Kenya - Obtain Commercial Coffee Marketing License

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Procedure

Apply In Person

1. Application for a Commercial Coffee Marketing 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 a Marketing License form (Grant/ Renewal), obtain at the Coffee Directorate Office or their field offices in the County Government 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 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.1000.00 or its equivalent in Kshs. and present proof of payment to be validated by the Regulations and Compliance Department office.
13. Upon registration of a marketing agent and making payment of the required license fee, the Directorate shall issue to such agent a coffee marketing license specifying the premises at which marketing of coffee and warehousing may be carried on; such terms and conditions or requirements shall be endorsed on the permit/License.
14. 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.
15. The applicant is notified via a phone call or a letter when the certificate is ready to be collected.
16. The time frame accumulatively for processing the application is usually thirty (30) days.

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Required Documents

• A certified copy of certificate of incorporation.
• A certified copy of memorandum and articles of association.
• A paid up share capital of not less than KSh. 300,000.
• Names of company directors, individual National ID/Passport No., Pin Numbers and certificate of good conduct.
• Names and addresses of two business referees.
• Tax compliance certificate from Kenya Revenue Authority (KRA) for the Company and Directors.
• 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 coffee handled as per insurance valuation.
• Clearance certificate by the Nairobi Coffee Exchange (NCE).
• Compliance with minimum specifications as required by Kenya Bureau of Standards KS1052,593,2221,175 (2011) or as amended from time to time.
• 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.
• A letter of intent from an approved bank to give a guarantee.
• A bank guarantee worth between US$ 1,000,000 and US$ 12,000,000 or one and half times the Free on Board (f.o.b) value of the coffee transacted on each particular case less the transaction cost, whichever is higher (after the Board approves the application).
• Undertaking to deduct and remit statutory levies based on the auction/declared value of coffee.
• Undertaking to deduct and remit growers’ obligations.
• Undertaking to furnish the Board with monthly marketing returns.
• Proof of engaging services of a coffee liquorer registered by 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 who wants to deal or transact the business of commercial coffee marketing 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$ 1000.00 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

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Sample Documents

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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 a Marketing Agent License holder.

• A coffee marketing Agent License shall not be transferable
• A coffee marketing agent license shall remit returns to the Board at such frequency and such format as prescribed by the Board
• A coffee marketing agent license holder shall be renewable by 30th June of every year upon payment of the renewal fees
• A coffee marketing agent license holder shall facilitate inspections whenever conducted
• A coffee marketing agent license shall maintain adequate records at premises
• Shall adhere to the coffee standards and industry code of practice
• The Board reserves the right to withdraw a grower license

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 Commercial Coffee Marketing License authorizes the holder to conduct the business of marketing coffee and auctioneering.
• No person can commercially market coffee 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

Others

More information which might help people.