(TCP PROJECT EXAMPLE)

I. PROJECT SUMMARY
(Brief description of the project expectations and outcome)

II. BACKGROUND AND JUSTIFICATION

The new X officially came into existence on _____. In common with most of Eastern Europe, X is in a phase of transition from a centrally planned, state-owned economy to a more open, market oriented economy. The agricultural sector is undergoing many changes including a drastic reduction in subsidies, which has resulted in a fall in food purchases leading to financial difficulties on farms and a drop in employment. X faces additional problems as it is a new state and most of its infrastructure was previously part of the X.

The total population of X in _____was ___ million. Industry/Water and Services are the most important sectors of the economy, contributing 49.7% and 44.9% respectively of the gross domestic product. The agriculture sector contributes 5.3 % of the GDP with the most important agricultural products being cereals, sugar beet and potatoes.

By East European standards X is highly industrialized. However much of its industrial infrastructure is old and in need of upgrading and maintenance. In addition it is now evident that past industrial practices have left a legacy of widespread environmental pollution. Appreciable contamination of the food chain with metals and industrial chemicals was confirmed during the review carried out under the previous FAO Project on " Strengthening of the Food Control in X"_____(TCP/XXX/_____, 1991-1992). Further FAO assistance was provided to ascertain the degree of contamination and develop analytical capacity for the "Control of Polychlorinated Biphenyls (PCB) Residues Contamination in Dairy and Meat Products", TCP/XXX/_____, 1993).

The TCP/XXX/_____ Project assisted X in the identification of food control deficiencies, which were common, both at federal and republic levels. The work plan was aimed at rehabilitating an antiquated, inadequate food control system through legislative updating, administrative and management improvement and training. The activities and the recommendations of the project were addressed mostly at improving coordination at federal level. Soon after the termination of the Project, the final division of X Federal Republic took place with the subsequent extensive organizational and infrastructural changes. Furthermore, during the transition phase food control activities were mainly aimed at providing an interim service. These factors clearly indicate the need to develop a new project designed to meet the exigencies of X.

X's food control system remains a very weak point with regulatory, administrative problems, lack of trained personnel and shortage of funds. An important step has recently been taken through the adoption of a food law establishing the X Food Research Institute as the principal government agency for food control and defining the responsibilities of other institutions involved.

The Government of X is concerned about the need for urgent action to provide the domestic consumer with a basic protective net against unsafe, adulterated and misbranded food. The Republic is largely self-sufficient in food production and has been exploring the possibilities for export. The contribution of food/animals to foreign trade was 4.5% of exports and 7% of imports in 1994. The Government is committed to accession to the European Union and is fully aware of the many problems that need to be resolved in the field of agriculture and food production, such as quality assurance, modern control techniques at production level, implementation of internationally adopted procedures for food import/export inspection and certification, and further upgrading of analytical capabilities. These efforts aimed at meeting international requirements and those of World Trade Organization's Agreements on the Application of Sanitary and Phytosanitary Measures (SPS) and on Technical Barriers to Trade (TBT), will certainly need more external assistance possibly through a larger project to follow-up on the present proposal.

At this stage, the urgent task remains of upgrading the existing structure into an effective and efficient regulatory state food control system. The scope of this task will include administration, organization, regulation, food inspection and laboratory, and the involvement of industry and consumers. FAO technical assistance is requested to design and implement the above task.

Institutional Framework
The Ministry of X will be the main host institution for this Project. Full support will be received from other government institutions involved in food control at various levels.

III. OBJECTIVES OF THE ASSISTANCE

The objective of the project is to assist X in strengthening its regulatory food control system in order to improve consumer protection by ensuring the safety and quality of the food supply, domestically produced as well as imported.

IV. PROJECT OUTPUTS (RESULTS)

The expected outputs of the project are the following:

- Improved coordination and management of food control activities;
- Revised and updated food regulations and standards in line with those of Codex Alimentarius;
- Improved laboratory management and analytical procedures; and
- Improved, modern inspection procedures and better trained and equipped inspectors.

