Enaidura Dairy Milk CBO Invitation for Bids

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Enaidura Dairy Milk CBO

Invitation for Bids (IFB)

Introduction:

Enaidura Dairy Milk CBO has received support from United States Africa Development Foundation (USADF) for expansion of their dairy operation effort to reduce poverty, increase employment and promote community self-reliance.Enaidura Dairy Milk CBO works in consultation with CEZAM and associates in implementation.

The scope of work required will be in 8 lots:

Lot 1: Supply and installation of milk pasteurizer;

Lot 2: Supply of milk churns, approved by Dairy board;

Lot 3: Supply and installation of a 70kVA power back-up generator;

Lot 4: Supply of office equipment and furniture;

Lot 5: Finance management training consultancy;

Lot 6: Governance management training consultancy;

Lot 7: Business Plan development consultancy;

Lot 8: Milk handling, hygiene, value addition and marketing training consultancy;

There are low levels of literacy among Enaidura Dairy Milk CBO members that will require lots of translation to enhance communication and understanding. Use of Kiswahili language is highly recommended.

Enaidura Dairy Milk CBO office is located at Ilbisil Trading Centre (Kajiado County) located off Kajiado-Namanga Road along Nairobi-Namanga highway It is open during working hours (8.00a.m. – 5.00 pm, Mon-Fri).

Selection will be made on 20th of December 2017 and communication made to the winning bidder by 21st of December 2017. Any unofficial conversing will be grounds for automatic disqualification.

Lot 1: Supply and installation of milk pasteurizer;

Pasteurizer with motor and no cooling system with a capacity of 500 litres with a power capacity not exceeding 27Kw.The winning bidder will ensure the following:

  1. Provide the precise specifications of the pasteurizer they wish to deliver meeting the above quality;

  2. The pasteurizer is delivered fully installed and working at Enaidura’ s offices at Ilbisil before full payments are made;

  3. Indicate any terms of any available after sales services such as warranties and guarantees;

  4. He has shown demonstrated experience in delivering similar assets; and

  5. State and prove that the pasteurizer being delivered is common to the Kenyan market with repairs, parts and expertise for maintenance are locally available;

Lot 2: Supply of milk churns, approved by Dairy board;

The bidder to supply twenty approved milk cans standards approved by Kenya dairy board each with a capacity of 50 litres.

The winning bidder will ensure the following:

  1. The milk cans they are quoting to provide are approved by the Ministry of health and any other relevant authority;

  2. The milk cans are delivered at Enaidura’ s offices at Ilbisil before full payments are made;

  3. He has shown demonstrated experience in delivering similar assets; and

Lot 3: Supply and installation of a 70kVA power back-up generator;

The winning bidder will ensure the following:

  1. Provide the precise specifications of the generator they wish to deliver meeting the above quality;

  2. The generator is delivered fully installed and working at Enaidura’ s offices at Ilbisil before full payments are made;

  3. Indicate any terms of any available after sales services such as warranties and guarantees;

  4. He has shown demonstrated experience in delivering similar assets; and

  5. State and prove that the generator being delivered is common to the Kenyan market with repairs, parts and expertise for maintenance are locally available

Submission.

The submission of the bid documents made in English MUST solely delivered by email to

No hand deliveries.

Payment

Payments for this supply will be made in the following tranches:

  1. 60% upon section and contracting; and

  2. 40% upon the full delivery and installation of the generator as requested and quoted.

Lot 4: Supply of office equipment and furniture;

Enaidura Dairy Milk CBO hereby wishes to invite bids from interested and eligible candidates to supply the following:

  1. I Desktop

  2. 2 laptops Hp

  3. 1 Printer

  4. 1 Scanner

  5. 2 Internet Modems.

  6. 1 External Hard Drive

  7. 1 Office safe.

  8. 2 Office Desks

  9. 2 Filing Cabinets

  10. 4 Office Chairs

  11. 4 Visitors Chairs

Lot 5: Finance management training consultancy;

Enaidura Dairy Milk CBO hereby wishes to invite bids from interested and eligible consultants to provide the following trainings and other deliverable;

Key areas of the training package shall comprise of the following:

1.  Separation of cash and financial management duties;

2.  Setting up, implementing and maintaining internal controls;

3.  Specific roles of staff and procurement committees;

4.  Petty cash management and documentation;

5.  Non-petty cash financial transactions’ documentation (preparation and maintenance of payment vouchers, approvals, and receipts);

6.  Cashbook maintenance and bank reconciliations;

8.  Payroll systems preparation and maintenance;

9.  Calculating depreciation costs;

10.  Procurement—internal policies of approvals for various sized purchases;

11.  Recording of farm sales income;

12.  Preparation of monthly Financial Statements (showing all income, expenditure and cash flows using the existing simplified format that should be collected from the client during the training;

13.  Basing’s financial decisions on developed financial statements;

14.  Cash flow planning (reading financial statements and projections to project future cash flow);

15.  Analyzing financial investments such as assets, infrastructure, trainings and others;

16.  Dividends’ decisions for members based on the grantee’s plans;

17. Introduce the group to the entrepreneurship processes with a strict bias to dairy and livestock production

Deliverables.

