PIMS 4335: Promotion of Biomass Production and Utilization in Georgia

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Evaluation Plan:
2011-2015, Georgia
Evaluation Type:
Mid Term Project
Planned End Date:
12/2015
Completion Date:
12/2015
Status:
Completed
Management Response:
Yes
Evaluation Budget(US $):
17,000

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Title PIMS 4335: Promotion of Biomass Production and Utilization in Georgia
Atlas Project Number: 00061612
Evaluation Plan: 2011-2015, Georgia
Evaluation Type: Mid Term Project
Status: Completed
Completion Date: 12/2015
Planned End Date: 12/2015
Management Response: Yes
Focus Area:
  • 1. Environment & Sustainable Development
  • 2. Others
Corporate Outcome and Output (UNDP Strategic Plan 2014-2017)
  • 1. Output 1.5. Inclusive and sustainable solutions adopted to achieve increased energy efficiency and universal modern energy access (especially off-grid sources of renewable energy)
Evaluation Budget(US $): 17,000
Source of Funding: GEF
Evaluation Expenditure(US $): 22,884
Joint Programme: No
Joint Evaluation: No
Evaluation Team members:
Name Title Email Nationality
Manfred Stockmayer International Consultant
Kate Skhireli National Consultant
GEF Evaluation: Yes
GEF Project Title: PIMS 4335: Promotion of Biomass Production and Utilization in Georgia
Evaluation Type: Mid-term Review
Focal Area: Climate Change
Project Type: FSP
GEF Phase: GEF-4
GEF Project ID: 4335
PIMS Number: 4335
Key Stakeholders:
Countries: GEORGIA, REPUBLIC OF
Lessons
Findings
Recommendations
1

Improve participation of key stakeholders in project

2

Improve project management and develop detailed work plan with clearly defined activities and timelines

3

Intensify guidance by Project Executive Board (PEB)

4

Stop work with Tbilisi City Hall on identification of pilot projects

5

Intensify work with partners and stakeholders working on energy efficiency in municipalities.

6

Strengthen capacity by contracting an international biomass expert

7

Elaborate and apply criteria for shortlisting and selecting proposals in grant competition

8

Further process with projects in grant competition

9

Specific recommendations on next steps for Outcomes

1. Recommendation:

Improve participation of key stakeholders in project

Management Response: [Added: 2016/07/26]

UNDP agrees to the recommendation; however, regarding involving Ministry of Education to influence high-education facilities, it has to be noted that Georgian Universities in Georgia are independent of government and thus the Ministry of Education cannot be expected to influence decisions of Universities. Nevertheless, the education materials prepared by the project will be submitted to different universities in Georgia along with the Ministry of Education,  other government or non-government organizations.

As of Ministry of Finance, their participation will become essential after other ministries or other state organizations decide to become active in biomass production sector and request budgetary allocation for the activities.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Stakeholders are contacted on a regular basis
[Added: 2016/07/26] [Last Updated: 2017/12/14]
PMU 2017/10 Completed This is the on-going process until the end of the project History
Regular stakeholder meetings will be held quarterly involving all important stakeholders
[Added: 2016/07/26] [Last Updated: 2017/12/14]
PMU 2017/10 Completed Representatives of Ministry of Energy and Ministry of Agriculture, as well as representatives of private sector (especially ones previously interested in biomass production and utilization) also NGO and academic representatives are invited on the meeting History
2. Recommendation:

Improve project management and develop detailed work plan with clearly defined activities and timelines

Management Response: [Added: 2016/07/26] [Last Updated: 2016/07/26]

In order to improve project management performance the UNDP CO will

  1. Establish in-house support group to the PMU comprised of two project managers from Environment and Energy Portfolio to assist the PMU with remaining activities
  2. Hold more regular (weekly) meetings with the PMU on the project work plan and its modifications
  3. Ensure close monitoring of the implementation of the project work plan and addressing any outstanding issues and/or risks for the timely implementation of activitiesEngage the support of the international consultant in implementation of remaining activities

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Draft project work Plan for the remaining period presented to the PEB
[Added: 2016/07/26]
PMU 2015/12 Completed
Detailed project work plan prepared by the PMU and in-house support group
[Added: 2016/07/26]
PMU 2016/02 Completed
In-house support group is created to ensure proper preparation, monitoring, updates and implementation of the Project Work Plan and to address recommendations of the MTR
[Added: 2016/07/26] [Last Updated: 2016/12/22]
PMU, assisted by In-house support group 2016/12 Completed Weekly meetings with UNDP CO International expert and stakeholders will be actively involved to support PMU and create vision for the sustainable framework History
3. Recommendation:

Intensify guidance by Project Executive Board (PEB)

Management Response: [Added: 2016/07/26]

The minutes of the previous PEB meetings are available summarizing decisions made and next activities, however all the following meetings will be documented as per MTR recommendation

Key Actions:

Key Action Responsible DueDate Status Comments Documents
In-house support group is created to ensure proper preparation, monitoring, updates and implementation of the Project Work Plan and to address recommendations of the MTR
[Added: 2016/07/26] [Last Updated: 2016/12/22]
PMU, assisted by In-house support group 2016/12 Completed Weekly meetings with UNDP CO International expert and stakeholders will be actively involved to support PMU and create vision for the sustainable framework History
PEB meeting documentation (pre and post) prepared in accordance to the MTR recommendations.
[Added: 2016/07/26] [Last Updated: 2017/08/22]
PMU 2016/05 Completed Starting from the nearest PEB meeting History
PEB decision on continuation of the activities according to the proposed detailed project work plan.
[Added: 2016/07/26] [Last Updated: 2016/12/22]
PEB 2016/05 Completed History
PEB meetings held twice a year
[Added: 2016/07/26] [Last Updated: 2017/12/14]
PEB 2017/10 Completed This is the on-going process until the end of the project History
4. Recommendation:

Stop work with Tbilisi City Hall on identification of pilot projects

Management Response: [Added: 2016/07/26]

Agree

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Direct work with Tbilisi City Hall stopped by decision of PEB
[Added: 2016/07/26]
PEB 2015/12 Completed Tbilisi City Hall declined their further participation in the project and did not attend the PEB meeting. The decision of exclusion of Tbilisi City Hall from the project implementation was made by PEB in December 18, 2015
5. Recommendation:

Intensify work with partners and stakeholders working on energy efficiency in municipalities.

