suggested by PP4, and agreed by the partnership that we need to be more active in order to increase the number of TMN members. For this purpose two actions will be implemented:
each partner will upload at least 2 articles/documents per month on the TMN each partner has to have at least 10 identified stakeholders + 3 members of his entity registered in the TMN by the 5th of April
In order to achieve the number of 10 stakeholders per partner, a manager account will be created for each partner. The owner of the manager account will track how many members his entity (identified stakeholders) has in the TMN. This can be seen in the "People" or "Users List" tabs of the TMN. In order to ensure the participation of the stakeholders, each partner will have to create accounts for his identified users and send them directly their login information. The person-manager for each partner is listed below: PARTNER LP-UPATRAS PP2-PROVINCE OF PERUGIA PP3-IRISS PP4-CCI of TERRASSA PP5-MCAB(PABBC) PP6-MUN. of SPATA-ARTEMIS PP7-APEA SIENA PP8-ATLANTIS PP9-CCIN of CASTELLON PP10-SIEEP PP11-MUN. of PILEA-HORTIATIS PP12-UVLORA PP13-RAIS
MANAGER ACCOUNT Christina Papageorgopoulou Barbara Coccetta Bernard Mallia Conxita Junqueras Luca Giocoli Fani Prifti Massimmo Ianniciello Lefteris Elefteriou Victoria Rubio Noelle Tassy Stergios Kotsanis Altin Mahilaj Bojan Okuka
Theoretical Seminars Reports
All partners who have already realised their theoretical GRASP seminars, have to submit to the LP by the end of March: the educational material that was used in seminars a pdf file with the material of the seminar (agenda, signed registration list, pictures, announcements, publications etc)
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5th Transnational & SC Meeting 5-7 March 2015 - Terrassa  
the evaluation report of the seminar with the answered questionnaires a small article for the seminar that will be used in the e-newsletter, the website and the TMN.
The partners who haven't sent yet their seminar educational material (and material/reports some of them) are: PP3-IRISS, PP10-SIEEP, and PP12-UVLORA. For the seminar reports, PP2-Province of Perugia, who is responsible for collecting this material, has to send all the collected reports to the LP in order to include them in the deliverables folder.
Technical/Practical Seminars Reports
The practical seminars will take place in the end of April. Each partner has to organise one seminar to train their identified stakeholders (PAs and SMEs) on how to use the GRASP tools - DB & eGPP tool. For the schedule of the actions that need to be carried out for the realisation of the practical seminars see actions No. 28-31, 34 and 35.
No. 34.
35.
36. 37. 38. 39. 40. 41.
ACTION REPORT ON PRACTICAL SEMINARS Send reports about their practical seminars to PP2 -Province of Perugia (all PPs) OVERALL REPORT Submission of final deliveralbe : "report on targeted seminars/workshops and educational material for public/private operators" (PP2-Province of Perugia) BOOK OF GOOD EGPP PRACTICES Send the report in table format (PP12-UVlora) TMN Send the final TMN technical report and handbook (PP4-CCI of Terrassa) Upload at least 2 articled on TMN (all partners) Reach the number of 10+3 members (all partners) THEORETICAL SEMINAR MATERIAL & REPORTS Send the educational material used in the seminars (PP3, PP10, PP12) Send the seminar reports/QUs/material collected by the partners (PP2-Province of Perugia)
DEADLINE 11/5/2015
15/6/2015
30/3/2015 30/3/2015 30/3/2015 5/4/2015 30/3/2015 30/3/2015
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5th Transnational & SC Meeting 5-7 March 2015 - Terrassa
WP4. Design and Development of the new e-procurement toolkit and methodologies
Server The GRASP tools - Database and eGPP tool - so far are two independent tools stored at the servers of UVlora and Mobics. What needs to be done is to install these tools in a common server and integrate them. For this purpose, UPatras rented space in a server of a company but unfortunately, due to technical difficulties UVlora hasn't been able yet to access properly the server and install the DB. This causes delays in the incorporation of the two tools. If the two tools won't be integrated soon, this will cause delays in the pilot actions, since the eGPP tool cannot stand alone; it needs the data of the DB to work properly and provide the users with the required information to prepare a tender. The whole technical team is cooperating to solve the problem as soon as possible and proceed to the pilot actions for which time is running out. In the meantime, the two tools will be working in their host servers, and this gives us the ability to continue working on their improvement and finalisation.
Databases The technician of UVlora who is responsible for the development of the DB interface, trained the participants on creating SMEs/PAs accounts and entering data (categories, types, key elements, products) in the DB. The main development of the DB has been completed; some adjustments/additions that will be needed or come up after the technical meeting/workshop with Mobics (13/3/2015), such as change of services table to many-to-many relationship with products, will be carried out by the technical team shortly. The main problem of the database is its population (added data). Moreover, the DB right now contains a lot of dummy data, since all partners were adding testing data to check how the DB works. For this reason, the LP exported from the DB all the existing data and created excel sheets for each tab of the DB: categories, types, key elements, products. The partners who are responsible for a specific EE/RES category will have to keep the correct data of their category and fill in the missing
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5th Transnational & SC Meeting 5-7 March 2015 - Terrassa required information, such as descriptions, by following the guidelines provided by the LP and listed below:
sheet 1(categories): enter the description of each category - subcategory in the "Category Description" column C (definition) column D - "Category Tender Description" - some info that is useful to a PA to prepare a tender for the specific (sub)category
sheet 2(types): (pretty much the same as categories) enter the description of each type - subtype in the "Type Description" - column D (definition) column E - "Type Tender Description" - info that is useful to a PA to prepare a tender for the specific (sub)type. What specs should the providers offered solutions fulfill. Some technical specs that are fixed for all products of this type. column F - "Recursive reference to another object TYPE"- the type to which the element of column A is a subtype. Your grid will help you to do the marching. Keep in mind that you have to use the "parent-child" relation, meaning that for each subtype you have to use the previous level subtype and not the major category.
