Bi-annual Progress Report - Region Midtjylland · 4 Bi-annual Progress Report 1 CeDEPI 1.1.2...

Bi-annual Progress Report ELENA-2012-038

June 15th

2014 to December 15th

2014

1 Bi-annual Progress Report 1 CeDEPI

Table of Contents

1 Work Progress ............................................................................................ 2

1.1 Work in the Project Department .................................................................. 2

1.1.1 The CeDEPI Project Department ................................................ 2

1.1.1.1 Guideline to the partners ............................................................. 2

1.1.1.2 Project Registration Form (consultancy request form) ................ 3

1.1.1.3 Website/homepage ..................................................................... 3

1.1.1.4 CeDEPI brochure ........................................................................ 3

1.1.2 Project meetings with partners .................................................... 4

1.1.3 Secondments............................................................................... 4

1.1.3.1 Temporary Secondment Plan ...................................................... 4

1.1.3.2 Maternity Leave ........................................................................... 4

1.1.4 Joint meeting with the Danish ELENA-projects ........................... 4

1.1.5 City manager network ................................................................. 5

1.2 EU-procurement .......................................................................................... 5

1.3 Project progress and achieved results ........................................................ 5

1.3.1 Identified projects ........................................................................ 5

2 Identified Problems and Risks for Implementation ................................ 7

2.1 Non-eligible CeDEPI-projects...................................................................... 7

2.2 Conversion of photovoltaic projects ............................................................ 7

2.2.1 Updated Objectives ..................................................................... 8

2.2.2 Changes in regulations/requirements to the municipalities ......... 8

3 Contracts for Technical Assistance ......................................................... 9

4 Planned Activities under the Project Development Services ..............10

4.1 Work in the next six months ...................................................................... 10

4.1.1 Steering Committee ................................................................... 10

4.1.2 Advisory Group .......................................................................... 10

4.1.3 Task groups ............................................................................... 10

4.1.3.1 Task Group: Transport .............................................................. 10

5 Financial Statement .................................................................................11

5.1 The partners own funding .......................................................................... 11

ANNEX A: How to CeDEPI

ANNEX B: Agenda, partner meetings

ANNEX C: Started/planned project

ANNEX D: Temporary secondment plan

ANNEX E: Estimation of maternity leave expenses

ANNEX F: Project activities in the Work Programme

ANNEX G: Contracts for technical assistance

ANNEX H: Financial Statement

CeDEPI Bi-annual Progress Report 1 2

Bi-annual Progress Report, CeDEPI

This report has been prepared in accordance with the contract between the European

Investment Bank (EIB) and the Central Denmark Region (CDR). The purpose is to

summarize the initial six months’ project progress.

1 WORK PROGRESS

1.1 Work in the Project Department

1.1.1 The CeDEPI Project Department

The CeDEPI Project Department is now fully staffed. The current temporary sta-

tus of the employees is:

Table 1-1: Status, staff

Staff Current temporary status

Martin Petersen Project Secretariat

Eva Støttrup Hancock Project Secretariat

Navid K.T. Jensen Project Secretariat

Ekaterina Harming Seconded to Randers Municipality

Jens Munch Casper Seconded to Randers Municipality

Peter Merrild Sørensen Seconded to Viborg Municipality and Norddjurs Municipality

Emil Mortensen Seconded to Viborg Municipality

Jesper Buchardt Seconded to Silkeborg Municipality

Secondments are temporary and subject to changes, so the partners that have

requested internal experts receive assistance at appropriate states of the project.

The Project Secretariat has been working on setting up a work plan for the pro-

ject i.e. creating a managing unit for implementing the investment program, iden-

tifying projects and ensuring the proper documentation is delivered.

The seconded staff has been working in the municipalities preparing the invest-

ment program on a local scale – screening, designing, calculating, tendering, etc.

(all project preparation activities).

1.1.1.1 Guideline to the partners

To ensure a successful project and to simplify the project work, a guideline to the

partners has been developed. The guideline has been named “How to CeDEPI”

and summarizes important information. It has been forwarded to all the repre-

sentatives in the Advisory Group, as well as the hands-on managers prior to a

series of project meetings in December 2014 and describes:

General information about CeDEPI

Obligations of the partners

How to report an ELENA-eligible investment (to ensure that ELENA-

support has been aided in preparation of the project).

The documents needed in an ELENA-eligible project.


The Secretariat has been in dialog with the EIB regarding the documentation

needed for the project and is aware of the requirements. Furthermore the Secre-

tariat is very attentive to the requirement of ELENA-support (internal- or external

experts) being present in preparation of all CeDEPI-projects. The Secretariat

believes the How to CeDEPI-guideline will enhance the project work and mini-

mize the risks of implementing non ELENA-eligible projects.

How to CeDEPI is attached as Annex A (in Danish only).

1.1.1.2 Project Registration Form (consultancy request form)

A Project Registration Form has been developed as a project management tool.

The form is a reporting tool, used by the partners to report a project to the Secre-

tariat, and then to request consultancy. The purpose of the form is to ensure that

all projects receive ELENA-support for project preparation, and to keep track of

the overall project progress.

For each project the partners will forward a form to the Secretariat. The form

includes the following information:

Project description

Desired type of consultancy (screening, design, tendering)

Description of consultancy required and expected duration of consultan-

cy.

Expected investment amount

For external consultancy the Secretariat will use the form to propose a consulting

company from with the Framework Agreements.

For internal consultancy the Secretariat will use the form to allocate the appropri-

ate internal experts for the given task.

Furthermore the form serves as documentation, as it documents that ELENA-

support has been given to the project.

1.1.1.3 Website/homepage

As stated in the Inception Report a CeDEPI website will be created. All text, pic-

tures, materials etc. for the site has been prepared, but it hasn’t been activated

online due to the Central Denmark Region IT-department changing web operat-

ing system. The transition is expected to be completed in the beginning of Janu-

ary 2015, at which point the website will be online at www.cedepi.rm.dk.

Link to the website will be part of the employees email signature.

1.1.1.4 CeDEPI brochure

Serving an informative purpose a CeDEPI information brochure will be created in

cooperation with an advertising company, JS Danmark A/S. The brochure will be

funded by advertisements from local contractors, and will not incur any expenses

for the CeDEPI-project.