Management Response: [Added: 2016/07/26]

Partially agree

According to current practice, only those buildings are reconstructed by municipalities, where natural gas central heating are already installed or intended to be installed in nearest future. The municipalities can be convinced to start considering biomass fuels as replacements for natural gas in renovated buildings only in case the expenses for the biomass fuels are less than for natural gas (including indirect costs), which might not be the case in practice. Price information regarding biomass fuel will be available upon setting up of biomass fuel production in pilot projects.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Communication with pilot project municipalities started.
[Added: 2016/07/26] [Last Updated: 2017/08/22]
PMU 2017/06 Completed PMU and Expert involved in preparation of technical, economic and financial feasibility study of the different bioenergy technologies in Georgian context. Either through personal meetings with municipalities or through workshops and dissemination of printed materials History
Additional municipalities will be contacted when production of biomass fuels will be ensured and operationalized
[Added: 2016/07/26] [Last Updated: 2017/08/22]
PMU 2017/06 Completed EEC, Projectâ??s partner NGO, is willing to support this idea. History
6. Recommendation:

Strengthen capacity by contracting an international biomass expert

Management Response: [Added: 2016/07/26] [Last Updated: 2016/07/26]

Partially Agree

  • UNDP Georgia agrees to recruit the international biomass expert ASAP
  • Despite the statement that the expert should be experienced primarily in wood chips and pellets, it should be mentioned, that there is no sufficient expertise on briquettes in country as well and thus international technical adviser (to be hired) will be expected to address this issue too.
  • Additionally, International expert will be expected to support pilot projects in technical issues related with biomass fuels production and use.
  • Coming from tasks to be undertaken and workload the shifting between budget lines might become necessary depending on the financial offer of the candidate during the recruitment process.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
International expert contracted to participate in business plan evaluations.
[Added: 2016/07/26]
PMU 2015/12 Completed
ToR Preparation for international expert
[Added: 2016/07/26]
PMU 2016/02 Completed
Complete process of contracting of international expert
[Added: 2016/07/26] [Last Updated: 2016/12/22]
PMU 2016/04 Completed History
7. Recommendation:

Elaborate and apply criteria for shortlisting and selecting proposals in grant competition

Management Response: [Added: 2016/07/26]

Agree

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Selection criteria elaborated and applied
[Added: 2016/07/26]
PMU 2015/12 Completed
8. Recommendation:

Further process with projects in grant competition

Management Response: [Added: 2016/07/26]

Partially agree

According to the PEB decision (17 December and 23 December 2015 PEB meetings) two best project proposals (ranked as #1 and #2) were approved for funding. Since the total available grant amount was not enough for all four winners, the PEB agreed to start optimization of business plan budgets. It was also decided to finance proposal of National Forestry Agency with the condition that NFA downsizes its budget below $195,000. The financing of the fourth proposal (CRP Wood) could be considered only in case if sufficient amount remain in grant component after all updates and modifications or if co-financing does not materialize for one of the first three winners.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Collaborate with NFA to reduce budget amount to the required level
[Added: 2016/07/26] [Last Updated: 2016/12/22]
PMU 2016/03 Completed NFA has already downsized the budget to app 170,000 USD and is elaborating procurement plan. Proceeding from mentioned total grant amount is about 448,000 USD. No sufficient amount remains in grant component to finance fourth proposal History
9. Recommendation:

Specific recommendations on next steps for Outcomes

Management Response: [Added: 2016/07/26]

Agree

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Development of Scope of work for strategy and action plan, dedicated funding window and development of standards
[Added: 2016/07/26] [Last Updated: 2016/12/22]
PMU 2016/03 Completed In consultation with stakeholders History
Draft ToRs for strategy, and action plan, dedicated funding window and development of standards are completed under the guidance of international consultant
[Added: 2016/07/26] [Last Updated: 2016/12/22]
PMU, International consultant 2016/04 Completed In close consultation and partnership with stakeholders History
Advocating with different partner institutions, state programs and different organizations for setting up a dedicated funding window
[Added: 2016/07/26] [Last Updated: 2017/12/14]
PMU 2017/10 Completed The tool of the advocacy will be individual meetings as well as regular stakeholder discussion (please see action 1.1 and 1.2) History
Select winners of the grant competition
[Added: 2016/07/26] [Last Updated: 2016/12/22]
PMU, PEB 2016/03 Completed Two proposals already funded, third proposal is being updated History
Identify the initiative groups for setting up the Bioenergy Association through stakeholder meetings and discussions.
[Added: 2016/07/26] [Last Updated: 2016/12/22]
PMU 2016/03 Completed History
Start work on setting a framework for the Bioenergy Association (prepare charter, organizational structure etc.) and its registration
[Added: 2016/07/26] [Last Updated: 2017/08/22]
PMU 2017/03 Completed History

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