sheet 3(key elements): (key elements = green criteria) column A - "Criterion name" - the name of the green criterion column C - "Category" - The green criteria are linked to the major category, so for all criteria entered for a specific category, this field should the same column D - "Criterion tender standard description" - what is this criterion about, why and how should PAs request for it at a tender column E - "Criterion standard reference" - a link where we can find more info about the specific criterion column F - "Criterion value description" - gradation in levels A-E (A= highest and E=lowest) and explanation about what each value A-E stands for, e.g., A stands for values of the range 0-30, B stands for values in the range 30-60. For YES/NO criteria the user will add A for YES and E for NO. column G - "Sub criterion?"- No if it is an independent criterion, Yes if it part of another criterion column H - "Recursive reference to another object Criterion" - choose to which main criterion it is linked to
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5th Transnational & SC Meeting 5-7 March 2015 - Terrassa Columns D and F are really important because they are used in the eGPP tool, in the preparation of the tender document. After the LP collects these excel sheets from the partners who are responsible for a specific EE/RES category, the data will be inserted in the database and the dummy ones will be deleted. Then all partners will be able to enter the DB and add products. But in order to be able to enter products in the DB, the above steps have to be implemented in the specific order, otherwise the DB won't have a fixed index that is required for inserting the products in the DB. Moreover, a lot of the data inserted at the previous steps is required for entering a product. The updated excel files will be collected by the LP who will be in charge of entering the information in the DB. In the meantime, the handbook of the DB will be ready and shared with the partnership in order to enter products. Each partner should enter at least 10 products. In order to have time for the pilot/testing actions and their evaluation, all issues that concern the database and the eGPP tool have to be solved within March with the contribution of all partners, otherwise we won't be able to submit the AF deliverables, and this will probably lead to budget reductions. The work that needs to be carried out by the technical team and the partners who are responsible for a specific EE/RES category by the end of March is the following: ─ ─ ─ ─ ─ ─ ─ ─ ─ ─ ─
Fill in the excel files provided by the LP with all data that that need to be inserted in the DB (partners who are responsible for a specific EE/RES category) Insert the correct data of excel files in the DB and delete dummy data (LP) Enter products in the DB- at least 10 products each partner (all partners) Invite SMEs & PAs to register and enter products (SMEs) Solve the problem with the server (technical team) Installation of DB & eGPP tool in the server (technical team) Integration of DB & eGPP tool (technical team) Separation of 1 DB into 2 (2 deliverables) (technical team) Installation guide (technical team) Final technical reports (technical team) Final handbooks (technical team)
17
5th Transnational & SC Meeting 5-7 March 2015 - Terrassa No.
42. 43. 44. 45. 46. 47. 48. 49. 50. 51. 52.
ACTION DB & eGPP tools Fill in the excel files provided by the LP with all data that that need to be inserted in the DB (partners who are responsible for a specific EE/RES category) Insert the correct data of excel files in the DB and delete dummy data (LP) Enter products in the DB- at least 10 products each partner (all partners) Invite SMEs & PAs to register and enter products (SMEs) Solve the problem with the server (technical team) Installation of DB & eGPP tool in the server (technical team) Integration of DB & eGPP tool (technical team) Separation of 1 DB into 2 (2 deliverables) (technical team) Installation guide (technical team) Final technical reports (technical team) Final handbooks (technical team
DEADLINE
17/3/2015 23/3/2015 26/3/2015 1/4/2015 20/3/2015 25/3/2015 30/3/2015 30/3/2015 30/3/2015 30/3/2015 30/3/2015
eGPP tool At the scheduled technical meeting/workshop, Mobics, the external expert of PP8-Atlantis who is responsible for the development of the eGPP tool, will train the partners on using the eGPP tool. The partners who won't attend the meeting will have to arrange a skype meeting with Mobics in order to be trained as well. The training is important since you will have to train your identified users during the practical seminars of GRASP that will take place in the end of April.
WP5. e-Procurement Joint Pilot actions implementation Pilot / testing actions APEA Siena, the coordinator partner of the pilot actions, presented the plan of the pilot actions, and the template that has to be filled in by each partner implementing a pilot/testing action, which will include information about the pilot/testing actions, their results and the evaluation of the whole process and its results. Moreover, the partner who implements a pilot action will have to fill in the MED annex (excel file) provided by the LP.
18
5th Transnational & SC Meeting 5-7 March 2015 - Terrassa With regards to the assessment of the energy solutions provided by the eGPP tool, APEA presented the LCC calculating tool, which takes into account 3 elements: price, life duration and energy consumption of the offered solution/product. The pilot/testing actions must start in April and end in the early beginning of May (5th the latest). This way we will have a month to evaluate the results of the pilots/tests (evaluation reports) and finish the Capitalisation Plans (by the end of May). The LP will send to the partners the template for the evaluation reports. The partners who will implement a pilot action should submit to the LP a complete plan/time schedule of the whole process they will follow (steps) and the duration of each step of the process.
Capitalisation plans/Impact case studies CCIN of Castellon who is the partner responsible for the Capitalisation Plan, presented to the participants the template of the CP. Each partner has to develop his own Capitalisation Plan following the template by the end of May without delay because of the proximity to the end of the project. Afterwards, CCINC will compose the Project's Capitalisation Plan combining the CPs of the partners, by the end of June.
No. 53. 54. 55. 56. 57. 58.
ACTION PILOT ACTIONS Send plan of the pilot action (time schedule of each step) (PP2, PP3, PP10, PP6) Send template for pilot/test actions evaluation report (PP7 & LP) Implementation of pilot & test actions (all partners implementing a pilot/test) Evaluation Reports (all partners implementing a pilot/test) CAPITALISATION PLAN Capitalisation Plans (all partners) Final Capitalisation Plan (PP9-CCINC)
DEADLINE 31/3/2015 31/3/2015 5/5/2015 29/5/2015 29/5/2015 30/6/2015
19
5th Transnational & SC Meeting 5-7 March 2015 - Terrassa
4. Action List No. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13.
14. 15.
16. 17. 18. 19. 20.