Brochures will be distributed to each partner, to use at their own discretion. Like-

wise it will be available in a digital version. The brochure will be an opportunity for

the partners to inform and create awareness about the project within the local

community.

http://www.cedepi.rm.dk/


1.1.2 Project meetings with partners

Throughout December 2014 the Secretariat has held project meetings with all the

partners. The objective was to get an introduction to each partnering representa-

tives, ensure that all partners are given the proper support and to make an initial

identification of projects. Furthermore key questions about the current project

status for each partner were answered. In addition the meetings were an oppor-

tunity for the partners to clear any questions they might have (especially regard-

ing the How to CeDEPI-guide, and other important aspects of the CeDEPI-

project).

Most partners were aware and attentive to the requirements of an ELENA-eligible

project. However in some cases, projects have been contracted without CeDEPI

support in the preparation of the project (please see section 2.1). As of now the

Secretariat believes that all partners are fully aware of the requirements in the

CeDEPI-project.

Most partners have begun the preparatory work for implementing their planned

investments and are awaiting the completion of the EU-procurement.

For the partners requesting internal experts the meetings identified each partners

need for specific competences. A temporary secondment plan has been created

on this basis.

If requested meeting reports can be forwarded. Please see Annex B for the

Agenda of the project meetings. Similar meetings will be scheduled as needed

during the duration of the project.

1.1.3 Secondments

1.1.3.1 Temporary Secondment Plan

Based on the project meetings in December 2014 an expected secondment plan

has been created, please see Annex C.

1.1.3.2 Maternity Leave

As stated in the Inception Report, Ekaterina Harming will be on maternity leave

starting from February 1st 2015 through June 1

st 2015 full time, and part time

from June 1st 2015 to September 1

st 2015. The estimated expenses for the

CeDEPI-project are EUR 14,862 (please see a detailed calculation in Annex D).

Expenses will be allocated to the partners as an administrative expense.

1.1.4 Joint meeting with the Danish ELENA-projects

In November the Secretariat had a joint meeting in Vejle, Denmark with the other

Danish ELENA-projects (REEEEZ, CEICAD, EPSD and Aaplus). The purpose of

the meeting was to share know-how, stories of success/issues etc. The Secretar-

iat believes the CeDEPI-project will gain a lot from these meeting, and hence we

will continue attending these meetings. The next meeting will be hosted by

REEEZ in February 2015.


A web platform for exchange of knowledge, documents, useful websites etc. has

been established. All the Secretariat staff members of the Danish ELENA-

projects have been listed as members. It is the aim that the platform will enhance

the cooperation between the various Danish projects.

1.1.5 City manager network

The City manager network is informed accordingly with the EIB.

1.2 EU-procurement

In accordance with the Inception Report and the tender documents forwarded

and approved by the EIB the estimated time schedule for the EU-procurement is:

Table 1-2: Estimated time schedule EU-procurement

September 10th

2014 Workshop

September 11th

– 24th 2014 Preparation of procurement strategy and draft

for procurement notice

September 25th

– 30th 2014 Adjustment of comments (comments from the

Central Denmark Region)

November 4th

2014 Submission of procurement notice

September 30th

– December 19th

2014 Preparation of tender documents

December 5th

2014 Deadline for requesting prequalification

December 19th

2014 Announcement of prequalification

December 19th

2014 Tender documents sent out

January 19th

2015 Deadline for submission of questions by the

tenderers

January 22nd

2015 Submission of final responses to questions,

and supplementing information

January 29th

2014 Tender deadline

January 30th

– February 13th

2014 Tender assessment

February 13th

2014 Announcement to tenders

February 14th

– February 23rd

2014 Standstill period (2 weeks)

February 24th

2015 Contracting

With an estimated contracting date of February 24th 2015, contracts for external

technical assistance for the CeDEPI-projects are expected to be initiated in

March 2015.

1.3 Project progress and achieved results

1.3.1 Identified projects

25 projects with an estimated investment of EUR 2,060,991 have been reported

and registered. 9 of these projects are among the initially planned projects from

application process with thermal energy savings of 1,408.5 MWh/a and electrical


energy savings of 32.5 MWh/a. For the remaining 16 projects the energy savings

and CO2-savings will be calculated at a later stage.

The registered projects are allocated to just 4 partnering municipalities. The re-

maining partners have not forwarded any reporting forms at this stage, which is

primarily due to the fact that the reporting form was just recently introduced.

However this does not mean that the project work at these partners has not been

initiated yet. Based on the project meetings in December 2014 the Secretariat

has knowledge of all partners working on preparing the investment program.

The seconded staff members all report about specific projects.

On this basis the Secretariat is confident about reaching the first year objective of

contracting 20 % (EUR 11,533,133) of the total project sum. This also applies to

the objectives:

Selection and description of building projects: 20 %

Energy audits of street lighting: 5 %

Analysis of public fleet cars: 20 %

The Secretariat still evaluates these objectives as valid. Likewise the Secretariat

is very aware and attentive to the requirements of the leverage-factor by the first

year mark.

All reported/planned projects are listed as Annex E.

The project activities corresponding to the Work programme of Annex I in the

EIB-contract is attached as Annex F.


2 IDENTIFIED PROBLEMS AND RISKS FOR IMPLEMENTATION

2.1 Non-eligible CeDEPI-projects

Unfortunately a number of projects have already been contracted without

ELENA-support in the preparing stages of the project and hence the projects are

not eligible for the CeDEPI-project.

Randers Municipality has contracted approx. EUR 4 million in street light-

ing projects.

Syddjurs Municipality has contracted approx. EUR 0,3 million in building

installation projects.

Norddjurs Municipality has contracted approx. EUR 1,3 million in building

installation projects.

The municipalities are currently specifying the exact amount of all contracted

projects and investigating the options for making additional investments to com-

pensate for the already contracted projects. If that is not possible the Secretariat

is confident that the other partners will be able to do so – based on the projects

meetings in December 2014 and hereby ensuring the requirements of the lever-

age factor.

