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					                         TWINNING LIGHT

          STANDARD SUMMARY PROJECT FICHE
 PHARE ECONOMIC AND SOCIAL COHESION PROGRAMME 2004




        Regional level twinning light for developing the institutional and
      administrative capacity of the RDAs to manage and implement
                             Structural Funds



Programme number and reference: RO2004/016-772.04.03

Implementing Authority: The South-East Regional Development Agency

Beneficiary:             The South-East Regional Development Agency, Braila, Romania

Twinning light code:                  RO04/IB/ SPP 02 TL

Maximum budget available:             150,000 Euro

Deadline for proposal:                11 July 2006




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              STANDARD SUMMARY PROJECT FICHE
       Phare Economic and Social Cohesion – Twinning Light Project 2004


1.        Basic Information

1.1       Désirée and Twinning Light Number: RO2004/016-772.04.03, RO04/IB/ SPP 02 TL

1.2. Title: Regional level twinning light for developing the institutional and administrative
            capacity of the Regional Development Agencies to manage and implement
            Structural Funds after accession.

1.3. Location: The South-East Regional Development Agency, Braila, Romania

1.4. Duration: 8 months; budget : 150 000 euro


2.        Objectives
2.1       Overall Objective(s):

The overall objective of the project is to further develop the institutional and administrative
capacities of the South-East Regional Development Agency to manage and implement with
the support of regional and local relevant stakeholders, the Structural Funds under the
Regional Operational Programme

2.2       Project purpose:
The project has the following specific objectives:

          To develop managerial and technical capacity of the South-East Regional
           Development Agency to achieve sound, transparent and efficient management of
           Structural Funds upon Romania‟s accession to the European Union;

          To activate, by the end of 2006, a regional institutional framework dedicated to
           coordinate the implementation of ROP measures with other measures of Sectorial
           Operational Programmes implemented at regional level;

          To improve communication, understanding and cooperation between the regional and
           local stakeholders and between the regional and national level authorities and
           decision-makers, and to raise public awareness prior to accession in 2007.


2.3.       Accession Partnership and NPAA priority
Regional policy should concentrate on:

           Develop a national policy for economic and social cohesion and, in this context,
            regularly update and improve the National Development Plan (further co-ordination

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          with the national budgetary and policy-making processes, including multi-annual
          programming and budgeting).
         Set up the required monitoring and evaluation system, in particular for ex-ante and
          ex-post evaluation and for the collection of the relevant statistical information and
          indicators.
         Strengthen the institutional and administrative capacity of the bodies in charge of
          programming and managing funds for economic and social cohesion, in line with the
          Structural Funds approach.
         Develop the capacity to (i) select, discuss and clarify development priorities at both
          national and regional levels, and (ii) identify, programme, and prepare projects
         Establish a clear division of responsibilities at national and regional level and
          improve the administrative capacity in terms of recruitment, career profiles and
          training. Improve co-ordination and co-operation between ministries, as well as
          between relevant agencies and social and economic partners.
         Prepare to comply with basic financial management and control provisions as laid
          down by the respective regulations of the Structural Funds. Particular attention
          should be given to clarifying the role of the regional levels and strengthening inter-
          ministerial co-operation and partnership.

2.4. Contribution to National Development Plan
The Project will not contribute directly to the implementation of the National Development
Plan, rather it will contribute to improving the quality of future plans by developing the
capacities for preparing the ROP, and preparing the implementing structures for SF
management, as well as promoting the adoption of the partnership principle and bottom-up
approaches to identifying development priorities.
The Commission documents also underlined as a key IB priority the strengthening of the
capacity for the institutions needed to implement Structural Funds after accession, especially
as regards: developing the administrative capacities of the Managing Authorities (MA),
Paying Authorities (PA), Intermediate Bodies and bodies concerned with financial control and
audit, procurement and monitoring and evaluation, at both national and regional levels, as
appropriate. Reinforcing the institutional capacity at national and regional level to coordinate,
to manage and implement the Structural Funds.
The European Commission‟s 2003 Regular Report on Romania‟s Progress Towards
Accession highlight a number of areas where significant improvements are needed before
progress can be made in the negotiation process under Chapter 21 of the General Acquis
communautaire “Regional Policy and the Coordination of Structural Instruments. These
include: implementation of the EU Structural Funds after accession; development of a multi-
annual budgetary system; planning and programming preparing for future Structural Fund
assistance; Structural Funds-compatible monitoring and evaluation systems and procedures,
including ex-ante evaluation of the National Development Plan to support its evolution
towards a Structural Funds programming document, etc.
These Institution Building projects will catalyse on these Accession Partnership priorities and
will answer the specific NPAA priorities for strengthening the institutional capacity of the
future Managing Authorities with the aim of achieving conformity with EU requirements in
setting up the administrative bodies to which the Romanian Government has entrusted
responsibilities in regard to management, implementation, monitoring and evaluation for the
future implementation of the Structural Funds assistance.


