DEVELOPMENT OF DATABASE FOR TBT TECHNICAL REGULATIONS AND CONFORMITY ASSESSMENT PROCEDURES AND ITS RESPECTIVE AGENCIES/BODIES

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1 SCOPE OF WORK SHORT TERM TECHNICAL ASSISTANCE DEVELOPMENT OF DATABASE FOR TBT TECHNICAL REGULATIONS AND CONFORMITY ASSESSMENT PROCEDURES AND ITS RESPECTIVE AGENCIES/BODIES Position: A team of consultants. Anticipated period of performance: May October 2018; total of 120 working days for two consultants. Work location: 5 EAC Partner States. 1.0 Project background The USAID East Africa Trade and Investment Hub (the Hub) boosts trade and investment with and within Africa by deepening regional integration, increasing the competitiveness of select regional agriculture value chains, promoting two-way trade with the U.S. under AGOA and facilitating investment and technology that drives trade growth intra-regionally and to global markets. 2.0 Background of the assignment The World Trade Organization (WTO) Agreement on Technical Barriers to Trade (TBT) contain provisions on transparency requirements and procedures. Transparency provisions aim at achieving greater degrees of clarity, predictability and information exchange about trade policies, rules and regulations of WTO members. WTO members use notifications as the main instrument for improving transparency. Under the TBT Agreement, every WTO members is required to submit a statement on implementation and administration of the TBT Agreement; notify draft and adopted technical regulations and conformity assessments; publish all technical regulations, conformity assessment procedures and agreements and establish enquiry points responsible for dealing with queries from other WTO members about TBT related issues. The responsibilities of national enquiry points is to respond to all reasonable inquiries from other WTO members and provide relevant documents regarding technical regulations, standards and conformity assessment procedures among other issues. In order to undertake this function, the national enquiry points liaise with national regulatory agencies/conformity assessment bodies to receive the requested documents. This exercise of receiving documents from some regulatory agencies/ conformity assessment bodies can be tedious and time consuming. During the experts meeting to draft 3 rd regional TBT workplan 2017/18 held from 4 th to 6 th October 2017 in Kampala, Uganda, it was observed that implementation of standards and technical regulations is hampered by, among others, the following :-

2 (i) Institutions regulating TBT matters are many and information on their mandates is not readily available; (ii) TBT related regulations are not easily accessible; and (iii) The scope and competency of conformity assessment bodies is not readily available. The Meeting in Kampala recommended the development of a database of regulators and conformity assessment bodies. In addition, single depository of technical regulations and conformity assessment procedures can be an effective response to the challenge. The databases are expected to be hosted on the cloud/internet and to be operated by national enquiry points on TBT. It is against this background that the EAC Secretariat with the support of the Hub is seeking the services of a team consultants to develop a comprehensive online database of technical regulations, regulatory and conformity assessment bodies, in the Partner States with respect to the regional legal TBT instruments and WTO TBT Agreement. 3.0 Objective To develop an effective and functional database of agencies/bodies responsible for development and implementation of TBT technical regulations and conformity assessment procedures including their respective measures. Specific objectives (a) To prepare a catalogue of technical regulations and conformity assessment procedures and their respective institutions. (b) To design and develop an effective and functional online/cloud-based database on technical regulations and conformity assessment procedures and their respective institutions. (c) To develop training materials and train relevant staff at the TBT National Enquiry Point (NEP). 4.0 Tasks to be undertaken by a team of consultants The team of consultants will undertake the following tasks:- 4.1 Identify and map the mandates, role and responsibilities of TBT regulatory agencies and conformity assessment bodies in the EAC Partner States. 4.2 Develop a catalogue of technical regulations and conformity assessment procedures and their respective regulatory agencies and conformity assessment bodies. Consultant to obtain soft copies of the above technical regulations and conformity assessment procedures. 4.3 Determine the requirements/specifications for the database taking into account the user and functional requirements, drawing from best practice. The proposed database to have the following minimum features;

3 (a) Online/Cloud-based hosted on a major platform such as Amazon AWS, Microsoft Azure, Google Cloud e.t.c. with a system uptime of >99% (b) Aesthetically pleasing Graphical User Interface (GUI) to be used by the users of the system. (c) Robust security features to include but not limited to the following: SSL encryption, controlled user access, use of HTTPS Protocol, DDoS Prevention, Access logs e.t.c. (d) Ability to upload and download content using various file formats. (e) Integrated search functionality to query information stored on the database. (f) Ability to generate various comprehensive reports such as number of downloads, geographic location of users accessing the system, changes in the system e.t.c. (g) Scalable and able to integrate with other systems. (h) Help guides on how to complete tasks. (i) Functionality to include future upgrades/updates. (j) Adequate data backup/retrieval mechanisms in place. The requirements/specifications for the database must be approved by the Hub/EAC Secretariat before proceeding to the Design an online/cloud-based database based on the approved/validated requirements/specifications database. 4.5 Develop database of TBT regulatory agencies and conformity assessment bodies and their respective technical regulations and conformity assessment procedures. 4.6 Pilot/test the prototype database. 4.7 Upload information on TBT regulatory agencies and conformity assessment bodies and their respective technical regulations and conformity assessment procedures. 4.8 Pilot/test the prototype database. 4.9 Develop training materials and conduct training for staff to operate it. 5.0 Approach and Methodology The team of consultants is expected to explain the approach and methodology it will use to undertake the assignment. The proposed approach and methodology should include the following: 5.1 Desk review: The consultants are expected to undertake in-depth review of relevant documents, literature and reports related to WTO TBT Agreement and others; 5.2 Field work: The consultants will be required to undertake consultations with National Notification Authority, National Enquiry Points, National Standards Bodies and regulatory agencies/ conformity assessment bodies implementing technical regulations, standards and conformity assessment procedures, among others. 5.3 The cost-effective approach and methodology of developing the online/web-based database. 5.4 The database will be developed both at national and regional level. 5.5 The presentation of the report/outcome of assignment to stakeholders for validation. 6.0 Estimated period of the assignment

