Consultancy to Support Development and Implementation of the Scheme on Redesigning the Blueprint for Overall Customs ICT System

USAID Vietnam Trade Facilitation Program

SCOPE OF WORK

Support the development and implementation of the scheme
on redesigning the blueprint for an overall Customs ICT system

Proposed Personnel:              National Customs Operations Specialist (Local STTA No. 1)    
                                               National Customs Operations Specialist (Local STTA No. 2)

Period of Performance:          o/a May 31, 2021 – October 31, 2021

Origin/Destination:                Vietnam

Travel Dates:                          n/a

Activity No.:                            FY2021 Activity 1.1bis - Support the development and implementation
                                               of the scheme on redesigning the blueprint for an overall Customs IT system
                                               [sub-activity 1.1bis.1 – Business Process Analysis and Re-engineering]
MEL indicator(s):                    IR 1.2-2, P-1 and CBLD-9

Project Background:

The USAID Vietnam Trade Facilitation Program is a five-year project that aims to support the adoption and implementation of a more risk-based approach to customs and specialized inspection institutions in Vietnam. The program will work with the General Department of Vietnam Customs (GDVC) to strengthen the National Trade Facilitation Committee (NTFC) of Vietnam and its Working Groups; streamline border clearance procedures (including specialized inspection implemented by other line ministries and agencies); harmonize the implementation of risk-based approaches between the national and provincial levels; train national and provincial customs officers and staff from other ministries on risk management; and facilitate dialogue between customs and business and between stakeholders in Hanoi and in the provinces.

Activity Background

Objective: The aim of the overall Activity ref. 1.1b is is to provide advice, guidance and technical assistance that will support GDVC to design and establish a blueprint of their future operational, functional and technical requirements for a modern, comprehensive and integrated Information and Communications Technology (ICT) system or environment for Customs. It will also identify the opportunities and benefits for government and businesses through integration of the National Single Window (NSW) with the new Customs ICT system. The focus of this SOW is on the provision of advice on automated customs business operations [1.1bis.1] through a review and assessment of key controls, processes or requirements in the Business Model and Business Requirements prepared by GDVC (as per the following list agreed with GDVC) and the provision of recommendations based upon good practices, international experience and standards.

1. Clearance including, among others, Documentary Requirements, Valuation, HS Code, Origins, Intellectual Property, and Release;
2. Inward and Outward Processing Relief, Export Processing Enterprises (EPEs) and manufacturing for export;
3. Supervision process of Goods Entering, Exiting and Storing at seaports and airports;
4. Process for transporting goods under Customs Control (Bonded goods). 
5. Risk Management throughout the business requirements; and
6. PCA (Post Clearance Audit) and AEO (Authorized Economic Operators) 

Due to the current Covid-19 crisis and travel restrictions, the methodology to be adopted for this SOW will include remote and in-country study, research and document reviews and to providing in-person consultations, assistance and guidance in-country and through video conferencing facilities established within GDVC and Program offices. In-country inputs will be dependent on the lifting of travel restrictions and subject to GVN regulations.

This activity will require a high level of cooperation by GDVC including the appointment of a focal person within the Customs Control & Supervision (CCS) Department to coordinate with the Program and the 6 core working groups to be established by GDVC for the review process (i.e. (i) Clearance; (ii) IPR/OPR and EPEs; (iii) Supervision of storage, warehouses and Container Freight Stations (CFS); (iv) Supervision of goods under customs control; (v) Risk Management; and (vi) PCA and AEO).  

For the activity to be wholly productive there is a need for a clear and unambiguous commitment from GDVC to provide close and effective cooperation from primarily the Customs Control & Supervision Department, the 6 core working groups but also other customs [business] departments at central and local levels plus full and unrestricted access to statistics and data, documents, reports, and effective consultations with users/personnel, private sector stakeholders, etc. at central and provincial levels.

Recent developments: In March 2020 the Program mobilized one expat/international Customs Operations specialist to support and assist GDVC to develop the functional and operational requirements for the new ICT system but, and due to having to work completely remotely because of travel restrictions and the challenges presented by undertaking the activity through video conferencing, the LOE proved to be insufficient and it was impossible to complete the task.

Concurrently, the IT & Customs Statistics Department and other business departments of GDVC prepared and published a broad and wide-ranging document containing their requirements and encompassing 45 business functions for the new ICT system (approximately 2000 pages plus a recent 200 page summary). In late 2020 and early 2021, GDVC prepared a comprehensive Business Model & Business Requirements and shared this document with local IT vendors seeking their interest in designing and developing a new fully integrated e-Customs ICT system. GDVC now wishes support from the Program to review, assess and comment on the Business Model & Business Requirements in comparison with good practices in developed countries and international standards e.g. WCO, and to provide recommendations where inconsistencies or incompatibilities exist.

In the second half of 2020, the Program assisted GDVC to develop an interim blueprint containing specifications, architecture and technical requirements based upon a preliminary interpretation of the 45 business functions identified by GDVC. It was anticipated that the finalized version of the Business Model & Business Requirements would be used to complete the interim blueprint however, after further discussions with GDVC, the Program was informed that this was not needed and the finalized Business Model & Business Requirements (to be prepared by GDVC incorporating advice, comments and recommendations from the Program) would be provided to ICT vendors by GDVC as part of the procurement process.