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The setting up of the necessary administrative structure and arrangements for managing the
EU programmes is consistent with the Government policy as set out in the Action Plan for the
transition to Structural Funds and in the Programme for Regional Development Training.
Hence the Romanian authorities need not only to develop their capacity for effective
implementation of increased levels of Pre-Accession assistance under Economic and Social
Cohesion Component, they must also begin to build the actual structures, procedures,
processes and human resource capabilities to be used for EU Structural Funds after accession.
The institutions involved in the management of the Structural Instruments as foreseen in the
GD 497/2004 have drawn action plans for institution building with a view to setting up and to
ensuring the functioning of an appropriate institutional framework for Structural Instruments
until the accession to EU, that regulate the responsibilities, internal organisational charts,
staffing and necessary training. A calendar for programming was produced both for NDP and
ROP.

2.5. Cross Border Impact
N/A.

3.     Description

3.1    Background and justification:

The Chapter 21 position paper provides the basis for the Structural Funds and Cohesion Fund
programming and implementation structures. The European Commission requires a clear
timetable for the setting up and strengthening of these structures.
As part of the ROP implementation system, the Intermediate Body set up within the South-
East Regional Development Agency will require support over the months before Romania
becomes a Member State at the beginning of 2007.
The twinning light project will further develop and strengthen the capacities of the above-
mentioned body to implement at regional level the ROP priorities, including coordination with
the priorities of Sectoral Operational Programmes that shall be implemented within the
South-East Development Region, in partnership with all stakeholders at national and regional
levels.
Further development of management and implementation capacities of the operations financed
under the ROP, as well as of the adequate capacity to monitor and evaluate the regional
projects will be strengthened taking stock of experiences of managing Phare ESC, under
EDIS.
Financial control and audit functions will be developed ensuring the transparent and correct
use of funds.
The focus of the training will be on developing those areas of competences needed to perform
the delegated tasks from the Managing Authority (Policy development, programming,
progamme monitoring and evaluation; Management of programme, implementation and
performance; Financial and management control).

The training will also target the potential beneficiaries of ROP. The main areas of training will
aim to develop the capacity of the beneficiaries to identify and elaborate good quality projects,


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especially for the urban priority of ROP that poses specific challenges in elaboration, due to
the lack of experience of the local authorities in the integrated projects.

Another area of training will be addressed to the potential beneficiaries, to develop their
capabilities of finding financial resources (multi-annual budgets, private public partnerships,
loans, etc) Also, the process of training will increase the capacity of the potential beneficiaries
to implement efficiently in the due time their projects. The potential beneficiaries will be
trained in the use of IT systems and tools – SMIS for technical programme reporting,

The twinning light project will build on the activities carried out under the Regional Twinning
Project RO 03/IB/SPP02, “Institution Building to Strengthen the Co-ordination Function
for Economic and Social Cohesion Policy Design and Implementation at Regional Level”.

The period during which this project will be implemented (2006-2007) will be a crucial time
for Romania in many ways. Specifically in the management of European Union development
investment funds, the Romanian institutions involved are now faced with major challenges
like:
   - Accreditation for the Extended Decentralised Implementation System (EDIS)
     under the Pre-Accession Instruments Phare and ISPA;
   - Meeting the commitments made under Chapter 21 of the European Union
     accession negotiations, regarding preparations for implementing the Structural
     Instruments in line with the accession target date of 1 January 2007.
Concerning EDIS, Romania is about to pass through Stage 4 of the accreditation process –
preparation for Commission’s decision - requiring effective implementation of procedures,
robust management and control systems and adequate administrative capacity in the
institutions managing Phare and ISPA funds.
As regards preparations for the Structural Instruments, the European Commission‟s
Comprehensive Monitoring Report on Romania‟s progress (October 2005) calls specifically
for continued action to strengthen administrative capacity across all main Ministries and other
relevant bodies involved in managing the future Operational Programmes.
A large scale recruitment programme is underway in the national government institutions
concerned and will continue well into 2006 to help meet these challenges. A central feature of
the administrative capacity building needed will be training of new and existing personnel in
the institutions concerned. This training will have to meet needs for instruction in the
implementation disciplines of both pre- and post-accession financial instruments, as well as at
beginner and more advanced levels. Training in these disciplines will be complemented by the
more generic type of training to be delivered under the Romanian Government‟s Civil
Servants‟ In-service Training Strategy, particularly the longer-term initiatives designed to
build management capacities in public institutions.

Increasing the institutional capacity of RDB and the RDA in order to ensure improved
knowledge and understanding of Structural Funds mechanisms for an effective absorption of
Structural Fund resources in the South-East Region is one of the most important outcomes
RDA intend to achieve.

In addition, a substantial pipeline of good mature projects with adequate co-financing will
be vital to ensure effective absorption of Structural Funds resources.

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In order to achieve both outcomes, following issues have to be addressed:

       -     Potential beneficiaries for structural funds projects;

       -     Local authorities committed to prepare integrated, mature projects with
             impact on the community and on the region, for the regional project pipeline;

       -     Sound financial capacity of Local Authorities to co-finance the projects;

       -     The co-financing modalities for SF are clearly established

This activity is important in the prospect of the South -East Region‟s preparation to become
an EU region and in using Structural Funds after the accession.

