Terms of Reference

Warehouse and Third Party Logistics service for Nairobi Hub

Background

WHO Nairobi Hub created in 2017 to support the Emergency response and preparedness
operations in the East and South Africa (ESA) and covers the emergency needs of countries in the
region. It was established to meet the increasing demand for better supply chain and logistics
provided by WHO to Member states and partners.

The main focus of the WHO Nairobi Hub will be the supply and storage of the critical Health
products that will be ready for deployment within 24-48 hours to reach the communities to save
lives of people. The WHO Nairobi Hub warehouse is part of the Centre of Excellence that will be
built, meanwhile the temporary warehouse space is required to accommodate the storage of WHO
AFRO strategic stock in Nairobi.

The Strategic stock of WHO includes, but not limited to medicine and medical supplies; vaccines
and antisera, WHO Emergency kits https://www.who.int/emergencies/emergency-health-kits,
hospital equipment and supplies, critical diagnostic kits, Emergency staff deployment kits,
different type of vehicles and fully kitted ambulance; emergency communication equipment etc.
The Regional Hub warehouses cater for emergency dry medical supplies and equipment at ambient
temperatures of +15 °C to +25 °C, cold storage at +2 °C to +8 °C, and freezer storage at -18 °C to
-20 °C with space for smaller freezer units at -80 °C.

The WHO Hubs in different regions receive about hundreds of shipments every year. The
requirement for the Customs Clearances Services and Third-party Logistics for Nairobi Hub is
critical part of the Operational Support and Logistics (OSL) work in the region. The Contractor
will provide customs clearance, cargo handling and freight forwarding services, storage space and
warehouse management services on behalf of WHO in Kenya and outside on demand.

Required scope of work

The scope of services will include but are not limited to:

• Customs Clearing all WHO shipments from the port of entry including processing of all
applicable exemptions with relevant authorities.

o for air freight consignments at Nairobi at JKIA or on demand from other locations

o for sea freight consignments mostly containerized cargo and vehicles at the
Mombasa Port and delivery to Nairobi warehouse

• Arrange all pre-clearance approvals in advance and have the shipments cleared within
minimal time in order to avoid delays and demurrage.

• Cargo handling and freight forwarding from the port of entry to the final destination(s) to
the WHO warehouse (and other locations on demand). The range of temperature-controlled
shipments:
 1. Ambient temperature +15 °C to +25 °C
2. Cold chain + 2 °C to +8 °C
3. Ultra-cold chain - 18 °C to -20 °C and some shipment of -80 °C
4. Containers, no temperature controlled, and vehicles not containerized

• Provide the storage capacity compliant to the shipment temperature requirement at bonded
warehouse or for temporary storage when required.

• Provide the complete warehousing services for WHO stock stored at supplier premises

• Undertake regular review of the GSDP recommendation for the premises and processes
concerning the WHO stock

• Arrangement for third party inspection of shipments on arrival by supplier and on demand
by accredited inspection companies when necessary.

• Arrangement of required transit insurance up to the place of final delivery, in coordination

with WHO if required.

• Make third party disbursements required for the clearance of shipments and present the
supporting documentation on invoicing (for agreed in advance expenditure lines).

• To represent and or negotiate with the authorities for issues that do not require the presence
of a WHO representative. This shall include but not limited to negotiation of the better
implementation of the blanket green lights to fast-track clearance processes.

• Arrangement for import permits for controlled medicine/reagents for incoming and export
permits for outgoing shipments.

• Provide weekly/adhoc reports on demand on the status of shipments

• Clearing and shipment of personal effects for non-local staff members, as may be agreed
between the Contactor and the Staff.
• Identification of KPIs and 100% compliance to KPIs

To facilitate the execution of the duties, WHO will provide the Contactor with the necessary
shipping documents.
The qualification required from vendors:
- Established business with minimum 3 years of experience in the third-party Logistics
services including storage of Health commodities, customs clearance of complex
shipments
- Experience in handling Health commodities is advantage, including but not limited to the
handling of different temperature-controlled shipments.
- Adequate number of human resources allocated to handle WHO orders
- GSDP certified premises and processes for storage of pharmaceutical products, Established
SOP for the customs clearance and warehousing procedures for different type of shipments
- Capacity for transportation of bulky, or big shipments from the airport/port to the
designated storage premises
- Capacity for the information management and provision of reports
 - Ownership or established 3rd party contract for the cargo handling equipment such as
Forklifts, ramps etc
Staffing Requirements
- One qualified personnel with minimum 05 years’ experience in customs clearance in
Nairobi or Mombasa to be appointed solely for this project. The person will be main liaison
officer between the contractor and WHO.

- One qualified personnel with minimum 03 years’ experience in customs clearance in

Nairobi to be appointed solely for this contract at dry ports in Mombasa to take care of sea
shipments clearances.

- One qualified personnel with minimum 03 years’ experience in customs clearance in

Nairobi to be appointed solely for this contract at the International Airport Nairobi.
- One qualified Pharmacist with minimum 5 years of experience in the complex warehouse
management as pharmacist
- One qualified warehouse manager with 5 years of experience in warehousing of Health
commodities.

WHO pays utmost attention to the level of qualification and experience of the individuals
involved, and to continuity in the services. The profiles (no individual names required) of the
personnel proposed for these services should be included in the technical proposal

Reporting requirements
- Weekly report on the status of the shipment’s clearances
- Monthly report on the average time spent for clearance of different category of shipments
(ex. general cargo, cold chain etc)
- Monthly financial report
- Monthly report on the status of the transportation service
- Monthly report or on demand report on the status of the stock movement at the temporary
storage if required.
- Quarterly business review meetings focused on continuous improvements
Key Performance Indicators (KPIs):
- Clearance of the shipments within agreed timeline – 99% compliance
- Timely provision of SOPs, - 100%
- Timely provision of reports 100%
- Clearance of goods without demurrage – 100%
- Timely provision of stock reports – 100%
- Turn around for preparation of outbound shipment including picking, packing and ready to
ship within one day (including weekends) - 100%
- To achieve reduced quantity stock expiry, (information on stock expiry provided on timely
manner so WHO takes decision on stock movement) - 100%
Quality requirements for the warehouse as per GSDP:

Senior management of the Company has the ultimate responsibility to ensure that an effective
quality system is established in the warehouse, resourced, implemented and maintained.

1. The quality system should ensure that:

- GSP and GDP are adopted and implemented to ensure that the quality of medical products
is maintained throughout their shelf-life in the supply chain; and medical products are
appropriately procured, stored, distributed and delivered (in compliance with the
requirements of regulatory authority) to the appropriate end user;
- operations are clearly specified in written procedures;
- responsibilities are clearly specified in job descriptions;
- all risks are identified, and necessary, effective controls are implemented;
- processes are in place to assure the management of outsourced activities;
- there is a procedure for self-inspection and quality audits;
- there is a system for quality risk management;
- there are systems for managing returns, complaints and recalls; and
- there are systems to manage changes, deviations and corrective and preventive actions
(CAPAs)
2. There should be an authorized, written quality policy describing the overall intentions and
requirements regarding quality. This may be reflected in a quality manual.

3. There should be an appropriate organizational structure. This should be presented in an

authorized organizational chart. The responsibility, authority and interrelationships of
personnel should be clearly indicated.
4. Roles and responsibilities should be clearly defined and understood by the individuals
concerned and recorded as written job descriptions.
5. The quality system should include appropriate procedures, processes and resources