2.2 Conversion of photovoltaic projects

Partners with initially planned photovoltaic investments have been notified about

converting into other types of investments. At this stage the following chang-

es/conversion have been identified:

Favrskov Municipality

Initially planned photovoltaic projects of EUR 1.6 million will be converted into

investments in artificial lighting in buildings. Currently no projects have been

identified. The energy savings and CO2(e) emission savings are expected not to

vary substantially from that of the photovoltaic projects as the replacing projects

likewise will save electrical energy.

Syddjurs Municipality

The municipality is assessing the options for converting the photovoltaic projects

of EUR 1.14 million into building installation projects and street lighting projects.

Depending on the future identified projects, these might change the project goals

with respect to the energy savings and CO2(e) savings. Conversion into heating

projects will most likely reduce the resulting CO2(e) savings.

Norddjurs Municipality

Initially planned photovoltaic projects of EUR 0.8 million will be converted into

street lighting projects. This conversion is not expected to result in any changes

to the planned energy savings and CO2(e) savings, as the street lighting project

will reduce consumption of electrical power.

Hedensted Municipality

Initially planned investments of EUR 0,92 million will be converted into building

installation projects and street lighting projects. The conversion will minimize the


total CO2(e) savings, as thermal energy savings (which some of the replacing

project will be) will not yield equivalent CO2(e)-savings.

Central Denmark Region

The CDR is examining the possibilities of implementing the photovoltaic project.

If unsuccessful the investment will be converted into building installation projects.

2.2.1 Updated Objectives

The conversion of the photovoltaic projects leads to changes in the project

objectives and expected results. The initially estimated energy generation of

1,600 MWh/a from the photovoltaics will be viod to be replaced by likely smaller

energy savings in buildings and street lighting. At this stage the scope of the

changes in unknown, as the replacing projects haven’t been identified.

However it has been made clear to all partners that reduction in CO2(e)-emission

is vital to the CeDEPI-project, and there is acknowledgement of this.

2.2.2 Changes in regulations/requirements to the municipalities

It is the belief of the Secretariat that the Danish Government may change the

requirements to the municipalities that currently make photovoltaic projects

uninviting. If requirements change, all municipalities are prepared to restart their

investments in this type of project.


3 CONTRACTS FOR TECHNICAL ASSISTANCE

Currently the Project Department has had technical assistance from Bascon A/S

regarding the EU-procurement and tenders. The technical assistance has not

been concluded and is still ongoing. The first invoice has been received – please

see Annex G).

Some partners have had the need for technical assistance prior the completion of

the EU procurement. Such requests need approval by the Steering Committee.

The following requests have been processed:


On behalf of Norddjurs Municipality the consulting company TriConsult A/S has

been hired for technical assistance regarding mechanical ventilation. The con-

tract has been issued with a maximum limit of EUR 8,000. No invoices have

been received yet. The request has been approved by the Steering Committee.


Hedensted Municipality has requested external assistance prior to the completion

of the EU-procurement. The request has been forwarded to the Steering Commit-

tee for approval. The estimated value of the contract is EUR 20,100.

Syddjurs Municipality

Syddjurs Municipality has likewise requested external assistance prior to the

completion of the EU procurement. The request has been approved by the Steer-

ing Committee with an estimated contract value of EUR 13,400 – 20,100. The

consultancy has not been initiated at this stage.


4 PLANNED ACTIVITIES UNDER THE PROJECT DEVELOPMENT

SERVICES

4.1 Work in the next six months

With the EU-procurement to be completed in late February/early March, frame-

work agreements will be ready for use for contracting external technical assis-

tance. The secretariat expects consultancy contracts for external services to be

signed in the beginning of March 2015.

The Project Secretariat will prepare a small project management tool for registra-

tion of documentation of the projects. The tool will serve as a tool for the partners

to ensure that the proper documentation is collected and forwarded to the Secre-

tariat.

To ensure uniform calculation of CO2-savings the Secretariat will prepare guide-

lines for these calculations. Calculations are part of the brief for all external tech-

nical assistance.

4.1.1 Steering Committee

The Steering Committee is appointed by the City Manager Network and makes

decisions on a strategic level, including approval of contracts for external assis-

tance prior to the completion of the EU procurement.

The next meeting in the Committee is on January 6th

2015.

4.1.2 Advisory Group

The Advisory Group advises the Steering Committee on local priorities and the

overall decisions. The next meeting in the Advisory Group is on January 15th

2015.

4.1.3 Task groups

The secretariat will facilitate Task Group meetings (buildings – envelope, build-

ings - installations and street lighting). The purpose of meetings will be to prepare

briefs for the common tasks in the CeDEPI-project (i.e. lighting, heating systems,

ventilation, artificial lighting, energy audits etc.). The briefs will aid the local case

officer in properly describing the desired technical assistance needed for the

project, and hereby avoid costly misunderstandings. Furthermore the quality of

the delivered technical assistance is expected to be improved by the more pre-

cise briefs. This will enhance the project work and make the implementation of

the investment program better value for money.

The meetings will be held in January 2015, and the specification briefs are ex-

pected ready for use according to the time schedule of the EU-procurement.

4.1.3.1 Task Group: Transport

In the application process two partners had projects for electrical transport. Due

to change of employment Syddjurs now does not have their project. Samsø Mu-

nicipality is continuing their project and the Secretariat hopes to be able to aid the

progress in the first 6 months of 2015.


5 FINANCIAL STATEMENT

The financial statement for first 6 months is attached as Annex H.

5.1 The partners own funding

Own funding from the partners will be charged in three payment rates. The first

rate was scheduled to November 2014 but has been postponed due to technical

complications in the setup of the CeDEPI account. Hence the first payment rate

is now scheduled to January 2015. The second and third rates will be forwarded

for payment on 30/06-2015 and 30/06-2016.

