1.0 OPENING OF THE MEETING

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1 MEETING OF WORKING GROUP (WG2) AND THE MEETING OF QUALITY INFORMATION SYSTEM PROJECT TEAM OF THE EAC QUALITY ASSURANCE TECHNICAL SUB-COMMITTEE (EACQATSC) RED COURT HOTEL- NAIROBI, KENYA FROM TO FEBRUARY 2012 REPORT OF THE MEETING 1.0 OPENING OF THE MEETING 1.1 Opening Address Mr. John Wepukhuru remarked, during welcoming the Managing Director of Kenya Bureau of Standards (KEBS) for the opening speech, that WG2 has been tasked by the East African Standards Committee (EASC) through Quality Assurance Technical Sub-Committee (QATSC) to work towards realizing the objectives of imports and market surveillance inspections. He said that the task is to raise inspection activities in the EAC to a level of accreditation against ISO by He pointed out the activities that have already been done towards achieving the objectives as follows: several meetings and workshops, training of inspectors to ISO 17020, market and import inspections procedures harmonization, joint inspections in Mombasa and Dar-es-Salaam and a tour to Germany. Regarding EAC QIS, he said that this was included in the annual work plan of 2010/2011 where National Standards Bodies of the Partner States nominated ICT experts. These have had two meetings in Kigali Rwanda and Bujumbura Burundi in March and September 2011 respectively. Mrs. Eva Oduor, the Managing Director of Kenya Bureau of Standards, gave the opening speech. The MD welcomed the delegates to Kenya and noted that free movement of safe and quality goods are key words towards EAC integration and that any procedures that do not facilitate free movement of goods will be null and void. She further emphasized the importance of Quality Information System as being key to quick access of information on products. Four (4) Partner States namely: Burundi, Kenya, Tanzania and Uganda were represented. However, Rwanda was not represented. Also, delegates from Trademark East Africa (TMEA) attended as invitees. 1

2 A list of the delegates is attached hereto as Annex I. 1.2 Election of the Bureau Mr. John Wepukhuru from Kenya was elected as the Chairperson and, in absence of Rwanda, Mr. Lazaro Msasalaga from Tanzania was elected as the Rapporteur Communication from the Chair The Chairperson called the meeting to order at 9h30 and welcomed delegates to the meeting. 1.4 Adoption of the Agenda The agenda was adopted after making few changes and is attached hereto as Annex II. 2.0 CONSIDERATION OF MATTERS ARISING FROM EASC AND QA-TSC MEETINGS OF ARUSHA AND WG2 OF BUJUMBURA BURUNDI 2.1 WG2 report of meeting. The meeting considered the report of the meeting which was held in Bujumbura, Burundi from to September 2011 and following were the matters arising: Certification and accreditation Burundi delegates informed the meeting that the BBN mark had been registered and had been submitted to their parent ministry 21.2 Conformity assessment Pre-Export Verification of Conformity (PVoC) to Standards. Tanzania informed the meeting that TBS was working on the Import Standardization Mark (ISM), and that PVoC for general goods took off officially on Uganda informed the meeting that PVoC has been and that a delegation Uganda Parliamentary Sectoral Committee was visiting the services providers. Burundi delegates informed the meeting that BBN submitted the PVoC Programme document to the Government and await approval. There was no feedback from Rwanda as Rwanda delegates did not attend the meeting. Kenya delegates informed the meeting that Kenya had signed new PVoC contracts with three PVoC partners. 2

3 2.1.3 Support by development partners: PTB had a long-term project to support the establishment of an EAC quality infrastructure which started in The project had achieved many objectives notably the establishment of the EAC SQMT Act, 2006, training of personnel in various fields and equipping of metrology laboratories in Partners States. The project was in its third phase and it will end in December Consideration of the status of cross-border trade issues The assignment on identification of critical parameters to help inspectors in making professional judgement at points of entry has not been done as most standards are under revision. 3.0 Matters discussed in the WG2 Meeting 3.1 Presentation of report about the visits of import inspection bodies The PTB Consultant Mr. Manfred Kindler presented the results of evaluation of all EAC NSBs import inspection bodies. The report is attached hereto as Annex III. The following is the summary of findings from this evaluation: There are inadequate storage facilities and conditions to guarantee quality of certified products that are under customs custody for a long time. There is inadequate training for inspectors regarding identification of suspicious products. There is need to address issues on marking and labelling where there are a lot of misleading information like pictorial presentation of orange fruit on orange drinks and the systems management standards presentation. There is inadequate mechanism to fight against counterfeit products. Recommendations The meeting discussed and recommended that: There is need for all Partner States to adopt a harmonized Pre- Shipment Verification of Conformity to Standards (PVoC) programme using the harmonized EAC Standards and look at the potential risk of competition among Partner States that may emerge thereafter. There is need to define responsibilities among inspection bodies, customs and warehouse owners on stored goods that have already been certified. There is need to re-engineer the import inspection procedures using risk approach. 3