In this respect, it is necessary to continue developing the Agency as a professional
organisation addressing its future role as Intermediate Body for the implementation and
monitoring of ROP measures, for managing project pipeline and acting as effective executive
to the RDB, focusing on the following issues:

   -       Training and development to ensure support for the Agency‟s future roles
           including that of Intermediate Body (IB) after accession

   -       Support for the developing of the SF type Committees/Partnership Secretariat
   -       Consultancy and assistance to potential beneficiaries in order to ensure the
           increasing of regional stakeholders‟ skills for preparation and project
           prioritization; training seminars will be organised in this regard on project
           development, as well as regional meetings in each county with all regional
           stakeholders;
   -       Offering consultancy (help desk model) and assistance to potential beneficiaries
           in order to ensure the increasing of regional stakeholders skills for preparation
           and project prioritisation
   -       Presentation of project pipeline for Regional Development Board‟s approval and
           transmission to MEI.


3.2. The South-East RDA presentation
The South East Regional Development Agency (SE RDA) is a non-governmental organization
created with the purpose to contribute to the facilitation of the absorption of the EU Pre-
Accession Funds at regional level (South-East Region of Romania includes six counties -
Braila, Buzau, Constanta, Galati, Tulcea, Vrancea) through the management of the European
Programmes included in the Pre-Accession Strategy elaborated by the European Union, as
well as the promotion of the Regional identity.
The Law 151/ 1998 was the former law regarding regional development in Romania.
According to the this law, the Romanian territory was organized in eight Development
Regions. The South-East RDA was established according to this law and in the present is
organized and is developing the activities according to the Law 315/ 2004. This law was
approved by the Romanian Parliament on June 28th 2004, in order to update the legal
framework regarding regional developmet with the new requirements. This law confirms the
role and the status of both Territorial and National Structures for Regional Development. The
deliberative regional body which is established and operates in order to co-ordinate the

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activities of elaboration and monitoring resulting from the regional development policies is
the Regional Development Board to whom RDA is reporting.
The SE RDA is a non-governmental, non-profit and of public interest organization, with legal
personality that operates in the specific field of the regional development, co-operating with
similar structures from Romania and abroad, local authorities, SMEs, research institutes,
universities as well as with other structures involved in this sector. SE RDA has been created
in February 1999, as executive structure of the South East Regional Development Board.
SE RDA is the structure with the highest level of expertise within the South East Region of
Romania regarding the implementation of Phare Pre-Accession Funds, as well as regarding
the knowledge of Structural Instruments, taking in consideration the inputs for the elaboration
of the Regional Operational Programme 2007-2013 at national level.
In order to fulfil the task delegated as Intermediate Body for the Implementation of the
Regional Operational Programme in parallel with the continuation of the tasks related to the
implementation of the phasing-out Phare Pre-Accession funds SE RDA elaborated a
recruitment and training plan that stipulates the increasing of the number of personnel at 112.
Taking in consideration the fact that the new recruited personnel is coming from outside the
regional development system it is necessary to elaborate training plan.

3.3. Linked activities:
The National level Twinning project (RO02/IB/SPP/01/R02002/000-586.05.01.01/Sub-
component A2) – „‟Building EU Structural Fund compatible instruments and
capacities‟‟ - Building the legal, institutional, budgetary and operational structures required to
manage and implement EU Structural Funds after accession, taking into account the
experience and best practices of the Member States, and thereby accelerate the adoption and
application of the acquis communautaire in order to ensure tangible progress in accession
negotiations in the regional development field
   -   Support for Economic and Social Cohesion Policy implementation through
       developing the inter-institutional coordination and partnerships.
   -   Clarify responsibilities and attributions of the Managing Authority and
       Intermediate Bodies in relation with regional policy.
   -   Implementation of the multi-annual National Development Plan 2004-2006
       carried out in a way to provide capacity building for Structural Funds. Support
       and advice on drafting the regional development policy, the National
       Development Plan and the ROP for 2007-2013, and refining the legislation
       related to this domain.

The Regional level Twinning Projects RO 2003/IB/SPP/01-08, „‟Institution Building to
strengthen the coordination function for ESC Policy design and implementation” (8
regional twinning projects).
The projects are currently implemented in the eight development regions, and have as main
objectives to prepare the eight Regional Development Agencies to efficiently and effectively
fulfil their future role as Intermediate Bodies in the process of ROP implementation, to
enhance their role in leading regional and local partnerships, and to improve their
administrative and institutional capacities to identify, develop and manage projects financed
by EU.

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RO2002/000.586.05.01.04.02.02 -
„‟Development of schemes for regional development programme‟‟ - the specific objective
of this contract is to support the identification and design (including implementation
procedures) of strategic regional development programmes and projects in line with NDP
2007-2013 regional priorities and Regional Programming and Implementation Documents
(RPIDs).
RO2002/000.586.05.01.01.01 – „‟Programming and implementation of pre-accession
support for PHARE ESC and transition to Structural Funds‟‟ - The project purpose is to
improve the capacity of the Ministry of European Integration, the 8 RDAs and potential
beneficiaries in programming, implementation and management of ESC and ERDF type
projects.

“Technical assistance to local Project Implementation Units managing business-related
infrastructure projects” (RO 2002/000-586.05.01.01.04). The project provided training to
approx. 35 PIUs (local authorities representing the Local Beneficiaries of the selected
infrastructure projects) on all phases of the infrastructure project cycle (specific topics related
to the works contracts) and to MEI and RDA personnel on the implementation and monitoring
of infrastructure projects.

