Purchase Order Librarian in Kenya Nairobi –Free Word Template Download with AI
Office of the Chief Librarian, Nairobi County, Kenya
P.O. Box 4521-00100, Nairobi, Kenya | Tel: +254-20-271-0000 | Email: [email protected]
Physical Address: 3rd Floor, Kenyatta Avenue, Nairobi CBD, Kenya
Purchase OrderPurchase Order Details
PO Number: NMLA/KEN/2025/PO-0487
Date of Issue: 15th June 2025
Required Delivery Date: 15th August 2025
Payment Terms: Net 30 Days from Invoice
Currency: Kenyan Shillings (KES)
Valid Until: 30th September 2025
Vendor / Supplier Information
Company Name: East African Knowledge & Library Supplies Ltd.
Address: Mombasa Road, Industrial Area, Nairobi, Kenya
Tax/PIN Number: P051234567X
Contact Person: Mr. James Mwangi
Phone: +254-722-456-789
Email: [email protected]
| Item No. | Description | Qty | Unit Price (KES) | Total (KES) |
|---|---|---|---|---|
| 01 | Annual professional development subscription for the Senior Librarian – Kenya Library Association (KLA) membership and continuing education credits for cataloguing, archival management, and digital literacy training in Nairobi | 1 | 45,000.00 | 45,000.00 |
| 02 | Professional Librarian workstation setup: ergonomic desk, dual 27-inch monitors, high-speed printer/scanner, and noise-cancelling headphones for the Nairobi Central Library Librarian's office | 1 | 185,000.00 | 185,000.00 |
| 03 | Library Management System (LMS) software license – Librarians' Integrated Cataloguing Platform (LICP) with Kenyan Shilling billing, supporting the Librarian's daily operations at the Nairobi branch | 1 | 320,000.00 | 320,000.00 |
| 04 | Acquisition of 500 new reference and fiction titles for the Librarian to catalogue and integrate into the Nairobi public library collection, including Kenyan literature, East African history, and international bestsellers | 500 | 850.00 | 425,000.00 |
| 05 | Archival storage units and climate-controlled shelving for the Librarian's special collections department at the Nairobi Metropolitan Library, Kenya | 4 | 68,000.00 | 272,000.00 |
| 06 | Professional Librarian attire and identification: 12 formal blazers, 24 dress shirts, 6 pairs of trousers, and a Nairobi County Librarian identification badge with RFID access | 1 | 95,000.00 | 95,000.00 |
| 07 | Community outreach program materials for the Librarian to conduct reading sessions in Nairobi slum communities (Kibera, Mathare, Mukuru) – 200 sets of children's books, storyboards, and audio equipment | 200 | 1,200.00 | 240,000.00 |
| 08 | Annual insurance and occupational health coverage for the Librarian position, compliant with Kenya's National Social Security Fund (NSSF) and NHIF/SHIF regulations in Nairobi | 1 | 120,000.00 | 120,000.00 |
| SUBTOTAL | 1,702,000.00 | |||
| VAT (16% – Kenya Revenue Authority) | 272,320.00 | |||
| GRAND TOTAL (KES) | 1,974,320.00 | |||
- This Purchase Order is issued by the Nairobi Metropolitan Library Authority for the procurement of goods, services, and professional resources directly supporting the Librarian role at the Nairobi Central Library and its satellite branches across Kenya Nairobi.
- All items listed in this Purchase Order shall be delivered to the Nairobi Metropolitan Library, Kenyatta Avenue, Nairobi CBD, Kenya, no later than the Required Delivery Date stated above. Late delivery beyond 14 days shall incur a penalty of 2% of the total Purchase Order value per week of delay.
- The vendor shall ensure that all software licenses, particularly the Library Management System, are fully operational and compatible with the existing infrastructure of the Librarian's workstation in Nairobi before final acceptance.
- Payment shall be processed via bank transfer to the vendor's designated account in Kenyan Shillings (KES) within thirty (30) calendar days of receipt of a valid tax invoice from the Kenya Revenue Authority (KRA) and confirmation of satisfactory delivery by the Chief Librarian of Nairobi.
- All goods must comply with the standards set by the Kenya Bureau of Standards (KEBS) and the Kenya Library Association's guidelines for professional Librarian equipment and materials.
- The vendor acknowledges that this Purchase Order is subject to approval by the Nairobi County Procurement Committee and the Public Procurement and Asset Disposal Act (PPADA) of Kenya, 2015, as amended.
- Any modifications, cancellations, or amendments to this Purchase Order must be made in writing and signed by both the Nairobi Metropolitan Library Authority and the vendor. Verbal agreements regarding the Librarian's resource allocation are not binding.
- The vendor warrants that all books, materials, and equipment supplied under this Purchase Order are free from defects, are of professional grade suitable for a Librarian's use, and carry a minimum warranty period of twelve (12) months from the date of delivery in Kenya Nairobi.
- Disputes arising from this Purchase Order shall be resolved through arbitration in Nairobi, Kenya, in accordance with the Arbitration Act of Kenya. The governing law shall be the laws of the Republic of Kenya.
- The Librarian assigned to the Nairobi branch shall be the primary point of contact for quality inspection of all delivered items. The Librarian's written acceptance is required before the Purchase Order is considered fulfilled.
Prepared By:
Name: Dr. Amina Wanjiku
Title: Chief Librarian, Nairobi Metropolitan Library
Date: ____________________
Signature: ____________________
Approved By:
Name: Hon. Peter Kariuki
Title: Nairobi County Director of Finance
Date: ____________________
Signature: ____________________
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