## 1.0 INTRODUCTION

[Solidaridad Network ](https://www.solidaridadnetwork.org/)is an international solution-oriented civil society organisation working through eight regional expertise centres to transform markets to make them more sustainable and inclusive. Our eight regional expertise centres include Asia, Eastern and Central Africa, Europe, Latin America, North America, Southern Africa, South America, West Africa and our global Secretariat in the Netherlands. Solidaridad Eastern and Central Africa, one of the regional centres, headquartered in Nairobi, Kenya with country offices and programmes in Democratic Republic of Congo, Ethiopia, Tanzania and Uganda. We bring together supply chain players and engage them with innovative solutions to improve production, ensuring the transition to a sustainable and inclusive economy that maximises the benefit for all. We facilitate strengthening of local capacity in developing countries, support the creation of enabling environments for economies to thrive, and improve market access. Solidaridad embraces the public-private and people partnerships (PPPP) in order to test innovations, speed up change, and take success to scale. Globally, Solidaridad works around Coffee and other 12 commodities/sectors ([http://www.solidaridadnetwork.org](http://www.solidaridadnetwork.org/))

## 2.0 The Pathways to Prosperity Coffee Project in Kenya Summary

The Pathways to Prosperity (P2P) Coffee Project is a 7-year project funded by the Dutch Ministry of Foreign Affairs supporting smallholder coffee farmers through 3 pathways: (i) creating viable and resilient production systems ii) catalysing inclusive service delivery systems, and iii) championing inclusive markets. The programme will co-create and implement tailored interventions to facilitate transformation in the coffee sector, contributing to increased sustainable production (productivity and quality) and incomes, enhancing resilience to the impacts of climate change and other shocks, and the creation of decent jobs and inclusive supply chains.

The P2P project aims to build the capacity of 101,500 smallholder coffee farmers (30% women and 15% youth) from **Bomet, Kisii, Nyamira, Kericho, Nandi, Bungoma, Transnzoia and West Pokot counties.** Also, strengthen the leadership and governance of 84 Coffee Cooperative Societies within the project regions and provide a platform for cooperatives to link & interact with over 500 service providers in their respective regions to establish long-term relations that serve the interests of both.

The intended long-term impact is that small- holder coffee farmers thrive by participating in the supply chain that is economically viable, socially responsible and environmentally sound by 2029. Smallholder coffee farmers will have an opportunity to participate in economically viable value chains by increasing their productivity through adoption of Good Agricultural Practices (GAP’s) for increased incomes. It prioritises the inclusion of women and youth. Environmental conservation is a key element focusing on adoption of climate resilient practices, implementing carbon projects as well as adopting agroforestry.

**3.0 Background**

Coffee remains the main cash crop for many smallholder households in Kenya’s highland regions, yet most farmers depend on a single harvest cycle that generates income only once or twice a year. This seasonal pattern creates long periods of limited cash flow, during which households often struggle to meet basic needs or invest consistently in essential farm management practices such as fertiliser application, pruning, pest control, and labour. Diversification into complementary farm enterprises is therefore critical to stabilising household income and to sustaining investment in coffee production throughout the year.

Dairy farming is one of the most practical diversification options available in coffee-growing areas. The target counties have favourable conditions for dairy production, including moderate temperatures, adequate rainfall, and access to crop residues and fodder resources. In addition, livestock keeping is already part of many coffee-based farming systems, though often at a small scale and with limited access to structured markets. Dairy integrates well with coffee farming and strengthens the overall farm system. Manure from dairy animals provides an accessible source of organic fertiliser for coffee farms, improving soil fertility and soil organic matter while reducing dependence on costly external inputs. Crop residues from coffee farms and fodder grown along farm boundaries can be used for livestock feeding, creating a circular relationship where each enterprise supports the other.

Unlike coffee, dairy generates regular income through daily or weekly milk sales. This predictable cash flow enables households to meet routine expenses and finance ongoing farm operations without relying on premature coffee sales or expensive credit. Strengthening dairy farming within coffee-growing communities therefore offers a sound pathway to improve income stability while reinforcing the productivity and sustainability of coffee systems.

As a result, Solidaridad through the Pathways to Prosperity Coffee Programme seeks to acquire high-quality stainless steel Bulk Milk Cooling Tanks capable of rapidly cooling raw milk, maintaining milk quality, and complying with applicable dairy industry standards.

