1. Organization and Project Management.
The main tasks of the team are related to management and project monitoring throughout the period of its implementation, and are responsible for:
• overall progress of the project – effective implementation of the work;
• measures taken to minimize the risk;
• measures taken in respect of certain recommendations from previous monitoring or external audit;
• observing the principles of sustainable development, gender equality, bilateral cooperation, etc .;
• implementation of the plan for information and publicity;
• achievement of the indicators;
• quality of the results;
• accountability to broadcasters throughout the project.
Project management includes: project scope, planned amount of work, targeted results to be achieved within the project; daily coordination and synchronization of activities;financial management; Quality management of the project – processes management in compliance with the principles and practices of quality management; Management of human resources; Risk Management .
At the launch of the project a partnership kick-off meeting will be placed, between the applicant and its partners, with conference connection with the Norwegian partner. On the meeting will be discussed following topics: the action plan of the project, the time schedule for the project activities, training schedule, consultation campaign for energy efficiency, indicators to measure the results of the project, the methodology to assess the effectiveness of the project.
2. Visualization, information and publicity of the project.
The activities for visualization, information and publicity of the project is required to provide all stakeholders and the general public with information about the contribution of the EEA Financial Mechanism and the objectives pursued in this project, with interim and final presentation of the results achieved in the project. Included sub-actions:
1. Organization of two press conferences – at the beginning and end of the project, for purposes of presentation, reporting progress and presentation of results. Sending invitations to the media, posting a message on web page of the applicant.
2. Design and production of informational boards, that will be placed in a prominent place – in accordance with the requirements of the Regulation implementing the EEA Annex 4 “Requirements for information and publicity.”
3. Preparation of information materials related to the provision of information and publicity, design and printing of the brochure and leaflet, as required by the EEA Financial Mechanism.
4. Communication with the media and and the general public – messages and press releases to promote the project.
5. Reporting of the project and its progress regularly to the website of project promoter – in Bulgarian and English (with link to the program), accompanied by all necessary attributes – such as logos of the EEA Financial Mechanism, the Programme and others.
The conduction of the activities for information and publicity, will comply with all requirements for development of materials and events, to maximize awareness of stakeholders about the financial contribution of the Financial Mechanism of the European Economic Area, pursuant to the Regulation for the implementation of the EEA Annex 4 “Requirements for information and publicity.” On materials, that will be distributed at conferences, it will be announced explicitly that the project is funded by the EEA Financial Mechanism 2009-2014.
6. All project partners will publish important information about the activities and results of the project on their websites (for those who have such), including brief information on the project, on their activities carried out outside the project and disseminate project information among their networks. Balkan Bureau of Middle Class will give publicity of the project among its partner organizations from the countries of Southeast Europe, which is a prerequisite for multiplying the effect of the results achieved within the project and ensure their sustainability.
3. Training activities and consultations on energy efficiency.
The training will be conducted according to the attached curriculum in which are represented compulsory subjects (with emphasis in the training program) and optional subjects listed in the Guidelines of the call. This will cover all aspects – legislation, standards, plans and strategies, audits, contracts and best practices in energy efficiency (EEF) and renewable energy sources (RES). The volume of the material and the relationship between the themes and lessons in it are in accordance with the set of program BG04 priority themes, to which are dedicated more hours and will be studied in-depth and comprehensive. The proportional distriburion is aim at the required volume and type of knowledge of students of the state and municipal structures and at increasement of their competence and level of theoretical knowledge and practical skills in this area.
In order to better zoning and to acieve cost-effectiveness, the training will be held in six major cities in the country Sofia, Plovdiv, Ruse, Varna, Burgas, Pleven, in which can be covered target groups from each of the six major regions – North, North Central, North-South, South and South-Central region, which will cover the whole country. The training in each city will be conduct on a modular basis, with total duration of a training six days, within 48 hours in each city. The modular principle provides training in each city to be conducted in 3 cycles of 2 days each (a total of 6 days per city) in different time periods. The timetable will be made in conjunction with the program operator- Ministry of Energy.
The target group of students who will be covered by the trainings consists of 30 people (employees of state and local administration) in 6 cities, or 180 people will be trained in the training program within the project.
SIn each citiy 6-day (48 hours) training will be conduct, or a total of 288 training hours for the project.
The training will be devided in to two parts: theoretical and practical. The theoretical part includes lectures, presentations and seminars. The practical part includes exercises and demonstrations that will be held in the mobile laboratory, which is equipped with the necessary equipment to carry out tests and demonstrations in the EEF and RES. After the training in each city, among the students will be carried out a survey to determine their satisfaction and recommendations.
