/ Министерство на енергетиката / /

Appendix 5

PROGRAMME BG04 "ENERGY EFFICIENCY AND RENEWABLE ENERGY"

FINANCIAL MECHANISM OF THE EUROPEAN ECONOMIC AREA

2009-2014

INTERIM TECHNICAL REPORT

  • This report shall be drawn up and undersigned by the Project Manager or by a person authorized by him;
  • The signature is to certify that all the data included in the report are true, complete and comprehensive;
  • The information in the report should be bound with the financial information presented in the financial statements;
  • The report shall be completed in Bulgarian and in English;
  • The software operator shall not accept the report, if any field is not filled in. In the event that a field is not applicable, mark it;
  • The answers to all questions must relate to the reported period referred to in item 1.6 below;
  • Interim reports shall be submitted by the 15th day of the month following the reported period as follows:

Reported Period / Report Submission Deadline
January 1st– April 30th / until May 15th
May 1st– August 31st / until September 15th
September 1st– December 31st / until January 15th

The Report shall besubmitted on paperand on electronic carrieraddressed tothe Programme Operator:

Programme Operator (PO)of

Programme BG04 "Energy Efficiency and Renewable Energy"

Financial Mechanism of the European Economic Area2009-2014

Ministry of Energy
8 Triaditsa Str.
1000 Sofia

The Report shall bedrawn up in two originals in Bulgarian and in English - one for the Beneficiary (it shall be stored in the Project File) and one for the Programme Operator.

  1. Description

1.1. Full name as per the Beneficiary registration, according to the Contract on grants: ZLATOGRAD MUNICIPALITY

1.2. Name, title, telephone and e-mail of the contact person: Elmira Ugorlieva-Pehlivanova, +359889998879,

1.3. Full name of the Project Partners: Not applicable

1.4. Project title: "Reconstruction of boiler and heating systems in the buildings of the Vasil Levski Primary School,Antim IGeneral High School and the Municipal Administration, the Town of Zlatograd".

1.5. Contract Number: BG04-02-02-020-015

1.6. Start and end date of the reporting period: 01.01.2016 -30.04.2016

1.7. Target groups - users of the buildings of the educational and administrative sector (students, teachers, support staff, municipal officials, residents of Zlatograd Municipality, demanding administrative services)

2. Assessment of the project activities implementation

2.1.Activities and Results

(Describe all activities in accordance with Annex A to the Contract executed during the reported period.)

NUMBER AND NAME OF THE ACTIVITY:

ACTIVITY 1 - Organization and Project Management

By Ordinance No. 407 of September 7, 2015 of the Mayor of Zlatograd Municipality a Project Management Team (PMT) was formed, and duties and responsibilities of the employees under itwere allocated. For the purpose of workcoordination and creation of an organization for current implementation of the Project activities, the PMT has conducted and recorded 12 workshops.

The specific results of the PMT performance are, as follows:

  • Prepared updated schedule for implementation of the Project activities;
  • Organization, control and implementation of Task No. 1 under Contract BG04-02-03-020-015-U-10, (No. 253/December 30th, 2015 in the municipal administration) concluded between the Municipality of Zlatograd and Neda - S Ltd., having the following subject: "Ensuring awareness, publicity and visualization of activities under the Project: "Reconstruction of boiler and heating systems in the buildings of the Vasil Levski Primary School,Antim IGeneral High School and the Municipal Administration, the Town of Zlatograd" - "Creating an Internet (web) site under the official website of Zlatograd Municipality with information about the project ";
  • Assigned has been the conduction of a procedure under Art. 16, para. 4 and para. 8, in connection with Art. 14, para 1, item 1 under the Public ProcurementAct, for the selection of a contractor,having the following subject: " Reconstruction of boiler and heating systems in the buildings of the Vasil Levski Primary School,Antim IGeneral High School and the Municipal Administration, the Town of Zlatograd".
  • Currently archived document flow under the Project.

ACTIVITY 3 - Preparation and implementation of procedures for awarding of public contracts for selecting a contractor according to national legislation.

Assigned has been the conduction of a procedure under Art. 16, para. 4 and para. 8, in connection with Art. 14, para 1, item 1 under the Public ProcurementAct, for the selection of a contractor,having the following subject: "Reconstruction of boiler and heating systems in the buildings of the Vasil Levski Primary School,Antim IGeneral High School and the Municipal Administration, the Town of Zlatograd ".

