Kenya - Obtain Coffee Pulping Station License

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Procedure

Apply In Person

1. Application for a Coffee Pulping Station License 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 Pulping Station Licence Form-B1 (Grant/Renewal), obtain at the Coffee Directorate Office or their field offices in the County.
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) or their field offices in the County government, in person or via the following email address, ([email protected]).
4. 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.
5. The application shall be accompanied by proof of payment of the application fee of Kshs.1000.00 (non-refundable) as per the Directorate preferable payment method. Please refer to the “Fees” section of this page for more information.
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 shall operate 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. The Regulations and Compliance Department office shall schedule a premise inspection visit with the applicant to determine if the information provided is accurate.
9. During the Inspection visit, any discrepancies will be brought to the attention of the applicant and corrective action must be taken before a license/permit 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 license fee of Ksh.1000.00 and present proof of payment to be validated by the Regulations and Compliance Department office.
13. 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.
14. The applicant is notified via a phone call or a letter when the license is ready to be collected.The time frame accumulatively for processing the application is usually fifteen (15) days.
15. A coffee pulping station license 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

• Identification Cards/ Passport and PIN Number of the applicant
• Registration certificate (in case of Organization/ Cooperative Society / Company)
• Applicant’s personal details and contacts.
• Individual National ID/Passport No., Pin Numbers and certificate of good conduct.
• Copy of title deed as proof of ownership and a current certificate of search or a Lease or written consent for use of land from the owner.
• Minimum of five (5) acres under mature coffee, indicating the number of coffee trees and variety per land parcel presented, with an average Coffee production of 2,400 kilograms of cherry per acre for the immediately preceding two (2) years.
• Compliance with minimum specifications as required by Kenya Bureau of Standards. KS1052, 593, 2221,175 (2011) or as amended from time to time.
• Confirmation of availability of water for coffee processing by the Ministry of water or its representative in the specific area.
• A clearance letter from a co-operative society to which the small scale farmer is a registered member and delivers coffee (where applicable).
• Recommendation by the respective County Coffee Working Group (CCWG).
• A sworn affidavit by the applicant of their involvement by themselves, their servants, spouses, next of kin, holding companies, associated companies, or partnerships in the business of commercial dealers, management agents, warehousemen, pulping station or marketing agents.
• Coffee production figures for the past three years with evidence of deliveries.
• A letter of undertaking to remit returns to the Board.
• Any other requirements that may be prescribed by the Board 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 pulping station license.

Fees

The following fees are applicable:

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

Payment methods: cash, mobile money platforms

• For payments made through MPESA, the paybill 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 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 Use

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

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

OBLIGATION OF PULPING LICENSEE
The following are the operating standards and obligations which shall be binding upon the holders of the license

• Where a licensee pulps coffee other than that from own estate, there shall be a service contract between the parties, and the licensee shall deemed to be the agent of the grower and shall act in the best interests of the grower.
• The cost of the service shall not exceed 15% of the net earnings from the coffee sales and the same shall be stated in the agreement at the beginning of each year and the amount shall be paid by the growers upon receipt of payment for the coffee.
• The licensee shall perform sorting and density grading of cherry immediately upon receipt.
• The licensee shall weigh the grower’s cherry using a credible weighing system, maintain an accurate record of the same and give an original receipt thereof to the grower immediately.
• The licensee shall diligently and carefully carry out the process of removal of coffee pulp from the cherry, fermentation, washing and drying to the desired moisture content without delay and maintain the highest possible value of the coffee.
• The, licensee shall, if it has not done so, buy computers, digitize its coffee weighing scales and post the information of quantity and quality to a central database made accessible to the grower.
• In parchment handling, the licensee shall do quality analysis of the dry parchment prior to storage and will mix only parchment that is of similar quality.
• The licensee shall digitize stock cards.
• The licensee shall insure the coffee against loss and damage while at the station and in transit.
• The licensee shall reinforce the security of the station to guard against theft of coffee by its servants or other persons and where security of the parchment cannot reasonably be guaranteed, it shall transport the same to a safer location.
• Before moving the coffee, the licensee shall apply for a movement permit for the coffee from the relevant authority and install a tracking device for the vehicle ferrying the coffee.
• The licensee shall have the permits for the movement of coffee duly endorsed by the miller to acknowledge receipt of the parchment clearly indicating quantity and quality and shall file proper returns for the same which shall periodically be availed to auditors for verification.
• In cases where the licensee is a co-operative society, its executive officials shall not borrow funds on behalf of the grower.

Required Information

• Name of the applicant (individual / Organization)
• Contact Details (Address (Postal/email)/ Telephone)
• Physical location
• Date of incorporation
• Name of company
• Location of the principal office
• Details of capital structure ( Nominal and Paid-up capital)
• Full names, addresses, and occupations of the directors
• Details of Branch Office(s) if any
• Name, Address, and Telephone of the Chief Executive
• Proposed name of farm
• L.R. Number (title deed number)
• Name(s) of directors
• Production for immediate past three years
• Land under mature coffee
• Source of water
• Declaration by the applicant

Need for the Document

• A Coffee Pulping Station License authorizes the holder to operate as pulping station.
• No person can operate a pulping station unless he is the holder of a current license issued in respect thereof by the Board after consultation with the Director.

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

Kenya Coffee Act
Coffee Licenses Requirements

Others

More information which might help people.