Consultant – Guatemala – Process Re-engineering and Cost-Benefit Analysis

Consultant – Guatemala – Process Re-engineering and Cost-Benefit Analysis

Global Alliance for Trade Facilitation/Center for International Private Enterprise

 

1) Background information

The Global Alliance for Trade Facilitation is a public-private partnership for trade-led growth, supporting
governments in developing and least-developed countries in implementing the World Trade Organization’s Trade
Facilitation Agreement. Alliance projects cut through red tape and end costly delays at borders by bringing
together governments and businesses of all sizes as equal partners to deliver targeted trade reforms.

By emphasizing digitisation and delivering other best practices, Alliance projects enable businesses to trade more
easily thanks to streamlined and more predictable processes. Governments save time and resources by modernising
trade procedures while still safeguarding their borders. Ultimately, Alliance projects boost trade competitiveness
and business conditions, which are key drivers of inclusive economic growth and poverty reduction.

The Alliance is led by the Center for International Private Enterprise, the International Chamber of Commerce, and
the World Economic Forum, in cooperation with Gesellschaft für Internationale Zusammenarbeit (GIZ). It is funded
by the governments of the United States, Canada, Germany, Denmark, and Australia.

CIPE, on behalf of the Alliance, is in the process of implementing a project aimed at streamlining processes at four Guatemalan ports to cut delays and costs. Currently, port arrival and departure operations in Guatemala are characterized by multiple and redundant paper-based formalities, face-to-face interactions, and activities that impose an unnecessary burden on public and private sector entities. These types of inefficiencies at the country’s ports have a ripple effect across the entire supply chain, reducing the economy’s competitiveness and hindering the participation of Guatemalan operators in international markets.

In this endeavor, CIPE will work jointly with public and private sector representatives led by the Ministry of Economy, the Superintendency of Tax Administration of Guatemala (SAT), and the Association of Shipping Agents (ASONAV). The objective of the project is to optimize port call and departure operations by conducting a thorough business process re-engineering and developing a centralized IT platform to submit and share documents needed to authorize the arrival and departure of vessels in the four main ports of Guatemala: Santo Tomas de Castilla, Puerto Quetzal, Puerto Barrios, and Boyas San Jose.

With the completion of the project, the Alliance expects to:

• reduce time and costs required to secure the necessary authorisations for ships’ arrivals and departures 
• boost efficiency by cutting the amount of idle time at berth 
• enhance control and monitoring of vessel movements by registering all arrival and departures in the electronic platform 

The Alliance launched the project in April 2021 and expects to implement its two main components (Business Process Reengineering & Development of IT Platform) over a period of 24 months.

To support the project’s implementation, the Alliance and CIPE wish to hire a consultant to conduct a business process re-engineering and a cost-benefit analysis to simplify and streamline port arrival and departure processes for all commercial and tourist vessels.

2) Objective

Conduct a business process re-engineering and cost-benefit analysis of the port arrival and departure processes in the four main ports of Guatemala:  Puerto Quetzal, Santo Tomas, Puerto Barrios and Boyas San Jose.

3) Scope of services

a. Business process re-engineering with the collaboration of key stakeholders (see Annex 1) to:

• Identify the existing workflow and requirements (AS IS report) to authorize the arrival and departure of vessels in the indicated ports.
• Review the workflow and requirements to identify bottlenecks, opportunities for improvement and gaps with regard to international best practices.
• Design new and streamlined arrival and departure processes (TO BE report) including, but not limited to, harmonized procedures, simplified forms, and data requirements in line with international standards.

b. Conduct a Cost-Benefit Analysis of the existing and new processes to support user adoption. To the extent possible, the analysis will quantify in USD the costs of the existing operating environment and the benefits or savings associated to the adoption of the new recommended processes. Other qualitative benefits and costs may also be included as part of the diagnosis.

4) Specific activities

The consultant is expected to conduct, at a minimum, the following activities:

• Develop a work plan with all milestones, key activities, and updated delivery dates.
• Facilitate, moderate, and organize inter-agency workshops and bilateral meetings as needed to identify the current processes for port arrival and departures in narrative and map format.
• Identify the main bottlenecks, issues, and opportunities for improvement (human resources, processes, technology) to modernize the arrival and departure processes.
• Facilitate, moderate, and organize inter-agency workshops and bilateral meetings as needed to collectively agree on a new and improved operating environment for port arrivals and departures.
• Produce a cost-benefit analysis of the existing and recommended processes to facilitate and encourage user adoption.

5) Assignment details and administrative arrangements

• The assignment has an estimated duration of 7 months –subject to the completion of the deliverables– and is expected to start in June 2021.
• The consultant will coordinate work and report to CIPE’s Program Officer leading the project.
• Office space will not be provided by the Alliance/CIPE
• Frequent travel between Izabal, Escuintla and Guatemala City, to meet with port authorities and private sector operators, will be required. Travel expenses will not be separately funded by the Alliance/CIPE. Candidates should consider these costs in their financial proposition.

