EPSD INCEPTION REPORT

Transcription

1 EPSD INCEPTION REPORT Name of project: ELENA Project - Energy Programme Southern Denmark Number of project: CONTRACT NUMBER ELENA Reporting period: 1 st of March to 31 st of May, 1. Detailed work programme This inception report has been elaborated according to the contract between the European Investment Bank (EIB) and The Region of Southern Denmark. The report covers the first three months from 1 st of March to 31 st of May,. The initial/revised detailed work program is attached as annex A, including highlights of task completed (green), task delayed but not critical (yellow) and task delayed that could influence the overall timeline in a negative way (red). Projects with no indicative colours are not yet due. Below you will find comments to the completion of, change to and justification of; the main tasks related to the first three month of the project timeline. The numbers refer to the reference numbers in the Annex A. Ref. 1A and 1B - Recruitment. A list of the staffs employed by EPSD has been attached as Annex B. Birgitte Bagge is employed as a project manager for the ELENA Project Energy Programme Southern Denmark located in the office of The Region of Southern Denmark in the city Vejle. Thomas Eriksen is employed as development consultant/technical expert, but in a position that is shared equally between the EPSD and Nordfyns Municipality. At the moment, two positions are readvertised in Varde Municipality. Two potential employees are in the process of contract negotiations. The employees at Varde Municipality will start at 1 st of august, which is later than originally intended; this is due to lack of qualified applicants. The delay will not influence the project schedule as the EU-tender will not be in force until the 15 th of August. The remaining employees are full time at the location stated in Annex B and are not former inhouse employees. All the positions for the ELENA secretariat has been filled by posting the positions in public media, job websites and The Region of Southern Denmark Website and in the municipalities, following interviews with the applicants and contracting with the individuals selected for the positions. Thus the positions have been available for all applicants from the public, interested in the project. Ref. 1C Structure for implementation The EPSD-organization has been established with a Steering Committee which the Project Secretariat refers to. The partners have appointed representatives to the Steering Committee and there have been held a kick-off meeting where all the partners were invited. The Project Secretariat has moved from the department Regional Development to the Building Department at The Region of Southern Denmark. Anna Marie Rasmussen has therefore withdrawn as chairman of the Steering Committee and handed over the position to department manager Peter Holm. Page 1 of 10

2 FIG. 1. Organisational diagram Related to the work for the private building section, originally six municipalities were committed to level 1, one for level 2 and eight for level 3. During the contract negotiations more municipalities has increase their commitment so the commitment level now is three for level 1, one for level 2 and ten for level 3. This increases the corporation between the municipalities and private sector, benefitting this project as well. Ref. 1D - Workplan Plans for IT-document handling and management have been implemented. Financial charts and spreadsheets have been elaborated including detailed plan for spending for each task and registration of actual expenses during the progress of the project. Pre-registration form including a project registration spreadsheet is in operation for registering each individual project including the financial investment, consultancy costs and energy savings. The project website is operational, but will be improved during July to also include the workshops, newsletters etc. Face-to-face meetings with each partner explaining the rules of the project and how to manage the projects they want to include in the EPSD program. During the meeting the partners were ask to participate in elaborating the future program for workshops, contributing with ideas for relevant topics. Page 2 of 10