ACTION 4th PROGRESS REPORT Enter & Validate in Presage the FLC reports and expenditures (all partners) Submit FLC certificates and National Authority Validation for Spanish partners to the LP (all partners) Send the annexes to the LP (all partners) Submit folder to the JTS (LP) FINANCIAL ADMINISTRATION Submit the excel with budget modifications to the LP (all partners) NEXT EVENTS/MEETINGS Synergies event in Piraeus- Greece Technical meeting/workshop in Athens Technical meeting in Matera-Italy GRASP technical seminars Final event Submit list with suggested invited speakers for the final event to the LP (all partners) PERUGIA DECLARATION Finalisation of Perugia Declaration document (all partners) Singature of Perugia Declaration (all partners) COMMUNCIATION PLAN Submit to PP4-Chamber of Terrassa the total/final Com. Plan template and pdf with all events realised within the project lifetime (all partners) Submit final version of Communication Plan (PP4- Chamber of Terrassa) INFORMATIVE LEAFLET Submit translated informative leaflet (PP7-APEA & PP10SIEEP) SYNERGIES REPORT Deliver the last/total synergies report (LP) WEBSITE Website update (PP5-Mountain Community AB) Articles for website (all partners) E-NEWSLETTERS Send translated e-newsletters (No1-No4) (PP2&PP5&PP7, PP10, PP4&PP9, PP12, PP13)
DEADLINE 15/3/2015 25/3/2015 15/3/2015 27/3/2015 15/4/2015 12/3/2015 13/3/2015 20-21/4/2015 End of April 2015 26-27/5/2015 20/3/2015 15/4/2015 21/4/2015
31/5/2015 30/6/2015
25/4/2015 30/6/2015 31/3/2015 15/4/205 30/3/2015
20
5th Transnational & SC Meeting 5-7 March 2015 - Terrassa 21. 22. 23. 24. 25. 26.
27. 28. 29. 30. 31. 32.
33.
34.
35.
36. 37. 38. 39.
Send articles (including one for the practical seminars) to PP11-Mun. of Pilea-Hortiatis (all partners) Draft version of e-newsletter 4a (PP11-Mun. of PileaHortiatis) Translation and distribution of e-newsletter 4a (all partners) Send articles for final e-newsletter to PP11-Mun. of PileaHortiatis (all partners) Draft version of e-newsletter 4a (PP11-Mun. of PileaHortiatis) Translation and distribution of final e-newsletter (all partners) TRANSLATED PROMOTIONAL MATERIAL Send translated promotional material (PP10, PP4&PP9, PP12) PROJECT DOCUMENT Send handbooks for Databases and eGPP tool (PP12, PP8) Send draft project document (PP9-CCINC) Translate project document (all partners) Print and use in practical seminars (all partners) LIST OF PARTICIPANTS Send registration lists of all events organised (all PPs) PUBLICATIONS Send links, screen shots and copies (pdf files) of all publications (media, newspapers, websites, magazines, television etc). REPORT ON PRACTICAL SEMINARS Send reports about their practical seminars to PP2 Province of Perugia (all PPs) OVERALL REPORT Submission of final deliveralbe : "report on targeted seminars/workshops and educational material for public/private operators" (PP2-Province of Perugia) BOOK OF GOOD EGPP PRACTICES Send the report in table format (PP12-UVlora) TMN Send the final TMN technical report and handbook (PP4CCI of Terrassa) Upload at least 2 articled on TMN (all partners) Reach the number of 10+3 members (all partners) THEORETICAL SEMINAR MATERIAL & REPORTS
11/5/2015 22/5/2015 29/5/2015 8/6/2015 20/6/2015 29/6/2015
30/3/2015 31/3/2015 13/4/2015 20/4/2015 By the end of April 10/7/2015
10/7/2015
11/5/2015
15/6/2015
30/3/2015 30/3/2015 30/3/2015 5/4/2015
21
5th Transnational & SC Meeting 5-7 March 2015 - Terrassa 40. 41.
42. 43. 44. 45. 46. 47. 48. 49. 50. 51. 52. 53. 54. 55. 56. 57. 58.
Send the educational material used in the seminars (PP3, PP10, PP12) Send the seminar reports/QUs/material collected by the partners (PP2-Province of Perugia) DB & eGPP tools Fill in the excel files provided by the LP with all data that that need to be inserted in the DB (partners who are responsible for a specific EE/RES category) Insert the correct data of excel files in the DB and delete dummy data (LP) Enter products in the DB- at least 10 products each partner (all partners) Invite SMEs & PAs to register and enter products (SMEs) Solve the problem with the server (technical team) Installation of DB & eGPP tool in the server (technical team) Integration of DB & eGPP tool (technical team) Separation of 1 DB into 2 (2 deliverables) (technical team) Installation guide (technical team) Final technical reports (technical team) Final handbooks (technical team PILOT ACTIONS Send plan of the pilot action (time schedule of each step) (PP2, PP3, PP10, PP6) Send template for pilot/test actions evaluation report (PP7 & LP) Implementation of pilot & test actions (all partners implementing a pilot/test) Evaluation Reports (all partners implementing a pilot/test) CAPITALISATION PLAN Capitalisation Plans (all partners) Final Capitalisation Plan (PP9-CCINC)
30/3/2015 30/3/2015
17/3/2015 23/3/2015 26/3/2015 1/4/2015 20/3/2015 25/3/2015 30/3/2015 30/3/2015 30/3/2015 30/3/2015 30/3/2015 31/3/2015 31/3/2015 5/5/2015 29/5/2015 29/5/2015 30/6/2015
22
GRASP GReen procurement And Smart city suPport in the energy sector
University of Patras
An Overview of All Components
Christina Papageorgopoulou xristinapapageo@hotmail.com 5th Transnational Meeting Terrassa, Spain 5th-7th March 2015
1
GRASP GReen procurement And Smart city suPport in the energy sector
C1: Administrative and financial management 4th Progress Report (1/7/2014 – 31/12/2014) - PRESAGE PARTNER
PRESAGE FLC EXPENDITURES REPORTS FLC NATIONAL VALIDATED VALIDATED ENTERED VALIDATED ENTERED CERTIFICATES VALIDATION by PP by LP
PP1-UPATRAS PP2-PERUGIA PP3-IRISS PP4-TERRASSA PP5-MCAB PP6-SPATA PP7-APEA PP8-ATLANTIS PP9-CCINC PP10-SIEEP PP11-PILEA PP12-UVLORA PP13-RAIS