„‟Developing the administrative capacity of MEI for the management of Structural
Funds‟‟ - RO04/IB/OT-04 – National level Twinning project (commenced in January
2006). This project continues the process of institutional, administrative, programming and
implementing capacity building, needed to ensure the effective and efficient management of
the ROP and meeting the obligations assumed through the Complement Paper for Chapter 21
“Regional policy and Structural Instruments”.

Among other tasks, the twinning project will deliver training to the MEI and IB staff on the
following topics: internal audit, financial control and payments, compliance check, PMC, new
SF Regulations.

3.4.    Results:

       The South-East RDA, as Intermediate Body, will act in compliance with the
        provisions of the EC Regulations on Structural Funds 2007-2013 on the basis
        of written procedures approved by the Managing Authorities.

       RDA/IB staff and regional potential beneficiaries trained in Structural Funds
        related issues.

       Regional and local potential beneficiaries increased capacity to identify and
        develop projects eligible under the Regional Operational Programme 2007-13

Beneficiary‟s methodology and means for achieving the project results

The proposed methodology to progress with Structural Funds preparation is based on two
main categories of action:

     Training of SE RDA staff at advanced level (for those already experienced) as well as
      at basic level (for those newly recruited).
     Regional potential beneficiaries increased capacity in managing projects according to
      Structural Funds Regulations
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According to the Government of Romania‟s Single Plan of Action dated July 2005, the above
activities shall benefit of various technical assistance and training projects organised under the
coordination of the Ministry of European Integration, line Ministries and the Ministry of
Public Finance.
Therefore, this twinning light shall coordinate with other ongoing projects having the same
categories of target beneficiaries.
Also, the SE RDA has established an inter-functional Structural Funds Preparation Unit
(SFPI), working under the responsibility of the Director. The SFPI staff shall be the main
beneficiaries of the training, with the mandate to carry out the induction training to newly
recruited staff and also to facilitate preparation for Structural Funds of the potential
beneficiaries within the region.

3.5.    Activities:

This Twinning Light project aims to achieve the consolidation of the required structures for
the management and implementation of the European Union and national funding supporting
delivery of the Regional Operational Programme priorities and measures.
The project will work with the South-East Regional Development Agency (RDA), Regional
Development Board (RDB), Regional Committee for the Elaboration of the Regional
Development Plan (CRP) and their regional and local partners. All the activities envisaged
under this project will rely on the documentation and existing evidences from the previous
regional twinning project, RO2003/IB/SPP/02, assembling complimentarily the results.

Proposed methodology:

     Training of South-East RDA staff at advanced level (for those already experienced) as
      well as at basic level (for those newly recruited).
     Workshops with regional potential beneficiaries to increase capacity in designing and
      managing projects according to Structural Funds Regulations.

According to the Government of Romania‟s Single Plan of Action dated July 2005, the above
activities shall benefit of various technical assistance and training projects organised under the
coordination of line Ministries, Ministry of European Integration and the Ministry of Public
Finance. Therefore, this twinning light shall coordinate with other ongoing projects having the
same categories of target beneficiaries.

Activity 1. Preparation of RDA staff capacity to administrate Structural Funds

1.1. Consolidation of the required internal structures (Intermediate Body), for the
management and implementation of the European Union and national funding, by taking into
account the requirements of the SF Regulations for 2007-2013.

The activity shall mainly concentrate on preparing specific IB‟s internal structures for
compliant management of delegated attributions under the ROP implementation system, such
as:

       Project eligibility and technical appraisal


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      Project selection, contracting and monitoring

      Claims checking (verification, drafting verification reports and authorization)

      Information and publicity

1.2. Training and seminars for RDA/Intermediate Body‟s personnel

The seminars developed will address exclusively RDA staff and will take into account the
coordination with existing trainings implemented by Ministry of European Integration and
Ministry of Public Finance on similar topics. To that extend the MS will asses new training
needs or the modification of the topics for particular seminars in order to be replaced in due
time respecting the Twinning Manual Procedures.

The training is proposed to include the following indicative themes:

   1. Appraisal criteria – multi-criteria evaluation for the projects financed under the ROP
      priorities

   2. Verification of the expenses eligibility for the projects financed under ROP priorities

   3. Technical programme reporting, IT systems and tools – SMIS

   4. Checking of the audit trails and the authenticity test; Level I control for the projects
      financed under the ROP priorities

   5. State aid and competition issues

The above training shall be organised both at basic and a more advanced level. Each trainee
shall have to pass a comprehensive examination on the themes of the training.

Activity 2. Project Management

The total number of potential projects inventoried at the end of 2005 is approximately 200.
This volume illustrates ample awareness and likely demand. Projects are relatively
underdeveloped compared to the level or detail required during the formal appraisal process.
However, many projects are generally relatively small in value, homogenous in nature and are
sufficiently advanced at this early stage of the program cycle to offer confidence that they can
be developed further and then delivered within the restrictions of n+3 deadlines

To secure the institutional capacity and structures within the region to design and promote
effective projects under ROP it is envisaged that 2 types of actions are needed: training
workshops on specific topics and day by day assistance in order to guide the system‟s
development during the inception phase.