3 The future face-to-face meetings will focus on the individual projects in the municipality and direct technical assistance for the individual selected project. Projects will be submitted beforehand, so the EPSD can prepare the technical input and analysis required. This task is a working progress and will most likely be adjusted during the project lifetime. Ref. 1E- Experience from other ELENA projects We have mainly drawn on experience from programme manager Flemming Jørgensen from the REEEZ and CEICAD projects for financial issues, contractual issues and experience on how to manage all the required documentations. We also included Flemming Jørgensen in our workshop where Flemming shared his experience of the REEEZ and CEICAD projects. It was inspiring to learn which workshops have benefited the partners most, and to learn how we can meet the document requirements of the EIB in the best possible way. In addition, we have used the written material from the REEEZ website for inspiration and benefitted from a joint paradigm for tender. We have contributed to the REEEZ project with suggestions for the pre-registration form for keeping track of new projects. The ELENA project in The Region of Middle Jutland has recently been approved and we are in contact with the project group for the possibilities to corporate on different levels. Ref. 1F Client advisor An EU-tender on technical assistance has been initiated in collaboration with the consultancy firm Bascon as the client advisor. The contract with Bascon was entered into on the 17 th of March. The tender will be completed as a limited tender of framework agreements. The tender has been presented to EIB for approval. The framework agreements will be used for transversal projects and projects in the municipalities. Ref. 1G Small Scale tender In accordance with tender rules, contracts have been made with consultants on following subservices, which have not been able to await the EU-tender on technical assistance. The EPSD has entered into a separate agreement with Ingenioer'ne A/S concerning oil burners, that will be replaced with heat pumps in Esbjerg Municipality on 14 location including schools and day cares. The value of the contract is 29,290 Euro. For Fanoe Municipality a contract have been signed for technical assistance elaborating energy savings project and prioritising the investments on 15 locations, the project involve installation and exterior energy renovation as well as solar power. The value of the contract is Euro. Also an agreement is under completion for Kolding Municipality with Tre-For A/S for assisting on the energy efficiency improvement for heating and air systems at 85 location including schools, sport facilities, elderly housing etc. The value of the contract is Euro. This task is a working progress and more projects are in the pipeline. Ref. 1H EU-tender The tender documents were published by Bascon on the Region of Southern Denmark website Friday, 23 rd of May, in accordance with the time schedule and after obtaining the required Page 3 of 10

4 non-objection -statement from EIB. The deadline for submitting the prequalification material was set at 3. July. The tender has been split in two separate tenders; tender part 1 is for street lighting and the tender part 2 for technical Installation and exterior energy renovation. 6 companies were invited for tender part 1: streetlight and 10 companies were invited for tender part 2: technical Installation and exterior energy renovation. Based on these companies, five will be selected for each tender, based on the final offer. The companies, including additional information, have been attached as Annex C. The companies have only been selected based on their qualification, thus the values of the contract are not known. After selecting the final 5 companies for each tender part 1 and 2, the companies will receive small scale tenders for each incoming project from the municipalities over the three year project timeline. Each tender will contain project description according to the requirements from the municipalities on each individual project. The EU-procurement is expected to be completed mid-august. This is a small delay of two weeks; it is not expected to influence the overall timeline as no projects are set in motion during the public holiday season ending early August. Ref. 2A Selection of buildings The selection of projects for the year and 2015 is well underway. So far 189 buildings have been selected, and more are in the pipeline. The main group of project are awaiting the completion of the EU-tender, thus it will be submitted in August and onwards. This task is in line with expected progress. Ref. 3B Street lighting Only 3 out of the 15 partners have indicated investments in the street lighting projects. During the first face-to-face meeting it was discovered that the 3 partners have not yet started the process for street lighting, thus no assistance from the EPSD has been necessary yet. During the meeting the partner has indicated the need for standard contractual requirements for the lights and more clear information on the technology and savings. Thus we are working on incorporating a workshop regarding these issues also including intelligent street lighting as well as 2 nd generation lighting. The workshop will be held in August or September. The small delay in the start-up of the task will not change the completion date, as these are large project making all the investment over a short period of time. Coming three month Task 1 st of June to 31 st of August The Partners has been invited for the first workshop regarding the technical development in solar panels, and the new legal issues in Denmark. The workshop will take place in Vejle on the 28 th August. More workshops will be plan based on the suggestions from the partners over the coming month. The selection of project to be included in the EPSD project is ongoing, the amount of CO 2 reduced as an result of solar and wind projects are likely to be reduced due to latest legislation from the Danish Government, limiting the electricity production from the municipalities to the grid. This final outcome of the legislation will be in place the coming month. The website is in the progress of developing from just a single page informing about the project, to also include the newsletters, workshops, links to the other projects etc. The website is expected to be operational on the 1 st of August. Page 4 of 10

