Kenya - Obtain Coffee Dealers License

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Procedure

Apply In-Person

1. Application for a Coffee Dealers license (Commercial/ Grower) 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 a Coffee Dealer’s License Form-F1 (Grant/ Renewal), obtain at the Coffee Directorate Office or their field offices in the County government or directly download it using this Application for a Dealer’s License Form-F1
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 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. 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 USD.500.00 or its equivalent in Kshs. 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 certificate is ready to be collected.
15. The time frame accumulatively for processing the application is usually thirty (30) days.
16. A coffee dealer 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 permit/License.

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 a Dealer’s License Form-F1
• Names of company directors, individual National ID/Passport No, Pin Numbers, and certificate of good conduct.
• Names and addresses of two business referees.
• Valid Tax compliance certificate from Kenya Revenue Authority (KRA) for the Company and Directors.
• Clearance letter from the Nairobi Coffee Exchange (NCE).
• Local authority business permit
• Form CR 2 (copy) With paid up share capital of not less than KES 300,000
• Compliance with Statutory requirements, including but not limited to NEMA certificate (where applicable) Safety & Occupational Health Certificate (where applicable), and Local Authority Business Permit.
• Valid police clearance certificate (certificate of good conduct) (copy)
• Articles of association (copy)
• A valid performance bond of KSh.1, 000,000 in favour of the Coffee Directorate of Kenya.
• Proof of engaging the services of a coffee liquorer registered by the Directorate.
• Undertaking to furnish the Directorate with monthly returns.
• Audited book of accounts and returns of the current year.
• Sworn affidavit of the company directors
• If the applicant is a registered business, the certificate of registration and particulars of the proprietors.
• Any other requirements that may be prescribed by the Directorate 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 who wants to buy coffee at the Exchange or to import coffee in Kenya is eligible to make this application.

Fees

The following fees are applicable:

• Application fee of Kshs 1000.00 (non-refundable)
• License fees US$ 500.00 or its equivalent in Kshs. (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 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

Application for a Dealer’s License Form-F1 (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

Please provide other instructions related to the certificate/documents.
e.g. The state office holds birth records since January 1908.

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.
• A statement listing the names of holding companies, associated companies, or partnerships in which the applicant has an interest.
• Names and addresses of two business referees.
• Declaration by the applicant

Need for the Document

• A Coffee Dealers License is a license authorizing the holder to buy or deal in clean coffee produced in Kenya or to import clean coffee from outside Kenya and to process in Kenya for sale or export coffee to any country of origin and deal in roasting, blending, and packaging coffee for local sale or export.

Information which might help

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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

Apply for a Coffee Dealer License Process
Kenya Coffee Act

Others

• 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.
• Kenya Coffee shall be traded through—
  • Auction at the Nairobi Coffee Exchange; and
  • Direct sales:

Provided that –

• The prices offered at the direct sales shall bear favorable comparison to those offered by the Exchange; and
• The Exchange shall set aside one day in every fortnight for the trading of coffee by local traders.
• The Authority shall set up a Pricing Committee comprising of seven members drawn from the National and county governments and the Exchange to propose indicative coffee prices based on the prices prevailing at the Exchange and in the international market and on the quality of coffee from the various coffee growing regions in the country
• A coffee estate, co-operative society or other association may undertake direct sales of clean coffee from a licensed coffee warehouse and shall notify the Authority accordingly.
• Direct sales shall be conducted in accordance with guidelines issued by the Authority.
• The proceeds of the sale of coffee by auction or by direct sales shall be deposited in a central depository unit established by the Exchange in consultation with the Authority and which shall operate in accordance with the trading rules of the Exchange.