ANNEX A

(In Danish only)

HOW to CeDEPI

En guide for partnere i CeDEPI-projektet

Region Midtjylland

Skottenborg 26

8800 Viborg

1 HOW to CeDEPI – En guide til partnere i CeDEPI-projektet

Indholdsfortegnelse

1 GENERELT .................................................................................................. 2

2 ØKONOMI FOR PARTNERNE .................................................................... 3

3 RÅDGIVNING............................................................................................... 5

3.1 Ekstern rådgivning ....................................................................................... 5

3.2 Intern rådgivning .......................................................................................... 6

4 DOKUMENTATION TIL EIB ........................................................................ 7

5 HJÆLP TIL SELVHJÆLP ........................................................................... 9

6 WORKSHOPS OG TEMAMØDER ............................................................10

7 HJEMMESIDE ............................................................................................11

7.1 Informationsbrochure ................................................................................ 11

8 KONTAKTOPLYSNINGER, CEDEPI-PROJEKTGRUPPEN ....................12

Anneks A: Indberetningsskema

Anneks B: Eksempler på udfyldning af indberetningsskemaer


1 GENERELT

How to CeDEPI er en guide til partnerne i CeDEPI-projektet i Region Midtjylland.

Projektet er i gang og har en projektperiode fra d. 15. juni 2014 til d. 14. juni

2017.

Guiden her er et værktøj til partnere i CeDEPI, og et opslagsværk, således at

man som partner kommer til et godt resultat. Hertil sikrer guiden at Den

Europæiske Investeringsbank (EIB) får den korrekte indberetning, for at kunne

udløse støtte.

Projektets partnere har i alt meldt ind med en samlet investeringssum på ca. 430

mio. kr. fordelt på tre områder:

Bygninger (klimaskærm og installationer) (ca. 274 mio. kr.)

Gadebelysning (ca. 152 mio. kr.)

Transport (ca. 3 mio. kr.)

Iht. kontrakten med EIB skal 20 % af investeringerne (ca. 86 mio. kr.) være

kontraheret efter 12 måneder (juni 2015) og 55 % (ca. 236 mio. kr.) efter 24

måneder (juni 2016). Alle investeringer under ELENA-ordningen skal være

godkendt og kontraheret inden 14. juni 2017.

Der er fra EIB’s side ydet 17,2 mio. kr. i støtte til at forberede disse investeringer.

Hertil kommer en egenbetaling for partnerne på 1,9 mio. kr. Samlet set er der

således ca. 19,1 mio. kr. til brug til administration, intern rådgivning fra CeDEPI-

projektgruppen og ekstern rådgivning.

De eksterne rådgiverydelser kontraheres via sekretariatet på baggrund af et

indberetningsskema (behandles nærmere i afsnit 3.1). Dette udfyldes af en

partner sagsbehandler og fremsendes til godkendelse i sekretariatet.

Der kan søges ekstern bistand i 4 forskellige grupper, hvor der er forskellige

rådgivere tilknyttet med særlig kunnen indenfor disse områder:

Aftale 1: Special udbudsrådgivning

Aftale 2: Bygninger

Aftale 3: Gadelys

Aftale 4: Transport


2 ØKONOMI FOR PARTNERNE

Investeringerne er fordelt mellem partnerne således jf. kontrakten med EIB, se

tabel 1. Dette er det minimum af investeringer partnerne har forpligtet sig til

gennem kontrakten.

Tabel 1: Forpligtede investeringer jf. EIB-kontrakten.

Fordeling af investeringer

Total investeringssum:

Bygninger +

vejbelysning/transport

[Euro]

Investeringssum

i Bygninger

[Kr.]*

Investeringssum i

vejbelysning/transport

[Kr.]*

Favrskov

Kommune EUR 1.608.579 kr. 11.999.999 -

Hedensted

Kommune EUR 6.192.359 kr. 46.194.998 -

Herning

Kommune EUR 2.171.582 kr. 16.200.002 -

Horsens

Kommune EUR 2.975.871 kr. 22.199.998 -

Norddjurs

Kommune EUR 4.048.257 kr. 30.199.997 -

Randers

Kommune EUR 10.590.632 kr. 14.957.017 kr. 64.049.098

Ringkøbing-Skjern

Kommune EUR 2.010.724 kr. 15.000.001 -

Samsø Kommune EUR 160.858 - kr. 1.200.001

Silkeborg

Kommune EUR 6.434.316 kr. 47.999.997 -

Syddjurs

Kommune EUR 4.289.545 kr. 18.000.003 kr. 14.000.003

Viborg Kommune EUR 10.254.692 - kr. 76.500.002

Region Midtjylland EUR 7.028.150 kr. 52.429.999 -

- - -

Total EUR 57.765.565 kr. 275.182.011 kr. 155.749.104

*Beregnet på baggrund af eurokurs 7,46 (kursen d. 25. februar 2014, som er dato for

ansøgning til EIB).

I ansøgningsprocessen har 6 partnere ønsket mulighed for intern rådgivning fra

CeDEPI-projektgruppen. Disse kommuner får udstationeret én eller flere

medarbejdere periodisk og dertil ekstern rådgivning til forberedelse af

investeringer. Midlerne til rådgivning fordeles forholdsmæssigt ud fra hver enkelt

partners samlede investeringssum og opdeles på tre poster:


Udgift: Administration og EU-udbud

Dette er et overslag over udgifter til administration i sekretariatet og

rådgiverydelser ifm. EU-udbuddet. Disse midler ser den enkelte partner ikke

direkte, men skal betragtes som en fast omkostning i projektet. Her angives en

procentandel af partnerens planlagte totale investeringssum.

Til rådighed: Intern rådgivning

Dette er et overslag over det antal uger en given partner har en udstationeret

medarbejder fra CeDEPI-projektgruppen til rådighed til rådgivning. Her angives

antal uger inkl. helligdage.

Til rådighed: Ekstern rådgivning

Dette er et overslag over de midler en given partner, har til rådighed til rådgivning

fra ekstern side. Her angives en procentandel af partnerens planlagte totale

investeringssum. Der er indgået rammeaftaler på rådgivningen, således at

konkurrencekravet er løftet af rådgivningen.

Overslaget anskueliggøres i tabel 2.