√ √ √ √ √ √ X X X X X √
√ √ √ √ √ √ X X X X X √
√ √ √ √ √ √ √ √ √ √ √ √
√ √ √ X X √ X √ X √? X √
√ √ √ X X √ X √ X √? X √
FINAL DEADLINE: 15/3/2015
X X (PR3) √ X X (NONE) √ X X X X (PR1&2) X √
√ ONLY FOR SPANISH PARTNERS X by 25/3/2015
FINAL DEADLINE 25/3/2015
1
GRASP GReen procurement And Smart city suPport in the energy sector
C1: Administrative and financial management 4th Progress Report (1/7/2014 – 31/12/2014) -PRESAGE – NOTES: Always add comments in your expenditures For staff: name, role within the project, working hours, cost/hour Example: June salary for Ch.Papageo, Researcher/Assistant, 32 working hours, 10euro/hour
For travel: name, role within the project, when, where Example: Accommodation for Ch.Papageo, Researcher/Assistant, for attending 5th transnational meeting (5-7/3/2015, Terrassa)
GRASP GReen procurement And Smart city suPport in the energy sector
C1: Administrative and financial management 4th Progress Report (1/7/2014 – 31/12/2014) - ANNEXES • Indicators excel file • Users info excel file • Pilot Actions excel file • Translated material o promotional material brochure info leaflet triptych project o e-newsletters (No.1 , 2 & 3) • Educational material (used in seminars)
GRASP GReen procurement And Smart city suPport in the energy sector
C1: Administrative and financial management 4th Progress Report (1/7/2014 – 31/12/2014) - ANNEXES • PDF with events/seminars material – (1 PDF/event!!!) o agenda o invitation/announcements to media o registration list o pictures o presentations o minutes • Seminar/workshops reports & answered QUs • Publications (videos, interviews, articles) – links, print screens, pdf – (1PDF/partner!!!) • !! NOTE: USE LOGOS!: GRASP, MED & YOUR ENTITY’S
GRASP GReen procurement And Smart city suPport in the energy sector
C1: Administrative and financial management Work package 1: Administrative and financial management of the project / coordination of the partnership Starting date
1/4/2013
Closing date
30/6/2015
Output/Deliverable D1.1: Steering and Policy Advisory Committee, Evaluation Board regulations D1.2: Guidelines for project organisation and quality assurance D1.3: Periodic and Annual Reports and Financial Statements D1.4: Agenda and Minutes of the Project Meetings
Brief description
Unit Type
Cumulative Quantity quantity since STATUS foreseen the beginning of the project
Brief report containing the regulations that the members of Steering and Policy Advisory (expert advice) Committe and Evaluation Board must respect throughout the project
Report
1
1
Project mailing list, deliverables template, guidelines for developing deliverables and project reports, quality standards to be used, procedures for reviewing deliverables, etc.
Report
1
1
Reports describing the overall progress of the project activities along with the subsequent expenses. Each report will include all required deliverables and financial documents
Report
5
3
ongoing
Reports with respect to the project meeting that will take place during the project, including agenda, list of participants and meeting minutes.
Report
6
10
ongoing
DONE
GRASP GReen procurement And Smart city suPport in the energy sector
C1: Administrative and financial management -BUDGET REALLOCATIONS – Final ones ALLOWED: • Reallocations between Components/Phases • Reallocations between Budget lines NOT ALLOWED: • Reallocations between PPs • Perugia, Terrassa, MCAB, Atlantis & Castellon should not increase anymore their staff and external expertise budget.
QUESTIONS on your budgets….
GRASP GReen procurement And Smart city suPport in the energy sector
C1: Administrative and financial management
Next meetings/events
• Synergies Event 12 March, Piraeus, Greece • eGPP tool workshop by 20th of March (when & where?- Athens) – at least one representative of each partner should attend it • Technical meetings if needed • Technical seminars by 20th April 2015 • Final event 26-27 May 2015 (?), Athens, Greece
GRASP GReen procurement And Smart city suPport in the energy sector
FINAL EVENT
26 – 27 May 2015 in Greece (most likely in Athens in order to ensure our project officer’s presence) Organised in conjunction with workshop or International Conference or in correspondence with international speaking opportunity or event in Environmental/Energy issues
GRASP GReen procurement And Smart city suPport in the energy sector
FINAL EVENT
Invited speakers suggestions Target groups (participants):
Whole GRASP partnership Synergies projects Stakeholders (EE & RES) EU/National key persons (eGPP & Energy) ePRIOR
Do you plan to organise closure events in your region? Content of final event agenda suggestions
GRASP GReen procurement And Smart city suPport in the energy sector
PERUGIA DECLARATION Purpose of the document Role/obligations of the undersigned Did you read the document? Do you agree with the main idea? Do you have any questions/remarks on its articles? (Municipalities modified declaration) Who intends to sign it?
GRASP GReen procurement And Smart city suPport in the energy sector
P2.1: Development of the Communication Plan Work package 2: Information, awarness raising and capitalisation P2.1:Development of the Communication Plan Starting date 1/4/2013 Closing date 30/6/2015 Output/Deli verable
Brief description
Detailed dissemination plan, with specific methodology, D.2.1:Comm dissemination targets, activities unication and events to be followed , both Plan at local/national, MED and EU level. It will include project logo, phrase for "project motto", D.2.2.Project project representative graphic, informative leaflet to present the identity project's footprint in various languages.