The workshops shall address to potential beneficiaries at all levels within the region, and will
envisage the following indicative themes:

   1. Training for identification of regional business and innovation infrastructure projects

   2. Identifying and supporting integrated projects under ROP

   3. Cross cutting themes (Innovation and Information Society, Equal Opportunities
      and Environment) in Structural Funds/ROP Implementation

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   4. The implementing procedure for the projects financed under ROP priorities (the
      obligations of the beneficiary: implementing, monitoring, payments and
      archiving)

   5. Identifying and developing financing sources for projects (project financing)

The trainees will be selected based on institution type (local public administration, private
sector, non profit and non governmental sectors), the role of the trainee person in the
organization and passed exposure to training process. To all these training modules selected
RDA staff will be included too.

The day by day support shall be targeted on IB‟s staff involved in project selection,
management and implementation

Activity 3. Increased awareness at local and regional level on types of projects eligible to
be funded under the Structural Funds

Another activity shall consist in inputs provided by a medium-term expert (who possibly shall
also deliver some of the above-mentioned training activities), who shall facilitate the work of
identification and development of the projects pipe-line by participation, together with
organiser RDA unit/staff, in meetings with potential beneficiaries. It is highlighted that this
activity is to focus on the regional dimension of the projects being promoted, and therefore the
expression “potential beneficiaries” is referred to individual authorities but especially to local
consortia of potential beneficiaries.
The medium-term expert shall support the RDA in organising:

      Workshops and training seminars with RDA experts and potential beneficiaries
      Materials for the organised events and information published via RDA communication
       channels (website, info bulletin).

3.6. Profile of the experts
The project is of max. eight months
The following number of experts should be available for the project implementation:
    - 1 MS Project Leader (PL)
    - 1 medium-term Expert, EU national
    - a pool of up to 6 EU Experts assigned to prepare and deliver training seminars,
      workshops, conferences and other specialized inputs, for a total of 40 to 50 working
      days in Romania.

The medium-term expert shall spent 50 to 60 days in Romania in the South-East Development
Region, working day by day within the Regional Development Agency
The budget should accommodate the inputs of a Project Leader who shall be a senior civil
servant, currently employed in a Regional Public Authority in his/her country of origin, that
assumes the responsibility of project implementation together with the Romanian Partner.
Requirements for the MS Project Leader:
    Civil servant having a higher position and long term working experience (min. 8
      years) within regional public administration managing or implementing SF (ERDF),
      preferably in Objective 1 Regions in the MS of origin
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     Proven technical and administrative skills in managing Twinning or Technical
      Assistance projects in Candidate Countries would be an asset
    Higher university education 4-5 years in economics, financial management, or other
      relevant specializations

Requirements for the MS medium-term expert:
    Civil servant with at least 5 years of working experience within regional public
      administrations, managing or implementing Structural Funds, preferably under
      Objective 1 in his/her country of origin
    Excellent knowledge of Structural Funds Regulations 2000-2006 as well as of the
      provisions included in the draft of the new Regulations 2007-2013
     Proven practical knowledge of Institution Building, Programming, project
      funding, and implementation
     Good experience in evaluation, monitoring, reporting and financial control
     Communication and proven training skills
     Coordination skills
     Computer skills
      High university education 4-5 years and university degree in economics or financial
       management and control


Requirements for the short-term experts:
    Civil servants with at least 5 years of working experience within regional public
      administrations managing or implementing Structural Funds, preferably under
      Objective 1 in their country of origin (specific requirement for short-term experts to
      come from designated Intermediate Bodies/Implementing Agencies in the twin
      Member State)
      Relevant higher university education 4-5 years and university degree in: engineering
       and other technical sciences, economics, law.

     Excellent and proved knowledge of Structural Funds Regulations 2000-2006/2007-
      2013
     Excellent English knowledge (written and spooken)
     Computer skills
     Training experience and good communication and presentation skills in the case of
      experts assigned for training preparation and delivery.
     Experience with identification and development of regional projects, under the
      Objective 1 Regions
The MS institutions that submitt twinning offers will belong to the regional
administrations in their country of origin, having specific technical skills and expertise in the
folloeing fields:
      Management and implementation of EU Structural Funds Regional Operational
        Programmes (ROPs), preferably in relevant Objective 1 regions of the bidding
        Member State;
      Partnership building at regional and local level;
      Training to apply the systems and procedures developed for programmes
        management and implementation; training in skills related to regional
        development and Structural Funds.
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The Member State institution will jointly work with RDA South-East and related regional
partnership structures in the process of preparation for the Structural Funds implementation at
regional level.
Together with agency and the regional and local stakeholders, it will be actively involved in
designing, implementing and monitoring regional implementation documents and structures
and in preparation of regional projects pipeline.
Jointly with the RDA South-East it will work in the implementationof all activities and, in the
achievement of the results provided by the Twinning Light Project Fiche. Also it will develop
a permanent co-operation and correlation with the national institutions, mainly with the MoEI
and the national twinning project and the team.
It is wishful that through this project to be improve the communication, understanding
and co-operation between the regions and between the regional and national level
authorities and decision-makers and to raise public awareness prior to accession in
2007.
In accordance with “twinning light” concept and procedures, each proposal will come from a
single MS, though it may include experts from others, who will work under the lead MS PL‟s
authority and responsibility. Consortia will not be allowed.
The RDA South-East shall provide the following facilities to implement the project:
- Office for medium and short term MS edxperts
- Adequate furnitures (office desk, chaires, etc)
- 1 phone with international line
- 1 portable computer for the project
- local area network access
- 1 desktop PC for use by the short-term experts, connected to the local network and internet
- small office supplies
- multimedia and retro-projectors, screen and flipchart, for special needs of the project
During the whole lifetime of the project, access to a photocopier, fax and space for meetings
will be secured by the Romanian beneficiary.
The SE RDA will co-finance the following expenditures: production and multiplication of
the materials, organisation of meetings (provison of training room/ facilities, refreshements,
coffee breaks), office expenditure (tonner, paper, etc).