V. WORK PLAN

Through this project X will be provided with on-site assistance in food control administration and management, including review of existing legislation and development of food quality, and safety standards and regulations; establishing and managing a modern food control system; strengthening food inspection services and management of food control laboratories including training in internationally-accepted analytical procedures for food control.

Study tours abroad will be organized for a group of 3 high-level officials to get acquainted with (1) food control administration, management and planning; (2) food inspection procedures, practices and programmes; (3) management and operation of food control laboratory.

The following schedule of activities is tentatively foreseen:

Month 1
Identification and recruitment of International Consultants in: (i) Food Control Administration and (ii) Food Standards and Regulations.

Identification and recruitment of National Consultants in: (a) Food Standards and Regulations; (b) Food Inspection; and (c) Food Laboratory Management.

National Consultants start work on collecting and classifying X regulations and standards.

Month 2
Assessment of existing food control activities, including organizations involved, functions, workload and staffing, training needs and other food control administrative matters. The International Consultant on Food Control Administration arrives in X for two weeks to carry out these activities in collaboration with the relevant national institutions. He/she will assist the Government in the selection of the candidate and the countries for the study tours.

Review of existing regulations and elaboration of recommendations for improving/modifying supporting regulations and rules taking into account Codex standards and recommendations, and the new X food law. The International Consultant on Food Standards arrives in X for two weeks and carries out the review assisted by the corresponding National Consultant and in collaboration with the relevant authorities.

Month 3
Identification and recruitment of the International Consultants in (i) Food Laboratory Management (TCCT) and in (ii) Food Inspection.

The National Consultants assist in the follow up on the tasks and interim recommendations agreed on during the missions of the International Consultants on Food Control Management and Food Regulations.

Month 4
Assessment of the existing food laboratory network capabilities, including analytical methods, performance standards and the needs for equipment, supplies and personnel training. The International TCCT Consultant assisted by the National Consultant will carry out this assessment during a two-week mission. A list will be prepared of recommended laboratory equipment and supplies to be purchased with the project funds. The International Consultant will assist the Government in the selection of the candidate and the countries for the study tour in laboratory management

The laboratory equipment is ordered with a view of having it in X by month 8 of the project time schedule.

Arrangements are initiated for the study tours for the three X officials in two European countries.

The National Consultants in Food Regulations and in Food Inspection continue their follow up and preparatory work.

Month 5
Evaluation of existing food inspection procedures, equipment and supplies, personnel training needs, import inspection procedures and sampling methods. The International Consultant on Food Inspection during a mission of two weeks assisted by the National Consultant and the relevant institutions will make visits to food industry and regional and local control offices. The Consultant will prepare a list of the needed inspection equipment/supplies required for conducting an adequate inspection programme. He/she will present an outline for an Inspector's Manual for use by X inspectors. The Consultant will assist the Government in the selection of the candidate and the countries for the study tours in food inspection.

Equipment/supplies for the inspectors and for the training activities are ordered.

Arrangements for the study tours in two European countries are continued.

Activities related to food control management, regulations and food laboratory management agreed upon during the missions of the corresponding International Consultants are pursued with the participation of the National Consultants.

Month 6
The three X officials travel for one week to one selected country on their first study tour covering Food Control Administration, Food Inspection and Food Laboratory Management.

The National Consultant on Food Inspection follows up on the preparation of the Inspector's Manual.

Month 7
Project activities as agreed during the consultants' missions are pursued - regulatory update, food inspectors' manual, and a laboratory assessment.

Month 8
Review of progress in legislative and regulatory harmonization. The International Consultant in Food Standards and Regulations arrives for a second one-week mission to carry out the review, assisted by the National Consultant and the relevant institutions and to advise and make recommendations as required.

The National Consultant of Food Laboratory Management makes preparations for the training course for laboratory personnel.

Review of progress made through a one-week technical backstopping mission (TOR Annex 1.8).