4 It is estimated that the assignment will be conducted within 120 working days. 7.0 Timelines for undertaking the activities 7.1 A joint meeting of the consultants and the EAC Secretariat/Hub to be held on 1 st day of the assignment to kick start the exercise. 7.2 The inception report on the development of database to be submitted for review within 4 working days after the date of commencement of the assignment. The consultant will make a presentation on the inception report for internal validation by the joint meeting between the EAC Secretariat and the Hub to be held on the 8 th day. 7.3 Catalogue of technical regulations and conformity assessment procedures and their respective regulatory agencies and conformity assessment bodies including soft copies of the above technical regulations and conformity assessment procedures. 7.4 Designed an online/cloud-based database based on the approved/validated requirements/specifications database. 7.5 Developed and tested database of TBT regulatory agencies and conformity assessment bodies and their respective technical regulations and conformity assessment procedures. 7.6 One day national stakeholders consultative workshop to be held on agreed date and consultant(s) to present the report and incorporate the inputs. 7.7 An effective and functional online/cloud-based database with uploaded data. 7.8 Training materials developed and trained staff to operate it. 8.0 Milestones The team of consultants will be expected to submit the following deliverables:- 8.1 Milestone 1: An inception report to include proposed approaches and methodology, questionnaires, work plan and report format. 8.2 Milestone 2 : Catalogue of technical regulations and conformity assessment procedures and their respective regulatory agencies and conformity assessment bodies. Soft copies of the above technical regulations and conformity assessment procedures. 8.3 Milestone 3: Designed an online/cloud-based database based on the approved/validated requirements/specifications database. 8.4 Milestone 4: Developed and tested online/cloud-based database of TBT regulatory agencies and conformity assessment bodies and their respective technical regulations and conformity assessment procedures at both national and regional level. 8.5 Milestone 5: An effective and functional online/cloud-based database with uploaded data. 8.6 Milestone 6 : Training materials developed and trained staff to operate it. 9.0 Profile of the team of two consultants The team of two consultants should have the following minimum qualifications to undertake consultancy work in EAC region: -

5 1 st Consultant (ICT)- Lead Consultant The 1 st Consultant (ICT) must have the following: i. Must have at least a degree in Computer Science/Information Technology, with expertise in developing large databases and web-based applications using database management systems such as Microsoft SQL Server, Oracle, MYSQL, etc. ii. 5+ years of strong experience in designing, managing, administering, documenting and supporting multi-tiered database applications. iii. Knowledge of various programming languages such as Java, C++, Python, PHP e.t.c. iv. Demonstrated evidence of undertaking similar or relevant assignments; v. Demonstrated capacity of undertaking a similar or relevant assignment including having the appropriate skills, logistical capacity and relevant experience. Level of Effort: 70 working days 2 nd Consultant (Policy) The 2 nd Consultant (Policy) to support the lead consultant and must have the following: i. Must have at least a degree; ii. Knowledge on multi-lateral trading system especially on WTO TBT Agreement ; iii. Knowledge of TBT regime in EAC region including Standardization, Quality Assurance, Metrology and Testing (SQMT) Act iv. 5+ years experience in TBT issues in the EAC region v. Demonstrated evidence of undertaking similar or relevant assignments; vi. Demonstrated capacity of undertaking the similar or relevant assignment including having appropriate skills, logistical capacity and relevant experience. Level of Effort: 50 working days 10.0 Reporting and contact person The team of consultants will report to the Director of Policy and Regulatory Reform at the Hub/Director of Trade at the EAC Secretariat and provide report on the progress of the assignment adhering to timelines indicated above. The contact person for the study will be Principal Standards Officer at EAC Secretariat and Economic Policy Expert at the Hub.

6 ANNEX I: REQUIREMENTS FOR SUBMISSION OF PROPOSALS FOR CONSULTANCY SERVICES 1. Submission a) Your proposal shall be prepared in the English Language. b) Your proposal shall comprise of the following documents; Technical component. Financial component. c) Each copy of the above components should be separately marked, whether the proposal is technical or financial. d) The proposal for consultancy services should be clearly Be marked Consultancy to develop database for TBT for TBT technical regulations and conformity assessment procedures and its implementing agencies/bodies 2. Content of Proposal I) Technical Component a) Understanding of the assignment b) Proposed Approach and Methodology. c) Work plan and timelines. d) Deliverables a) Capacity to deliver the assignment. b) Summary of the team of consultants c) Curriculum Vitae with details of qualifications, work experience, previous engagement in consultancy work, relevant skills/experience and similar/relevant assignment undertaken. Evidence of the similar/relevant assignment undertaken. ii) Financial Component The Financial component shall contain summary of fees for the services proposed. The policy of the hub is to pay for contractual services based on performance of contractual services rendered or to effect payment upon the achievement of specific milestones.