Kenya - Obtain Coffee Nursery Certificate

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Procedure

Apply In-Person

1. Application for a Coffee Nursery Registration Certificate shall be made to the AFA Coffee Directorate office or their field offices in the County Government Office. Coffee Directorate Office Location & Contact Details.
2. Applicants are required to collect and complete the Application for Registration Coffee Nursery Form A1 (Grant/Renewal), obtain at the Coffee Directorate Office or directly download it using this Application for Registration Coffee Nursery Form-A1
3. Upon obtaining the application form, the applicant should legibly complete the forms, attach the relevant supporting documentation as listed under the “Required Documents” section of this page. The complete file should be submitted to the Regulations and Compliance Department (9th Floor) (Room 3) (AFA Coffee Directorate Office) in person or via the following email address, ([email protected]).
4. The application shall be accompanied by proof of payment of the application fee of Kshs.1000.00 (non-refundable) as perthe Directorate preferable payment method.Please refer to the “Fees” section of this page for more information.
5. Upon submission of the application, the technical assistant will check for discrepancies or ineligibility in the application documents. If a discrepancy that cannot be immediately corrected exists in any of the documents, the application and all the submitted documents will be returned to the applicant and should not be re-submitted until the discrepancy has been rectified corrected.
6. Where all the required information and documents have been submitted for processing, applicants will receive an acknowledgment receipt as proof of submission of the application and for future inquiry.
7. The Regulations and Compliance Department office for purposes of ascertaining whether the premise/warehouse used has been operating in accordance with standards as per the Coffee Regulation Act may request additional information relevant to the application. In such a case, the information must be submitted within the stipulated time from the date of notification. Where the applicant fails to submit the required information, the Registrar shall reject the application.
8. A Directorate inspector will contact the applicant, via email or through a phone call, to schedule an inspection date depending on the applicant's availability.
9. During the nursery Inspection visit, any discrepancies will be brought to the attention of the applicant and corrective action must be taken before a certificate is issued.
10. Upon successful implementation of any discrepancies noted during the inspection visit, a follow-up inspection may be conducted by the inspection team to ascertain the effectiveness of the implementation (where applicable).
11. After the document evaluation and inspection phases have been completed satisfactorily, the applicant shall be notified of the decision by phone or letter by the Regulations and Compliance Department, after consultation with the board.
12. If approved, the applicant will be required to make payment of the annual certificate fee of Kshs.1,000.00 and present proof of payment to be validated by the Coffee Directorate office.
13. Where the Coffee Directorate office is not satisfied that the application meets the requirements for the application, it shall reject the application and notify the applicant thereof in writing, stating the reasons for the rejection.
14. The applicant is notified via a phone call or a letter when the certificate is ready to be collected.
15. The time frame accumulatively for processing the application is usually thirty (30) days.
16. A Coffee Nursery Certificate shall be subject to such terms and conditions as the board deems fit to impose in each case, and such terms and conditions or requirements shall be endorsed on the Certificate.

NOTE:

• All applications will be subjected to an integrity vetting process and any false information provided by the applicants or other integrity issues will lead to prosecution and cancellation of the license.
• A person who is aggrieved by the decision of the Authority in respect of a grant, refusal, renewal, or variation of a license may appeal to the Cabinet Secretary within 30 days from the date on which the applicant received notice of the decision.

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Required Documents

• Duly completed and signed Application for Registration Coffee Nursery Form-A1 (Grant/ Renewal

Additional Requirement for Individual:

• Identification Cards/ Passport and PIN Number of the applicant
• Copy of title deed or certificate of leasehold as proof of ownership land or proprietorship and a current certificate of search or other supporting documents.
• Valid police clearance certificate (certificate of good conduct) (copy)Of the applicant
• Training certificate. For nursery management
• Clearance letter from a local co-operative society. For individuals who are registered with a co-operative society

Additional Requirement for company or a society:

• Certificate of incorporation (copy)
• Form CR 2 (copy). With paid up share capital of not less than KES 300,000
• Articles of associaton (copy)
• Valid tax compliance certificate (copy). For the company
• List of the contact details of the directors and two business referees.
• Any other requirements that may be prescribed by the Authority from time to time

Office Locations & Contacts

Coffee Directorate - Head Office
Address: 10th Floor, Coffee Plaza Bldg
Exchange Lane off Haile Selassie Avenue
P.O Box 30566-00100, NAIROBI, KENYA
Telephone: (+254) 020-3342717, 0710670026, 0782411804, 0788-494579
Email:  [email protected] / [email protected]
Coffee Directorate Office Location & Contact Details.

