Prequalification of Vendors Consultant at HIAS Refugee Trust of Kenya

DURATION :       7 days

POSITION SUMMARY:

In liaison with Procurement Unit, the Prequalification Consultant will be responsible for coordination and reporting of opening of prequalification of vendors’ documents for provision of goods and services to HIAS Refugee Trust of Kenya (HRTK). The Consultant will play a pivotal role in ensuring integrity, fairness, and openness in prequalification processes as well as adherence to policies, ethics, procedures, and controls.

OBJECTIVES & DELIVERABLES: 

The main objective is to pre-qualify goods & services vendors under the relevant advertised categories and create a database for the period January 2024– December 2026.

SCOPE OF WORK: 

HRTK wishes to engage an eligible consultant in the establishment of prequalified vendor’s data base of goods and services on behalf of HRTK. Specifically, the consultant will:

1. Review the pre-qualification documents as per HRTK categories of goods and services.
2. Reconcile applications submitted with payments received.
3. Supervise the opening of tender documents, marking of the received pre-qualification documents, set deadlines and responsibilities.
4. Evaluate and analyse applications submitted as per criteria set (to determine vendor’s willingness to comply with HRTK’s terms and conditions).
5. In liaison with HRTK’s procurement unit, conduct a physical and or phone verification exercise of the vendors that pass the pre-qualification criteria.
6. Prepare a technical prequalification report and create a vendors’ data base as per HRTK products/services categories that shall contain a minimum of supplier’s name, physical address, telephone number, email, and name of contact person(s).
7. Come up with recommendations for adoption; advise and come up with allowable procurement practice to seal any gap that may arise from the pre-qualification exercise i.e., categories that might not have any applicant or receive less than three applications.

TIME FRAME:

This consultancy is time based. Pre-qualification applications opening, evaluation and reporting is set to take place within seven (7) working days.

QUALIFICATIONS, COMPETENCIES AND REQUIREMENTS:

• Bachelor’s degree in relevant field e.g., procurement/supplies management, Finance or Business. A Master’s Degree will be an added advantage.
• Minimum 5 years’ experience working in procurement/supply chain
• Ability to respond effectively to time sensitive demands, inquiries, and strong problem- solving skills as well as exceptional customer relations (both internally and externally) ; provide sound business judgment and contractual oversight.
• The consultant is requested to apply for this assignment by submitting a concise proposal that includes:

1. Technical proposal: Written presentation by the applicant, showing evidence of expertise in Supply Chain Management (Qualifications in procurement/supply chain management (SCM), Consultant in procurement/ Supply Chain Management)
2. Methodology: A detailed methodology to be used to carry out the assignment and roles of each member of the consultancy team
3. Detailed work plan
4. CVs of the consultant and team to carry out the assignment.
5. Copy of applicant/company registration certificate and KRA pin number
6. Reference contacts for at least 3 clients of previous similar work experience
7. Financial proposal: Detailed financial proposal (charges) in line with the work plan and deliverables
8. Indicate advertisement number HRTK/PQC/01/2023 on the subject line.