National Consultancy to conduct a comprehensive market survey of the Kenya market for UNICEF, Kenya Country Office, Nairobi

Contract

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UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

TERMS OF REFERENCE

Background and Justification

The objective of this consultancy is to conduct a comprehensive market survey of the Kenya Market and update the UNICEF Kenya Local Supplier Database in line with the Country Programme Document (CPD 2022-2026) which outlines the following:

1. Do less and Influence more (less transactional business model and more strategic investment)
2. Deliberate effort to support national and county levels planning and budgeting process (Identify and maximize opportunity UNICEF can use to exert its influence on behalf of children and enhance public finance for children in all sectors)
3. Use the bottleneck analysis framework to identify key aspects of what are the biggest ticket requiring, UNICEF support to make Health, Nutrition, WASH, Education, Child Protection and Social Policy, systems more resilient, agile, affordable, sustainable, and responsive to children needs as part of Systems strengthening.
4. Increase role of Zonal Office in the accountability framework: Kisumu for focus in influencing counties, Lodwar and Garissa to continue to maintain a balance of service delivery and influencing work during emergencies.
5. Enhance integrated programming as modus operandi of KCO (linkages between sectors in identifying entry points and capitalize on going joint and integrated programmes.
6. Harness the power of cross sectoral areas (Partnerships, Innovation, External Communication, Social and Behavior Change, Climate change, Emergency coordination.
7. Humanitarian-Development-Peace nexus as an imperative for the new business model to invest in resilience and sustainable systems to address children’s vulnerabilities in humanitarian context.

The market survey will support the continuous development of Long-term Arrangements for goods and services for use in programming and emergency response. Identifying the range of available goods and services which will also allow UNICEF Kenya Country Office to better define their needs and develop appropriate supply chain strategies for delivery of goods to beneficiaries.

The overall goal of the consultancy is to assess availability of supplies, equipment's, and services to be locally sourced, in order to identify vendors for local procurement initiatives and also update the UNICEF Kenya Local Supplier Database.

Another goal is to assess the readiness of the market and vendors to enable the UNICEF Kenya Country Office to implement Sustainable Procurement, Climate change in Supply, coupled with options to procuring accessible goods and services for People With Disability (PWD) and sourcing from disability-inclusive suppliers.

2. Major Supplies Categories required by UNICEF Kenya Country Office (KCO)

This section provides a list of the major Supplies categories that should be the focus of the market survey and subsequent updating of the UNICEF Kenya Local Supplier Database.

The analysis of the supplies categories is based on products and services procured during the last 4-5 years, as well as requirements for the coming years. Below are the following, but not limited to, list of commodities and services:

2.1. Commodities / Goods:

• Office Supplies: office furniture and fixtures, stationery, electrical supplies and equipment.
• Information Technology and Communication Supplies and Services: computer accessories and related peripherals (computers, laptops, modems, projectors, VCD/VCR/DVD, cameras etc.), communication equipment, camera equipment, etc.
• Education Supplies: classroom supplies, educational kits and equipment (blackboards, chalk, stationery, exercise books, ball point pens, etc.), school furniture, recreation kits (sports and indoor recreation materials/equipment) and other learning materials.
• Printing and Promotional: printing (including offset printing and digital printing) of publication materials, brochures, posters, banners, stickers, folders, billboards, signage, reports, registration books, booklets, T-shirts, caps, wrist brands, exhibition stands, etc. This should include printing in Braille.
• Health and Nutrition Supplies: auto-disable syringes, safety boxes (for disposal of injection equipment), pharmaceuticals, micronutrients and therapeutic foods and other food items.
• Water, Sanitation and Hygiene (WASH) Supplies: drilling rigs, generator sets and spare parts, hand pumps and submersible pumps and spare parts, centrifugal pumps with pipes, solar submersible pumps and accessories, electric motors, UPVC pipes, casings and fittings, steel pipes, GI pipes, water storage tanks (different capacities), water treatment chemicals, collapsible and rigid jerry cans (10lt & 20lt), plastic buckets (20lt) capacity, hygiene and sanitation supplies, such as bar soaps, water treatment chemicals, hygiene and dignity kits
• Emergency Non-food Items (NFI) Supplies: tents, tarpaulins, blankets, plastic sheets, sleeping mats, emergency relief shelter and household supplies (cooking sets, plastic sheets, tents, etc.), clothing materials, textiles blankets (fleece and wool), roofing sheets, etc.
• Logistics/Transport Equipment and Spare Parts: vehicles, motorcycles, bicycles, ambulances, trucks (water tankers), boat rental, tyres, camping equipment, warehousing equipment, storage containers, fuel bladders, and relevant supplies/spare parts
• Assistive Technology Equipment: assistive equipment for adults and children with disabilities. Wheelchairs, dolphin screeners, braille voice recorders, braille printing suppliers, Magnifiers, folding sticks, other braille equipment.
• COVID-19-related Supplies: personal protective equipment, diagnostics (testing kits, reagents, consumables, etc.), medical equipment (ventilators, oxygen concentrators and accessories, consumables, etc.), laboratory equipment, etc.
• Other Miscellaneous Supplies: sports and indoor recreation materials/equipment, electrical supplies, voltage regulators, security enhancement, metal detectors, X-ray machines, CCTV cameras, digital doorway, first aid equipment, cholera beds, solar equipment and power systems, industrial equipment, PDA and chargers, Braille machines, trailers, bay bulk - filing cabinets, air-conditioners (installation and maintenance), hospital, medical and laboratory supplies and equipment, machinery, tools, generators and spare parts.