Agriculture and Food Authority (AFA) - Head Office
Address: Tea House; Naivasha Road, off Ngong Road
P.O Box 37962 - 00100, Nairobi
Cell Phone: +254-722200556/734600944
Wireless: +254 - 020 - 2536869/2536886
E-Mail: [email protected]
Agriculture and Food Authority Website

Nairobi Coffee Exchange - Head Office
Address: Wakulima House, 2nd floor Haile Selassie Avenue
P.O. Box 36886 -00200 Nairobi,
Kenya
Tel: +254733 222 223
Email: [email protected]
Nairobi Coffee Exchange Website

Agriculture and Food Authority – Integrated Management Information System (AFA IMIS): Link

Eligibility

• Any person, cooperative society, group or company can apply for a Coffee nursery certificate.

Fees

The following fees are applicable:

• Application fee of Kshs.1000.00 (non-refundable)
• certificate fees Kshs.1000.00. (paid annually)

Payment methods: cash, mobile money platforms

• For payments made through MPESA, the pay bill number is 400222. Account number format will be; the business code (468927) followed by (*) then the client's name. For example, 468927*James.

Validity

• The registration certificate is valid for one (01) year unless suspended, revoked, or cancelled by the Authority.
• The certificate expires on the 30th June of every year and should be renewed, not later than thirty (30) days of the current certificate. Late application shall attract a penalty fee.

Documents to Use

• Application for Registration Coffee Nursery Form-A1(Grant/ Renewal

Sample Documents

Please attach sample completed documents that would help other people.

Processing Time

• The time frame accumulative for processing the application is usually thirty (30) days.

Related Videos

Videos explaining the procedure or to fill the applications.
Attach videos using the following tag <&video type='website'>video ID|width|height<&/video&> from external websites.
Please remove the '&' inside the tags during implementation.
Website = allocine, blip, dailymotion, facebook, gametrailers, googlevideo, html5, metacafe, myspace, revver,
sevenload, viddler, vimeo, youku, youtube
width = 560, height = 340, Video ID = Can be obtained from the URL of webpage where the video is dkisplayed.
e.g In the following url 'http://www.youtube.com/watch?v=Y0US7oR_t3M' Video ID is 'Y0US7oR_t3M'.

Instructions

Requirement of a Nursery operator

• Nursery operators shall maintain records of source of seed, amount of allocated seed, seedlings raised and seedlings bought.
• Nursery operators shall remit returns to the County on a quarterly basis.
• The source of seed shall be only the Coffee Research Institute or its authorized agents.
• A nursery operator shall facilitate inspections whenever conducted.
• The Board reserves the right to withdraw the license.

Required Information

• Name of the applicant (individual / Organization)
• Contact Details (Address (Postal)/ Telephone number/ Email Address)
• Physical location
• Proposed name of farm
• L.R. Number (title deed number)
• Names and address of Directors.
• Nursery Category (Commercial/ Private)
• Declaration by the applicant

Need for the Document

• A coffee nursery certificate authorizes the holder to operate a coffee nursery.
• This is a certificate issued to a grower who want to raise coffee planting materials (seedlings) for own planting or for sale for commercial gain.

Information which might help

• Coffee licenses in the coffee industry expire by the 30th of June of every year and license holders apply to the Board for renewal one month prior to the expiry.
• New license applicants apply any time within the financial year for consideration and licensing.
• Applicants can deliver or send hard copies of the application to the Coffee Directorate offices countrywide. Details of the various offices can found in the “Office Locations & Contacts” section of this page.
• In Kenya No person shall, for commercial purposes of buy, sell, pulp, mill, warehouse, export or otherwise deal in or transact any business in coffee unless he holds a current license issued by the Authority or the respective County Government for that purpose.

Other uses of the Document/Certificate

Please explain what are other uses for obtaining this document/certificate.
e.g. Birth Certificate can be used as proof of identity.

External Links

Obtain coffee nursery certificate process
Kenya Coffee Act

Others

More information which might help people.