REQUEST FOR TENDER (RFT) DEVELOPMENT OF AN ONLINE HARMONIZED CUSTOMS AND EXCISE TARIFF DATABASE AND REFERENCE TOOL. RFT Number: TFRM/03/2010

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1 REQUEST FOR TENDER (RFT) DEVELOPMENT OF AN ONLINE HARMONIZED CUSTOMS AND EXCISE TARIFF DATABASE RFT Number: TFRM/03/2010 Closing Date FRIDAY, 07 th JANUARY 2011, at 15H00 (Namibian Time) Postal & Physical Address Southern African Customs Union (SACU) - Secretariat Private Bag Corner Robert Mugabe & Sam Nujoma Avenue Windhoek, Namibia Technical Enquiries Mr. Yusuf Daya Deputy Director: Trade Facilitation Tel: (264) Fax: (264) Yusuf.Daya@sacu.int

2 SACU Secretariat Page 2 of 10 TABLE OF CONTENTS 1. INTRODUCTION OBJECTIVE SPECIFIC REQUIRMENTS APPROACH DELIVERABLES RESPONISBILITY OF THE SECRETARIAT TIME FRAME SUBMISSION TENDER PROPOSAL FINANCIAL ARRANGEMENTS CONFIDENTIALITY OWNERSHIP OF TENDERS MODIFICATION OF TERMS REQUEST OF INFORMATION TENDER FORMAT EVALUATION OF TENDERS & AWARD CRITERIA APPENDIX A FORMAT OF PROPOSAL... 9

3 SACU Secretariat Page 3 of INTRODUCTION 1.1 The Southern African Customs Union (SACU) is the oldest customs union in the world, established in It consists of five member states, namely Botswana, Lesotho, Namibia, South Africa and Swaziland. Article 18(a) of the Agreement provides for the free movement, within the Common Customs area, of domestically grown, produced or manufactured products. This free movement relates specifically to the elimination of customs tariffs and quantitative restrictions on trade among Member States. Article 22 of the 2002 Agreement further requires Member States to apply similar legislation with regard to customs and excise duties. SACU Member States therefore do not apply duties to trade within the Common Customs Area but do apply a common external tariff vis-a-vis third parties. This common external tariff includes Most Favoured Nation rates applied to imports from the rest of the world as well as preferential rates applied to products originating from trade partners with whom SACU has negotiated trade agreements. Member States also apply identical excise duties and ad valorem customs duties as reflected in the relevant schedules of the respective Member States Customs and Excise Acts. In support of this, Member States also do not have rules of origin on trade amongst themselves. Once a good enters the Customs Union it does not need a Rule of Origin certificate to move across borders inside the Customs Union. Rules of Origin is only applicable on goods coming into the Customs Union from third parties and also forms an integral part of the common customs regime in SACU. This Common External Tariff and common excise regime provides a cornerstone of the customs union and SACU s relationship with third parties. 2. OBJECTIVE 2.1 The objective of this exercise is the establishment of an online web based database and reference tool for the entire harmonised SACU tariff regime, in a central location that is accessible for internal and external use. This will include: ordinary customs duties; specific excise and specific customs duties; ad valorem excise and ad valorem customs duties; anti dumping, safeguard and countervailing duties; and rebate and duty drawback provisions; and any other relevant duties applicable and functioning as part of the common SACU tariff regime. Internally, the database will serve as a research and planning tool and also assist in trade negotiations. The database will also provide a valuable resource for traders and other interested parties who wish to access information on the customs and excise duty rates applicable across the Customs Union. 2.2 The SACU Secretariat therefore wishes to appoint registered Consultant(s) in SACU Member States to an develop an online web based database and reference tool for

4 SACU Secretariat Page 4 of 10 the entire harmonised SACU tariff regime and also to assist the Secretariat to house a reliable tariff database. 2.3 The purpose of this RFT is to provide the prospective supplier with a guideline of requirements for the required proposal. 3. SPECIFIC REQUIRMENTS The online web based version of the harmonised customs tariff database and reference tool needs to provide for the following: a) The system needs to be web-based and be accessible on the internet via the SACU website ( b) Relevant Secretariat officials need to be capacitated to manage, update and maintain the system; c) Information will have to be inputted manually. The Service provider will be required to ensure that all content for the system is correctly captured and indexed. Where available pdf and spreadsheet files containing information will be made available; d) Users of the systems will be required to register a username and password with the Secretariat in order to access the system; User/administrators specifications and security measures should be built into the version (model/website) so as to ensure authenticity and accuracy of the information/data; e) The display page should contain a contents page that provides the titles of the respective schedules and sections; f) A list of explanatory notes on the tariff book as well as notes on the statistical units used in the tariff book. These need to be included and should form a part of the general content page; g) The Schedule headings need to provide drop down menus for the sections and chapters contained therein; h) Accessing a particular schedule should provide the entire content of the schedule; i) Accessing a section should provide information on the chapters contained therein, Accessing a chapter should provide the entire content of the particular chapter; j) The information for each of the schedules, sections and chapters should be presented in the same form as they appear in the tariff book. In addition to the HS codes, product descriptions and statistical units of measure, this will include the applicable tariff rates for Most Favoured Nation (MFN); the European Free Trade Area (EFTA); the Southern African Development Community (SADC); the Trade Development and Cooperation Agreement with the European Union (TDCA); and any other rates as determined by the Secretariat. k) The database should provide a search function by product description, key word or product code. All products related to the description, key word or code need to be displayed and be available for selection by the user.

