Tab 1

  • IMMORGON Szazadveg Economy Research Closed Company S&T Serbia EVOLUXER S.L SEIDOR S.L. AVENSA CONSULTING

  • Serbia

  • The Government of the Republic of Serbia represented by the Ministry of Finance, Department for Contracting and Financing of EU Funded Programmes (CFCU)

  • IPA

  • 06/2017 – 05/2019

Tab 2

SUPPORT TO IPARD OPERATING STRUCTURE (MANAGING AUTHORITY, IPARD AGENCY AND ADVISORY SERVICES) – EuropeAid/137763/IH/SER/RS

The overall objective of the project is as follows: support to the preparation of the Serbian Sector of Agriculture and Rural Development to implement the EU Common Agricultural Policy (CAP) in order to prepare the Republic of Serbia for EU accession.

 

The purpose of this contract is to strengthen the institutional capacities of competent authorities within the Serbian Ministry in charge for Agriculture in order to implement the Rural Development component of the Instrument for Pre-Accession Assistance (IPARD II).

The scope of the contract is to strengthen the capacity of MEAP with regard to IPARD II assistance in the Republic of Serbia. Namely it will focus on providing assistance to the competent authorities and other stakeholders, which are directly involved in the process, when it comes to implementation of IPARD II Program in the future period. 

The principal beneficiaries of the contract are Division for Rural Development (IPARD Managing Authority), Directorate for Agrarian Payments (IPARD Agency) and Advisory Services of MAEP.

Results:

  • Under component I Building capacities of MA to implement IPARD II, results to be achieved are:
  • Result 1.1 Readiness of IPARD II Managing Authority with regard to procedures and all related documents of the second accreditation package of measures ensured.
  • Result 1.2 Professional capacity of MA staff to adequately and effectively administer IPARD II with respect to their particular competencies made fully functional.
  • Result 1.3 Awareness on IPARD II in Serbia increased.
  • Under component II Building capacities of the Advisory Service to implement IPARD II, results to be achieved are:
  • Result 2.1 Professional capacities of the relevant staff of Advisory Services to transfer IPARD II related knowledge in a sustainable manner to potential recipients and new employees strengthened.
  • Result 2.2 Legal basis for Advisory Services operations further developed in line with the IPARD II Program 2014-2020.
  • Under component III Building capacities of DAP to implement IPARD II, results to be achieved are:
  • Result 3.1 Capacity of staff from Directorate for Agrarian Payments to implement the investment, rural diversification and technical assistance measures (measures 1, 3, 7 and 9) under the IPARD II programme 2014-2020 strengthened.
  • Result 3.2 DAP enabled to implement the Agro-Environmental and LEADER measure (measures 4 and 5) under IPARD II programme in line with EU requirements.
  • Result 3.3 Rural Development IT solution for the implementation of IPARD II programme created.
  • Result 3.4 Capacity of Technical bodies to conduct control of national minimum standards for measures 1, 3, 4, 5 and 7 and EU standards in respective areas upgraded.

 

Tab 3

The main services/tasks provided include:



COMPONENT I: BUILDING CAPACITIES OF MA TO IMPLEMENT IPARD II:


