SOW_Customs_Agent__Sao_Tome.pdf

SOLICITATION # 9531BY18B0003

STATEMENT OF WORK (SOW)

I. Purpose: Customs Clearance Services on behalf of Voice of America, IBB Sao Tome Transmitting Station (IBB/STTS).

II. Scope of the Work: The Customs Agent will perform the services set forth herein with high professional standards. The Customs Agent will act exclusively on behalf of the IBB/STTS at the Customs House and related authorities in the territory of Sao Tome e Principe. The services consist of clearance of incoming property for official use at the IBB/STTS and re-exportation of obsolete or temporarily used property. The property includes technical parts and equipment necessary for the operations of the IBB/STTS, vehicles for official usage, personal property for expatriate personnel, and others as deemed necessary.

III. Period and Place of Performance: The period of performance shall be for one base year (5 months) and two (2) one-year options. Option years are based on performance during the previous year and the availability of appropriated funds. The Customs Agent is expected to perform services at the Customs House, Port and airport of Sao Tome, shipping and transportation agencies, as well as any other location that requires the presence of the Customs Agent for customs clearance related matters.

III. Background: The IBB/STTS is a transmitting station located in Pinheira, District of Cantagalo. The station maintains a 24/7 operation throughout the year. The station maintains a transmitter plant and generates its own power supply. In addition, the IBB/STTS maintains a 346 acres compound with building and structures requiring daily maintenance.

In order to accomplish the above, the IBB/STTS depends on the importation of equipment, materials and supplies not available in the local market. Therefore it is required that the Customs Agent exercises due diligence in order to expedite the customs clearance so as not to cause disruption to IBB/STTS operations.

The station occasionally re-exports property for repair and personal property of expatriate personnel on the termination of their official mission. Additionally, the IBB/STTS imports diesel for direct delivery at the station’s marine terminal yearly, with an interval of approximately nine months. Data from previous years show that the IBB/STTS has approximately 58 customs clearance documents per year.

According to the Country-to-Country Agreement between the Governments of Sao Tome and Principe and the United States of America, the IBB/STTS benefits from customs tax exemption status on all imports and exports.

Because IBB/STTS operations are dependent upon the urgency of the release of goods from the port and airport of Sao Tome, the STTS it is vital that the Customs Agent services be done with necessary diligence so as not to cause disruptions to the operations of the IBB/STTS. Therefore, the Customs Agent must give priority and dedicate special attention to the customs clearance documents, so that IBB/STTS property is released on an acceptable timely fashion.

IV. Job Details:

Customs clearance services, to properly and promptly clear and otherwise permit shipments to enter and exit the country in accordance with the Country-to-Country Agreement between Sao Tome e Principe and the United States of America, as follows:

• Provide dispatch clearance services and related actions at every time needed so that all shipments are processed in a rapid and efficient manner;

• Perform dispatch clearance in accordance to procedures authorized and used at Customs;

• Coordinate services with IBB/STTS, local shipping agencies and customs authorities in Sao Tome in order to expedite dispatch processing;

• Maintain frequent contacts with port authorities and shipping agencies to ensure the incoming containers are properly positioned on the ground to facilitate offloading;

• Timely advise IBB/STTS on any modification, change, suspension of custom clearance procedures, as needed;

• Present for custom clearance payments the appropriate invoice (“Boletim de Liquidação”) issued by the Customs Clearance System as follows:

1. The invoices (“Boletim de Liquidação”) will be validated by IBB/STTS prior to payment;

2. To the most extent possible, IBB/STTS will pay the invoices (“Boletim de Liquidação” directly at the Customs Cashier or at other financial institution authorized by the Customs authorities;

3. In the event IBB/STTS is not able to make payments directly, IBB/STTS will issue a written authorization that permit the Customs Agent to make the payments on behalf of IBB/STTS;

(a) Payments made by the Customs Agent on behalf of IBB/STTS will be reimbursed at the monthly invoice, upon presentation of the respective proof of expenses made.

• The Customs Agent will provide own transportation, office equipment and materials, and personnel for the performance of contractual duties;

• Price and Payments Conditions:

1. IBB/STTS will make monthly payments to the Customs Agent for the actual number of clearances completed1 during the month. IBB/STTS estimates a base number of 58 (fifty) custom clearances per year;

2. The monthly invoices will detail the number of custom clearances completed during the month and the amounts for any authorized expense made on behalf of IBB/STTS, during that period;

3. Payments will be made by EFT to a bank account indicated by the Customs Agent. Payments will be issued by the US Government Financial Center (Charleston Financial Center) in Charleston, SC – United States of America

V. Operating Constraints:

• Because the IBB/STTS mission operations are dependent upon imported material and equipment, all custom activities for the STTS will be treated as urgent in nature.

VI Preparation of Proposals

• The proponents must have in consideration all the parameters above displayed (Scope of the Work, Period and Place of Execution, Context, Job Details and Operating Constraints) as well as any other parameters that they find convenient for the preparation of the proposals;

• The proponents will necessarily indicate the value to be charged for each complete customs clearance, considering all the inherent expenditures to the execution of the same such as, wages, salaries, general expenses, administrative costs, overheads, communication, contributions, taxes, insurances, rental of office space and profits.

VI. Requirements for the Bid

• The interested candidates will have to fulfill the following requirements, in accordance with the organic statute for the category of Customs Agents in place at the Customs Authority:

a) Be a citizen of Sao Tome e Principe;

b) Be a minimum of 21 years old;

c) Have not been condemned for a crime;

d) Have served as a Customs Agent Assistant for at least 2years;

e) Have completed the 9th grade;

f) Have knowledge of the customs issues (interpretation of the guidelines, nomenclature, taxation, functioning of the attendance window, etc.);

g) Have a good physical condition.

1 A completed customs clearance means a customs clearance document which invoice has been paid and goods released from customs

Note: The selected candidates will be subject to written tests issued and corrected by the Customs Authorities, who is the entity responsible to issue the authorizations to perform customs clearance duties.

VIII. Required Documents

• The candidates must submit the following documents with their proposals:

a) School Certificate (authenticated);

b) Copy of National ID (authenticated);

c) Criminal Record;

d) Health Certificate;

e) If the person is or has been a Customs Agent Assistant, he/she shall present a statement from the Customs Authorities stating that he/she has performed exemplary work.

IX. Deadline for Proposals

• The proposals must be submitted via email to Charles Shepard, Regional Manager/Contracting Officer. The following email address shall be used for all correspondence: bbgcon_saotome@bbg.gov

• On all correspondence subject line reference: Solicitation#

9531BY18B003_Customs Clearance

• No hard copies of the solicitation will be mailed out or accepted.

X. Clarification

• Any request for clarification shall be emailed to Charles Shepard bbgcon_saotome@bbg.gov

• Subject line reference: Solicitation #9531BY18B003_Customs Clearance