5 SACU Secretariat Page 5 of 10 l) Selection of a product or product code needs to present the entire content of the relevant chapter m) Each Schedule, Section and Chapter should contain a link to the legal notes associated and relevant to the schedule, section or chapter; n) Information in the various schedules, chapters and trade agreements should be cross referenced in such a way that upon selecting a particular product or product code all relevant information from the various schedules, chapters and/or trade agreements related to that product or product code is also displayed; o) User should be able to extract information into spreadsheets, pdf or print functions; p) The system should provide a link to the texts of trade agreements concluded by SACU; and q) An electronic user manual/help function for the online reference tool has to be developed. 4. APPROACH 4.1 The consultant(s) will meet with relevant officials of the Secretariat to discuss the issues identified in the Terms of Reference. The Consultants will be expected to develop a pilot tariff database and reference tool, including a pilot user interface, for consideration and approval by the Secretariat prior to developing the full database. 4.2 The consultant(s) should be highly familiar with the development and hosting of databases and user interfaces. The consultant(s) should also be familiar with the structure of the Tariff Book. 5. DELIVERABLES 5.1 The consultant(s) will produce pilot version for consideration and testing by the Secretariat within eight weeks. A final live version of the database incorporating all changes and information should be available for launch within twelve weeks. 5.2 The consultant(s) will also produce a detailed process for monitoring and evaluating progress on a continuous basis. 5.3 The database should be launched on date determined by the Secretariat. 6. RESPONISBILITY OF THE SECRETARIAT 6.1 This consultancy will be managed by the SACU Secretariat. 7. TIME FRAME 7.1 It is anticipated that this consultancy will be undertaken within a period of twelve weeks.

6 SACU Secretariat Page 6 of SUBMISSION TENDER PROPOSAL 8.1 The tender proposal should be delivered by hand to the address specified herein in six (6) hard copies, suitable for redistribution. All envelopes should be sealed and clearly marked as indicated below: DEVELOPMENT OF AN ONLINE HARMONIZED CUSTOMS AND EXCISE TARIFF DATABASE RFT Number: TFRM/03/2010 The deadline for submission of the Tender is 15h00 on Friday 07 th January FINANCIAL ARRANGEMENTS 9.1 Bidders are solely responsible for their own costs in preparing the Tender. 9.2 Payments for all services covered by this RFT shall be made upon receipt of appropriate invoices and the satisfactory completion of work. 9.3 The term of payment is 30 days from the date of receipt of an appropriate invoice. 10. CONFIDENTIALITY 10.1 Tenders submitted will not be revealed to any other bidders and will be treated as contractually binding All information pertaining to the SACU Secretariat obtained by the bidder as a result of participation in this RFT is confidential and must not be disclosed without written authorisation from the Executive Secretary of the Secretariat. 11. OWNERSHIP OF TENDERS 11.1 All tender proposals, including supporting documents, submitted to the Secretariat become the property of the Secretariat. 12. MODIFICATION OF TERMS 12.1 The SACU Secretariat reserves the right to add, modify or omit certain portions of the Tenders scope at any time at its sole discretion. This includes the right to cancel this RFT at any time prior to entering into a contract with the successful bidder.

7 SACU Secretariat Page 7 of REQUEST OF INFORMATION 13.1 Prospective bidders have right to request clarification regarding this RFT or any other information such as personal details for employees. 14. TENDER FORMAT 14.1 Bidders are requested to address the issues and requirements as per Appendix A in order to ensure that each tender proposal receives full consideration No faxed or ed copies will be considered. 15. EVALUATION OF TENDERS & AWARD CRITERIA 15.1 Eligibility Only tender proposals received as specified in Appendix A of this Document will be considered for evaluation Tenders will not be evaluated if the bidder s current or past corporate 15.2 Qualification Criteria or other interests may, in the Secretariat s opinion, give rise to a conflict of interest in connection with this RFT Tender proposal will be evaluated against the following qualification criteria: Completeness of tender documentation as specified in Appendix A and 15.3 Award Criteria other sections of this document The provision of service will be awarded to prospective bidder on the basis of the most economically advantageous proposal applying the following award criteria, listed in order of priority: Proof of technical knowledge in the area of the required focus of the study; Quality of the proposed approach and understanding of the assignment; Proof of previous relevant experience; Proof of qualifications and skills composition of the Team who will undertake the study;

8 SACU Secretariat Page 8 of Availability of consultant(s) to undertake the study; and Costs of undertaking the study (including any specified costs related to travel, accommodation, printing; binding and copies) Sound methodology

9 SACU Secretariat Page 9 of APPENDIX A FORMAT OF PROPOSAL Bidders should address all the issues and requirements in the sequence in which they appear in this Appendix General Information One page letter of introduction identifying the bidder and signed by the person(s) authorised Title page listing the RFT number, organisation name, postal address, physical address, telephone number, fax number, cellular telephone number, s address, website and full names of two contact persons Profile of the Company (bidder) A record of previous similar assignments Full contact details of any third-parties involved in the proposal Certified copies of a Certificate of Registration or Incorporation with relevant national authorities Certified copy of Tax Clearance Certificate (good standing of tax) from relevant national authorities Good standing Certificate of Social Security Commission (applicable only to local consultant) Reference Sites Bidders must provide a minimum of three (3) existing client portfolios (names, addresses and telephone numbers) who may be contacted for references in connection with the proposed assignment Schedule of Costs All costs must be quoted in South African Rand (ZAR). The schedule must take the following format: The total cost (best and final offer); A full breakdown of the total cost; An itemised breakdown of the cost of any options being proposed beyond the specified Terms of Reference; The applicable rate of VAT in respect of each product or service being proposed; Details of any other costs; and

10 SACU Secretariat Page 10 of Confirmation that the proposal remains valid for sixty (60) days after the closing date for receipt of proposals Additional Information Bidders may provide any other information which may be relevant to this proposal.