Prequalification of Vendors Consultant

HIAS Refugee Trust of Kenya

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 Kenya. 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: To facilitate a transparent and effective vendor prequalification and contracting process, including the evaluation and selection of qualified vendors and coordination of the preparation and signing of contracts with successful vendors as well as create a database for the period January 2027– December 2029.

SCOPE OF WORK: HIAS wishes to engage an eligible consultant in the establishment of prequalified vendor’s database of goods and services on behalf of HIAS. Specifically, the consultant will:

• Review of the pre-qualification documents as per HIAS categories of goods and services
• Reconcile applications submitted with payments received.
• Supervise the opening of tender documents, marking of the received pre-qualification documents, set deadlines and responsibilities.
• Evaluate and analyse applications submitted as per criteria set (to determine vendor’s willingness to comply with HIAS’s terms and conditions).
• Conduct a physical and or phone verification exercise of the vendors that pass the pre-qualification criteria.
• Prepare a technical prequalification report and create a vendors’ data base as per HIAS products/services categories that shall contain a minimum of supplier’s name, physical address, contact information and name of contact person(s).
• 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.
• Facilitate the contracting process and coordinate the signing of contracts with vendors successfully prequalified through the exercise.

TIME FRAME: This consultancy is time based. Pre-qualification applications opening, evaluation, reporting and contracting is set to take place within six (6) weeks.