Delay has been registered in the implementation of the activity due to prolonged time on the part of the PO Manager, related to implementation of preliminary monitoring and coordination ofa project of Documentation for carrying out the procedure under Art. 16, para. 4 and para. 8, in connection with Art. 14, para. 1, item 1 under the Public Procurement Act for the selection of a contractor,having the following subject: "Reconstruction of boiler and heating systems in the buildings of the Vasil Levski Primary School,Antim IGeneral High School and the Municipal Administration, the Town of Zlatograd”, sent by our outgoing No. 04-00-245 of October 9th, 2015, and Entr. No. E-08-00-370 of October 12th, 2015, to the Ministry of Energy. By letter outgoing No. E-08-00-370 of December 12th, 2015, the PO Manager has instructed Zlatograd Municipality on the correction and completion of the documentation on the selection of contractor. By a subsequent outgoing No. 04-00-294-1 of December 10th, 2015, the corrected and completed draft of the documentation was sent for carrying out preliminary monitoring.

By letter our Entr. No. 04-00-24 of January 27th, 2016, and outgoing No. E-08-00-37015 of January 21st, 2016 to the Ministry of Energy, the PO Manager has addressed a final statement to ZlatogradMunicipality on carrying out ex-ante control of the notice, decision and draft of the documentation for the selection of a contractor.

Promptly, after the receipt of the above mentioned statement, the comments and instructions of the PO Manager have been reflected in the drafted documentation and on February 5th, 2016, the Municipality of Zlatograd opened a procedure for selection of a contractor under Art. 16, para. 4 and para. 8, in connection with Art. 14, para. 1, item 1 under the Public Procurement Act, having the following subject: "Reconstruction of boiler and heating systems in the buildings of the Vasil Levski Primary School,Antim IGeneral High School and the Municipal Administration, the Town of Zlatograd”.

After the announcement of the public contract, ZlatogradMunicipality hasupdated thetendering scheduleunder the project and it has been reported to the PO Manager by the letter Outgoing No. 04-00-35 of February 12th, 2016.

Up to now no contract has been entered into with a contractor on the construction and installation works (CIW), on the one part, and on the other, the planned maximum implementation term for the activities under the public procurement amounting to ninety days sets a deadline for implementation of the construction and installationworks in the period from August to September 2016. Considering, after this term, further two months for introducing the sites into operation, carrying out the activities related to information and publicity, presentation of the final technical and financial reports, Zlatograd Municipality recognizes the need for an extension of the deadline under the Contract on grants.

In connection with the above factual circumstances Zlatograd Municipality requests the term of Contract No. BG04-02-03-020-015 of August 18th, 2015 to be extended until the end of 2016.

ACTIVITY 4 - Implementation of construction and installation works for reconstruction of boiler and heating systems in three buildings.

The activity has not started. The procedure for selecting a contractor under the PPA is at the stage of makingan assessment and rating of the entered bids within the term.

ACTIVITY 5 - Implementation of construction and author supervision.

The activity has not started. Agreements have been concluded with activity contractors in December 2015. Their implementation will start after the procedure under the PPA for the selection of a contractor for Activity 4 and concluding an agreement on the following subject: "Reconstruction of boiler and heating systems in the buildings of the Vasil Levski Primary School,Antim I General High School and theMunicipal Administration, the Town of Zlatograd".

ACTIVITY 6 - Providing information, publicity and visualization of activities under the Project.

At the end of December 2015 a contract was signed with a contractor of the activity. Within the reported period Task No. 1 has been assigned,ongoing control has been effected, Task No. 1 has been fulfilled under Contract BG04-02-03-020-015-U-10, (No. 253/December 30th, 2015 in the municipal administration) concluded between the Municipality of Zlatograd and Neda - S Ltd., having the following subject: "Ensuring awareness, publicity and visualization of activities under the Project: "Reconstruction of boiler and heating systems in the buildings of the Vasil Levski Primary School,Antim IGeneral High School and the Municipal Administration, the Town of Zlatograd" - "Creating an Internet (web) site under the official website of Zlatograd Municipality with information about the project". The website can be viewed at the following address:

ACTIVITY 7–Implementation of audit under the Project.

An agreement was signed with a contractor at the end of December 2015. The activity under the agreement will start with a letter of assignment to the contractor, at the stage of preparation of the final technical and financial reports on the overall implementation of the Project.

(Describe the results for the corresponding activity during the reported period. In order to implement the activities related to information and publicity, fill in item 4. Attach all supporting documents proving the work done.)