2.2. Institutional Services:

• Administrative Services: office cleaning, messengers, security, travel management, hotel and conferencing facilities, car hire, hotels, catering, vehicle insurance, rental and maintenance including taxi services, etc.
• Logistics Services: transport, customs clearing, forwarding and warehousing/storage and management.
• Construction Services: constructions works, engineering services, borehole drilling, etc.
• Professional Consultancy Services: different types of research, surveys, monitoring and evaluation, KAP study, feasibility studies, capacity assessments, development in health, nutrition, education, water and sanitation, child protection, social and behavioural change, communication for development sectors, software development, fundraising services, training and capacity development services, micro-Assessment Services and spot checks, Third Party Monitoring.
• Professional human resources: companies that provides professional human resources for frequently used professional services for UNICEF (Nutrition monitors, WASH, office assistants, receptionist, security guards, ICT services)
• Cash Transfer Services: assessment of financial institutions, Mobile Networks and other related 3PL.
• Other Services: graphic design, photography and video services, audio and services, website design, development and maintenance, writing, editing, design and layout, advertising agencies to support events and campaigns, media service providers, Media monitoring services, identifying FM radio stations, events planning and management services, quality assurance including pre and post-delivery inspections, third party inspection, interpretation, translation and simultaneous translation/equipment, financial auditing, generator maintenance, office renovation, events management.

The consultant may suggest at its discretion, and upon consultation with UNICEF, other categories of supplies to be added based on its assessment of the market versus UNICEF’s needs.

3. Scope of Work

1. UNICEF will place a series of advertisements (Expression of Interest) in local newspapers and platforms, UNGM and others, to invite suppliers to express their interest to register with UNICEF. Responses and subsequent follow up with interested suppliers will be the responsibility of and coordinated by the consultant. The consultant will request them to complete the Supplier Profile Form and provide substantiating documents about their company. This will help identifying new vendors and provide to the old vendors an opportunity to update their profile.
2. The consultancy will also look into UNICEF existing database to establish whether the registered companies are still in the market and in the same line of business registered for, and to update their profile forms for the existing companies, their contact address, telephone numbers and their contact person(s) and conduct physical verification of premises/warehouses
3. The Consultancy furthermore will assess the status of the local market by sourcing for suppliers via such institutions as the Ministry of Trade, the Chamber of Commerce, Employers organization, UN Agencies and International Organizations etc. The Consultancy will forward the Supplier Profile Form to the manufacturers for completion.
4. The Consultancy will analyze the completed Supplier Profile Forms received through the Expression of Interest (EOI) for initial assessment based on the information provided by the vendors, such as: company registration, areas of activity and capabilities, qualifications, source of goods, availability of products and reference checks, etc.
5. On the basis of this assessment, the Consultancy will develop a list the potential suppliers and service/works providers for each category of supplies and services.
6. The consultancy should conduct visits to the premises (manufacturing facility, warehouse, main office) of each of supplier registered in the list. Depending on the actual field visit, such information should be provided:

• Verify production and operational capacity
• Check the availability of ISO 9000 certificate, Environmental Management Certification, i.e. ISO14001 or equivalent and when was it awarded
• What are the international standards employed by the manufacturer.
• How is the quality control unit structured in the company’s framework
• If the company has in place applicable anti-corruption and fraud policies as well as strong structure/processes of controls and checks
• Conduct a financial status evaluation

7. The consultancy will collect all relevant information about the listed manufacturers/ traders/ suppliers/ contractors information; as a minimum, it should include the following:

• Business concept
• Company profile (including all supporting documents such as register certificate, brief history of the company, major customers, etc)
• Headquarters location and other location/provinces of operations within Kenya
• Management capacity,
• Production and operational capacity
• Delivery times,
• Inventory levels (what items are stocked and where),
• Manufacturer, trader or distributor,
• If distributor, authorized dealer for which manufacturer, exclusivity to market areas,
• If manufacturer, distributors in the country/region
• Process flow for receiving orders and executing deliveries,
• Marketing capacity, sufficient resources for customer contacts and capable to serve UNICEF offices in the country/region
• Financial profile (turnover, operating profit),
• Website, technical information available in web page,
• Technical documentation
• After sales service, capacity and possible service representations in the neighbouring countries
• Shipping arrangements within Kenya and Regionally
• Premises (office, warehouse)
• Logistics and export experience
• Recent contracts completed over the last 5 years (including values, delivery period and the client)
• Sustainability level acquired by the supplier including accessibility for People With Disability (PWD) throughout his operations and manufacturing processes (through completion of a questionnaire)