3.7. Working language:
The working language of the project shall be English.

3.8. Reporting details: As provided by the Twinning Manual, revised version of May 2005,
section 6.4




4. Institutional   Framework
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Implementing Authority: The South-East Regional Development Agency
Contact Project Leader:
 Ms. Luminita MIHAILOV, Director of the South-East RDA, Project Leader

 Tel: 0040 239 611 086
 Fax: 0040 339 401 018
 e-mail: adrse@adrse.ro
 South East Regional Development Agency
 Piata Independentei 1, et. 5
 BRAILA Romania

During the whole lifetime of the project, strong correlation shall be developed by the regional
twinning partners with the Ministry of European Integration (MoEI), designated as Managing
Authority for ROP, and with the national level twinning project and team.
As business requires, the MoEI will participate in Project Steering Committee (PSC) that will
be created to monitor the project progress and impact on the South-East RDA (IB) preparation
for Structural Funds.
The MoEI and the PSC will formulate recommendations and concrete actions to be taken. The
Steering Committee will meet regularly to ensure proper co-ordination of the various project
activities, review the progress of the project and take the necessary corrective actions. The EC
Delegation will be invited to participate to the Steering Committee as an observer.


5. Detailed Budget

                     Phare                     Total        National        IFI     TOTAL
                   Support                     Phare       Cofinancing              (Euro)
                Investment   Institution      (=I+IB)
                  support     building

     Twinning                  150,000        150,000                              150,000
       light


The financial budget is structured within the limits of eligible costs with activities such as
training programmes, international hands-on experience, audit, translation and interpretation
costs and services and project publicity/results dissemination.

To match this amount the South-East RDA will support, besides the costs of facilities
indicated under 3.6 related section, all the necessary expenditures which are not eligible from
EU funds, and which will represent the parallel co-financing as indicated in section 11.2. here
below.




6.      Implementation Arrangements

                                                                                              14
6.1. Contracting Authority

The Central Finance and Contracts Unit (CFCU) will be the Contracting Authority and as
such be responsible for all procedural aspects of the tendering process, contracting matters and
financial management (including payments) of the project activities.

Contact:

Central Finance and Contracts Unit (CFCU)
Mrs. CARMEN ROŞU
Director CFCU
Bd. Mircea Voda 44, Sector 3, Bucharest, Romania
Phone No: +40 21 326 87 03
Fax No: + 40 21 326 87 30
E-mail: carmenrosu@cfcu.ro


6.2 Twinning
Implementing Authority:
The South-East Regional Development Agency

6.3 Non-standard aspects

The Phare Twinning Manual, version of June 2005 and sections referring to Twinning Light
procedures shall be applied for implementing this project.

6.4   Contracts

A Twinning Cntract will be concluded for this project.

7. Implementation Schedule

7.1 Start of tendering/call for proposals:      1Q / 2006

7.2 Start of project activity:                  2Q / 2006

7.3 Project Completion:                         4Q/ 2006




8. Equal Opportunity
                                                                                             15
Equal opportunities of the European Employment Policy will also be implemented under the
measures – first of all through securing equal access to services envisaged by the project.
Specific provisions for guaranteeing equal opportunity of access to activities, employment and
other benefits resulting from the project implementation will be developed. Gender related
indicators would be gathered and monitored throughout the project implementation to ensure
that corrective steps can be taken at an appropriate moment in the project cycle, and will be
included in the project impact assessment guidelines. The project will ensure an equal gender
representation related to the necessary competencies and abilities in developing the actions
programmed within the project. There will be ensured a fair selection of all participants in all
project fields. All personnel selection activities are to be developed under the European non-
discriminatory principles.