The training should be delivered in English.  Ability to provide additional translations or explanations in Swahili and Maasai language will be an added advantage. Deliverables shall be delivered by the consultant to grantee and CEZAM & Associates Ltd (ADF Partner in Kenya).

These products shall be submitted in copies as follows:


Type of copy

No. of copies required

Submitted to

Simplified Training manual

Hard copies

3

Enaidura;

Soft/electronic copies (Microsoft Word)


Enaidura

CEZAM & Associates Ltd

Simplified financial and procurement Policy manual.

Hard copies

3

Grantee;

Soft/electronic copies (Microsoft Word)

1


Grantee;

1

CEZAM & Associates Ltd

Training report that clearly demonstrates a participatory training approach, list of post training actions for improving financial management and procurement systems.

Hard copies

3

Enaidura;

Soft/electronic copies (Microsoft Word)

1

Grantee;

1

CEZAM & Associates Ltd

The consultant should be a specialist in business administration especially in finance and strategic planning and/or micro-finance enterprise sector with the following qualifications: 

  • Minimum degree in Business, finance and strategic planning , administration, development and or business studies;

  • Experience in leading or participating in financial management and strategic planning for donor-funded projects, preferably of enterprise interventions in the food security sector;

  • Excellent teaching and coaching skills, experience in knowledge management and learning in business/non-governmental organizations or similar;

  • Excellent analytical and writing skills; 

Submitting expression of interest

Enaidura Dairy Milk CBO invites bids from individual consultants or firms with the experience and skills described above. Bids should include:

  • A technical offer that includes the basic methodology which will be used and related areas of focus (or topics) in the training as well as the proposed timeframe/time table;

  • A financial offer that covers all consultancy related;

  • A CV detailing relevant skills and experience of no more than 3 pages, including contactable referees; and

  • One sample of a relevant financial management policy manual.

Lot 6: Governance management training consultancy;

Enaidura Dairy Milk CBO hereby wishes to invite bids from interested and eligible consultants to provide the following trainings and other deliverable;

Key areas of the training package shall comprise of the following:

  1. Group formation and registration with the Kenyan authorities

  2. Leadership skills relative to position description, roles and responsibilities and required skills and background for each position (Board Chairperson, Secretary and Treasurer) and hiring of staff and volunteers.

  3. Specific roles of functional committees i.e. Monitoring and Evaluation Committee (whose main purpose is to collect data on kilograms of crops grown and revenues earned) and Procurement Committees (whose main purpose to oversee purchase and delivery of goods and service).

  4. Principles of good governance institutionalized in local institutions such as WUAs and farmer Cooperatives with best practices in Kenya on governance and management relative to:

    • election procedures (for scheme committee member, group administrative structure, systems and functions)

    • Meetings (Definition of required periodical meeting vis-à-vis scheme growth and subcommittees, Who proposes the Agenda, When is the AGM or other meetings? What is the Agenda during the AGM?)

  5. Management systems – documentation, filing and maintenance of files (soft and hard)

  6. Group dynamics and conflict resolution

  7. Partnership building and management for improved networking and acquisition of knowledge and skills related to marketing of farm produce

  8. Marketing of farm produce

  9. By-laws of the farming groups to govern the use of water for irrigation; Participation of all members in farming activities and in regular meetings

Deliverables.

The training should be delivered in English.  Ability to provide additional translations or explanations in Swahili and Maasai is preferred. Deliverables shall be delivered by the consultant to Enaidura and CEZAM & Associates Ltd (ADF Partner in Kenya).

These products shall be submitted in copies as follows:


Type of copy

No. of copies required

Submitted to

Simplified governance T manual

Hard copies

3

Enaidura;

Soft/electronic copies (Microsoft Word)


Enaidura

CEZAM & Associates Ltd

Simplified Human resource Policy manual.

Hard copies

3

Grantee;

Soft/electronic copies (Microsoft Word)

1


Grantee;

1

CEZAM & Associates Ltd

Revised and functional Group Constitution.

Hard copies

3

Enaidura;

Soft/electronic copies (Microsoft Word)

1

Grantee;

1

CEZAM & Associates Ltd

The consultant should be a specialist in grassroots community governance dynamics: 

  • Minimum degree in Business, finance and strategic planning , administration, development and or business studies;

  • Experience in leading or participating in governance and management planning for donor-funded projects, preferably of enterprise interventions in the food security sector;

  • Excellent teaching and coaching skills, experience in knowledge management and learning in business/non-governmental organizations or similar;

  • Excellent analytical and writing skills; 

Submitting expression of interest

Enaidura Dairy Milk CBO invites bids from individual consultants or firms with the experience and skills described above. Bids should include:

  • A technical offer that includes the basic methodology which will be used and related areas of focus (or topics) in the training as well as the proposed timeframe/time table;

  • A financial offer that covers all consultancy related;

  • A CV detailing relevant skills and experience of no more than 3 pages, including contactable referees; and

  • One sample of a governance and human resource manuals and constitution.