4 There is need to have coordination mechanism for all agencies responsible in clearance of imported goods in order to avoid multiplicity of inspections at entry points. There is need to put in place a Quality Information System and integrate with the Revenue authorities RADDEX Database System so that results of inspection can be communicated through them. There is need to harmonize peer assessment procedures on inspection. There is need to use the available expertise at the NSBs Headquarters in making professional judgement on imported products as none can have all the expertise at all entry points. There is need to share the information on temporarily banned products among Partner States and the review of decisions. There is need to re-engineer the market re-call system as a mechanism to fight against counterfeit and contraband products. There is need for training on electrical Presentation on Information Communication System for Market Surveillance (ICSMS) - the European Union Model. The PTB Consultant Mr. Thomas Schrein presented a paper on the ICSMS, the system that has been adopted by all EU Member States. The presentation is attached hereto as Annex IV. The following were noted as the product information data set for the system: general information about the product, product identification criteria, economic operators, relevant directives and standards, conformity, depth and scope of testing, test results and a classification of shortcomings, accidents having occurred and measures taken by surveillance authority. The meeting agreed that: i) The EAC QIS will be web-based and will have specifications as indicated in Annex V. ii) The access right will be by user names and passwords. iii) The system will be accessible twenty four (24) hours and seven (7) days. iv) The system will be compatible with similar available European Union systems such as Information and Communication System for Market Surveillance (ICSMS), Rapid Alert System for Food and Feed (RASFF), Rapid Exchange of Information System (RAPEX) for non-food products and Federal Institute for Drugs and Medical Devices (BFArM). v) The developed software (prototype) will be checked upon by the IT experts prior to piloting. vi) There will be awareness seminars for stakeholders in the sequence EAC TSC, EASC and eventually at individual Partner States level. 4

5 vii) Collection of existing information will be done from revenue authorities RADDEX system, food and drug and phyto-sanitary authorities, ministries of agriculture and health and from publicly available inspection and market surveillance alert systems i.e. ICSMS, RASFF, BFArM and RAPEX. 3.3 Presentation from Trade Mark East Africa (TMEA) The representative of Trade Mark East Africa reported that TMEA works with institutions of government, private sector and civil society to support their respective trade facilitation programmes. It was reported that they support the central and northern corridors and that they are currently funding development of One Stop Border Posts (OSBP) in EAC through Ministries of Finance. Following the presentation by TMEA, the meeting noted that PTB will not fund the procurement of software and that TMEA may not fund a hundred (100) percent of the required funds hence a need for other sources. Recommendations The implementation of EACQIS project be in three (3) stages as per Annex V attached hereto. Negotiate and enter into contract with EU on adopting ICSMS in the EAC for use while proceeding to the fully developed EACQIS and that the system be operational by August Request for funds be submitted to TMEA within February 2012 for implementation of the third stage. QA TSC requests the EASC for extra funding from NSBs and/or from donors like PTB, WB, UNIDO, SIDA, JICA, USAID-COMPETE and EU. QA TSC requests the EASC to commit funds for sustaining the project after procurement and installation. 4.0 Progress review and development of action plan for WG2 The meeting prepared the work program for the year 2012/2013 as in Annex VI. 5

6 Signed on the Day of February, 2012 by respective heads of delegations.. Mrs. Bernardine Sindakira Bureau Burundais de Normalisation et Controle de la qualitė Republic of Burundi. Mr. Stephen Ayeka Kenya Bureau of Standards Republic of Kenya. Mr. Lazaro Msasalaga Tanzania Bureau of Standards The United Republic of Tanzania. Mr. Mathias Kaleebi Uganda National Bureau of Standards Republic of Uganda ANNEX I 6

7 LIST OF PARTICIPANTS BURUNDI 1. Mrs. Eric Ruracenyeka Bureau Burundais de Normalisation et Controle de la qualitė Tel: / B. P BUJUMBURA Republic of Burundi 2. Mrs. SINDAKIRA Bernardine Bureau Burundais de Normalisation et Controle de la qualitė Tel: / B. P BUJUMBURA Republic of Burundi KENYA: 3. Mr. John Wepukhuru Kenya Bureau of Standards (KEBS) Tel: P.O. Box NAIROBI, KENYA. 4. Mr. AYEKA Stephen Kenya Bureau of Standards (KEBS) Tel: / P.O. Box NAKURU,KENYA 5. Mr. NYAKUNDI Fred Kenya Bureau of Standards Tel: P.O. Box NAIROBI, KENYA. 6. Mr. Birgen C. Ronoh 7