Tabel 2: Overslag af midler til rådgivning for hele projektperioden

Udgift:

Administration

+EU-udbud

Til rådighed:

Intern

rådgivning

Til rådighed:

Ekstern

rådgivning

Favrskov Kommune 1,16 % 24 uger 1,176 %

Hedensted Kommune 1,16 % 92 uger 1,176 %

Herning Kommune 1,16 % - 3,126 %

Horsens Kommune 1,16 % - 3,126 %

Norddjurs Kommune 1,16 % 60 uger 1,176 %

Randers Kommune 1,16 % 157 uger 1,176 %

Ringkøbing-Skjern Kommune 1,16 % - 3,126 %

Samsø Kommune 1,16 % - 3,126 %

Silkeborg Kommune 1,16 % 95 uger 1,176 %

Syddjurs Kommune 1,16 % - 3,126 %

Viborg Kommune 1,16 % 152 uger 1,176 %

Region Midtjylland 1,16 % - 3,126 %

Eksempel

Favrskov Kommune

Udgift: Administration og EU: 1,16 % * 11.999.999 kr. = 139.200 kr.

Til rådighed: Intern rådgivning: = 24 uger

Til rådighed: Ekstern rådgivning: 1,176 % * 11.967.000 kr. = 140.732 kr.


3 RÅDGIVNING

For at et projekt kan indgå som en del af ELENA-ordningen under CeDEPI-

projektet, skal der være ydet ELENA-rådgivning. Enten ved intern rådgivning fra

CeDEPI-projektgruppen eller fra ekstern side. I alle tilfælde skal projektet være

godkendt i sekretariatet.

ELENA-rådgivning er forberedende teknisk rådgivning herunder:

Energiscreening

Projektering

Udbud frem til entreprisekontrakt

Der skal være ydet ELENA-rådgivning og herved sat et

CeDEPI-fingeraftryk på et projekt, for at det kan indgå

som en del af CeDEPI-projektet

3.1 Ekstern rådgivning

Alle projekter SKAL godkendes af CeDEPI-sekretariatet. Der anvendes ét

indberetningsskema pr. projekt/pr. kontrakt, der skal indgås.

Indberetningsskemaet findes som Anneks A til dette dokument. Skemaet er

sekretariatets dokumentation til EIB for at et projekt har modtaget ELENA-

rådgivning, og derfor tæller med i målet mod at indfri investeringerne jf. tabel 1.

Korrekt og tilstrækkelig udfyldelse af dette skema er derfor yderst vigtigt.

I indberetningsskemaet skal bl.a. angives:

Projektbeskrivelse

Beskrivelsen skal have en detaljeringsgrad, som skulle den fremsendes

direkte til en rådgiver med henblik på et tilbud.

Forventet rådgivningsbehov

Hvilke rådgiverydelser ønskes, og hvad er det forventede timeforbrug for

ydelsen?

Forventet anlægsinvestering

Hvor stor er den forventede investering?

Forventet energibesparelse (hvis muligt)

Forventet CO2(e)-besparelse (hvis muligt)

Af Anneks B ses eksempler på et godkendt indberetningsskema og et ikke-

godkendt skema.

Sekretariatet vurderer indberetningen, og tildeler direkte en rådgiver indenfor den

relevante rammeaftale.

ELENA-rådgivning ved rammeaftalerådgiver indgås af tre parter, nemlig rådgiver,

partner og CeDEPI-sekretariat. Det er sekretariat, der på baggrund af parternes


indberetningsskemaer, finder en rådgiver der matcher behovet (og geografien og

opgavens størrelse). Sekretariat finder således en egnet rådgiver, og indgår

rådgiveraftale, med beskrivelse af hvad der skal projekteres/screenes/udbydes.

Dette ud fra paradigmer udarbejdet af sekretariat og arbejdsgrupperne.

Investering foretaget uden at der er ydet ELENA-rådgivning kan ikke tælle med i

den samlede forpligtede investering jf. tabel 1. Partneren vil herefter være

forpligtiget til at kompensere med en tilsvarende investering for at opfylde de

aftalte investeringssummer angivet i tabel 1.

Rådgivningen skal ophøre, når der indgås kontrakt med en

entreprenør/håndværker om udførsel af arbejdet. Ønskes rådgivning til fagtilsyn

på det konkrete arbejde samt 1- og 5 års gennemgange af arbejdet, kan dette

rekvireres gennem en optionsydelse i rammeaftalen.

Optionsydelserne er et tilbud og en mulighed for partneren, og kan således

indgås til samme favorable timepriser som er gældende i rammeaftalen.

Optionsydelser skal ses som helt adskilt fra ELENA-projektet, da ELENA-

berettiget støtte kun kan ydes frem til kontraktindgåelse med håndværker eller

entreprenør.

CeDEPI-sekretariatet har en levetid som svarer til projektets (medio juni 2017),

hvorfor fagtilsynsaftaler kun kan indgås direkte mellem partneren og

rammeaftalerådgiveren. Fagtilsyn er desuden ikke støtteberettiget under

ordningen, og skal honoreres af direkte af partneren.

3.2 Intern rådgivning

Intern rådgivning fra CeDEPI-projektgruppen tildeles jf. tabel 2, og aftales

tidsmæssigt i samarbejde med de involverede partnere. Dette betyder at

tildelingerne i tabel 2 ikke nødvendigvis falder i en sammenhængende periode.

Her kan blive tale om deltidsløsninger med 14 dage/14 dage split, måned/måned

split eller udstationering af flere medarbejde til samme partner på samme tid.

Tabel 2 angiver derfor blot det samlede antal uger til rådighed i hele projektets

løbetid fra 15. juni 2014 til 14. juni 2015. Dette kræver samarbejdsånd partnerne

imellem, for at dette kan lykkes, samt anerkendelse af at sekretariatet råder for

det fælles bedste resultat.

Indledende møder har afdækket den enkelte kommunes opgaver,

kompetencebehov og tidshorisont for udstationeringer og ligger til grund for en

igangværende fordeling. Så vidt muligt vil der blive taget højde for partnernes

ønsker og behov ved planlægning.

Sekretariatet udarbejder en udstationeringsplan for hvert halve år

projektperioden igennem.

Alle projekter som genereres ved intern rådgivning skal godkendes af CeDEPI-

sekretariatet. Der anvendes ét indberetningsskema pr. projekt/pr. kontrakt der

indgås (se nærmere forklaring i afsnit 3.1)


4 DOKUMENTATION TIL EIB

I denne forbindelse forstås EIB som CeDEPI-sekretariatet, da man herfra står for

kontakten og rapporteringen til EIB.

