Purchase Order Firefighter in Kenya Nairobi –Free Word Template Download with AI

Nairobi Fire and Rescue Services Department

Ministry of Interior and National Administration, Republic of Kenya

P.O. Box 30050-00100, Nairobi, Kenya | Tel: +254-20-2710000 | Email: [email protected]

Purchase Order No.: NFRS/PO/2025/04782

Date of Issue: 14 June 2025

Valid Until: 14 September 2025

Supplier: Safaricom Industrial Safety & Fire Equipment Ltd.

Supplier Address: Industrial Area, Mombasa Road, Nairobi, Kenya

Supplier TIN: P051234567X

1. Purpose and Scope of This Purchase Order

This Purchase Order is issued by the Nairobi Fire and Rescue Services Department to procure specialized Firefighter personal protective equipment (PPE), structural firefighting apparatus, and emergency response gear for deployment across all Kenya Nairobi fire stations. This procurement is in direct response to the increased fire incident frequency recorded in the Nairobi metropolitan area during the 2024/2025 fiscal year, which saw a 23% rise in structural and industrial fire events. The Firefighter personnel stationed in Kenya Nairobi require upgraded equipment to meet the International Fire Service Standards (NFPA 1801 and NFPA 1971) and the Kenya Fire and Rescue Services Act, 2019. This Purchase Order authorizes the supplier to deliver all listed items to the designated Kenya Nairobi depot within the stipulated timeframe.

2. Itemized Schedule of Firefighter Equipment

No.	Description of Firefighter Item	Qty	Unit (KES)	Total (KES)	Delivery Location, Kenya Nairobi
1	Firefighter Turnout Coat (NFPA 1971 compliant, flame-resistant, with reflective trim)	120	48,500	5,820,000	Fire Station, Westlands, Nairobi
2	Firefighter Turnout Trousers (NFPA 1971 compliant, with suspenders)	120	42,000	5,040,000	Fire Station, Westlands, Nairobi
3	Firefighter Structural Helmet (Type I, with face shield and neck curtain)	120	28,750	3,450,000	Fire Station, Eastleigh, Nairobi
4	Firefighter Self-Contained Breathing Apparatus (SCBA), 30-min cylinder	60	185,000	11,100,000	Central Fire Station, CBD, Nairobi
5	Firefighter Protective Gloves (Level 2, heat-resistant to 500°C)	240	6,200	1,488,000	Fire Station, Kilimani, Nairobi
6	Firefighter Safety Harness with 15m rope and carabiner set	80	34,500	2,760,000	Fire Station, Embakasi, Nairobi
7	Portable Fire Extinguisher, 9kg ABC Dry Powder (for Firefighter vehicle mounting)	200	8,900	1,780,000	All Kenya Nairobi Fire Stations
8	Firefighter Thermal Imaging Camera (for structural search and rescue)	12	420,000	5,040,000	Central Fire Station, CBD, Nairobi
9	Firefighter Radio Communication Set (UHF, 50km range, IP67 rated)	150	22,500	3,375,000	All Kenya Nairobi Fire Stations
10	Firefighter Emergency Escape Breathing Apparatus (EEBA), 10-min	120	38,000	4,560,000	Fire Station, Westlands, Nairobi
GRAND TOTAL (KES):				44,413,000

3. Delivery and Logistics Terms

All Firefighter equipment listed in this Purchase Order shall be delivered to the respective Kenya Nairobi fire station addresses specified in the itemized schedule above. The supplier shall bear all transportation, insurance, and customs clearance costs (where applicable for imported components) until the goods are physically received and signed for by the designated Nairobi Fire and Rescue Services logistics officer. Delivery must be completed no later than 30 August 2025. Partial deliveries are permitted provided that each consignment is accompanied by a delivery note referencing this Purchase Order number (NFRS/PO/2025/04782). The supplier must ensure that all Firefighter gear is properly packaged, labeled with hazard and handling instructions, and stored in a climate-controlled environment prior to dispatch to Kenya Nairobi.