8 Kenya Bureau of Standards (KEBS) Tel: P.O. Box NAIROBI, KENYA. 7. Mrs. Immaculate Odwori Kenya Bureau of Standards (KEBS) Tel: P.O. Box NAIROBI, KENYA. 8. Eric Kirui Kenya Bureau of Standards (KEBS) Tel.: P.O.Box NAIROBI, KENYA 9. Abraham Wekesa Kenya Accreditation Board (KENAS) Tel.: P.O.Box NAIROBI, KENYA 10. Mr. Wilberforce Muthigani Kenya Bureau of Standards (KEBS) Tel.: P.O.Box NAIROBI, KENYA 11. Jared Obena Kenya Bureau of Standards Tel.: P.O.Box NAIROBI, KENYA 12. Mr. Lazaro Msasalaga 8

9 Tanzania Bureau of Standards (TBS) Tel: / / P.O. Box 9524 DAR-ES-SALAAM, TANZANIA. 13. Mr. Abdi Jabir Saleh Tanzania Bureau of Standards (TBS) Tel: P.O. Box 9524 DAR-ES-SALAAM, TANZANIA UGANDA: 14. Mr. Mathias Kaleebi Uganda National Bureau of Standards (UNBS) Tel: P. O. Box 6329 KAMPALA, UGANDA. 15. Mr. LWAGULA MacSamuel Uganda National Bureau of Standards (UNBS) Tel: , P.O.BOX 6329 KAMPALA, UGANDA TRADE MARK EAST AFRICA 16. Mr. Theo Lyimo Trademark East Africa (TMEA) Tel: P.O. Box Nairobi, KENYA 9

10 17. Ms. Elizabeth Nderitu Trade Mark East Africa (TMEA) Tel.: P.O.Box Nairobi, Kenya 18. Mr. KIPTOON Alex Trademark East Africa Tel: P.O. Box Nairobi, Kenya PTB 19. Mr. Tobias Diergardt PTB Braanschweij, Germany 20. Mr. Manfred Kindler PTB Germany 21. Mr. Thomas Schrein PTB Tel.: Germany 10

11 Annex II Agenda and Programme ANNNEX III EAC Inspection tour by Kindler ANNEX IV- ICMS Presentation ANNEX V- EAQIS Proposal FEB ANNEX VI-Implementation Schedule 11

12 ANNEX VII WORKPLAN FOR WORKING GROUP 2 (WG2) OF QUALITY ASURANCE TECHNICAL SUB-COMMITTEE MONTH/ DATES DAY ACTIVITY ID LOCATIO REMARKS STATUS YEAR N Continuou s Refer to Schedule in the proposal November 2011 December 2011 Implement harmonized Procedures Design, install and operationalise integrated regional database to capture key information on inspected products for ease of product traceability Training on risk based inspection and sampling NSBs to decide on the type of Inspection WG2/2010/1 WG2/2010/5 Partner States Partner States WG2/2010/9 In each Partner State as per Training Schedule and programm e. Dates to be decided later Partner to fund States Details are as per proposal NSBs sponsor to PTB to facilitate WG2 sensitize to their Continues Proposal has been prepared Not done Not done 12

13 MONTH/ YEAR January 2012 DATES DAY ACTIVITY ID LOCATIO N bodies and define scopes Training of WG2/2011/1 Mombasa assessors Kenya* Training in WG2/2010/1 Mombasa - Documentatio 0 Kenya n to ISO/IEC REMARKS management NSBs to sponsor PTB to fund after decision by CEOs on inspection strategy STATUS Not done Not done February 2012 Carry out peer assessment WG2/2010/8 Partner States Co funding by NSBs and PTB Done for RBS and KEBS March 2012 Workshop to document harmonized EAC procedures for 1.Key requirements of ISO/IEC inspection of most traded products in EAC April 2012 Training on Legal aspects on import inspection and market surveillance May 2012 QA TSC meeting EASC meeting WG2/2011/2 Kigali Co funding by NSBs and PTB and to be covered under EACQIS programme WG2/2011/3 Bujumbura To await revision of the SQMT Act and national acts. WG2/2011/4 WG2/2011/5 Arusha 13

14 MONTH/ YEAR June 2012 July 2012 DATES DAY ACTIVITY ID LOCATIO N Training on Market Surveillance REMARKS WG2/2011/6 Kampala To be covered under EACQIS STATUS August 2012 September 2012 Meeting to review peer assessment results. Accreditation to ISO/IEC WG2 to arrange for study visits to existing PVoC agents WG2/2010/4 Arusha Co funding by NSBs and PTB WG2/2011/8 WG2/2011/7 Partner State decide to Identified inspection bodies Partner to decide States To be funded by NSBs 14