Unit Type
Report
other
Cumulative Quantity quantity since foreseen the beginning of the project
1
1
STATUS
1
Latest version: Dec 2014 Final template update: 1/6/2015 Final version: 30/6/2015
1
INFORMATIVE LEAFLET: ITALIAN & FRENCH (I DO NOT have them)
GRASP GReen procurement And Smart city suPport in the energy sector
P2.2: Interaction between GRASP and other projects 4 MoUs signed between GRASP and • • • •
Remida & Republic-MED Marie & PEEBPE Co-efficient Biofoss
Common e-newsletter with MARIE & PEEBPE and link with their websites In contact with ENCERTICUS, which added a text about GRASP on their website & e-newsletter Synergies event 12/3/2015 in Piraeus (coorganiser: REPUBLIC-MED) Report on synergies Latest version Dec 2014
GRASP GReen procurement And Smart city suPport in the energy sector
P2.2: Interaction between GRASP and other projects P2.2:Interaction between GRASP and other MED projects Starting date 1/4/2013 Closing date 30/4/2015 Cumulative Output/Deliv Quantity quantity since Brief description Unit Type erable foreseen the beginning of the project D2.3 Report on potential links of eReport on potential links of eprocurement procurement between MED between MED projects and GRASP projects and GRASP
Report
1
2
STATUS
Latest version: Dec 2014 Final Version: 30/4/2015
GRASP GReen procurement And Smart city suPport in the energy sector
P2.3: Execution of communication & capitalization activities
WEBSITE: Things to be added: • Meetings - Project/partners meeting Perugia 5-7/11/2014 - Synergies meeting Athens 19/12/2014 - Technical meeting Thessaloniki 27-28/11/2014
• Newsletters -
Newsletter No.1 ESP & ALB Newsletter No.2 BiH & ALB Newsletter No.3 & No.4 ALL Common e-newsletter with Marie & PEEBPE
•Promotional Material - Brochure GR, IT, FR, ALB - Info leaflet GR, IT, FR, ALB - Triptych ALL
GRASP GReen procurement And Smart city suPport in the energy sector
P2.3: Execution of communication & capitalization activities
WEBSITE: Things to be added: • Reports - Regional Report of PP5
•Seminars - Educational materials ALL - Reports ALL
• Workshops - Rimini report (5/11/2014) - Thessaloniki report (28-29/11/2014) • eGPP good practices more • Articles about events
GRASP GReen procurement And Smart city suPport in the energy sector
P2.3: Execution of communication & capitalization activities
WEBSITE: Things to be added: • Link to synergetic projects website • Publications
• Calendar update • IRISS video & link • Interview of Karmenu Vella to a more visible place • Events
GRASP GReen procurement And Smart city suPport in the energy sector
P2.3: Execution of communication and capitalization activities E-newsletters of the project Do not have:
• • • •
No.1 ESP No.2 BiH No.3 BiH / FR / ESP No.4 Send them by the end of March (31/3/2015)! - 1,2,3 by 25/3/2015!
No.4 was split in two: the 2nd issue will be published in June (?) and will include the seminars (theoretical & practical)
GRASP GReen procurement And Smart city suPport in the energy sector
P2.3: Execution of communication and capitalization activities E-newsletters of the project E-newsletters No.4b - Technical seminars by 30/4/2015 - Articles/reports about them by 8/5/2015 - Draft by PP11 by 15/5/2015 - Translation by PPs by 22/5/2015 - Distribution & upload on website of No.4b by 25/5/2015
GRASP GReen procurement And Smart city suPport in the energy sector
P2.3: Execution of communication and capitalization activities
E-newsletters of the project E-newsletter No.5 will include the results of the project and final event articles. E-newsletters No.5 - Articles/reports by PPs by 5/6/2015 - Draft by PP11 by 15/6/2015 - Translation by PPs by 22/6/2015 - Distribution & upload on website of No.4b by 24/6/2015
GRASP GReen procurement And Smart city suPport in the energy sector
P2.3: Execution of communication and capitalization activities Project promotion material (leaflet, triptych, presentation, brochure) • Brochure FR • Triptych FR / ESP / ALB • Send them by 15/3/2015
•
Project – 12 pages (DBs and eGPP service guidelines) to be used in technical seminars : we have the draft versions of the technical reports, we need the finals to edit them MUST BE READY IN APRIL TO BE USED IN SEMINARS!
GRASP GReen procurement And Smart city suPport in the energy sector
P2.3: Execution of communication and capitalization activities List of participants Registration lists from events organised (seminars, workshops etc) Interview for Projects magazine draft article is ready published WHEN? Other interviews? Publications of GRASP? (magazines, newspapers, websites, TV etc)
GRASP GReen procurement And Smart city suPport in the energy sector
P2.3: Execution of communication and capitalization activities P2.3: Execution of communication and capitalization activities Starting date 1/7/2013 Closing date 30/4/2015 Cumulative Quantity quantity since Brief description Output/Deliverable Unit Type foreseen the beginning of the project
D.2.4. Project WEB Site
Project promotion to Internet and local communities of participating regions. Updated regularly, with current status of achievements, meeting results, etc. Public project deliverables, presentations, newsletters, etc. will be available for download
D.2.5. Enewsletters of the project
Electronic newsletters will be produced every 6 Informatio months (i.e. 5 newsletters), presenting the project n progress made and the activities undertaken, in document English +7 partners’ languages. They will be (brochure, distributed through a mailing list setup from leaflet) partners’ contact lists
D.2.6. Project promotion material (leaflet, triptych, presentation, brochure)
• 1 project promotion triptych- 3 pages (in 8 languages). • 1 project -12 pages (4 high-quality cover pages and 8 pages of content, including graphics and promotional images –in 8 languages) • Press releases to traditional (printed) and online magazines and newspapers, WEB portals, and postings to WEB sites.
Website
Informatio n document (brochure, leaflet)
STATUS
1
1
UPDATE !!!!!!
5
3
4b and 5 to be published
32
project 12pages - by end of April
65
GRASP GReen procurement And Smart city suPport in the energy sector
P2.3: Execution of communication and capitalization activities Brief description
D.2.7. List of participants at the local 1-day awareness events, at the national workshops, at the European workshop
Participation in events The project will be present and contribute to a number of events, such as: • technical and / or commercial events, e.g. related to energy production & saving, environmental protection, innovation, e-procurement, etc. • scientific conferences: presentation of the project- submission of a paper. • technical meetings on energy and eprocurement at national level, to exchange experience and results with experts. • relevant commercial fairs, exhibitions, either at a national or international level. Organisation of local awareness events A 1-day awareness event will be organised by project partners in their regions, to communicate the project scope and objectives, along with the results and achievements, the non technical barriers. Invited will be stakeholders from local authorities, from ministry of development, from federations of entrepreneurs, from SME associations & SMEs, etc. Organisation of final European workshop Towards the end of the project a European workshop will be organised in Brussels (e.g. during the EU Sustainable Energy Week), aiming at the diffusion of the project outcomes at European level.
other
60
13
Registration Lists of organised events!