5 The first newsletter about the progress of the EPSD project and the solar power situation is being elaborated and is expected to be issued mid-july and then 4 times a year after that. The final 3 face-to-face meetings with the municipalities will be completed in August, and the plan is to visit the partners every 6 month to keep the momentum of project at a high level, and to keep track of collecting all the documentation for the ongoing projects. Soon after completing the EU-tender in August we expect to be ready with the first project in the pipeline, to catch up with the small delay in the EU-tender. 2. Identified issues for implementing the work programme Compared to the original work programme, described in the contract between The European Investment Bank and The Region of Southern Denmark, a few small delays have been detected. This has not lead to any change to the original submitted work schedule. The EPSD group are focusing on the following issues that potentially could delay or change the project. The Danish government has send out a legislation limiting the power production from the all the municipalities to a total of 20 MW capacity. This has coursed a big debate, as it affects already installed equipment. An amendment to the law is currently being process, and the result will be published in July. Only after this, can the effect on the project be considered and necessary adjustments to the time schedule be made. As the EPSD project starts the 1 st of March, the municipalities has already completed the budget for investments, thus some projects has already been initiated and cannot be accepted as ELENA projects. This may influence the target for investment, leverage factor etc. for the first year. We are in the progress of registering all the intended projects for the year to get a final overview of the expected investment, savings etc. Currently we have registered projects for an investment of 67 million DKK out of 597 million DKK, equal to 11%. The expectation was 20% after 12 month; this is still considered as a realistic and reachable target. The decision of completing the EU-tender, have delayed the opportunity for the partners to start the lager projects, which has to be submitted under the EU-tender. This will affect the plan for for larger investments; this could push the investment into the next budget year. Thus it is highly important to finish the EU-tender as soon as possible and prepare as much as possible beforehand, so all the projects are ready to submit for the tender process immediately after deciding who the consultants are. Page 5 of 10

6 ANNEX A: Work program DETAILED WORK PROGRAMME Semester Months Note WP 1 Startup 1a Recruitment of project manager (head of Secretariat) 0-1 1b Recruitment of additional staff for the Secretariat 1-3 1c Setting up the structure for the implementation of the investments 0-1 programme 1d Adopt and concretize work plan within the Structure 1-2 1e Incorporate experience from other ELENA projects, including REEEZ 1-4 (Region Zealand) and CEICAD (Capital Region) 1f Enter into an agreement with a client advisor to prepare and implement the 1-2 EU procurement for external consultants 1g Tender of small scale assistance to some partners prior to implementation 2-6 of the EU procurement 1h Implement EU procurement for technical assistance 2-5 1i Contracting with consultancies to provide technical assistance (based on 5-6 the EU procurement) WP 2 Selection of buildings and projects 2a Selection of buildings where this has not yet happened, by means of energy labels, consumption data etc. 2b Identification of concrete energy projects based on technical review of energy labels, energy audit, data on current energy consumption, energy supply, level of maintenance, current and future use etc. 2c Holistic assessment of larger buildings (60 projects) d Establish requirement specifications and tender paradigms for photovoltaic, insulation, lighting, ventilation and other installations Page 6 of 10

7 2e Qualified technical advice for conservation / preservation-worthy buildings 2f Develop and describe the specific energy efficiency projects concerning buildings and assess their costs and effects on energy consumption and CO 2 emissions, as well as derived effects of e.g. operation of the building and indoor climate, and prepare the projects for tender WP 3 Street lighting projects 3a Establish requirement specifications and paradigms regarding street lighting b Develop and describe specific energy projects within street lighting based on the project ideas from the partners, surveys, calculations and experiences from similar projects WP 4 Implementation of investments a Bundle projects in cost-effective investments where appropriate b Decide tender forms for each project or group of projects c Invite individual tenders and procurements and prepare contracts d Invite joint tenders and prepare contracts e Supervise construction works (carried out by partners) f Commissioning (carried out by partners) g Monitoring, including energy consumption and/or production, quality and economy (carried out by partners) 4h Disseminate the most instructive examples to the public (carried out by the partners) 4i Collect, control, report and disseminate the total results of the programme Page 7 of 10