## 4.0 Scope of Work

The successful bidder shall be responsible for:

i) Supply of brand-new Bulk Milk Cooling Tanks of 3,000 Litres with Solidaridads branding before or after installation.

ii) Supply of complete refrigeration systems including compressors, condensers, and refrigerant gas.

iii) Supply of control panels and all standard accessories.

iv) Delivery of equipment to site.

v) Mechanical, electrical, and refrigeration installation.

vi) Testing and commissioning of the complete system.

vii) Demonstration of cooling performance.

viii) Training of client personnel.

ix) Provision of documentation, warranty, and after-sales support.

x) Provide capacity-building training for cooperative staff on the proper operation, routine maintenance, and management of the cooling facility to ensure efficiency, product quality, and equipment durability.

## 4.1 Technical Specifications

Bulk Milk Cooler – 3,000 Litre

**4.1.1 Milk Tank Specifications for the 3,000Litre**

**Item and Specification**

**Working Capacity -** 3,000 Litres

**Gross Capacity -** 3,300 Litres

**Tank Design -** Open, Cylindrical Horizontal

**Material -** Stainless Steel AISI 304 (Food Grade)

**Inner Sheet Thickness -** Min. 2.0 mm

**Outer Sheet Thickness -** Min. 1.5 mm

**Surface Finish -** 2B or equivalent

**Evaporator -** Laser welded pillow plate, SS 304

**Agitator -** 1 No., approx. 30 RPM

**Insulation -** Injected CFC-free PUF

**Insulation Thickness -** 50 mm (walls), 90 mm (bottom)

**Insulation Standard -** ISO 5708 2A II or equivalent

**Volume Measurement -** SS dipstick with calibrated chart

**Supports -** Adjustable stainless steel feet

**4.1.2** **Refrigeration System – 3,000 L**

**Item and Specification**

**Compressor Type -** Scroll or equivalent

**No. of Compressors -** Two (2)

**Condenser -** Air-cooled

**Refrigerant Gas -** R404A or approved equivalent (to be supplied)

**Ambient Design Temperature -** 35°C

**Cooling Time -** ≤ 3.0 hrs (1st milking), ≤ 1.25 hrs (2nd milking)

**Power Supply -** 415V, 3 Phase

**5.0 Common Accessories**

1. **Refrigeration Control Panel** with auto/manual operation, overload protection, and digital temperature display.
2. **CIP (Clean-in-Place) System**, including:
1. CIP spray ball
2. Stainless steel piping (approx. 38 mm)
3. Food-grade hose pipe – minimum 10 m
4. Stainless steel dump/balance tank – approx. 200 L with sieve
3. **Milk Pump & Offloading System**:
1. Centrifugal milk pump, approx. 2 HP
2. SS 304 construction
3. Product offloading hose – approx. 38 mm, 10 Mtrs.
4. **Earthing**:
1. Pipe-type earthing
2. Minimum four (4) earthing points

**6.0** **Electrical & Power Requirements**

**Item and Specification**

**Power Supply -** 415V ±10%, 3 Phase, 50 Hz

**Generator Compatibility -** Approx. 18 kVA

**Servo Stabilizer -** Approx. 18 kVA, 3 Phase (350–500 V range)

**7.0 Installation, Testing & Commissioning**

The supplier shall install the equipment on a foundation prepared by the client, complete all mechanical, electrical, and refrigeration connections, test the system for performance and safety, commission the equipment, and train designated client personnel.

**8.0 Recommended Spare Parts (To Be Quoted Separately)**

The bidder shall provide pricing and availability for the following recommended spares:

1. Temperature sensor / probe
2. Digital temperature controller
3. Agitator motor
4. Agitator shaft seal
5. Solenoid valve
6. Expansion valve
7. Contactor and overload relay
8. Milk pump mechanical seal
9. Condenser fan motor
10. Refrigerant gas (top-up quantity)

*Note: Spare parts are not covered under warranty.*

**9.0 Warranty & After-Sales Support**

- Warranty Period:
- Two (2) years warranty on main equipment parts, including tank structure, compressors, evaporator, condenser, agitator assembly, and control panel.
- Consumables and spare parts are excluded from warranty, including seals, gaskets, sensors, refrigerant gas, hoses, and electrical consumables.
- Technical support shall be provided during the warranty period.

**10.0 Delivery Timeline**

The Bulk Milk Cooling Tanks are ex-stock and delivery shall be immediate upon receipt of a confirmed purchase order. The delivery, installation and testing should be finalised in 30 days maximum after signing of the contract.

**11.0 Tender Compliance**

Bidders shall:

- Be manufacturers or authorized suppliers of Bulk Milk Coolers
- Submit separate prices for 3,000 L units
- Include supply of refrigerant gas, installation, testing, and commissioning
- Confirm full compliance with this Terms of Reference.

**12.0 Acceptance**

Final acceptance shall be subject to successful installation, testing, commissioning, and written approval by the Solidaridad ECA.