Terms of Reference (ToR) for Customs Clearing Agent Service

Job Description

Background 

• The key objectives of the assignment under this terms of reference document are:   
• To facilitate and lead the clearance of the equipment on behalf of Solidaridad 
• The specific objectives are
• To advice the office on the rules and regulations of import requirements 
• To lead the troubleshooting anticipated problems that can occur in the process 
• To prepare documentation and follow on behalf of Solidaridad and submit them to Customs and other relevant offices

• The customs clearing agent will be responsible for the delivery of the tasks assigned by the office specified above under objectives. The customs clearing agent is responsible to clear two glue and two protein hydrolysate producing machineries from China. All relevant documents from the supplier will be provided to the agent once contract signed. 

• The customs clearing agent is responsible all customs clearance related activities on behalf of Solidaridad.  
• Request or compile necessary import documentation, work with the Customs/Taxation authorities, documentation, customs invoices, certificates of origin, and cargo-control documents.
• Examine product information to ensure accuracy, completeness of the information and compliance with regulations
• Prepare and process documentation according to customs regulations and laws 
• Represent Solidaridad in meetings with customs officials 
• Clear goods from customs and advise Solidaridad and/or designated forwarding agent to arrange for pickup and transportation of imported equipment to tanneries located at Modjo.
• Process payments of charges, fees, or any other dues directly to Customs and bill Solidaridad as receipted.
• Confer with officials in various agencies to facilitate clearance of the equipments through customs 
• Submit to Solidaridad photocopies of the complete set of clearance documentation per shipment
• Maintain all records confidentially and only share information with Solidaridad or Customs.
• The records must always be available for Customs inspections and IOM audits.
• Alleviating unwarranted penalties and real time tracking

• The expected timeframe for the assignment under this ToR document is to be completed within three months from the date the formal contract agreement is signed.  All potential bidders are also expected to be abide by the above deliverables as per their work plan to be submitted in their technical proposal. 

Budget

The costs related to this consultancy service is expected to be submitted in birr by company together with technical proposal. Payment will be issued in three instalments and final payment will be made after the final report has been approved by project team.

• 20% of the project charges will be paid on signing of the contract
• 40% of the project charges will be paid on completion of clearance of four equipment
• 40% of the project charges will be paid on submission and approval of final exit report

Evaluation

• Technical proposal will be evaluated from 70 points. Financial proposal will be evaluated from 30 points. 

Job Requirement

Requirements for Experience and Qualifications

• The consultant must have a CV, renewed business/trade license, VAT and TIN registration certificates for the company
• Detailed company profile. The nature of the business and filed of expertise with accreditations
• Record of accomplishment: Identify clients for whom you have done similar work
• Provide qualifications and experience of the agent
• Certificate training from ERCA - as a customs clearance agent
• Practical experience on Import and export custom clearing, shipping and forwarding