Logistics & Procurement Service Provider Firm

Consultancy Opportunity: Procurement and Logistics Services

Organization: Search for Common Ground

About Search for Common Ground

Search for Common Ground is an international non-profit organization dedicated to transforming conflict into cooperation. To support our operations in Kenya, we are seeking qualified firms to provide comprehensive procurement and logistics services.

Job Summary

From the perspective outlined above, Search for Common Ground requires the services of a qualified procurement and logistics firm to support efficient sourcing, purchasing, transportation, storage, and distribution of goods and services. This assignment will cover operations and projects in key counties including Mombasa, Kwale, Kilifi, Nairobi, Machakos, Kajiado, Kiambu, Homa Bay, Migori, Lamu, Tana River, Nyeri, and Garissa, with the capacity to extend to the rest of the country as needed.

Objectives of the Assignment

The objective is to engage a competent firm that will:

• Ensure transparent, efficient, and cost-effective procurement.
• Facilitate timely delivery of goods and services.
• Strengthen supply chain management systems.
• Ensure compliance with applicable procurement laws and policies.

Scope of Work

Procurement Management

• Develop and/or implement procurement plans.
• Conduct market assessments and supplier sourcing.
• Prepare and manage bidding processes (RFQs, RFPs, tenders).
• Evaluate bids and provide recommendations.
• Negotiate contracts and pricing.
• Issue and manage purchase orders.
• Ensure goods/services meet required specifications and quality standards.

Logistics and Supply Chain Management

• Plan and coordinate transportation of goods.
• Manage imports/exports and customs clearance (where applicable).
• Provide warehousing and inventory control.
• Ensure proper handling, packaging, and storage.
• Coordinate last-mile delivery to designated locations.
• Track shipments and provide real-time updates.

Inventory and Asset Management

• Maintain inventory records and stock levels in coordination with the Operations Lead.
• Conduct periodic stock counts and reconciliation.
• Implement inventory control systems.
• Manage asset tagging and tracking (if applicable).

Documentation and Reporting

• Maintain complete procurement and logistics records.
• Prepare procurement reports and supplier evaluations.
• Provide delivery notes, invoices, and proof of delivery.
• Submit periodic performance and status reports.

Deliverables

• Annual/quarterly procurement plans.
• Bid evaluation reports and supplier selection documentation.
• Signed contracts and purchase orders.
• Shipment and delivery reports.
• Inventory and stock reports.
• Monthly/quarterly performance reports.
• Final assignment report.

Duration of the Assignment

The assignment will be for a period of one year, subject to an initial performance review after three months.

Reporting and Coordination

The firm will report to the Logistics and Operations Department Lead. Reporting requirements include:

• Regular progress reports (weekly/monthly).
• Procurement status updates.
• Logistics tracking reports.
• Exception/incident reports.

Key Performance Indicators (KPIs)

The firm’s performance will be evaluated based on the following criteria:

• Timeliness of procurement and delivery.
• Cost savings and value for money.
• Compliance with procedures and specifications.
• Accuracy and completeness of documentation.
• Supplier performance and reliability.
• Responsiveness and communication.

Minimum Qualifications

• Be legally registered and licensed.
• Have at least 5 years of experience in procurement and logistics.
• Demonstrate experience in similar assignments.
• Have adequate technical capacity and qualified staff.
• Possess financial stability.
• Provide references from previous clients.

Compliance and Ethical Standards

• Adhere to ethical procurement practices.
• Avoid conflicts of interest.
• Comply with all applicable laws and regulations.
• Uphold confidentiality and data protection.
• Comply with Search procurement policy and prepare and share complete documents.
• Allow Search to have access to all records.
• Comply with Search Code of Conduct.
• Allow Search to review controls surrounding procurement operations.

Payment Terms

• Payments will be based on milestones, deliverables, or a monthly retainer.
• Invoices must be supported by relevant documentation.
• Penalties may apply for delays or non-performance.

Risk Management and Insurance

• Identify potential supply chain risks.
• Implement mitigation measures.
• Ensure goods in transit are insured.
• Provide contingency plans for delays or disruptions.

Termination of Contract

The contract may be terminated under the following conditions:

• Failure to meet performance standards.
• Breach of contractual obligations.
• Mutual agreement by both parties.

Evaluation Criteria for Selection

Firms will be evaluated based on the following criteria:

• Technical expertise and methodology.
• Relevant experience.
• Financial proposal (cost-effectiveness).
• Capacity to deliver within timelines.