6) Deliverables

• Inception report with updated work plan, milestones, and updated delivery dates. Upon contract signature.
• Monthly report of activities.
• AS IS report about the current operating environment, including but not limited to processes and documentary requirements (see Annex 2), for port arrivals and departures including a complete list of bottlenecks and opportunities for improvement. 90 days after contract signature.
• TO BE report with the new recommended workflow and processes based on stakeholder consultations. 150 days after contract signature.
• Cost-benefit analysis to support the new recommended processes. 150 days after contract signature.

7) Budget and payment schedule

The total budget for this consultancy amounts to USD 36,000 including traveling expenses.

First payment: 15% of total budget upon contract signature.

Second payment: 30% of total budget against the submission and approval of the AS IS Report.

Third payment: 40% of total budget against the submission and approval of the TO BE Report.

Fourth payment: 15% of total budget against the submission and approval of the Cost-benefit Analysis.

8) Technical profile of candidate

Qualifications

• Minimum Master or equivalent level degree in Economics, Business Management, Project Management, Industrial Engineering, or another relevant

Knowledge/Experience

• At least 5 years of demonstrated experience in process modernization projects
• Demonstrated experience in at least 2 similar projects or assignments
• Demonstrated experience working for or with Guatemalan government agencies is preferred
• Experience in donor-funded project implementation and coordination is preferred
• Familiarity with international trade procedures and border controls is preferred
• Sound working knowledge of project management techniques, tools, and software
• Proficiency in Microsoft Office Suite
• Experience working both independently and in team-oriented, collaborative environments is essential
• Legally authorized to live and work in Guatemala
• Strong written and oral communication skills in English and Spanish

9) Application

To apply for this opportunity, please send a resume and financial proposal in English, to tradejobs@cipe.org by 5:00pm Eastern Standard Time, May 20th, 2021 with the subject line: “BPRCA Guatemala – [FULL NAME]”.

Any and all questions should be communicated in writing before the due date to the same email address, with the subject line: “BPRCA Guatemala”. Questions and responses will be publicly available at cipe.org.

 10) Evaluation methodology

Evaluation of an applicant’s suitability for this consultancy will be based on the applicant’s technical background as provided on the resume and cover letter as well as the applicant’s financial requirements. CIPE is an Equal Opportunity Employer.

 

ANNEX 1 – List of stakeholders

1. Superintendency of Tax Administration (Ministry of Public Finance)
2. Guatemalan Migration Institute
3. Ministry of Agriculture, Food and Livestock
4. Ministry of Public Health and Social Assistance
5. General Directorate of Harbormasters (Ministry of National Defense)
6. Division of Ports, Airports and Borders (National Police, Ministry of Government)
7. National Port Commission
8. Division of Analysis and Anti-Narcotics Information (National Police, Ministry of Government)
9. General Directorate of Maritime Affairs (Ministry of National Defense)
10. Shipping Agents Association (ASONAV)
11. APM Terminals Quetzal
12. Chiquita Brands (Puerto Barrios Operator)
13. Quetzal Port Company (Empresa Portuaria Quetzal)
14. National Port Company (Empresa Portuaria Nacional)

 

ANNEX 2 – Indicative list of processes and documents for port arrival and departure

TABLE 1: VESSEL ARRIVAL DOCUMENTS AND FORMALITIES
#	Document/Formality	Copies	Format	Recipients
1	Arrival notification	6	5 Paper, 1 Email	Port Terminal, Harbormaster, SAT, Migration, Agriculture, Antinarcotics
2	Arrival confirmation	6	5 Paper, 1 Email	Port Terminal, Harbormaster, SAT, Migration, Agriculture, Antinarcotics
3	Official visit request	7	Phone calls and emails (as needed)	Port Terminal, Harbormaster, SAT, Migration, Agriculture, Antinarcotics, Public Health
4	Payments for Inspection	4	Check or bank deposit	Harbormaster, Migration, Public Health, Agriculture
5	Import general list	2	Paper	Harbormaster, SAT
6	Cargo manifest and dangerous goods	7	Paper, Email, and Electronic	Port Terminal, Harbormaster, SAT, Agriculture, Antinarcotics, DIPAFRONT
7	General cargo declaration	6	2 Paper, 2 Email, and 2 Electronic	Port Terminal, Harbormaster, SAT, Migration, Agriculture, Antinarcotics, Public Health
8	Original clearance from last port	1	Paper	Harbormaster
9	Crew list	7	Paper	Port Terminal, Harbormaster, SAT, Migration, Agriculture, Antinarcotics, Public Health
10	Ship’s store list	3	Paper	SAT, Agriculture, DIPAFRONT
11	Crew’s effects declaration	3	Paper	SAT, DIPAFRONT
12	Port of Call	2	Paper	Harbormaster, Agriculture
13	Vaccination list	1	Paper	Public Health
14	International Health Certificate	1	Paper	Public Health
15	Narcotics List	1	Paper	Public Health
16	Negative List	6	Paper	Harbormaster, SAT, Migration, Agriculture, Antinarcotics, Public Health

 

TABLE 2: VESSEL DEPARTURE DOCUMENTS AND FORMALITIES
#	Document/Formality	Copies	Format	Recipients
1	Container List	7	2 Email, 5 Paper	Port terminal, SAT
2	Departure notification	1	Paper	Harbormaster, Vessel Captain or First Official