• 1.1.1 - Preparing the set of documents required for entrustment for budget implementation task for second package of measures for accreditation (4 Agro-environment – organic and measure 5 LEADER measure) in accordance with the Annex 3 of Sector Agreement for Agriculture and Rural Development. Set of documents will contain: sector analyses, measures fiches, list of eligible expenditure for second package of measures for accreditation, relevant check-lists, manuals for measure 4 and 5, business plans;
• 1.1.2 - Preparing two rulebooks for adoption (Rulebook on Agro-environmental Organic measure and Rulebook on LEADER measure);
• 1.1.3 - Developing training curricula and training modules in line with accreditation requirements and specific job descriptions for MA for IPARD II program implementation. Indicative topics: Supervision and Management Declaration; Recording exceptions and ICW (Internal control Weaknesses); Human Resources Management; Communication and Visibility; Communication and Reporting; Risk Management; Monitoring (including MC and Reporting); Evaluation; Management of IPARD Programming; Irregularities; Filing and Archiving; Technical Assistance.
• 1.1.4 Delivering at least 12 one-day trainings (on all the topics defined in task 1.1.3) in English language for at least 15 staff of MA per training, in Belgrade (including preparation of necessary training materials in English language in electronic and hard copy).
• 1.2.1 Delivering at least 10 one-day trainings for at least 15 staff from MA (at least one training per sector covered by IPARD II measures) regarding the process of accreditation of introduced measures, sector approach and programing of measures as well as analytical process in the context of IPARD II delivered, in English language, in Belgrade (including preparation of necessary training materials in English language in electronic and hard copy).
• 1.2.2 Delivering at least 10 one-day trainings for at least 12 relevant staff from MA and PA (at least 6 employees from MA and at least 6 employees from PA) on the subject of implementation of measure 9 - Technical Assistance delivered in English language, in Belgrade (including preparation of necessary training materials in English language in electronic and hard copy).
• 1.2.3 Delivering at least 10 one-day trainings for at least 12 relevant staff from MA and PA (at least 6 employees from MA and at least 6 employees from PA), for obtaining the certificate on the PRAG rules, delivered in English language, in Belgrade (including preparation of necessary training materials in English language in electronic and hard copy).
• 1.2.4 Conducting at least one 4-days study visit to MS country with substantial IPARD experience for at least 13 relevant employees of MA and PA in order to obtain knowledge and best practices with regard to programing of second package of measures, monitoring, evaluation and other aspects related to implementation and promotion of the IPARD programme conducted.
• 1.3.1 Implementing the PVCA through 9 information days (one information day per 3 counties in Central Serbia and one information day in the city of Kosovska Mitrovica) in Serbian language;
• 1.3.2 Preparing and printing colored hard copy information material in Serbian language- at least 1000 colored catalogues in A4 format with no less than 30 pages (including pictures) presenting the general concept of IPARD II aimed at general public.
• 1.3.3 Developing and printing instructions in Serbian language for potential applicants for IPARD II Programme measures: at least 20 000 pieces of coloured hard copy instructional material in A4 format no less than 5 pages, describing, in user friendly manner, the requirements they have to fulfill in order to adequately apply and ensure eligibility of their investments, the stages of the application process, and their role and obligations in the said process as well relevant best practices.
• 1.3.4 Conducting at least 4 one-day regional workshops for at least 100 persons (Ministry of Finance – 5 persons, producers – 65 persons Institutes – 5 persons, Faculties- 5 persons, Municipalities / Local Authorities - 10 persons, Public Utility Companies – 5 persons, and NGOs- 5 representatives etc.) on the subject of general concept of IPARD II program, their respective roles and best practices in the context of IPARD II as well as promoting the active cooperation between IPARD Monitoring Committee and relevant stakeholders, delivered in Serbian language.

COMPONENT II: BUILDING CAPACITIES OF THE ADVISORY SERVICE TO IMPLEMENT IPARD II:


• 2.1.1 Delivering at least 2 two-day training workshops on providing practical advice to the potential recipients of IPARD II regarding the preparation of adequate business plans, properly documented project applications and payment conditions and procedures for at least 23 staff of institutions from Group 1 (MAEP Division for Rural Development – 10 employees, Provincial Secretariat for Agriculture – 3 employees, Authorized organizations for training of advisors for Central Serbia – 5 employees, Authorized organizations for training of advisors for Autonomous Province of Vojvodina – 3 employees, Directorate for Agrarian Payments – 2 employees);
• 2.1.2 Delivering at least 4 two-day training workshops for at least 138 staff of institutions from Group 2 (135 staff of Agricultural Advisory Services and 3 representatives of private consultants associations) conducted in the premises of two of the Advisory Services centres in Central Serbia and two of the Advisory Services centers in Autonomous province of Vojvodina, in Serbian language;
• 2.1.3 Conducting one three-day study visit to relevant MS country with substantial IPARD experience for at least 41 relevant staff of line institutions from Group 1 (2 persons from Group for Advisory Service/Rural Development Division, 2 persons from MA in charge for promotion, 1 person from DAP, 1 person from IPN, 1 person from Educational Centre Novi Sad) and Group 2 (one employee per 34 Advisory Service) in order to acquire practical knowledge on IPARD II implementation process and procedures and have an insight on EU best practice, each group with regard to their competency and scope of work.
• 2.2.1 Preparing the draft Rulebook closely defining the responsibilities, tasks and competencies of Advisory Services in accordance with the IPARD II Program 2014-2020.
• 2.2.2 Preparing Advisory Service Monitoring Plan defining the procedures and responsibilities for following, measuring, assessing and introducing corrective measures when it comes to performing the duties previously defined in the Decree (output 2.2.1).