Month 9
One-week training course for laboratory personnel, establishment of certification testing procedures for qualifying food control laboratories, introduction to internal Analytical Quality Assurance programme and identification of a national reference laboratory. The International TCDT Consultant on Food Laboratory Management arrives for a second three-week mission to carry out the training assisted by the National Consultant and to advise on the identification of the reference laboratory.

The three selected Slovak officials travel to the second selected country on the second one-week study tour covering Food Control Management, Food Inspection and Food Laboratory Management.

Month 10
The International Consultant in Food Inspection returns to X for a second two-week mission to conduct inspection and sampling training, review and advise Inspector's Manual, and make recommendations for a coordinated food inspection programme

Month 11
Development of a proposal for an effective regulatory food control system, review and harmonization of findings and recommendations from the International Consultants on Food Regulations, Food Inspection and Food Laboratory Management. These activities are carried out by the International Consultant on Food Control Administration during his/her second two-week mission in close collaboration with his/her counterpart and the National Consultants.

Month 12
Technical Division review and terminal statement preparation.

VI. CAPACITY BUILDING

The project develops local food control capacity by providing on-site assistance in food control administration and management including review of legislation and development of food quality and safety standards and regulations. Training is an important component of the project. In-country training is provided to laboratory analytical staff, laboratory management and food inspectors. Study tours are provided for 3 senior food control officials in (1) food control administration, management and planning; (2) food inspection procedures, practices and programmes; and, (3) management and operation of food control laboratory, will provide direct exposure to internationally accepted procedures and practices and provide experience in the day to day running of these activities.

VII. INPUTS TO BE PROVIDED BY FAO

Personnel

International Consultants
- One international expert in food control administration -(4 weeks, TOR Annex 1.1) to assist in developing an agreed administrative model for the establishment of a food control structure. The consultancy will involve two missions of two weeks each.

- One international expert in food standards and regulations -(4 weeks, TOR Annex 1.2) to assist in developing, implementing and updating existing food standards regulations in cooperation with the concerned national institutions. The consultancy will consist of two missions, one for three weeks and a follow-up mission of one week.

- One international expert in food inspection - (4 weeks, TOR Annex 1.3) to assist in developing adequate inspection procedures and programmes and carry out training. The consultancy will consist of two missions of two weeks duration each.

One international specialist recruited under TCCT scheme in food laboratory management - (5 weeks, TOR Annex 1.4) to assist in the assessment of the existing laboratory services, make recommendations for improvement and carry out training. The consultancy will be undertaken in two missions, one of two weeks and one of three weeks.

National Consultants
- Slovak experts with extensive knowledge in specific areas of food control in the country will be used to contribute their experience by working together with the International Consultants, assisting and acting as resource persons during training and assuring continuity and follow-up of activities between and after the visits of the International Consultants.

- National Consultant in food standards and regulations (8 weeks, TOR in Annex 1.5) to help prepare a collection of _____ normative texts, and to work with the corresponding International Consultant in the review of the food legislation.

- National Consultant in food inspection (6 weeks, TOR in Annex 1.6) to help during the training of inspectors and assist with the preparation of Inspectors Manual.

- National Consultant in food laboratory management (8 weeks, TOR in Annex 1.7) to assist in the assessment of the laboratories and during the training course.

Technical Backstopping Mission
An FAO technical officer will undertake a one-week backstopping mission towards the middle of the project's life. (Terms of Reference in Annex 1.8)

Official travel
Official travel of the consultants within the country is included in the project budget.

General operating expenses
Provision is included in the project budget for some general operating expenses related to the project at country level, including translation/interpretation services, as well as reporting costs.

Supplies and materials
Training equipment including audio visual equipment such as overhead projectors, whiteboard, etc. to facilitate training in food inspection/sampling and food laboratory work (US$ 5,000)

Equipment and materials
- laboratory equipment and supplies to upgrade the analytical capacity and facilitate detection of trace contaminants in food. A tentative list is attached as Annex 2 and needs will be confirmed by the Consultant on Food Laboratory Management.
- (US$ 45,000)

Direct operating expenses
Provision is included for direct operating costs related to project activities at FAO Headquarters.