The choice of cities and the scheme of the training program (six days in three two days cycles) is driven by the following objectives:
– To cover a wide range of target-groups, all employees in the state, district and municipal administrations throughout the country;
– Cost savings for transport, accommodation and subsistence for students
– Shortening the absence of students from their workplace.
– Better concentration and absorption of knowledge in a short duration of study hours.
– Ability to absorb knowledge from each module and then be taught new skills to the next module.
– Ability to generate questions and discussions accordingly, based on the training material.
– Better combination of theoretical and practical training.
The timetable for carrying out the training in each citiy will be agreed with the Ministry of Energy, as well as the options for organizing students in each region.
Each course will finish with an individual test with documentation of results. Every student who pass the test, will receive a certificate. The test will cover material from all subjects and modules, with emphasis on the 5 compulsory subjects.
It is envisaged conduction of consultation by competent specialists (who are also trainers) in the field of energy efficiency and renewable energy sources. If necessary, additional specialists in the field en EEF and RES, could be involved, depending on the subject of consultation. Consultations will be held at a time consistent with the schedule of the training. Consultations can be performed dynamically by one of the following channels: in person, by e-mail, telephone, on-site prior appointment with the applicant / advice to the institution (depending on the spatial location of the trainers / requesting the relevant time). Projected consultations will be once a week for 4 hours and the timetable will be coordinated with the Ministry of Energy.
The hours of commitment for every trainer include:
– Participation as trainer
– Participation as consultant
– The hours for the preparation of presentations, lectures, classes, tests and teaching materials for the training program. The distribution of hours of the trainers is in line with their engagement in learning activities.
– Participation and preparation of presentations for the information campaign on energy efficiency.
On the site of the applicant / partners will be uploaded training materials, accessible for learners. It is envisaged that the opening of the forum page on which to discuss topics related to the training program and more broadly, in the EEF and RES.
4. Information campaign on energy efficiency and renewable energy sources.
It is envisaged the conducting an extensive information campaign on energy efficiency measures and renewable energy sources, which aims to inform a larger circles of interested experts, the general public and energy consumers about: opportunities, legislation, policies and practices in this area . The information campaign is in line with national and European legislation, enshrined as a form of information in the National Energy Efficiency Plan 2014-2020., The Energy Efficiency Act, Regulation 7 energy efficiency of buildings, etc.
The information campaign will be the aggregate of:
• roundtable, on which will be invited media, experts from public and private energy entities and the general public:
• distribution of printed materials-flyers with content dedicated to EEF & RES
• media coverage and websiteof the project promoter – with aim to bring information to a wider circle of experts and consumers.
Theme and agenda of the roundtable will be agreed with the operator Programming Program BG04, with an emphasis on modern energy efficiency solutions, modern technologies for renewable energy and the financial and environmental benefits of their implementation.
The information campaign will be reflected both in the media and on the Internet sites of the applicant and partners.
5. Consulting services by partner form Norway.
Using years of experience, knowledge and best practices in energy efficiency, the Norwegian partner will carry out the following project activities:
– Consultancy services at expert level in the field of energy efficiency and renewable energy
– Exchange of best practices and modern achievements that partner apply in its activities
– Guest lecturer at one of the trainings
– Will participate in the activities for information and publicity by supporting the candidate in conducting information events and campaigns.
It is envisaged that a visit by a representative of the Norwegian partner within 4 days will be realized. It will take place at the start of the training, which teh expert will attended as a guest speaker, in order to promote best practices used in Norway in the field of EEF and RES.
6. Catering and rental of rooms for training.
Rent of training rooms and catering for participants includes: rent of training rooms for 36 days (6 days in any of the 6 city) and coffee breaks for 30 trainees and 6 experts (5 trainers +1 member of the management team) for 6 days in 6 cites and for the conduct of kick-off meeting of the project partners.
External audit of the project. The main purpose of the audit is to be formed findings (confirmation) that the reported by the project promoter and described in the financial statements under the contract are actually carried out, accurate and eligible, and to provide the project promoter with report of factual findings. The eligibility of costs is defined as right and proper disbursement of project funds.
The audit examined:
– All declared expenditure are actually incurred and eligible in accordance with the requirements of EU and national legislation on eligibility;
– Primary documents (invoices, etc.) and documents of equivalent probative value are available and valid: the auditor should ensure that all documents are available in originals and contain all the necessary elements and are actually related to the costs the costs that should justify;
– Accounting systems and accounting, the auditor must verify that the beneficiary maintain an accounting system for reporting on project activities. It should be checked whether all transactions relating to the operation are recorded in an appropriate manner and in accordance with applicable rules. The auditor should ensure that accounting systems are computerized and meet the requirements for security and reliability. As result form the implementation of this activityt skould be prepared an audit report, which forms the findings (confirmation) that reported by the beneficiaries described in the financial statements, are actually performed, accurate and eligible.