2.2. Indicators achieved during the reported period

In the process of the Project implementation you are required to gather information on the indicators you have staked on in your project proposal and to accumulate this information in the interim reports to the ProgrammeOperator.

Activity / Particular targets / Expected results / Staked on indicators / Achievedindicators
Activity 1 - Organization and Project Management / Effective organization establishment for the Project implementation and management / Successful project realization and fullfilled energy-efficient reconstruction of the heating systems in three buildings / PMT formed by of an Ordinance of the Mayor of Zlatograd Municipality.
Civil contracts concluded with the PMT members. / PMT formed by of an Ordinance of the Mayor of Zlatograd Municipality.
Civil contracts concluded with the PMT members.
Activity 2
Elaboration of working projects and conformity assessment / Comprehensive preparation of the documentation of Zlatograd Municipality for applying under the Programme BG 04-02-03 "Energy Efficiency and Renewable Energy", financed by the Financial Mechanism of the European Economic Area 2009 - 2014 / Prepared in time and qualitatively working projects and compliance assessments for the three buildings subject to intervention / Prepared and submitted in time and qualitatively working projects and compliance assessments for the three buildings subject to intervention / Prepared and submitted in time and qualitatively working projects and compliance assessments for the three buildings subject to intervention
Activity 3
Preparation and implementation of procedures on awarding of public contracts for selecting a contractor according to national legislation. / Timely preparation of the documentations for carrying out the procedures on awarding of public contracts under the PPA for the Project activities / Qualitatively prepared and timely submitted to Zlatograd Municipality documentations for selection of contractors under the PPA for the Project activities. / Prepared and submitted toZlatogradMunicipality documentations for selection of contractors;
Coordinated by the PO Manager documentation for selection of a contractor for the CIW.
Contracted agreements with selected contractors of Project activities. / Prepared and submitted toZlatogradMunicipality documentations for selection of contractors;
The procedure for selecting a contractor under the PPA for CIW is at the stage of assessment and ranking of the bids submitted within the due time.
Contracted agreements with selected contractors of Project activities, but for the agreement on CIW execution.
Activity 4
Implementation of construction and installation works for reconstruction
of boiler and heating systems in three buildings. / Implementedenergy-efficient reconstruction of the heating systems in three buildings. / Cutting down СО2emissions by 385.514 t/annuallytogether in the three buildingssubject to intervention / Cutting down СО2emissions by 385.514 t/annuallytogether in the three buildingssubject to intervention / Unapplicable during the reported period January 1, 2016 – April 30, 2016.
Activity 5
Implementation of construction and author supervision / Implementing of quality control in accordance with the statutory requirements of the planned construction and installation works under the Project. / Qualitative execution of the construction and installation works and timely put into exploitation heating systems in the three buildings, subject to intervention under the Project. / Qualitative execution of the construction and installation works and timely put into exploitation heating systems in the three buildings, subject to intervention under the Project. / Unapplicable during the reported period January 1, 2016 – April 30, 2016.
Activity 6
Providing information, publicity and visualization of activities under the Project / Achieving broad public awareness and promotion of the Project activities, about the benefits of its implementation for the local community and about the contribution of the EEA Financial Mechanism for the Project realization. / Achieved broad public awareness and promoted successfully realized Project activities, through the financial contribution of the EEA Financial Mechanism for theirrealization. / Two press conferences held - at the beginning and at the end of the works under the Project;
Created and currently maintained web pageon the official website of the municipality; Three explanatory signs made and placed - at the beginning of the Project, and three permanent signs at the end of the Project;
Made and placed explanatory stickers covering information about the supplied and installed equipment under the Project. / During the reported period January 1, 2016 – April 30, 2016, was qualitatively and in due time created the Project web siteand was loaded on the official website of the municipality
Activity 7
Implementation of audit under the Project / Certifying the legality and appropriateness of the underlying activities and costs within the Project realization / Positive audit report prepared in full compliance with current regulations, the Accounting Act, International Accounting Standards and other effective regulations. / Positive audit report prepared in full compliance with current regulations, the Accounting Act, International Accounting Standards and other effective regulations. / Not applicable during the reported period January 1, 2016 – April 30, 2016

2.3. Describe any changes in the contract / ordinance granting financial assistance (significant or insignificant change) - Not applicable during the reported period January 1, 2016 – April 30, 2016.