Training
Provision is included for two-week study tours for a group of three high-level officials to two suitable European countries with a more highly developed food control structure (probably _____ and _____.). Each study tour will be of one-week duration and will include visits and internal travel. The three selected _____ officials will cover three different areas of food control as Food Control Management, Food Inspection and Food Laboratory Management.

Two in-country training courses of one-week duration each. The International Consultants with the aim of training selected food control personnel will carry these out. The first workshop will be organized for 15 analysts on laboratory management, administration and quality assurance and the second for 25 food inspectors on food inspection and sampling with emphasis on export foods.

VIII. REPORTING

The four International Consultants will prepare and submit technical documents at the end of their consultancies.

The three National Consultants will submit reports on their observations during their consultancies.

The three participants in the study tours will submit a report on their observations.

In accordance with established procedures, FAO Headquarters will finalize the preparation of a terminal statement for the project, which will be submitted to the Government of X.

IX. GOVERNMENT CONTRIBUTION AND SUPPORTING ARRANGEMENTS

The Government counterpart institution will be the Ministry of _____. The Government counterpart will provide office premises, training accommodations, and secretarial assistance as required.

The Government of X will provide technical personnel to work with the Project international staff to facilitate communication between officials and consultants and will ensure the release of personnel to be trained at, or participate in, courses that are arranged as part of this project.

Participants in the study tours will also be nominated by the counterpart institution in consultation with other relevant ministries, institutions and bodies, with the participants being continued to be paid by their substantive employers during the period of the tours.

The Government will assure the sustainability of the project through implementation of the recommendations, particularly those in the areas of legislation and regulations, and structural and managerial reorganization.

The Government will be committed to a continuous strengthening and upgrading of the regulatory food control through further development of inspection capacity, particularly at the production stage, enhancing laboratory analytical and performance capacity. In addition to providing national funds, consideration will be given to a follow-up project and to approaching potential donors for funding.

PROJECT BUDGET COVERING FAO INPUTS
(In US Dollars)

Country: X

Project title: Strengthening Food Quality Control

Project number: TCP/XXX/_____

Annex 1.1

TERMS OF REFERENCE

International Consultant on Food Control Administration

(4 Weeks in Two Missions)

The consultancy will be undertaken in X and other centers when and if appropriate. In consultation with relevant X authorities, the consultant will:

First Mission
1. Review and assess the existing system of food control administration and management and make recommendations for restructuring operating/administrating procedures so as to minimize duplication between ministries and institutions and improve coordination and cooperation among them.

2. Consider the findings and recommendations of the experts in food inspection and food laboratory management when reviewing the present and potential organizational structure for food control.

3. Participate with appropriate counterpart officials in the process of selecting the participant for the food control administration, management, organization and planning study tour.

4. Prepare an interim report of activities carried out with recommendations

Second Mission
1. Review all the activities performed by all the consultants and study tour participants and local training.

Prepare a final report as appropriate, stating findings, conclusions and recommendations. (Reports are to be in English. In addition to the printed version, a copy of the word processing file in Microsoft Word format version 6 or compatible version is to be provided on a diskette.)
2.

3 Prepare a draft Terminal Statement of the project in accordance with FAO/TCP procedures for finalization and submission by FAO to the Government of Slovak.

Qualifications:
University degree in Food Science, Food Chemistry, Food Technology and extensive experience in organizing and managing food control systems, food contamination surveillance programmes. Experience at national and particularly international level is required. Knowledge of conditions in Central and Eastern Europe would be an advantage.

Annex 1.2

TERMS OF REFERENCE

International Consultant on Food Standards and Regulations

(4 Weeks in Two Missions)

The consultancy will be undertaken in X and other centers when and if appropriate. In consultation with relevant X authorities, the consultant will:

First Mission
1. Review and analyze the existing regulations relating to food control and food quality standards, and any proposed revisions making recommendations for _______ improvement where appropriate.