9.    Environment – N/A

10.   Rates of return – N/A

11.   Investment criteria – N/A

      11.1 Catalytic effect: N/A
      11.2 Co-financing: In addition to the beneficiary‟s in-kind contribution defined under
      section 3.6., the beneficiary will cover the costs of project implementation which are not
      eligible under EU funding, namely:

           Conference rooms and refreshments for the training seminars and workshops
           Office expenditures including consumables

      11.3 Additionality: N/A
      11.4 Project readiness and size:
      11.5 Sustainability:
      11.6 Compliance with state aids provisions: N/A
      1.7 Contribution to National Development Plan

12.   Conditionality and sequencing
N/A




ANNEXES TO PROJECT FICHE



1. Logical framework matrix in standard format
2. Detailed implementation chart
3. Contracting and disbursement schedule




                                                                                             16
ANNEX 1

LOGFRAME PLANNING MATRIX

LOGFRAME PLANNING MATRIX FOR:                                              Programme number
INSTITUTION BUILDING FOR ECONOMIC AND SOCIAL COHESION                      Contracting period expires:                     Disbursement period expires:
                                                                           30 November 2006                                30 November 2007
Regional level twinninglight   for preparation of      South-East Regional Twinning Budget: 150,000 Euro
Development Agency for implementation of Structural Funds 2007-2013



Project title:    Preparation of Regional        Development     Agency    for Programme number:
implementation of Structural Funds 2007-2013                                   Total Budget: 150,000 €                     Assumptions
Overall Objective                                       Objectively verifiable Sources of verification
                                                        indicators
 The overall objective of the project is to further IB‟s         systems     for Reports by the European Commission
develop the institutional and administrative capacities managing and controlling Compliance assessment reports issued by
of    the    South-East     Regional     Development the EU Structural Funds relevant SF bodies
Agency/ROP IB, to manage and implement with the defined
support of regional and local relevant stakeholders,
the Structural Funds under the Regional Operational
Programme




                                                                                                                                                          17
Project Purpose                                        Objectively verifiable Sources of verification               Assumptions and risks
                                                       indicators
To develop and improve the managerial and technical Analyses of the proposed Monthly information reports drafted by ROP and ROP implementation
capacity of the South-East Regional Development delegated attributions and the Twinning Partners                    system designed
Agency to achieve sound, transparent and efficient feedback to the ROP MA
management of European Union funding upon Internal                rules   and                                       Ministry       of     European
accession to the European Union in 2007 and to procedures drafted and                                               Integration seeks to promote
create a regional institutional framework dedicated to agreed                                                       self-interest     and    reduce
the coordination of the future Regional Operational                                                                 responsibilities allocated to
Programme at regional level;                                                                                        RDAs.

                                                                                                                              Sufficient financial resources
                                                                                                                              provided for the RDA to
                                                                                                                              develop activities in relation
                                                                                                                              with its post-accession role
                                                   Info. documents on the      Web site and info bulletin of South-East Sufficient financial resources
                                                   role and attributions of    Regional Development Agency              provided for the RDA to
                                                   Regional     Intermediate                                            develop activities in relation
                                                   Body,            Regional                                            with its post-accession role
                                                   Coordination/Partnership
                                                   Committee diseminated
Results                                            Objectively verifiable
                                                                               Sources of verification                        Assumptions and risks
                                                   indicators
The South-East RDA, as Intermediate Body,          Internal structures and     Internal organisational chart of the IB        ROP Implementation system
will act in compliance with the provisions of      organisation of the IB      Functionality     described     for     each   not defined
the EC Regulations on Structural Funds 2007-       designed and approved       department/unit of the IB, including inter-    Payment system and flow of
2013 on the basis of written procedures                                        connections within the agency                  funds not decided by the
approved by the Managing Authorities.                                                                                         relevant authorities
RDA/IB staff and regional potential                Training documents and      Relevant training documents
beneficiaries trained in Structural Funds          themes drafted                                                        County councils decrease or
related issues.                                    Seminars,      workshops,   Assessment report and conclusions on stop        investing     in  RDA
                                                   conferences organized in    training sessions drafted by the twinning administrative capacity.
                                                   partnership with local      partner
                                                   public authorities

Regional and local potential beneficiaries         6   potentially   eligible Detailed list of      investments projects
                                                                                                                                                               18
increased capacity to identify and develop       projects identified within approved and transmitted to the ROP MA
projects of regional business and innovation     the Region, 1 in each
infrastructure, eligible under the Regional      county, in partnership
Operational Programme 2007-2013                  with local authorities and
                                                 other relevant regional
                                                 stakeholders
Activities                                       Means                        Sources of verification                    Assumptions and risks
Consolidation of the required internal           The activities shall be      Attributions of each unit/department of    ROP elaborated
structures (Intermediate Body), for the          developed under the          the Intermediate Body elaborated and       Delegation of tasks agreed
management and implementation of the             direct coordination of the   incorporated     within   the   internal   between the ROP MA and IB
European Union and national funding, by          Romanian           Project   organizational documents                   It is assumed that the EC
taking into account the requirements of the SF   Leader. The twinning                                                    General Regulation and the
Regulations for 2007-2013.                       partners shall jointly                                                  Implementing Regulation are
                                                 define the attributions of                                              approved during the course of
                                                 each unit/department of                                                 the project, or shall not change
                                                 the Intermediate Body, in                                               considerably upon approval.
                                                 correlation    with    the   Job descriptions elaborated                The Regional Operational
                                                 implementation                                                          Programme submitted to the
                                                 framework and delegated                                                 European Commission shall not
                                                 attributions set up by the                                              change considerably during the
                                                 ROP MA                                                                  course of the project.
                                                                                                                         General public keeps interested
                                                                                                                         in EU related subjects
                                                                                                                         Local      authorities    remain
                                                                                                                         committed to prepare timely
                                                                                                                         high quality projects to feed the
                                                                                                                         regional portfolio pipeline
                                                                                                                         MEI and MPF clearly establish
                                                                                                                         ROP priorities and measures in
                                                                                                                         relation to SOP‟s.
                                                                                                                         National procurement rules and
                                                                                                                         eligibility criteria under ROP
                                                                                                                         not decided
                                                                                                                         Financial capacity of Local
                                                                                                                         Authorities allows            co-
                                                                                                                         financement of the projects and
                                                                                                                                                             19
                                                                                                                       also the co-financing modalities
                                                                                                                       for SF are clearly established