2.4. Obligatorily describe the plan on the Project Implementation by including specific activities and dates for holding events (conferences, roundtables, seminars, trainings, etc.) for two months ahead:

Activity / 1st 6-month period 2015/2016 / 2nd 6-month period 2016 / 3rd 6-month period / Responsible
Month 1 / Month 2 / Month 3 / Month 4 / Month 5 / Month 6 / Month 7 / Month 8 / Month9 / Month10 / Month11 / Month12 / Month13 / Month14 / Month15 / Month16 / Month17 / Month18
September / October / November / December / January / February / March / April / May / June / July
Activity 1
Organization and Project Management / Zlatograd Municipality
1.1 Drawing upinterim and final reports on the technical progress under the Project; / Zlatograd Municipality
1.2 Drawing upadvance, interim and final requests for payment under the Project; / Zlatograd Municipality
1.3 Drawing up a request for an extension of the deadline under the agreement on granted financial support with the time of delayof the procedure for selection of a contractor for construction and installation works; / Zlatograd Municipality
1.3 Organization and implementation of the ongoing obligations of the Management Team under the Project in accordance with the responsibilities assigned to them by a special Ordinance of the Mayor of Zlatograd Municipality. / Zlatograd Municipality
Activity 2
Elaboration of working projects and conformity assessment / Not applicable! The activity has been completed before signing Contract No. BG04-02-03-020-015 of August 18, 2015 on the award of grants. / Zlatograd Municipality
Activity 3
Preparation and implementation of procedures for awarding of public contracts for selecting a contractor according to national legislation / Zlatograd Municipality
Sub-action 3.1.Selection of a consultant for the preparation of the documentation for holding five public procurement procedures under the PPA, contracting and implementation of the contracted activities; / Zlatograd Municipality
Sub-action 3.2.Conducting a public procurement procedure under the PPA for selection of a contractor for the construction and installation works; / Zlatograd Municipality
3.2.1 Ex-ante monitoring and coordination of the documentation for selection of a contractor by the PO Manager; / Zlatograd Municipality
3.2.2Conducting a procedure for selection of a contractor and signing an agreement for the construction and installation works; / Zlatograd Municipality
Sub-action 3.3. Construction supervision - Conducting a procedure for selection of a contractor for construction supervision and signing, and implementation of an agreement on the construction supervision; / Zlatograd Municipality
Sub-action 3.4.Author supervision- Conducting a procedure for selection of a contractor for construction supervision and signing, and implementation of an agreement with the contractor; / Zlatograd Municipality
Sub-action 3.5.
Conducting a procedure under the PPA for selection of a contractor for providing information and publicity; / Zlatograd Municipality
Sub-action 3.6.
Conducting a procedure under the PPA for selection of a contractor for auditing under the Project. / Zlatograd Municipality
Activity 4
Implementation of construction and installation works for reconstruction
of boiler and heating systems in three buildings / Zlatograd Municipalityand a contractor under the agreement
Activity 5
Implementation
of construction and author supervision / Zlatograd Municipalityand a contractor under the agreement
Activity 6
Providing information, publicity and visualization of the Project activities / Zlatograd Municipalityand a contractor under the agreement
3.5.1 Organizing and holding a press conference to launch the Project; / Zlatograd Municipalityand a contractor under the agreement
3.5.2 Organizing and conducting a press conference at the end ofthe Project; / Zlatograd Municipalityand a contractor under the agreement
3.5.3 Creating a web page on the official website of the Municipality and ongoing updating of the information; / Zlatograd Municipalityand a contractor under the agreement
3.5.4 Making and installation of three explanatory signs at the beginning of the construction and installation works for each building subjected to intervention; / Zlatograd Municipalityand a contractor under the agreement
3.5.5 Making and installation of three permanent signs after the completion of the construction and installation works for each building subjected to intervention; / Zlatograd Municipalityand a contractor under the agreement
3.5.6 Making and putting explanatory stickers on the equipment delivered under the Project. / Zlatograd Municipalityand a contractor under the agreement
Activity 7
Implementation of audit under the Project / Zlatograd Municipalityand a contractor under the agreement
  1. Partners and other forms of collaboration
  2. Describe your relationship with other organizations involved in the Project implementation (if applicable):
  • Partners - NOT APPLICABLE
  • Contractor/s (if any) – all contracts with legal entities, the applied awarding procedure (if such one has been held) and name of the contractor

All agreements with contractors under the Project were concluded in the reported period September 1st, 2015 – December 31st, 2015, but on the activity related to awarding execution of CIW.