Output/Delive rable
Cumulative Quantity quantity since Unit Type STATUS foreseen the beginning of the project
GRASP GReen procurement And Smart city suPport in the energy sector
P3.1 :Relevant characteristics of countries involved, comparison of experiences and good practices Report on targeted seminars/workshops and educational material for public/private operators Deadline by the end of April (30/4/2015) all technical seminars must have taken place!!! Finish DBs & eGPP tool within March 30/3/2015 the latest! Finalise handbooks by 3/4/2015 Translate & print handbooks by 20/4/2015 Use them in the seminars Write reports by 8/5/2015 Final deliverable by PP2 by 15/6/2015
GRASP GReen procurement And Smart city suPport in the energy sector
P3.1 :Relevant characteristics of countries involved, comparison of experiences and good practices BOOK OF GOOD (e)GPP PRACTICES!!! In text format: • • • • •
APEA / Province of Perugia Municipality of Spata-Artemis UVlora CCINC SIEEP
In table format: • • • •
APEA / Province of Perugia Municipality of Spata-Artemis CCINC SIEEP
GRASP GReen procurement And Smart city suPport in the energy sector
P3.1 :Relevant characteristics of countries involved, comparison of experiences and good practices BOOK OF GOOD (e)GPP PRACTICES!!! • UVora send in table format by 15/3/2015 • Upload them on GRASP website! Does any other partner have a good eGPP practice report?
Is the DB table ready? Who will enter them? How will we enter them?
GRASP GReen procurement And Smart city suPport in the energy sector
P3.1 :Relevant characteristics of countries involved, comparison of experiences and good practices P3.1:Relevant characteristics of countries involved, comparison of experiences and good practices Starting date Closing date
1/6/2013 30/4/2015
Output/Deliverabl e
Brief description
D3.1: Report on targeted seminars/worksho ps and educational material for public/private operators.
Overall report that describes: - Reports on 3 regional workshops and 12 targeted regional seminars of providers, SMEs, stakeholders - Educational material used in the seminars
Unit Type
Report
Number 25 includes the regional and comparison reports.
Cumulative Quantity quantity since STATUS foreseen the beginning of the project
18
25
Still: Technical Seminars reports
GRASP GReen procurement And Smart city suPport in the energy sector
P3.2: Role of stakeholders
Transnational MED network (TMN) •
Did you invite your users to become members?
•
How many members do we have so far? 59?
•
Updates? Does anyone upload material?
•
Link to eGPP Domain: www.grasp-eGPP.eu
•
What happened to the final version of the TMN technical report? send it by the 15/3/2015
GRASP GReen procurement And Smart city suPport in the energy sector
P3.2: Role of stakeholders
Theoretical Seminars Reports
I do not have: • • • • •
SIEEP Correct format (follow the templates) APEA MCAB UVlora CCINC
Send them by 15/3/2015!
GRASP GReen procurement And Smart city suPport in the energy sector
P3.2: Role of stakeholders
Educational Material used in Theoretical Seminars I do not have: • • • •
IRISS SIEEP UVlora Italian partners used the same?
Send them by 15/3/2015!
GRASP GReen procurement And Smart city suPport in the energy sector
P3.2: Role of stakeholders
Technical Seminars • • •
When do you plan to have them? Plan? make a plan and send it by the end of March! Material to be used: DBs & eGPP handbooks (electronically) & project 12paged document (printed)
GRASP GReen procurement And Smart city suPport in the energy sector
P3.2: Role of stakeholders P3.2: Role of stakeholders 1/7/2013 31/12/2014
Starting date Closing date
Output/Deli verable
Brief description
D3.2: Transnationa l MED network of public/privat e operators in eprocurement in renewable energy and energy efficiency
- Transnational Mediterranean Network (TMN) of public and private operators and report on its design, building and operation. - Toolkit and report on educational material to increase skills and competences of public procurement operators in RES/EE
Unit Type
other
Quantity foreseen
4
Cumulative quantity since the beginning of the project
STATUS
1
UPLOAD MATERIAL LINK TO eGPP tool FINAL TECHNICAL REPORT
GRASP GReen procurement And Smart city suPport in the energy sector
P3.3:Sharing and implementing a common procurement model Specs of a common procurement model P3.3:Sharing and implementing a common procurement model Starting date 1/11/2013 Closing date 3/11/2014 Cumulative Quantit quantity Output/Deliv y since the Brief description Unit Type erable foresee beginning n of the project D3.3: Specifications of a common procurement model
The deliverable will include all relevant standards and specifications. It will be developed by the project coordinator with Mun. of PileaHortiatis.
Report
1
1
STATUS
DELIVERED
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? • ENTER GRIDS CORRECTLY • ENTER CRITERIA • ENTER PRODUCTS • INTEGRADE DB & eGPP SERVICE • SEPERATE 2 DBs (2 deliverables) • INSTALLATION GUIDE • INVITE SMEs & PAs TO REGISTER • FINAL TECHNICAL REPORTS • FINAL HANDBOOKS ALL THESE MUST BE DONE WITHIN MARCH!!!!!
GRASP GReen procurement And Smart city suPport in the energy sector
WP4. Design and Development of the new e-procurement toolkit and methodologies P4.1:Knowledge database to be used by public bodies and SMEs that are involved with tenders in the fields of renewable energy and energy efficiency Starting date 1/11/2013 ???????? Closing date 31/10/2014 Cumulative quantity Quantity Output/Deliverable Brief description Unit Type since the beginning foreseen of the project
D4.1: Knowledge database
Database that can be used by public bodies and primarily SMEs that are involved with tenders in the fields of renewable energy and energy efficiency to develop questionnaires, criteria for implementation and synthesis of appropriate solutions.
databases
1
0
P4.2:Database by project and specialisation for knowledge building, in each region, to be integrated with e-procurement instrument. Starting date 1/3/2014 ??????? Closing date 31/10/2014 Cumulative quantity Quantity Output/Deliverable Brief description Unit Type since the beginning foreseen of the project
D4.2: Solutions database
A solutions database will be developed that includes the major options available in the market, to be used by public operators to support procurement implementation in specialisations within the fields of renewable energy and energy efficiency
databases
1
0
GRASP GReen procurement And Smart city suPport in the energy sector
P4.3: Specialized e-procurement on-line toolkit with smart characteristics and functionalities, focusing on, and supporting procurement of energy-efficient and renewable-based products and services Starting date
1/5/2014
Closing date
31/12/2014
Output/Deliverabl e
D4.3: Eprocurement toolkit
????????