Submission.

The submission of the bid documents made in English MUST solely delivered by email to

Payments

Payments will be made in the following modes:

  1. 40% at award of contract;

  2. 40% upon the completion of the training and provision of drafts;

  3. 20% upon the presentation of a final and acceptable manual and guide

No hand deliveries.

The application MUST be received in through any of the above modes of delivery on or before 19th December 2017 12:00 Hours Kenya Time.

Selection will be made on 20th of December 2017 and communication made to the winning bidder by 21st of December 2017. Any unofficial conversing will be grounds for automatic disqualification.

Lot 7: Business Plan development consultancy;

Enaidura Dairy Milk CBO hereby wishes to invite bids from interested and eligible consultants to provide the following trainings and other deliverable;

Enaidura seeks a qualified and experienced consultant to train and help the group analyze its business processes and held guide them in generating an authentic and informed Business Plan to guide them into the future.

Deliverables.

The training should be delivered in English.  Ability to provide additional translations or explanations in Swahili and Maasai is preferred. Deliverables shall be delivered by the consultant to Enaidura and CEZAM & Associates Ltd (ADF Partner in Kenya).

The winning consultant will provide a standard and authentic business plan for Enaidura that will encompasses the literature upon which financial projections are derived.

The consultant should be a specialist in business administration especially in finance and strategic planning and/or micro-finance enterprise sector with the following qualifications: 

  • Minimum degree in Business, finance and strategic planning , administration, development and or business studies;

  • Experience in leading or participating in financial management and strategic planning for donor-funded projects, preferably of enterprise interventions in the food security sector;

  • Excellent teaching and coaching skills, experience in knowledge management and learning in business/non-governmental organizations or similar;

  • Excellent analytical and writing skills; 

Submitting expression of interest

Enaidura Dairy Milk CBO invites bids from individual consultants or firms with the experience and skills described above. Bids should include:

  • A technical offer that includes the basic methodology which will be used and related areas of focus (or topics) in the training as well as the proposed timeframe/time table;

  • A financial offer that covers all consultancy related;

  • A CV detailing relevant skills and experience of no more than 3 pages, including contactable referees; and

  • One sample of a business plan.

Lot 8: Milk handling, hygiene, value addition and marketing training consultancy;

Enaidurra Dairy Milk CBO hereby wishes to invite bids from interested and eligible consultants to provide the following trainings and other deliverable;

A consultant is sort to provide the above training over a twenty nine days consultancy with an actual training of fifteen days.

Deliverables.

The training should be delivered in English.  Ability to provide additional translations or explanations in Swahili and Maasai is preferred. Deliverables shall be delivered by the consultant to Enaidura and CEZAM & Associates Ltd (ADF Partner in Kenya).

The consultant will provide the following:

  1. A manual detailing the best and hygienic practices in handling dairy products; and

  2. A simple and precise guide on value addition to milk in line with market demand

The consultant should be a specialist in business administration especially in finance and strategic planning and/or micro-finance enterprise sector with the following qualifications: 

  • Relevant degree in a field related to dairy production

  • Experience in leading or participating a similar training with proven results;

  • Excellent teaching and coaching skills for adult learners ;

  • Excellent analytical and writing skills; 

Submitting expression of interest

Enaidura Dairy Milk CBO invites bids from individual consultants or firms with the experience and skills described above. Bids should include:

  • A technical offer that includes the TORs for this training, basic methodology which will be used and related areas of focus (or topics) in the training as well as the proposed timeframe/time table;

  • A financial offer that covers all consultancy related;

  • A CV detailing relevant skills and experience of no more than 3 pages, including contactable referees; and

  • One sample manual on proper policies on health and hygienic standards relating to the handling and trade in milk and a guide in various innovative value chain concepts in relation to dairy products.

Eligible bidders for LOT 1, 2, 3 and 4 MUST meet the following minimum requirements. Interested firms must provide information as indication that they are qualified to perform the tasks. Bids from reputable firms should meet the following minimum requirements:-

  1. Certificate of Incorporation as a company;
  2. Valid Business permit;
  3. A copy of valid Tax Compliance certificate;
  4. Evidence and previous work of similar nature, full telephone contacts of clients served with similar works;
  5. The IFBs for each of the Lot quoted should be clearly separated as A technical and B financial proposal
  6. Acceptance to receive payments in tranches

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