TERMS OF REFERENCE (ToR)

Outsourced Evaluation of Prequalification Bids and Registration of Vendors for
Habitat for Humanity Kenya – Financial Year 2025 – 2026

1. Background

Habitat for Humanity Kenya (HFHK) undertook a call for prequalification and registration of vendors for the financial year 2025 – 2026. The exercise attracted an overwhelming response, with a total of 1,600 bids received across sixty four (64) procurement categories.

Given the high volume of submissions, internal capacity constraints, and the need to maintain operational efficiency without disrupting critical organizational functions, HFHK seeks to outsource the evaluation of these prequalification bids to a qualified external service provider.

2. Objective of the Assignment

The objective of this assignment is to engage a competent and experienced service provider to conduct a comprehensive, impartial, and timely evaluation of all submitted vendor prequalification bids in accordance with HFHK’s procurement policies, donor requirements, and applicable legal and regulatory frameworks.

3. Scope of Work

The selected service provider will be responsible for:

• Reviewing and evaluating all 1,600 prequalification submissions across all 64 categories.
• Verifying completeness of bid documents against set eligibility criteria.
• Assessing technical compliance with the prequalification requirements.
• Preparing a comprehensive evaluation report for each procurement category.
• Recommending vendors for prequalification and registration based on objective assessment outcomes.
• Ensuring confidentiality, data security, and integrity throughout the evaluation process.
• Handing over all bid documents and records to HFHK upon completion.

4. Expected Deliverables

• Master summary sheet with all the vendors who participated during prequalification exercise.
• Category-wise evaluation summary sheets.
• Detailed evaluation reports highlighting compliant, non-compliant, and recommended vendors.
• Final report consolidating findings and recommendations.
• A signed handover note upon submission of all documentation and results.
• Accurately capturing the contact details (email address and phone numbers of all the vendors who participated on the the master summary sheet)

5. Duration of the Assignment

The assignment is expected to take a maximum of 21 calendar days.

6. Qualification Requirements of the Service Provider

• Proven experience in procurement, bid evaluation, or related consultancy services (minimum 3 years).
• Familiarity with procurement policies of NGOs or international development organizations.
• Capacity to deploy a qualified team to handle the evaluation within the stipulated timeframe.
• Demonstrated ability to maintain confidentiality and integrity of sensitive procurement data.
• Registration and compliance with relevant legal requirements in Kenya.

7. Reporting and Supervision

The service provider will report to the HFHK Procurement Committee and work under the general supervision of the Procurement Manager. Periodic updates will be provided throughout the evaluation period.

8. Payment Terms

Payment will be made upon successful completion and approval of deliverables, as follows:

• 100% upon delivery/submission of all the deliverables and approval by the Finance and Operations Manager.

9. Confidentiality Clause

The service provider shall maintain strict confidentiality of all bid documents, evaluation criteria, findings, and results. No part of the information shall be disclosed to unauthorized persons during or after the contract period.

How to Apply:

10. Submission of Proposals

Interested service providers should submit a technical and financial proposal outlining:

• Understanding of the assignment.
• Proposed methodology and work plan.
• Relevant experience and team composition.
• Financial quotation (inclusive of all taxes and logistics costs).

Proposals should be addressed to the Chairperson Procurement Committee Habitat for Humanity Kenya and sent to procurement@hfhkenya.org :

Deadline for submission: 23rd May 2025