8 ANNEX B: Employees of the EPSD program Location for personel Position Name Start Date Nordfyns Municipality [Part time 50 %] Energy Consultant / Technical Expert Thomas Eriksen 1 st of June Odense Municipality Energy Consultant / Technical Expert Leo Washington 1 st of March Odense Municipality Energy Consultant Troels Harpsøe 1 st of April Sønderborg Municipality Energy Consultant / Technical Expert Torben Andreas Thygesen 1 st of March Varde Municipality Energy Consultant Waiting final contract 1 st of August Varde Municipality Energy Consultant Waiting final contract 1 st of August The Secretariat for EPSD Project Manager Birgitte Bagge 1 st of March The Secretariat for EPSD Energy Consultant / Technical Expert Leon Raydon 15 th of March The Secretariat for EPSD [Part time 50 %] Energy Consultant Thomas Eriksen 1 st of June The Secretariat for EPSD Energy Consultant / Technical Expert Cecilie Sørensen 1 st of June Page 8 of 10

9 ANNEX C: EU- tender For the EU-tender /S the following applicants were pre- qualified. Main contractor Sub-contractor Tend er part. Applicable for further progress AI a/s Sub-contractor Balslev 2 Applicable Alectia a/s Sub-contractor Archinet (k/s) 2 Applicable Arkitektfirmaet 78 a/s Sub-contractor Ingeniørgruppen Syd 2 Applicable Arkitektfirmaet Hallen & Nordby a/s 2 Applicable CASA a/s Ekolab Spangenberg & Madsen 2 Applicable COWI a/s Sub-contractor RUM 1+2 Applicable Dansk Energi Management a/s Energi Midt a/s Esbensen rådgivende ingeniører Tegnestuen Mejeriet partners MOE Sub-contractor LOOP architects 2 Applicable 2 Applicable Grontmij a/s 1+2 Applicable Hundsbæk & Henriksen a/s 2 Applicable Ingeniør'ne i/s 2 Applicable Niras a/s 1+2 Applicable Oluf Jørgensen a/s 2 Applicable Orbicon a/s Sub-contractor KPF arkitekter 2 Applicable Rambøll a/s 1+2 Applicable Ravn Arkitektur a/s 2 Applicable Schneider Electric Danmark a/s 2 Applicable Sloth Møller Aps Sub-contractor Creo arkitekter 1+2 Applicable Sweco Architects A/S Sub-contractor Midtconsult 2 Applicable Søren Jensen A/S AG5 A/S ZENI arkitekter Viegand & Maagøe henrik-innovation Hvenegaard & Jens Bo Holding 2 Applicable TRE-FOR Energi A/S 1+2 Applicable Out of the above 21 applicants, 5 was suppose too be selected for tender part 1, but as only 6 applied for this part, all 6 has been send on to the next round of bidding. The 6 companies are: Page 9 of 10

10 COWI a/s Sub-contractor RUM Grontmij a/s Niras a/s Rambøll a/s Sloth Møller Aps Sub-contractor Creo arkitekter TRE-FOR Energi A/S Out of the above 21 applicants, 10 was too be selected for tender part 2 for the next round of bidding. The 10 companies are: AI a/s Alectia a/s Arkitektfirmaet 78 a/s CASA a/s COWI a/s Dansk Energi Management a/s Energi Midt A/S Sub-contractor Balslev Sub-contractor Archinet (k/s) Sub-contractor Ingeniørgruppen Syd Ekolab Spangenberg & Madsen Sub-contractor RUM Esbensen rådgivende ingeniører Tegnestuen Mejeriet MOE LOOP Architects Ingeniør'ne i/s Rambøll a/s Sweco Architects A/S Sub-contractor Midtconsult Page 10 of 10