Sekretariatet skal for alle projekter/kontrakter, der skal indgås have:

Indberetningsskema (Anneks A)

Projektdokumentation (eksempelvis udbudsmateriale)

Kontrakt/aftale med den udførende

Alle fakturaer fra den udførende

Beregning af energi- og CO2-besparelser

Figur 1 angiver arbejdsprocessen i CeDEPI-projektet. Overordnet kan dette

opdeles i to faser:

Fase 1: Her indberetter partnere projekter som registreres og godkendes af

sekretariatet. Indberetningsskemaet sikrer, at alle projekter får tildelt ELENA-

rådgivning og derved kan indgå i CeDEPI-projektet. Derudover er skemaet et

projektstyringsværktøj, der danner overblik over projektets status og fremdrift.

Fase 2: Her er ELENA-rådgivningen afsluttet, og der er skrevet kontrakt med en

udførende entreprenør. Partneren indsender den beskrevne

projektdokumentation (se ovenfor) og sekretariatet registrerer, bekræfter og

afslutter sagen i CeDEPI-regi.

Figur 1: Arbejdsflow i CeDEPI-projektet

Indberetningsskema

Indberetningsskema

udfyldes af partneren

og fremsendes til

sekretariatet.

Indberetningsskema

Indberetningsskema

GODKENDT

Sekretariatet sender skemaet

retur til partneren.

Sekretariatet vurderer

indberetningen.

FASE

1

Ind

ber

etn

ing


Sekretariatet registrerer data.

Investeringssum

CO2-besparelse

Energibesparelse

Projekt færdigbehandlet og

afsluttet i CeDEPI-regi. Partneren

modtager endelig bekræftelse

fra sekretariatet.

Projektdokumentation

Kontrakt/aftale

Fakturaer

Ved kontraktindgåelse med

udførende leverer partneren.

FASE

2

Do

kum

enta

tio

n


5 HJÆLP TIL SELVHJÆLP

Partnernes egen forberedelse er en vigtig del af CeDEPI projektet, og kan

bidrage til at processen forløber så let som muligt. At materialet, som skal

anvendes ifm. rådgiverarbejdet er tilgængeligt ved indgåelse af rådgiveraftale

gør, at man får ”mere rådgivning for pengene”. Det er ærgerligt at bruge de første

rådgivningstimer på at finde materiale frem, som kunne have været forberedt.

Sekretariatet vil, i samarbejde med arbejdsgrupperne, udarbejde paradigmer for

arbejde med konkrete rådgiveropgaver. Her behandles ligeledes, hvordan man

som partner forbereder sig bedst muligt på en given opgave. Eksempler på

partnernes forberedelse indenfor specifikke områder kunne være:

Målsætning med energiinvesteringer

o Fastlæggelse af hvad der ønskes opnået, f.eks. at rykke en

bygning fra at opnå Energimærke i klasse F op til Energiklasse

B.

o Krav om nedbringelse af energiudgifter på bygning x med x %.

o Andre faste målsætninger som kan beregnes.

o Nedbringelse af udgift til reparation af gadelys.

Udbud

o Politiske drøftelser og afklaring af om der ønskes gennemført

OPP, ESCO eller lign.

o Projektbeskrivelser.

o Behovsopgørelser.

Bygninger (klimaskærm og installationer)

o Hvilke bygninger skal undersøges?

o Hvad er potentialet (energi og CO2)?

o Arbejds/investeringsplan (hvor giver det mest mening at starte)

o Tegningsmateriale.

o Beskrivelse af installationer, herunder principdiagrammer

(varme, vand og ventilation).

o Energiforbrug (el, vand og varme – så detaljeret som muligt).

o CTS-data.

Gadebelysning

o Hvilke vejstrækninger skal undersøges?

o Hvad er potentialet (energi og CO2)?

o Arbejds/investeringsplan (hvor giver det mest mening at starte).

o Belysningsplaner (hvilke typer standere/armaturer er placeret

hvor).

Transport

o Afklaring af politiske drøftelser om emnet med udkast til

kommissorium til rådgiver.

o Evt. notat om brug, lokationer, operationsradius samt ønsket

brugsmønster for elbiler.


6 WORKSHOPS OG TEMAMØDER

Der vil årligt blive afholdt workshops i samarbejde med arbejdsgrupperne,

indenfor områder som har generel interesse for parterne. Der indkaldes til

workshops må mail til parterne. Er der emner af særlig bred interesse vil også

repræsentanter for kommune, der ikke er en del af ELENA ordningen blive

inviteret.

Formålet med disse workshops er at skabe en platform for videndeling og læring.

Derved vil det være muligt at udnytte kompetencer og gode idéer mellem

partnerne, og bidrage til at skabe et netværk for samarbejde fremadrettet. På

denne måde kan det også være muligt, at imødekomme helt konkrete

problemstillinger og sparre med kolleger og foredragsholdere fra eksterne

rådgivere.

Første workshop forventes afholdt i første kvartal 2015. Workshops arrangeres

efter behov og interesse.

Som en del af ELENA-projektet er der oprettet fire arbejdsgrupper indenfor de

fire hovedområder i projektet.

Bygninger – klimaskærm

Bygninger – installationer

Gadebelysning

Transport (afventer Styregruppe)

Ideen med grupperne er i lighed med workshops at skabe netværk på tværs af

kommunerne, så der sker videndeling. ELENA-sekretariatet tager initiativ til at

indkalde til gruppemøder.

Sekretariatet vil have et tæt samarbejde med øvrige nationale ELENA-projekter.


7 HJEMMESIDE

Sekretariatet har oprettet en hjemmeside for projektet som forventes idriftsat i

december 2014. Siden bliver projektets offentlige profil og ansigtet udadtil.

Formålet med hjemmesiden er at oplyse samarbejdspartnere og øvrige

interessenter samt folk med engagement i energibesparelser og kommer bl.a. at

omfatte:

Statusrapporter til EIB

Der udarbejdes én indledende 3 måneders statusrapport og

efterfølgende halvårsrapporteringer. Rapporterne omhandler projektets

fremgang og generelle status.

Rapporterne vil desuden blive fremsendt til projektet Styregruppe og

Følgegruppe, samt til KKR som orienteringspunkt.

