Terms of Reference for the Consultancy to Conduct Organisation Vendor Pre-qualification Exercise at Child Fund International

Objectives and Deliverables

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

Scope of work

• ChildFund wishes to engage an eligible consultant in the establishment of prequalified vendor’s data base of goods, works and services on behalf of CF.

Specifically, the consultant will:

• Review the pre-qualification/tender documents as per CF categories of goods, works and services.
• Evaluate and analyse applications submitted as per criteria set (to determine vendor’s compliance with CF terms and conditions).
• Update the list of categorized vendors- remove from the list vendors who may no longer in business and update the contact information of vendors.
• In liaison with CF’s procurement unit, conduct a physical and or phone verification exercise of the vendors that pass the pre-qualification criteria.
• Prepare a technical high standard prequalification report and create a vendors’ data base as per CF products/services categories that shall contain a minimum of supplier’s name, physical address, telephone number, email address and name of contact person(s) and type of goods/services provided.
• 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.

Qualifications

• Bachelor’s degree in relevant field like procurement/supplies chain management, Finance, or any related Business field.
• Minimum 8 years’ experience working in procurement/supply chain in similar industry.
• Evidence of having conducted a similar exercise to an NGO, UN, or government institution.
• Track record of initiative and proven ability to work independently with minimal supervision.
• Ability to respond effectively to time sensitive demands, inquiries, and strong problem- solving skills as well as exceptional customer relations (both internally and externally); should be able to provide sound business judgment and contractual oversight.
• Computer proficiency (Office software, internet, and email, excel)
• The consultant is requested to apply for this assignment by submitting a concise proposal that includes:
• 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)
• Methodology: A detailed methodology to be used to carry out the assignment and roles of each member of the consultancy team
• Detailed work plan
• CVs of the consultant and team to carry out the assignment.
• Copy of applicant/company registration certificate Tax Compliance Certificate, CR-12 and KRA pin number
• Reference contacts for at least 3 clients of previous similar work experience
• Financial proposal: Detailed financial proposal (charges) in line with the work plan and deliverable