Brief description
Unit Type
Quantity foreseen
E-procurement toolkit that describes eprocurement method and its application, focusing on, and supporting procurement of energy-efficient and renewable-based products and services. It will include directions for synthesising solutions as in D4.2.
other
1
Cumulative quantity since the beginning of the project
0
GRASP GReen procurement And Smart city suPport in the energy sector
WP5. e-Procurement Joint Pilot actions implementation • Pilots/Tests implementation within April • Evaluation (users & technical) within May • Reports for pilots/tests, their results & evaluation results within May/June • Capitalisation Plan within May SAVE BUDGET IN TRAVEL an extra meeting will probably be needed if things do not go according to time plan...
GRASP GReen procurement And Smart city suPport in the energy sector
WP5. e-Procurement Joint Pilot actions implementation P5.1: Preparation for Joint Pilot Actions Starting date 1/6/2014 ???????????? Closing date 30/1/2015 Cumulative Output/Deliverabl Quantity quantity since the Brief description Unit Type e foreseen beginning of the project Methodology for pilot localisation and deployment; technical and user evaluation D5.1: Methodology framework (indicators, test cases, online for Joint Pilot questionnaires); impact assessment (checklists Actions for aspects we expect pilot toolkit to have an impact on procurers and SMEs). Starting date
Report
1
0
P5.2: Joint Pilot Actions implementation 1/8/2014 ?????????????????
Closing date Output/Deliverabl e
31/3/2015 Brief description
Details of the tenders trailed in each region, including products/services/goods and their D5.2: Results from quality requirements, characteristics of the Joint Pilot Actions SMEs invited to participate, SMEs mobilised, Implementation conclusions from pilot usage for each pilot region.
Unit Type
Quantity foreseen
Cumulative quantity since the beginning of the project
Report
1
0
GRASP GReen procurement And Smart city suPport in the energy sector
P5.3: Assessment of Pilot Actions and Capitalization Starting date
1/9/2014
Closing date
30/4/2015
Output/Deliverabl e
Brief description
Details technical and user acceptance D5.3: Joint Pilot evaluation findings; describes Impact Actions Evaluation Assessment by stakeholders and highlights Results and perceived benefits/shortcomings; documents Capitalisation regional capitalisation plans; suggests approach for taking up results by other regions.
????????
Unit Type
Quantity foreseen
Cumulative quantity since the beginning of the project
Report
1
0
GRASPGReen procurement And Smart city suPport in the energy sector
Chamber of Commerce and Industry of Terrassa Project coordinator Conxita Junqueras internationalprojects@cambraterrassa.es
Partners meeting – Technical meeting STEERING COMMITTEE Meeting, Terrassa, Spain 5h-7th March 2014,
GRASPGReen procurement And Smart city suPport in the energy sector
TMN • The Transmediterranean Network Platform has been developed by GRASP Project the MED programme. http://grasp-tmn.eu TMN is a platform addressing the needs of private and public operators involved in eprocurement and energy sector. • Its aim is to support the Renewable Energy and Energy- Eficiency methods, through the sharing of knowledge (expertise and best practices) amongst the participating stakeholders.. 2
GRASPGReen procurement And Smart city suPport in the energy sector
Summary TMN : Meeting Perugia 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 In the end of the pilot test, at least 10 stakeholders (in total) per partner must become members of the TMN
GRASPGReen procurement And Smart city suPport in the energy sector
P3.2. Summary TMN : The platform was finished in december. The lider sent of partner a model of invitation to register TMN. Chamber Terrassa sent this inivitation beginning January We realice and upload user’s Guide
GRASPGReen procurement And Smart city suPport in the energy sector
TMN • TMN Platform explained to the Chamber of Commerce of Terrassa members of the Infrastructure and Mobility Commission • On the 10th February 2015, the platform TMN has been presented to the members of the Infrastructure and Mobility Commission of the Chamber of Commerce and Industry of Terrassa.
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GRASPGReen procurement And Smart city suPport in the energy sector
Graficas
6
GRASPGReen procurement And Smart city suPport in the energy sector
P3.2. Role of Stakeholders:
GRASP GReen procurement And Smart city suPport in the energy sector
Joint Pilot Actions Implementation
APEA Siena Project Manager Massimoianniciello@apea.siena.it Ianniciello 5 - 7 MARCH 2014 - TERRASSA, SPAIN
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
The pilots: Terrassa Situation Partner
Tender Publication
Open Call
Prov. of Perugia
✓
✓
IRISS
✓
✓
SIEEP
Award&Admin Procedures ✓
Evaluation & Capitaliz. Plan 30/04/2015 30/04/2015 30/04/2015
GRASP GReen procurement And Smart city suPport in the energy sector
SMEs and PAs participating in the pilot/testing actions
Partner (Pilots in red)
PA
Number/kind of SMEs
PP2 Province of Perugia
Province of Perugia
10 SMEs/IT sector
PP3 IRISS
Malta Government
10 SMEs/IT sector, server
PP10 SIEEP
Small Municipalities?
10 Companies/P. Lighting
PP4 CC I Terassa
Municipality of Rubi
10 SMEs/RES
PP5 PABBC (with Atlantis)
Municipalities?
✓
PP6 Municipality of Spata
Municipality of Spata
10 SMEs En. Ef. Build
PP8 Atlantis (with PABBC)
✓
10 SMEs?/?
PP11 Hortiatis-Pilea
Municipality of H-P
2??? SMEs ??? /???
PP12 UniVlora
Municipalities?
PP9 CCI of Castellon
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GRASP GReen procurement And Smart city suPport in the energy sector
Data collection PP
Kind of tender
Procedur es
Award Criteria
N of SME
SUBJECT
Total/Unit Cost
Perugia
Secred bid
Open
MEAB
10
….
10000/1000
IRISS
Auction
Reserved
MEAB
….