Methodology: Considering the amount of work involved, the USAID Trade facilitation Program will now mobilize a team of three international customs operations STTA specialists to undertake this activity and this team will be supported by two national STTA Customs procedures experts. The final details of the work plan and tasks will be determined by the lead international STTA specialist however the methodology to be employed should include research and study; review and situational assessments and analysis; consultations and interviews with Customs at central and local levels and private sector stakeholders; sharing of experiences; and production of reports containing findings and recommendations.

Customs Operations specialists.  In consultation with the Senior Trade Facilitation Expert (STFE) and the Customs & Trade Facilitation Expert, the team of international Customs Operations specialists will work closely with the Customs Control & Supervision Department and will consult and communicate primarily with the 6 core working groups to be established by GDVC for the review process (i.e. (i) Clearance; (ii) IPR/OPR and EPEs; (iii) Supervision of storage, warehouses and Container Freight Stations (CFS); (iv) Supervision of goods under customs control; (v) Risk Management; and (vi) PCA and AEO) and with other [business] departments of GDVC as necessary.

The majority of the research, review and assessment work will be carried out remotely with communication and consultations undertaken through video conferencing facilities. Any issues or questions arising will be submitted to GDVC in writing. This will be followed by a 4-week period in-country to have face-to-face discussions with GDVC on the key issues arising from the review, assessment and analysis carried out. The international Customs Operations specialists may also be required to work in collaboration with other members of the Program team.

Local Customs Procedures Experts. In consultation with the lead Customs Operations specialist and the Program’s Customs & Trade Facilitation Expert, the local/national Customs Procedures experts will support and assist the team of specialists to undertake a comprehensive review and assessment of the Business Model & Business Requirements prepared by GDVC.

Tasks and Responsibilities: The local/national Customs Procedures experts will be responsible for the following:

• Support and facilitate the team of international Customs Operations specialists to agree with GDVC on the detailed work plan to ameliorate and support finalization of the business model and business requirements for ‘SMART’ customs.
• Provide research and technical inputs for the review of key controls, processes or requirements in the Business Model and Business Requirements prepared by GDVC (as per the following list) offering comments and recommendations.
• Clearance including, among others, Documentary Requirements, Valuation, HS Code, Origin, Intellectual Property and Release;
• Inward and Outward Processing Relief, Export Processing Enterprises (EPEs) and manufacturing for export;
• Supervision process of Goods Entering, Exiting and Storing at seaports and airports;
• Process for transporting goods under Customs Control.
• Risk Management throughout the business requirements; and
• PCA (Post Clearance Audit) and AEO (Authorized Economic Operators). 

• Participate through video conference meetings and in-person to consult with GDVC departments and the 6 working groups to collect the necessary information, offer guidance and share experiences; facilitate collaboration with GDVC to clarify and confirm the business requirements set out in the Business Model and Business Requirements document (ver1.2021) and contribute to propose technical and administration solutions and recommendations for the business requirements aspired to by GDVC in order to apply SMART Customs; technical contribution to present findings and discuss the various business requirements with GDVC departments highlighting any inconsistencies or incompatibilities based upon the expert's experiences and good practices in other countries and international standards.
• If practical and feasible considering time constraints and timeframe, organize and collaborate with GDVC on field surveys and consultations with local Customs departments and private sector stakeholders.
• Provide research materials and written contributions to support preparation of draft and finalized reports containing results from the review, assessment and analysis and including comments, solutions and recommendations and incorporating feedback and comment from GDVC, USAID and the Program.

Deliverables

• Provision of advice and guidance on customs business model and business requirements including offering conclusions and recommendations and support for the review and assessment of the key controls, processes or requirements in the Business Model and Business Requirements prepared by GDVC impacting most on Trade Facilitation and the development aims and objectives of the Program;
• Contributions to written comments on issues and questions arising from the review and assessment of the Business Model and Business requirements document prepared by GDVC.
• Sharing of local situation, circumstances and experiences in comparison to international experiences and best practices in customs business requirements and automation (to be achieved in part through active participation via videoconferencing facilities and in-person interaction);
• Research and study materials and written contributions to the Final Report containing full details of all work carried out and summarizing the assignment, findings, solutions and recommendations on the business Model and Business Requirements prepared by GDVC [to be produced by STTA No. 1 in collaboration with the other STTA specialists and local experts].

Qualifications

• Master's degrees or higher in customs administration, business administration, trade policy, international trade, economics, computer science, or similar field;
• Minimum 5 years of experience coordinating with host government counterparts on programs of a similar focus, on topics such as customs procedures, ICT and automation, international trade agreements, regional economic integration, trade facilitation, etc.;
• Proven experience and track record of working with Customs operations and ICT;
• Experience of undertaking Business Process Analysis and Re-engineering and developing similar BPMNs supporting IT systems, preferably for Customs operations;
• Robust understanding and experience of the WCO and WTO instruments such as the Revised Kyoto Convention (RKC) and the Trade Facilitation Agreement (TFA); and
• Strong English written, oral, and presentation skills.

Reporting

The team of Customs Operations specialists will report periodically to the Senior Trade Facilitation Expert and on a frequent basis to the Customs & Trade Facilitation Expert.

Applications should be submitted to[email protected] [1]

Deadline for submission: COB June 3, 2021

Applications should include:

• Cover letter (no longer than 1 page)
• CVs (see attached template [2]);
• Updated USAID 1420 form (see attached template [3])
• Cost proposal (See attached template [4])