Status på projektet generelt (investeringer, energibesparelser, CO2-

besparelser)

Nyheder om igangværende projekter

Videndeling

Links til relevante websider, paradigmer, beregningsværktøjer etc.

Workshops

Materiale om fremtidige workshops, dagsordener, referater og

undervisningsmateriale.

Kontaktoplysninger på partnere og CeDEPI-projektgruppen.

Med dens oplysende formål er det tænkt at hjemmesiden tillige kan anvendes

som reklame for den enkelte partners engagement på de lokale

kommunehjemmesider.

7.1 Informationsbrochure

Der udarbejdes en informationsbrochure omkring CeDEPI-projektet i samarbejde

med JS/Danmark. Brochurens målgruppe er partnerne. Hver enkelt partner vil få

tilsendt papirudgaver af brochuren.

Brochuren bliver ligeledes webbaseret, og partnerne kan derfor anvende den

informativt på de lokale kommunale hjemmesider.


8 KONTAKTOPLYSNINGER, CEDEPI-PROJEKTGRUPPEN

Medarbejder E-mail Telefon

Martin Petersen

Program leder

Sekretariatet, CeDEPI

[email protected] 2494 7127

Eva Hancock

Projektleder

Sekretariat CeDEPI


Navid Khalili-Tabrizi Jensen

Civilingeniør, byggeri

Sekretariat CeDEPI


Ekaterina Harming

Civilingeniør

Randers Kommune

[email protected]

4035 4308

Jens Munch Casper

Energirådgiver

Randers Kommune


Emil Mortensen

Ingeniør, energirådgiver

Viborg Kommune


Peter Merrild Sørensen

Ingeniør, gadelys

Viborg Kommune


Jesper Buchhardt

Rådgiver Energi & Teknik

Silkeborg Kommune


mailto:[email protected]





ANNEX B

Agenda – partner meetings, December 2014

1. Welcome, presentation and general status of the CeDEPI-project

2. Aligning expectations

3. Review of How to CeDEPI

a. ELENA-support in preparation of all projects

b. Documentation to the EIB

c. Any questions to How to CeDEPI

4. The partners budget for the investments – planned investments in year 1, 2 and 3 of the project

a. Identified projects

b. Review of how to fill the project registration form

5. Special challenges which requires special attention

6. For partners requesting internal experts: temporary secondment plan.

7. Communication between the CeDEPI Project Department and the partners, and the next project

meeting.

8. Task force meetings in January 2015

9. A.O.B

ANNEX C

Temporary Secondment Plan

This plan states the estimated secondments for the next project period of 6 months.

January February March April May June

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

Emil Mortensen 6 6 6 6 6 6 6 6 6 6 6 6 6 2 2 2 2 2 2 2 2 2 6 6 6

Jens Munch Casper 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4

Jesper Buchardt 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5

Peter Merrild Sørensen 6 6 6 3 3 6 6 3 3 6 6 3 3 6 6 3 3 6 6 3 3 6 6 3 3

Ekaterina Harming 4 4 4 4 4

Navid Jensen 1 1 1 1 2 2 2 2 2 2 2 2 2

Total weeks for the period

Favrskov Municipality 4

Hedensted Municipality 18

Norddjurs Municipality 12

Randers Municipality 30

Silkeborg Municipality 25

Viborg Municipality 29

ANNEX D

Estimation of maternity leave expenses

Timeline CeDEPI-expenses

2 weeks (fulltime maternity leave)

Full time salary

EUR 1,002 / week 2 weeks: EUR 2,004

Maternity due date

16 weeks (fulltime maternity leave)

Full time salary minus daily benefit reimbursement

EUR 1,002 – EUR 546 = EUR 456 /week 16 weeks : EUR 7,296

10 weeks (part time maternity leave)

Full time salary minus daily benefit reimbursement

EUR 1,002 – EUR 546 = EUR 456 /week 10 weeks : EUR 4,560

2 weeks (part time maternity leave)

Part time salary EUR 501 / week 2 weeks: EUR 1,002

Total: EUR 14,862

ANNEX E A.2.2. Updated list of started / planned implementation of the Investment Programme

Investment project (IP) identification

Name of IP1 Short

description of area/ technology concerned

2

Identification of investor

3

Estimated total costs [EUR]

Implementation plan (start and end date of works)

Estimated annual final energy saved for EE projects

4

[in MWh]

Estimated annual final energy production by RES

[in MWh]

Estimated annual reduction of CO2 eq [in t]

Comments

HO001 Børnegården Building installation

Horsens Municipality

26,810 March 2014 Thermal: 55 0 7 Technical assistance is expected to start in March 2015

HO002 Stensballehallen

Building installation



HO003 Søvindhallen Building installation



HO004 Livstræet Building installation



HO005 Nim Skole Building Installation



HO006 Søvind Skole Building installation


160,858 March 2014 Thermal: 319 0 41 Technical assistance is expected to start

1 IP = Investment project

2 Specifying which main area concerned (i.e. EE, RES, transport or urban infrastructure) and which technology(ies)/measure(s) implemented