….
….
SIEEP
….
Negotiated
….
….
….
….
Terassa
….
….
lowest P
PABBC
lowest P
Spata
lowest P
Atlantis Castellon HortiatisPilea UniVlora
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
Perugia
10000€
11000€
-1000€
2000€
IRISS
….
….
….
….
SIEEP
….
….
….
Terassa
….
PABBC Spata Atlantis Castellon Hortiatis-Pilea UniVlora
….
GRASP GReen procurement And Smart city suPport in the energy sector
Repetita Iuvant…
Aspects to be considered (LCC): • Price • Product Lifetime • Energy Saving
GRASP GReen procurement And Smart city suPport in the energy sector
Example: Lamps (CONSIP data)
GRASP GReen procurement And Smart city suPport in the energy sector
Other Options
• http://ec.europa.eu/environment/gpp/eu_gpp_criteria_en.htm
• http://www.minambiente.it/pagina/criteri-ambientali-minimi • LCA • http://ec.europa.eu/environment/ecolabel/products-groupsand-criteria.html • GHG emissions
GRASP GReen procurement And Smart city suPport in the energy sector
Thank you for your attention!
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GRASP GReen procurement And Smart city suPport in the energy sector
Carried Out activites and Next steps by GRASP work packages RAIS, Administrator Secretary Bojan Okuka bojan.okuka@rais.rs.ba 5th
Transnational meeting & Steering Committee Meeting, Terrassa, Spain, 5th-7th March 2015,
GRASP GReen procurement And Smart city suPport in the energy sector
Work package 1: Administrative and financial management of the project / coordination of the partnership • 4 Implementation period reports finished by foreseen deadlines and validated by FLCO • Budget reallocation finished by RAIS • GRASP project meetings participation (1 Kick-Off meeting, 3 Transnational meeting, 2 Technical meeting) • Participation on “MED on the move” meeting in Ljubljana (GRASP outputs DBs, toolkit,TMN presented by RAIS and Uvlora)
GRASP GReen procurement And Smart city suPport in the energy sector
WORK PACKAGE 2.1: Development of the Communication Plan
• Identified 110 users (30 PAs, 50 SMEs, 30 general public) • Translated all GRASP promotion material (info leaflet, brochure, triptych), • Forwarded GRASP promotion material to 110 users by e-mail. • Communication Plan feedback information prepared and sent
GRASP GReen procurement And Smart city suPport in the energy sector
WORK PACKAGE 2.3: Execution of communication and capitalization activities
• GRASP news about project activities (websites, TV Broadcast) publicated • GRASP e-newsletters (translation, sending feedback information) • Distribution all final e-newsletters to 110 stakeholders (SMEs, PAs, PIs, General public) • Designed and Published GRASP TV SPOT (website activity)
GRASP GReen procurement And Smart city suPport in the energy sector
WORK PACKAGE 3.1: Relevant characteristics of countries involved, comparison of experiences and best practices • Preparation activities for target seminar: “Green procurement and energy efficiency technologies" in November (preparation of educational material, engaging experts, rent) • Organization activities for target seminar : “Green procurement and energy efficiency technologies" in November (organizations of participants host, catering, technicians)
GRASP GReen procurement And Smart city suPport in the energy sector
WORK PACKAGE 3.1: Relevant characteristics of countries involved, comparison of experiences and best practices • GRASP Questionnaire translated • Questionnaires to users forwarded • Regional Analysis for Bosnia and Herzegovina created and finished • Comparative Analysis with partner UVlora Albania created and finished.
GRASP GReen procurement And Smart city suPport in the energy sector
WORK PACKAGE 3.2: Role of stakeholders
• Researched 50 DBs (30 SMEs and 20 PAs) in Bosnia and Herzegovina – specifications of services and products • Identified and Included in GRASP project implementation 18 SMEs in Bosnia and Herzegovina. • Identified and Included in GRASP project implementation 12 PAs in Bosnia and Herzegovina.
GRASP GReen procurement And Smart city suPport in the energy sector
WORK PACKAGE 3.2: Role of stakeholders • Participated in testing and sending feedback for
GRASP DB interface and TMN • Entered 10 products from different categories (EE and RES) in GRASP DBs • Invited SMEs and PAs to join the TMN
GRASP GReen procurement And Smart city suPport in the energy sector
WORK PACKAGE 5.1: Preparation of Joint TEST Actions
• Public Procurement field identified (Energy Efficiency ) • Created list of potential Public Procurement (researching and analysing process of potential procurement)
GRASP GReen procurement And Smart city suPport in the energy sector
NEXT STEPS • Preparation of 5th implementation period report for FLCO – WP:1. • Participate in foreseen project meetings (technical, final ect.) – W.P:1 • Continue with identification of new users for TMN – WP:2.1. • Continue to share basic information with all identified users (GRASP basic information - info leaflet, brochure, triptych) – W.P:2.1. • Continue to share actual GRASP information with all identified users (sending e-newsletter, web publishing, tv broadcast) – W.P:2.3.
GRASP GReen procurement And Smart city suPport in the energy sector
NEXT STEPS • GRASP e-newsletters (translation) - W.P:2.3. • GRASP e-newsletters (distribution) - W.P:2.3. • WEB activities (design on local language) – W.P:2.3 • Capitalisation Plan feedback – W.P:2.3.
• Preparation of technical seminar (GRASP DBs SMEs,PAs users) – W.P:3.1. • Preparation of Round table for Decision makers on high state and local level (Discussion about e-PP sistem and GRASP project) – W.P:3.1. • Identification EE and RES products for Bosnia and Herzegovina (GREEN criteria, DBs, toolkit) – W.P:3.2. • Identification SMEs and PAs in Bosnia and Herzegovina (DBs ) – W.P:3.2.
GRASP GReen procurement And Smart city suPport in the energy sector
NEXT STEPS
• Identification type of target Public Procurement for test action (heating, building, public lighting) – W.P:5.1.
• Preparation Public Procurement TEST action (analysing process) - W.P:5.2 • Creation report Public Procurement TEST action – W.P:5.3.
GRASP GReen procurement And Smart city suPport in the energy sector
THANK YOU FOR ATTENTION...