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Application Procedures
Learn how to best fill out the necessary documents required to qualify for the certifications listed in the table below. If you have any queries, feel free to reach out to us by clicking on the button below
- Foreign Certificate of Conformity
- Product Exemption
- Product Registration
- Mitumba Importer
- Consolidator
Foreign CoC (Certificate of Conformity)
Product Exemption
Criteria for exemption of specific importers from PVoC requirements is as given in the table below. Other request for waivers shall be handled in accordance with the provisions of Legal Notice No. 78 of 28th April 2020, Clause 10 as per the Waivers Evaluation Technical Committee (WETC) criteria in Annex 4. The importers seeking for waiver shall write to KEBS seeking for waiver and providing all the required documentation for review.
Documents to be attached
- Company Pin Certificate
- Certificate of Incorporation
- Test reports from KEBS laboratories or other accredited laboratories
- Copies of QMS certificates for importer and exporter
Product Registration
The PVOC program has been designed to provide maximum flexibility to exporters and importers by providing three (3) possible routes for obtaining the CoC. The route applied depends on the frequency of exporters’ shipments to Kenya, the product risk level and the level of compliance they can demonstrate initially when applying for certification.
The test reports considered for certification must be from a recognized laboratory. The following exemptions have been given for specific products where recognized laboratory may not be available:
| Category of Goods | Test Report | Remarks |
|---|---|---|
| Consumer products | Use of test report from recognized lab | In absence of these laboratories, PVOC agents may undertake the witness testing of the product to inform their certification decision |
| Machinery and spares | Use of internal test reports from Manufacturer’s lab | The manufacturer Lab must be certified to ISO 9001. |
| Medical equipment (except medical consumables) | Use of internal test reports from Manufacturer’s lab plus a permit from the Pharmacy and Poisons Board (PPB) | The manufacturer Lab must be ISO 13485 certified |
| Automotive parts and spares | Use of internal test reports from Manufacturer’s Lab | The manufacturer Lab must be IAFT 16949 certified. |
| Chemicals/raw materials without applicable Kenya Standards | Use of internal test reports from Manufacturer’s Lab | The manufacturer Lab must be certified to ISO 9001. |
Routes to Product Certification
Route A
Under this Route, products to be shipped must be both tested (as specified under clause 5.4 above) and physically inspected to demonstrate conformity to relevant standards and regulatory requirements.
This route is open to all products being exported by either traders or manufacturers. Additionally, all containerized cargo under this route from China and United Arab Emirates must be sealed by the contracted inspection agencies and seal and container numbers indicated in the CoC.The following products, based on their risks, are only eligible for certification under Route A:
- Animal and Fishery products (fresh and frozen – not further processed)
- Bulk Petroleum products and base oils
- Bulk shipments of cereals and pulses such as rice, wheat, beans, maize, etc.
- Edible cooking oils
- Fertilizer
- Fresh dairy products
- Fresh horticultural produce
- Liquid Petroleum Gas (LPG)
- Sugar
- Used or secondhand goods
Route B
This route offers a fast-track certification process for goods of low risk but with reasonable and consistent levels of quality through registration of such products by the PVoC Contractor. Product registration is recommended to Exporters having frequent shipments of homogenous products. Among the mandatory documents required for registration are test report(s) from any of the recognized laboratories issued in accordance with clause 5.4 above for previous shipments certified under Route A demonstrating conformity to relevant Kenya Standards or approved specification.The registration is valid for a period of one year. Shipments of registered products are exempted from mandatory testing in recognized laboratories, however, test reports by the manufacturer traceable to the batches being shipped must be provided to the PVoC Contractor for evaluation before any certification decision can be made for shipments targeted for inspection.
Route C
This route is open only to manufacturers who can demonstrate existence of a quality management system in their production/ manufacturing process. It involves auditing of such production processes and licensing of products manufactured thereof by authorized PVoC Contractor(s) in line with ISO Guide 28: 2004.
Products presented for licensing shall be subjected to testing in any of the recognized laboratories in accordance with clause 5.4 above to determine their conformity with requirements of relevant Kenya Standards or approved specifications. On successful conclusion of this process, the manufacturer will be presented with a License for the relevant products valid for a period of three (3) years or as determined by the PVoC contract validity period.
Licensed products shall be subject to random physical inspection by authorized PVoC Contractor(s) prior to issuance of Certificate of Conformity and subsequent shipping of the same. However, test reports by the manufacturer traceable to the batches being shipped must be presented to PVoC Agents for evaluation prior to making any certification decision for shipments targeted for inspection.
Fees Charged Under the PVoC Program
- Route A: 0.60% of the FOB Value min USD 265 max USD 2700
- Route B: 0.55% of the FOB Value min USD 265 max USD 2700
- Route C: 0.35% of the FOB Value min USD 265 max USD 2700
- Laboratory testing
- Manufacturer Licensing
- Registration fees
- Sampling of Bulk shipment
- Re-inspection
Application Documents
Enriched Certificate of Conformity
The Government through a Government circular reference OP/CAB 9/83A dated 4th June 2019 directed that the number of government agencies operating at the port be reduced from 28 to 4. For the purposes of ensuring conformity to quality standards and the adherence to other regulatory requirements for cargo entering the country, KEBS was mandated to be the lead agency for the purpose of coordinating the inspection of goods at the country of origin and the issuance of enriched CoCs where goods comply with the requirements and issue an NCR (Nonconformity Report) to goods that do not comply to requirements.
Mitumba (Used Second Hand textile) importer application process
Required Information
Importer Details
- Importer Name
- Company Registration Number.
- Address
- Physical Location
- Telephone Number
- Company KRA Pin Number
Contact Person Details
- Full Name
- Contact KRA Pin Number.
- Telephone Number
Warehouse Location Details
- Street/Road
- City
Type of Imports
- Second Hand Textile
- Shoes
Application Documents
Consolidators application process
Apply to be a KEBS contracted inspection company to perform conformity assessment activities, i.e., inspection, sampling, testing, sealing of full-loaded containers and issuance of CoC/CoR/NCR
Required information and documents
- Copy of Company’s Registration Certificate & Current CR12.
- Memorandum & Articles of Association.
- Copy of PIN Certificate, current Tax Compliance Certificate for the company and Tax returns for the Company
- Certified Copies of IDs/Passports Photo of all directors duly certified by a notary public or Commissioner of oaths
- Three recent passport size photographs of all directors duly certified by a notary public or Commissioner of oaths.
- Copy of PIN Certificate, valid Tax Compliance Certificate & Tax returns for each of the directors.
- Valid Police Clearance Certificates for all the company directors
- Proof of financial soundness from the respective banking institution confirming the company account with them.
- Evidence of professional qualification to offer cargo consolidation services by focusing on employee training and experience in cargo handling
- Tariff structure of services offered on the company letterhead and signed by any of the directors
- Certified copy of duly executed tenancy agreement or lease/ sub lease agreement or copy of title deed for the occupied office premises or a certified copy of offer letter attached with current rent remittance fee
- Proof of membership to a recognized association of cargo consolidators
Application Document
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