A. 5 training seminars on the following            Organization    of     5 Comprehensive assessment report and Not            enough        relevant
indicative themes:                                 seminars/workshops       conclusions,       including       clear representatives participating at
                                                                            recomendations, drafted by the twinning the seminars
                                                   The activities shall be partners
                                                   coordinated by a Project
                                                   leader and executed by
                                                   min. 5 MS short term
                                                   experts, and 1 MS
                                                   medium-term expert.
   1. Appraisal criteria – multi-criteria
      evaluation for the projects financed
      under the ROP priorities
                                                                                                                       The national framework related
   2. Verification of the expenses eligibility
                                                                                                                       to the eligibility of expenses is
      for the projects financed under ROP
                                                                                                                       not established
      priorities
                                                                                                                       SMIS is not designed/ finished
   3. Technical programme reporting, IT                                      List of training thematics
                                                                                                                       or not working properly
      systems and tools – SMIS                     Up to 50 trained
                                                   personnel                 Training documents, brochures             The delegated tasks from MA
   4. Checking of the audit trails and the
                                                                                                                       to IB are not clearly defined
      authenticity test; Level I control for the
      projects financed under the ROP
      priorities
                                                                                                                       Specific legislation     is   not
   5. State aid and competition issues
                                                                                                                       implemented

                                                                                                                    Lack of expertise of the
                                                                                                                    involved institutions
                                                   Organization     of    5 Comprehensive assessment report and Lack of interest of the
B. 5 seminars addressed to regional potential
                                                   seminars/workshops,      conclusions, with clear recommendations beneficiary       to     actively
beneficiaries on the following indicative
                                                   with representatives and drafted by the twinning partners        participate at the seminars
                                                                                                                                                           20
themes:                                          key persons from the
                                                 local public authorities                                    Not        enough        relevant
                                                 and other relevant local                                    representatives from the local
                                                 and             regional                                    authorities participating at the
                                                 stakeholders;                                               seminars

                                                 The activities shall be
                                                 coordinated by a Project
                                                 leader and executed by
                                                 min. 5 MS short term
                                                 experts, and 1 MS
                                                 medium-term expert.
                                                                                                             The correlation between the
   1. Training for identification of regional
                                                                                                             ROP and the Competitiveness
      business and innovation infrastructure
                                                                                                             SOP is not sufficient
      projects
                                                                                                             Elaboration     of      relevant
   2. Identifying and supporting integrated
                                                                                                             methodologies and guidance is
      projects under ROP priorities
                                                                                                             delayed
                                                                                                             The specific legislation is not
   3. Cross cutting themes (Innovation and
                                                                                                             enough known and badly
      Information       Society,     Equal
                                                                                                             implemented
      Opportunities and Environment) in
      Structural Funds/ROP Implementation                                    List of training thematics
                                                 Up to 100 persons trained                                   Lack of awarness from the local
   4. The implementing procedure for the                                     Training documents, brochures
                                                                                                             authorities   towards       the
      projects financed under ROP priorities
                                                                                                             importance of the project
      (the obligations of the beneficiary:
                                                                                                             management
      implementing, monitoring, payments
      and archiving)
                                                                                                             Lack of multi-annual public
   5. Identifying and developing financing
                                                                                                             budgets
      sources for projects (project financing)
                                                                                                             Insufficient provisions of the
                                                                                                             public     finance    legislation
                                                                                                             reffering to the private public
                                                                                                             partnership and credit issues
                                                                                                                                                 21
C. Increased awareness at local and regional
level on types of projects funded by European
Union:
                                                 Transfer of expertise   Up to 10 prepared project fiches   Lack of interest from the
Facilitation of the work of identification and
                                                                                                            potential beneficiaires
development of the projects pipe-line
Preconditions
 N/A




                                                                                                                                        22
                          DETAILED IMPLEMENTATION CHART (PHARE 2004 FUNDS)



ANNEX 2
DETAILED IMPLEMENTATION CHART

             COMPONENT           2004                 2005                  2006                    2007

Calendar                       S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S
Months
Regional Twinning Light                                           D D C C C C C I I I I I I   I I

                               D = Design
                               C = Contracting      R = Review
                               I = Implementation   X = Closure




                                                                                                           23
ANNEX 3
CONTRACTING AND DISBURSEMENT SCHEDULE

              31/03/   30/06/    30/09/   31/12/   31/03/
              2006      2006     2006     2006     2007
 CONTRACTED            150,000


 DISBURSED                       0.75     0.75




                                                            24

				
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