2. Assess the objectives to be attained by such regulations, particularly with respect to harmonization with EU technical regulations and international standards such as Codex Alimentarius, and with respect to a market-oriented economy.

3. Draft and discuss with responsible authorities recommended food control standards and regulations and/or amendments to existing standards or regulations.

4. Provide advice and assistance, as necessary, on technical concepts relevant to an effective regulatory framework for food control standards and regulations in a market oriented economy.

5. Prepare interim report at the completion of the mission undertaken stating findings, conclusions, recommendations and draft standards and regulations. (*Reports are to be in English. In addition to the printed version, a copy of the word processing file in Word 6 or compatible software is to be provided on a diskette.)

Second Mission
1. The International Consultant in Food Standards and Regulations arrives for a second one-week mission to carry out the review, assisted by the National Consultant and the relevant institutions and to advise and make recommendations as required.

2. Prepare final report stating findings, conclusions, recommendations and revised final standards and regulations

Qualifications:
Degree in appropriate are: Law, Food Technology, and extensive experience in food legislation and food regulations. International experience, particularly with Codex Alimentarius texts and European Union regulations required. Knowledge of regulatory conditions in countries of Central and Eastern Europe will be an advantage.

Annex 1.3

TERMS OF REFERENCE

International Consultant in Food Inspection

(4 Weeks in Two Missions)

The consultancy will be undertaken in X and other centers as and if appropriate. In consultation with relevant X authorities the consultant will:

First Mission
1. Review existing inspection and sampling activities and make recommendations for improvement.

2. Review the inspection systems for food import and export and make recommendations for improvement.

3 Participate with appropriate counterpart officials in the process of selecting the participant in the food inspection procedures, practices and programming study tour to be funded by the project.

4. Prepare interim report stating findings, conclusions and recommendations. (Reports are to be in English. In addition to the printed version, a copy of the word processing file in Word 6 or compatible software is to be provided on a diskette.)

Second Mission
1. Prepare and conduct a 5-day training course on food inspection and sampling methods and techniques with emphasis on GMP's, Hygiene and the application of HACCP for appropriate inspection.

2. Assist in the preparation of a food inspection manual.

3. Prepare final report* stating findings, conclusions and recommendations and a set of training material.

Qualifications:
University degree in Food Science, Food Technology or related fields, with experience in the organization and management of food inspection services at domestic level and for import/export inspection. Experience with EU and Codex recommended procedures is required. Experience in training is desirable.

Annex 1.4

TERMS OF REFERENCE

International Consultant in Food Laboratory Management

(TCCT Expert 5 weeks in Two Missions)

The consultancy will be undertaken in X and other centers as and if appropriate. In consultation with relevant X authorities the consultant will:

First Mission
1. Review and assess the food analytical laboratory structure, organization, capability personnel staffing levels and training needs, and make recommendations to strengthen them.

2. Survey available laboratory equipment against analytical needs, including methods of analysis, particularly related to chemical contaminants and veterinary drug residues. Recommend improvements where needed to meet international standards.

3. Provide guidance for the establishment of an internationally recognized system of certification for food control laboratories.

4. Identify and make recommendations on the selection of a food analysis central reference laboratory.

5. Make recommendations for laboratory equipment purchases.

6. Participate with appropriate counterpart officials in the selection of the participant in the food control laboratory management study tour to be funded by the project.

7. Prepare interim report* stating findings, conclusions and recommendations.

Second Mission
1. Prepare and conduct a 5-day training course on food control laboratory management for appropriate laboratory staff.

2. Prepare final report stating findings, conclusions and recommendations and a set of training material used. (Reports are to be in English. In addition to the printed version, a copy of the word processing file in Word 6 or compatible software, is to be provided on a diskette.)

