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Kenya - Renew Horticulture Produce Marketing Agent Registration

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ProcedureEdit

Apply In Person

  1. The certificate of registration for a Horticultural Produce Marketing Agent shall be renewable annual and only applicable for the area inspected to the AFA Horticultural  Directorate office or their field offices in the County government, at least thirty (30) days before the expiration of the current registration certificate. AFA Horticultural Directorate Office Location & Contact Details
  2. The application shall be made in writing using a prescribed form; Application for Commercial Horticultural Nursery, obtainable either office.
  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 AFA Horticultural Directorate office or their field offices in the County government.
  4. The application shall also be accompanied by an application annual certificate fee of Kshs.5000.00, please refer to the “Fees” section of this page for more information.
  5. Upon submission of the application, the receiving officer 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. This is followed by an inspection of the applicant’s premises/factory/warehouse farm by the Board field Officers.
  8. After investigations, the board’s field offices will submit their findings to the county AFA Horticultural Directorate working group.
  9. The Horticultural working group will make recommendations on the application and forward their report to Board Headquarters for the final Board approval.
  10. Upon a successful document evaluation phase which is usually within thirty (30) days. Notice of the decision (Approval, Deferral, or Rejection) for the application will be communicated to the client.
  11. Where the Regulations and Compliance Department 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.
  12. Once the renewal registration processing is done the renewed Horticulture Produce Marketing Agent Registration Certificates are posted to field offices for collection by the applicant.


Apply Online Step 1: Register on the AFA IMIS portal (for new applicants)

  1. Applicant should browser the AFA Integrated Management Information System
  2. On the Home page, hover the mouse cursor over the “REGISTER NOW” tab and click on it.
  3. This will facilitate the online registration of AFA IMIS stakeholder system users and organization details, page to open.
  4. Populate all the available fields accurately before clicking on the “Submit Application” tab. Upon successful submission, the applicant will receive a Registration submission notification on their device.
  5. Upon receipt of the registration request, the Agriculture and Food Authority Registration office will start the vetting process to ensure that the applicant is a legitimate company. After approval, the IMIS system will forward an email with the credentials that will be sent to the user's registered email address to facilitate access to the portal.
  6. Once login the applicant will be prompted to change their password.


Step 2: Apply for the Renew Horticulture Produce Marketing Agent Renewal (HPMA) License

  1. Once logged in the portal, hover the mouse cursor over the “AFA Main Menu” option, on the expanded menu, select the “Horticultural Crop Directorate” option, then select the “License Renewals” option and then finally select the “Horticulture Produce Marketing Agent Renewal” option.
  2. This will facilitate the online license application form to open, Populate all the available fields accurately, provided all required information relevant to the application, upload all the supporting documentation, and then check the Accept Terms and Conditions of Use thereafter before clicking on the “HCD inspections submit process” tab.
  3. The application shall be accompanied by an application/inspection fee of Kshs.5000.00, please refer to the “Fees” section of this page for more information.


Step 3: Inspection of the applicant packhouse/warehouse.

  1. This is followed by an inspection of the applicant’s warehouse/premises by the Board field Officers.
  2. A Horticultural Directorate inspector shall contact the client to schedule an inspection date depending on the client's availability.
  3. During the inspection visit, the owner or a representative should be present and should supply the inspector with all requested documentation.
  4. The applicant, together with the inspector, will be required to sign on the inspection findings. A copy of the inspection finding will be issued to the applicant, any discrepancies will be brought to the attention of the applicant and corrective action must be taken before the certificate of no objection is issued.
  5. The time taken to carry out inspection will depend on the size of the premises, terms of reference, and the nature of operations on the facility.
  6. After investigations, the board’s field offices will submit their findings to the county Horticultural crop working group.
  7. The Horticultural crop working group will make recommendations on the application and forward their report to Board Headquarters for the final Board approval.
  8. After a successful inspection phase has been completed, the applicant will be notified via the AFA IMIS Portal of the approval.


Step 4: Payment for the license fee and obtain the license

  1. The applicant is required to make payment for the applicable renewal license fee by login into the AFA IMIS Portal, hovering the mouse cursor over the “License Payments and Appeal” option, to complete the payment online or by direct bank deposit. For more information refer to the “Fees” section of this page.
  2. Upon making payment, the applicant is required to share the proof of payment (payment details) with the Directorate, applicant will then receive a payment confirmation notification.
  3. Upon receiving proof of payment, a notification will be sent on IMIS and the license is made available on the system for download.
  4. Applicants should log in to their AFA IMIS account to access the license.


NOTE: All renewal 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.