4. Payment Terms

Payment for this Purchase Order shall be made in accordance with the following schedule:

1. 30% Advance Payment (KES 13,323,900): Payable within 14 working days of the supplier's written acknowledgment of this Purchase Order and submission of a bank guarantee from a Kenyan commercial bank.
2. 60% on Delivery (KES 26,647,800): Payable within 30 days of successful inspection, acceptance, and signing of the Goods Received Note at the Kenya Nairobi depot by the Quality Assurance team.
3. 10% Retention (KES 4,441,300): Payable after a 90-day defect liability period following full delivery, provided no non-conformities in the Firefighter equipment are identified.

All payments shall be made via bank transfer to the supplier's designated account. The supplier must issue a valid Tax Invoice compliant with the Kenya Revenue Authority (KRA) eTIMS system. VAT at 16% is included in the unit prices above.

5. Quality Assurance and Compliance

All Firefighter equipment procured under this Purchase Order must comply with the following standards: NFPA 1971 (Structural Firefighter Protective Ensembles), NFPA 1981 (SCBA), EN 469 (European Firefighter PPE), and the Kenya Bureau of Standards (KEBS) regulations. The supplier shall provide certificates of conformity, test reports, and material safety data sheets (MSDS) for every item. The Nairobi Fire and Rescue Services Department reserves the right to conduct random quality inspections at the supplier's facility in Nairobi prior to dispatch. Any Firefighter gear found to be substandard or non-compliant shall be rejected at the supplier's sole cost, and replacement items must be delivered within 10 working days to the affected Kenya Nairobi station.

6. Warranty and After-Sales Support

The supplier shall provide a minimum 24-month warranty on all Firefighter equipment covered by this Purchase Order. This warranty covers manufacturing defects, material failures, and workmanship issues. The supplier must maintain a dedicated after-sales service center in Kenya Nairobi and guarantee a maximum 48-hour response time for any warranty claims. Annual calibration and inspection services for SCBA units and thermal imaging cameras shall be included at no additional cost for the first three years.

7. General Conditions

1. This Purchase Order constitutes a binding contract between the Nairobi Fire and Rescue Services Department and the named supplier upon written acceptance by both parties.
2. The supplier shall not subcontract any portion of this Purchase Order without prior written consent from the Department.
3. All Firefighter equipment must be new, unused, and of current production. Refurbished or second-hand items are strictly prohibited.
4. The supplier shall comply with all applicable Kenyan labor, environmental, and occupational health and safety laws during the manufacturing and delivery of goods to Kenya Nairobi.
5. Disputes arising from this Purchase Order shall be resolved through arbitration in Nairobi, Kenya, in accordance with the Arbitration Act, 1995 of Kenya.
6. This Purchase Order is governed by the laws of the Republic of Kenya.

NOTE: This Purchase Order is part of the Nairobi Metropolitan Fire Safety Upgrade Programme 2025–2028, funded under the National Government's Capital Expenditure Budget. All Firefighter personnel in Kenya Nairobi will undergo a mandatory 3-day equipment familiarization and refresher training session upon receipt of the new gear, coordinated by the Department's Training and Development Unit at the Nairobi Fire Academy, Ngong Road. 8. Authorization and Signatures

For and on behalf of the Buyer:

Nairobi Fire and Rescue Services Department

Name: Chief Fire Officer James M. Kariuki

Title: Director, Nairobi Fire and Rescue Services

Signature: ___________________________

Date: 14 June 2025

For and on behalf of the Supplier:

Safaricom Industrial Safety & Fire Equipment Ltd.

Name: Mr. David O. Mwangi

Title: Managing Director

Signature: ___________________________

Date: _______________

Purchase Order No. NFRS/PO/2025/04782 | Nairobi Fire and Rescue Services Department | Republic of Kenya

This document is the property of the Nairobi Fire and Rescue Services Department. Unauthorized reproduction or distribution is prohibited.

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