COMPONENT III: BUILDING CAPACITIES OF DAP TO IMPLEMENT IPARD II PROGRAMME:


• 3.1.1 Delivering at least 17 one day on-the-job trainings for at least 135 staff of DAP on the implementation of the IPARD II programme measures in line with EU requirements in English language (including preparation of necessary training materials in English language in electronic and hard copy). List of topics: Project Approval; Payment Authorisation; On the spot verifications (case simulations); Execution of Payments; Accounting; Debt Management; Human resource development; Information Communication Technologies (Modification of ICT Horizontal Manual, ICT Strategy, ICT Security according to ISO 27002); Monitoring and Reporting; Irregularity and Fraud; Risk management; Tendering/Procurement; Publicity and Communication.
• 3.1.2 Delivering at least 5 two-day on-the-job trainings for staff from DAP internal audit group (4 persons). One two-day training on general internal audit characteristics and tasks in the context of IPARD II, and 4 two-day trainings in the form of simulation of execution of internal audits on measures 1, 3, 7 and 9 in English language (including preparation of necessary training materials in English language in electronic and hard copy).
• 3.2.1 Preparing procedures for the implementation of measures 4 and 5 in line with EU requirements for the 2014-2020 programming period and in accordance with the Sectoral Agreement, IPARD program 2014-2020 and Framework Agreement.
• 3.2.2 Delivering at least 3 one day on-the-job trainings for at least 40 staff of DAP on the implementation of the IPARD II Program Agro-Environmental and LEADER measures in line with EU requirements delivered in English language.
• 3.2.3 Delivering at least 2 two-day on the job trainings for staff from DAP internal audit group (4 persons) in the form of simulation of audits performed on measures from the second package (Agro-environmental Organic measure and LEADER measure) in English language.
• 3.2.4 Preparing recipient guides for the second package of measures (Agro-environmental Organic measure and LEADER measure) in accordance with the relevant rulebooks (Output 1.1.2).
• 3.3.1 Preparing technical specifications for the Rural Development IT solution for Authorization and Control of Commitments, Authorization and Control of Payments, Business, Reporting and Document Management System for measures 1, 3, 4, 5, 7 and 9 to be endorsed by the Beneficiary.
• 3.3.2 Developing Rural Development IT solution for Authorization and Control of Commitments, Authorization and Control of Payments, Business, Reporting and Document Management System for measures 1, 3, 4, 5, 7 and 9.
• 3.3.3 Delivering simulation training for application processing for measures 1, 3, 4, 5, 7 and 9 conducted in the premises of DAP.
• 3.3.4 Preparation of at least 5 manuals (electronic on a CD and hard copy, both in Serbian and English language) for use of the RD IT solution (Output III.3.2), with all related Annexes.
• 3.3.5 One 4-days study visit to MS country with substantial IPARD experience for at least 6 relevant employees of MA and PA in order to obtain knowledge and best practices with regard to Development IT solution for Authorization and control of commitments, Authorization and control of payments, Business, Reporting and Document Management System for measures 1, 3, 4, 5, 7 and 9 and other ICT aspects related to implementation and promotion of the IPARD programme conducted.
• 3.4.1 Delivering at least 3 one day case simulation trainings (one training per measure) for at least 99 staff from relevant institutions (at least 65 TBs staff, at least 4 Internal Audit staff from DAP and at least 30 staff from Sector for on the spot check from DAP) on the subject of controls of national and EU minimum standards under the IPARD II programme (measures 1, 3, 7) by simulating on the spot checks conducted at the chosen location in Serbian language.
• 3.4.2 Delivering at least 2 one day case simulation trainings (one training per measure) at least 99 staff from relevant institutions (at least 65 TBs staff, at least 4 Internal Audit staff from DAP and at least 30 staff from Sector for on the spot check from DAP) on the subject of controls of national and EU minimum standards under the IPARD II programme (measures 4 and 5) by simulating on the spot checks conducted at the chosen location in Serbian language.
• 3.4.3 Preparing relevant checklists and report templates necessary for the TB controls of national and EU minimum standards under the IPARD II programme for measures 4 and 5 developed and for measures 1, 3, 7 updated.