8. Based on the results of the supplier visits and inspection reports, the Consultancy will assess each supplier and service/works provider, document results and make recommendations of pre-qualified vendors by category of commodity.
9. The consultancy may need to present the results of the survey to UNICEF Contract Review Committee and the Heads of Programmes for their comments and appreciation.
10. The consultancy will prepare a list of the pre-qualified suppliers and service/works providers by category.
11. The consultancy will update the UNICEF Kenya Local Supplier Database
12. The Consultancy will define a methodological framework to setup and manage long term arrangements with each category of qualified vendors and products and for the updating of the list of vendors with precise selection criteria.
13. The Consultancy will prepare a final report containing the methodology, principal conclusions and recommendations of the market survey.
14. The consultancy will provide all the raw data, data analysis report including the supplier profile forms to UNICEF and they will be UNICEF property.
15. The supplier is to also assess the readiness of the market and vendors to enable the UNICEF Kenya Country Office (KCO) to implement Sustainable Procurement. This assessment should include, but not be limited to, the following aspects:

• Green products and services
• Sourcing of green materials and resources
• Green sourcing, including selection, management and development of suppliers with environmental capability and commitment
• Reducing the waste of resources throughout the sourcing cycle, and to support re-use, recycling and safe disposal
• Managing logistics, including reverse logistics, to minimize waste, pollution GHG emissions and environmental impact
• Local and small-business sourcing
• Climate change in Supply,
• Procurement options of goods and services for People With Disability (PWD)
• Procurement options of goods and services sourcing from disability-inclusive suppliers.

4. Expected Deliverables and Reporting Requirements

1. An inception report detailing the final methodology and workplan following discussions consultations with UNICEF.

• The Inception report should also include the proposed Supplier Profile Form to be completed by suppliers and the proposed structure of the Supplier Database

2. Full update of the UNICEF Kenya Local Supplier Database of listed vendors for the above identified categories of supplies and services based on the tasks completed under tasks no. 7 above.
3. The completed Supplier Profile Forms
4. The completed Supplier Inspection Reports.
5. The completed Sustainability questionnaire duly filled in by each supplier/manufacturer
6. A methodological framework to setup and manage long term arrangements with the shortlisted vendors
7. A separate report and narrative the readiness of the market and vendors to enable the UNICEF Kenya Country Office (KCO) to implement Sustainable Procurement. This report must include a specific list of suppliers which are “ready” for sustainable procurement. This report must also include a specific section proposing Sustainable Procurement initiatives that can be implemented based on the market readiness.
8. A Final report containing the methodology, principal conclusions and recommendations of the market survey.

As part of the proposal and subsequently the inception report, the Consultant is required to add timelines for each deliverable during the execution contracts.

Location and Duration

Kenya with information on suppliers/services and works providers located in Kenya market and regionally where applicable. For specific categories of supplies where there is a lack of capacity in the local Kenyan market, the consultant should endeavor to identify suppliers in neighbouring countries and wider Sub-Saharan Africa region.

Important note: The market survey should cover not only Nairobi but also in UNICEF Zonal Offices. The nature of UNICEF’s work requires and benefits from having suppliers which are locally based in the target areas of our work which are often other counties.

It is therefore critical that the market survey also identifies as much as possible suppliers not only in the capital in Nairobi, but also in UNICEF Zonal Offices locations.

Minimum Qualifications required:

Bachelor in Business Administration (Options :Procurement and Supply Chain Management; Purchasing and Supplies)

Knowledge/Expertise/Skills required:

• At least 4-5 years in procurement processes including Bidder’s pre-qualification experience, Computer Sciences Systems development expertise.
• A strong management track record
• Extensive data collection and analysis expertise with ERP knowledge
• A strong commitment to delivering timely and high-quality results.
• Good communication and people skills, ability to communicate with various stakeholders and to express concisely and clearly ideas and concepts in written and oral form.
• Fluency in English.

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, Accountability, and Sustainability (CRITAS).

To view our competency framework, please visit here.

How to Apply

Interested candidates should apply online using the button below. As part of their application, candidates should provide: 1. A cover letter that specifies how you meet the desired competencies, technical background and experience (no more than 2 pages) 2. A short CV (no more than 4 pages) 3. Interested candidates to indicate availability and daily rate expressed in KSH to undertake the terms of reference. Applications submitted without a fee/ rate will NOT be considered. 4. Three (3) Referees.