Qualifications:
University degree in Analytical Chemistry or Food Chemistry with extensive
experience in food laboratory management, particularly in analytical quality assurance and good laboratory practice. Experience in training is desirable.

Annex 1.5

TERMS OF REFERENCE

National Consultant in Food Control Standards and Regulations

(8 Weeks)

Under the guidance of the Project Management and in close collaboration with the corresponding International Consultants, the National Consultants will:

1. Collate and classify the active existing _____ food control standards and regulations.

2. Prepare a short outline of the status of harmonization of _____ food control regulations with those of the European Union and Codex documents.

3. Work with the International Consultant on Food Standards and Regulations during her/his mission in the country and assist in the analysis and interpretation of the national normative documents.

4. Follow up on the instructions and recommendations left by the International Consultant between her/his missions.

5. Prepare a short report of observations and recommendations resulting from the consultancy.

Qualifications:
University degree in appropriate field. Extensive experience in the generation and application of the national food legislation and regulations and the workings of the national food control system. Working knowledge of English is desirable.

Annex 1.6

TERMS OF REFERENCE

National Consultant in Food Inspection

(6 Weeks)

Under the guidance of the Project Management and in close collaboration with the International Consultant on Food Inspection, the National Consultant will:

1. Collate and classify _____ regulations and procedures for food inspection at domestic level and for import.

2. Work with the International Consultant on Food Inspection during her/his missions and assist in the preparatory stages for an Inspector's Manual for _____. Follow up on the instructions of the International Consultant between her/his missions, concerning the preparation of the training and the Inspector's Manual.

3. Assist the International Consultant during the field missions and training.

4. Follow-up, specifically on the preparation of the Inspector's Manual.

5. Prepare a short report of the observations resulting from the consultancy.

Qualifications:
University degree in appropriate field; good experience in food inspection/sampling procedures, management of inspection programmes and inspection/laboratory interaction. Good knowledge of the functioning of the national food control system required. Knowledge of English is desirable.

Annex 1.7

TERMS OF REFERENCE

National Consultant on Food Laboratory Management

(8 Weeks)

Under the guidance of the Project Management and in close collaboration with the
International Consultant on Food Laboratory Management, the Consultant will:

1. Work with the International Consultant and assist in the assessment of the status of the laboratories and their analytical performance.

2. Follow-up between the two missions of the International Consultant particularly in the preparation of the training course.

3. Assist during the training course.

4. Prepare a short report of her/his observations during the consultancy.

Qualifications:
University degree in appropriate field; good experience in food laboratory work both at bench and managerial level; good knowledge of the country's food laboratory status and the functioning of the whole food control system is essential. Working knowledge of English is desirable.

Annex 1.8

TERMS OF REFERENCE

Technical Backstopping Mission

Under the overall supervision of the Chief, Food Quality and Standards Service, Food and Nutrition Division, the Technical Officer assigned to perform this mission in consultation with the Project counterpart and other relevant official of the Government of X will:

1. Review the course of the _____ Project implementation in accomplishing its planned activities and objectives.

2. Identify any constrains and/or problems which need to be overcome or corrected.

3. Review the implementation of Project activities as compared with Project time schedule and work plan.

4. Review expenditures for various activities in order to assure that budgetary commitments are met.

5. Assess the needs for changes, additions or deletions in planned activities and make recommendations as necessary.

6. Prepare a report on the main findings and recommendations of the Mission.

Annex 2

Equipment, Materials and Supplies

(Provisional list US$)

Capillary GC with split, splitless injector. FID and ECD detectors. Capillary columns and data processor Integrator - $30,000

UV-VIS Spectrophotometer, Spectrum Scanning Programme, Dot matrix printer, and quartz cuvet with cap. Tungten Lamp and Deuterium Lamp - $7,000

Analytical balances $4,000

Water bath $1,000

hotplate / stirrers - $500

Automatic micropipettes - $1,000

Hand held micro-filtration kit $1,000

glassware - $3,500

microbiological media $1,000

certified standards $1,000