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Required DocumentsEdit

  • Copy of current horticulture produce and marketing agent certificate
  • Returns of horticultural produce dealt with in the previous year
  • Duly filled application form
  • Two colored passport photos
  • Copies of identification cards/ passport of applicant.
  • Tax compliance certificate from Kenya Revenue Authority (KRA) for the Company
  • Proof of Basic knowledge on Good Agricultural Practices (GAPs) and produce post-harvest handling practices
  • Proof of Demonstration technical expertise (trained and experienced personnel) on knowledge on horticulture produce.
  • Name of Dealer/Exporter/Supermarket/Processor/Hotels
  • Farming Contracts per Scheme or per the individual farmer where produce is sourced from farmers
  • Copy (ies) of the Training Certificate(s)
  • Copy of Production/supply Schedule
  • Proof of access to horticulture produce handling facilities (attach pack house inspection report)
  • Proof of access to appropriate transport facility (attach transport inspection report)
  • Proof of access to appropriate post-harvest handling containers
  • Compliance with Statutory requirements, including but not limited to Safety & Occupational Health Certificate and Local Authority Business Permit.
  • A certified copy of a comprehensive insurance cover from a reputable firm proportionate to volume of produce handled as per insurance valuation.
  • Compliance with minimum specifications as required by Kenya Bureau of Standards.
  • Any other requirements that may be prescribed by the Authority from time to time



Office Locations & ContactsEdit

AFA Horticultural Directorate - Head Office
(Agriculture and Food Authority-AFA)
Nairobi Horticultural Centre next to JKIA,
P.O. Box 42601 - 00100
Telephone: 020-2088469
Email: [email protected]
AFA Horticultural  Directorate 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

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

EligibilityEdit

  • Any person, cooperative society, group or company with a valid horticultural produce marketing agent certificate in Kenya is eligible to make this application.



FeesEdit

The following fees are applicable:

  • Application/inspection fee of Kshs.5000.00
  • Registration certificate fees Ksh.25,000.00 (paid annually)
  • Late Application penalty fees of Ksh.1,000.00 (Non-refundable)


Payment methods: mobile money platforms

  • For payments made via MPESA.
  • Log in to the System.
  • Go to the 'License Payment & Appeal' menu.
  • Open the 'License Payment' window.
  • Click Pay Now.
  • You will receive an MPESA prompt via the phone number provided during registration.

For payments made via the bank, through direct deposit/RTGS/Cheques, applicants will be required to upload the reference document on the System.


ValidityEdit

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



Documents to UseEdit

Please attach documents that can be used by people. e.g. links



Sample DocumentsEdit

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Processing TimeEdit

  • Renewal certificates take a maximum of 15 days to process.



Related VideosEdit

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'.



InstructionsEdit

Conditions for registration

  • A marketing agent shall use appropriate transport and containers.
  • A marketing agent shall only pick produce from sources declared in section (12) above.
  • A marketing agent shall have a contract with the farmers witnessed by HCD regional officers.
  • A marketing agent shall observe restrictions for crops as published by the Authority from time to time.
  • A marketing agent shall display identification tag to HCD inspectors whenever requested.
  • A marketing agent shall be contracted by a registered dealer (exporter, importer, processor, shiphandler or a retail outlet).
  • A marketing agent shall fully comply with Crops Act, 2013.



Required InformationEdit

  • Name of the applicant (individual / Organization)
  • Kenya Revenue Authority Pin No
  • Contact Details (Address (Postal)/Telephone)
  • Physical location
  • KRA PIN Number
  • Source of produce (Company / Own farm[s] / Production Scheme(s) /Individual farmer(s) / Wholesale market (s))
  • Name of Dealer/Exporter/Supermarket/Processor/Hotels
  • Information on horticulture produce handling facilities
  • Information on appropriate transport facility
  • Information on post-harvest handling containers
  • Name of company
  • Type of dealership e.g. Exporter/Importer/ Processor /Transporter/Agent/Buyer
  • Types of Produce/ Products for the market
  • Sources of supply of Produce
  • Declaration by the applicant



Need for the DocumentEdit

  • A Horticulture Produce Marketing Agent Registration certificate authorizes the holder to act as a marketing agent in the horticulture industry.
  • No person can act as a horticulture marketing agent unless he is the holder of a current license issued in respect thereof by the Board after consultation with the Director. Therefore dealers needs to renew their certificates to continue with operations



Information which might helpEdit

Enter other information which might help.


Other uses of the Document/CertificateEdit

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



External LinksEdit

Horticultural Crop Regulations

OthersEdit

  • The Horticultural Crops Directorate (HCD) which was formerly known as Horticultural Crops Development Authority (‘HCDA’) was established under the Agriculture Act, Chapter 318 of the Laws of Kenya, through Legal Notice No. 229 of 1967.
  • The statutory objective of the Directorate is to promote, develop and coordinate the production and marketing of horticultural produce At the time of its establishment, the horticultural sub-sector was seen as a viable solution for the country’s need for cash crop diversification, enhanced food nutrition, income generation, employment creation and foreign exchange earning in addition to providing raw material for agro-processing industries.
  • The focus of the Directorate at inception was mainly the small -holder farmers who had the potential to utilize their own labor, as the production processes were labor intensive, with a view to getting high return for their limited land. The sub-sector has been the focus of most government policies. The Government has developed a National Horticultural Policy that outlines key policy interventions to revamp and reposition the sub-sector




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