Terms of Reference (TOR) for engaging printing service providers during KFC’s Annual General Meeting

  1. Background

Every year, Kenya Flower Council (KFC) holds an Annual General Meeting for its members to discuss key topics within the industry as well as give a business accountability report to her members. KFC is seeking to obtain long-term service providers from qualified individual(s) or companies for provision of needed services.

     II. Justification

The AGM is a high profile meeting attended by business owners, key supply chain officials and members of the business association.  There is need for the event to be well organized, have good presentation and an aesthetic appeal to the audience. The hand out reports will also have well-compiled and printed information. The meeting will be held at Concord Hotel. 

     III. The Objective

The objective is to identify reliable suppliers of the services required both for this event and other future events. 

     IV. Scope of the Work

KFC Annual Report 2023 Specifications

KFC wishes to request for quotations from potential suppliers for the supply and delivery of printing services for the following;





Perfect binding soft cover


A4 Size (Approximately 8.5 inches x 11 inches)

Paper weight

Cover pages: Approx. 115 – 200gsm

Interior paper: Approx. 115 – 170gsm

Paper finish

Matte finish for both the cover and the pages

Number of pages

Approx. 40

Design instructions

The magazine should incorporate:

  • Infographics
  • Photos
  • Less words
  • Graphs and tables

(To be provided by KFC)

Number of hard copies



  1. Deliverables

4th July

Receiving of quotations and first design work

10th July

Submission of Draft 01 for approval

13th July

Submission of Final Draft for approval

14th July

Delivery of 100 printed annual reports to KFC Office



  1. Qualifications

The below should be provided before award is given;



Person / company

Experienced printer services provider or company


Able to do appealing designs

4th July 2023

Submission of previous designs for similar work done (hard copy samples)


 Schedule of Payments

  • 30 days after delivery and completion of task.


  1. References of similar projects completed within the last two years
  2. A detailed breakdown of estimated costs including a total fee as a lump sum. The financial proposal shall also include a detail breakdown of all items
  • All costs and fees should be quoted in Kenya Shillings.

 Evaluation Criteria

The award of the contract shall be made to the service provider who has received the highest score out of pre-determined technical and financial criteria specific to the solicitation.



Weight (70%)


Relevant references



Design and creativity







  1. Submission of Bid

Interested eligible individuals are requested to submit both a copy of their technical and financial proposal by email to This email address is being protected from spambots. You need JavaScript enabled to view it. and This email address is being protected from spambots. You need JavaScript enabled to view it. under the subject: “Quotation for Printing Services” on the subject line of the email. The submissions must reach by 5:00PM on Tuesday 4th July, 2023. Late proposal tenders will not be accepted in any circumstances and will not be assessed

 Other clauses


The service provider will not disclose any information and materials shared between KFC and themselves or any other information known as a result of this assignment without prior written consent from KFC.


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