3 Indicate the final investor, the one who will order the work to be carried out

4 Indicate the main type of energy saved or produced (thermal or electrical)

in March 2015

RA001 Oust Mølle Skole


Randers Municipality

46,917 November 2014 Thermal: to be calculated

0 To be calculated

Internal technical assistance has started in November 2014

RA002 Vester tværvej Building installation



0 To be calculated


RA003 Fiskergården Building installation



0 To be calculated


RA004 Stenagergård Building installation



0 To be calculated


RA005 Ydervangen Building installation


100,536 October 2014 Thermal: to be calculated

0 To be calculated

Internal technical assistance has started in October 2014

RA006 Æblehaven Building installation



0 To be calculated


RA007 Ungdomsskole Building installation


46,916 October 2014 Thermal: to be calculated

0 To be calculated

Internal technical assistance has started in October 2014

RA008 Vuggestue Building installation


14,745 December 2014 Thermal: to be calculated Electrical: to be calculated

0 To be calculated

Internal technical assistance has started in December 2014

RA009 Birkebo Building installation


20,107 November 2014 Thermal: to be calculated Electrical: to be calculated

0 To be calculated


RA010 Hornbæk Børnegård



6,702 December 2014 Thermal: to be calculated Electrical: to be calculated

0 To be calculated


RA011 Kombi Building installation


26,810 December 2014 Thermal: to be calculated

0 To be calculated


RA012 Ålykke Building Installation


3,351 December 2014 Thermal: to be calculated

0 To be calculated


RA013 Tryllefløjten Building Installation


4,692 November 2014 Thermal: to be calculated Electrical: to be calculated

0 To be calculated


SA001 Electrical Cars Transportation

Samsø Municipality

113,941 March- April 2014

Fuel savings 0 4 Technical assistance is expected to start in March – April 2015

SA002 Group project Street lighting

Samsø Municipality

49,917 2016 Electrical: 18 0 5

HD001 Public buildings

Building installations


402,145 April 2015 Thermal: to be calculated Electrical: to be calculated

0 To be calculated

Internal technical assistance is expected to start in April 2015

HD002 Street lighting


134,048 April 2015 Electrical: to be calculated

0 To be calculated

Internal technical assistance is expected to start in April 2015

HD003 Myretuen Building installations


49,916 April 2015 Thermal: 50 0 10 Internal technical assistance is expected to start in April 2015

ND001 Grenaa Rådhus

Building installations


80,428 January 2015 Thermal: 143,5 Electrical: 14,5

0 15,15 External technical assistance prior to EU procurement

ANNEX F: Project activies status

Completed activity

On-going activitiy

Not initiated

Annex F is adapted from the EIB contract. It is not an accurate picture of the present state of the project, but is attached to give an indication of which activities mentioned in the contract have been handled at this stage of the project.

Phases Activities

External experts

Person days

Costs (EUR)

Ph1 A.1.1: Recruitment of programme manager (the Region) 0 0 A.1.2: Recruitment of additional staff for the Project Department (The programme manager in cooperation with the Region)

0 0

A.1.3: Setting op IT system for operation of Project Department, incl. internal communication within the organisation and registration of project results (the Region)

0 0

A.1.4: Adopting and concretizing the work programme (Project Department)

0 0

A.1.5: Setting up work plan for the advisory group and the task groups (Project Department and the partners)

0 0

A.1.6: Entering into agreement with consultant to prepare and implement the EU procurement for external consultants (Project Department)

0 0

A.1.7: Tender of small-scale assistance to some partners prior to implementation of the EU procurement (Project Department)

0 0

A.1.8: Implementing EU procurement for technical assistance (external experts)

24 20,000

A.1.9: Contracting with consultancies to provide technical assistance (based on the EU procurement) (Project Department and external experts)

5 4,000

Ph2 A.2.1: Selection of buildings for EE projects where this has not yet happened based on technical review of energy labels, current energy consumption and energy supply, state of maintenance, current and future use and technical and economic criteria. Estimated number of buildings selected by external consultants are 80 (Project Department, external experts and partners)

105 86,400

A.2.2: Selection of buildings for RES projects (photovoltaic) where this has not yet happened based on technical, static, architectural and economic criteria. Estimated number of buildings selected by external consultants are 40 (Project Department and external experts)

87 72,000

A.2.3: Development of performance specifications and tender materials for photovoltaic (Project Department and external experts)

48 40,000

A.2.4: Selection and/or description of specific building projects based on technical reviews of existing energy labels where this is sufficient (depending on the use, standard and age of the buildings as well as the economy in the municipalities etc.). Estimated numbers of buildings are 60. (Project Department and external experts)

146 120,000

A.2.5: Selection and/or description of specific building projects based on energy audits where technical reviews of energy labels are not sufficient. Incl. analysis of current energy consumption, CO2 emissions, comfort levels etc. and propose set of measures, incl. performance specifications for improved

364 300,000

EE (insulation, lighting, ventilation and other installations). Estimated number of buildings: 100 (Project Department and external experts)

A.2.6: Energy audits of street lighting where this has not yet happened (incl. analysis of current energy consumption, CO2 emissions, analysis of demand etc. and propose set of measures, incl. performance specifications for improved EE). Approximately 3,100 lamp posts and 12,000 lighting fixtures. (Project Department and external consultants)

150 124,000

A.2.7: Holistic analysis of public fleet cars where this has not yet happened (external experts)

18 15,000

A.2.8: Facilitation of task groups who will discuss and coordinate the tenders (please see paragraph 4.5) (Project Department)

0 0

A.2.9: Decide tender forms (costs incl. in G.2) (Project Department and external experts)

- -

A.2.10: Bundle projects in cost-effective investments where possible (Project Department and Tasks Groups)

0 0

A.2.11: Obtaining of loans for implementation of projects (partners)

0 0

Ph3 A.3.1: Launching individual tenders and procurements and prepare contracts (estimated 40 tenders) (Project Department and external experts)

121 100,000

A.3.2: Launching joint tenders and procurements and prepare contracts (estimated 36 tenders) (Project Department, external experts and partners)

218 180,000

A.3.3: Supervise construction works (partners) 0 0 A.3.4: Commissioning of projects (partners) 0 0

General assistance concerning all three phases

G.1: Legal assistance (specific legal counselling regarding tenders and contracts)

48 40,000

G.2: General tender assistance (general tender and procurement advising, incl. advising about EPC I relevant)

24 20,000

G.3: Facilitation assistance (facilitation of skills development, cooperation and change processes and knowledge sharing processes)

15 12,000

External experts total (rounded figures)

1,373

1,133,000

Annex G A.2.1. Contracts of technical assistance (external experts / subcontracts) committed/completed during the reporting period

Nb of subcontract

Name of external consultant / subcontractor

Short description of mission Expected total costs of subcontracts [EUR] (excl. VAT)

Duration of subcontracts (start and end date)

Procurement procedure applied

Tender publication references

(e.g. OJEU announcement)

Comments

N/A Bascon A/S Special consultancy regarding the EU-procurement

33,500 August 2014

2015 None At this stage invoices of EUR 18,006 have been received

N/A Energi og Ressourcer, v. Tina Schjerling

Consultancy regarding the startup of the CeDEPI-project

2,239.44 July 2014 August 2014

None

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