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    The Procurement Process

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    salahuddin
    The document outlines the public procurement process in Kenya. It details the 14 main steps: 1) Identifying needs, 2) Planning, 3) Specifying requirements, 4) Preparing tender documents, 5) Choosing a procurement method, 6) Publicizing opportunities, 7) Providing bidding documents, 8) Receiving bids, 9) Opening bids, 10) Evaluating bids, 11) Awarding tenders, 12) Notifying results and handling appeals, 13) Managing contracts, and 14) Disposing of surplus goods. The objectives of the process are ensuring economy, efficiency, fairness, and transparency, as well as promoting local industry. Compliance with procurement laws and regulations is important for achieving these objectives.

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    The Procurement Process

    Uploaded by

    salahuddin
    71 views14 pages
    The document outlines the public procurement process in Kenya. It details the 14 main steps: 1) Identifying needs, 2) Planning, 3) Specifying requirements, 4) Preparing tender documents, 5) Choosing a procurement method, 6) Publicizing opportunities, 7) Providing bidding documents, 8) Receiving bids, 9) Opening bids, 10) Evaluating bids, 11) Awarding tenders, 12) Notifying results and handling appeals, 13) Managing contracts, and 14) Disposing of surplus goods. The objectives of the process are ensuring economy, efficiency, fairness, and transparency, as well as promoting local industry. Compliance with procurement laws and regulations is important for achieving these objectives.

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    The document outlines the public procurement process in Kenya. It details the 14 main steps: 1) Identifying needs, 2) Planning, 3) Specifying requirements, 4) Preparing tender documents, 5) Choosing a procurement method, 6) Publicizing opportunities, 7) Providing bidding documents, 8) Receiving bids, 9) Opening bids, 10) Evaluating bids, 11) Awarding tenders, 12) Notifying results and handling appeals, 13) Managing contracts, and 14) Disposing of surplus goods. The objectives of the process are ensuring economy, efficiency, fairness, and transparency, as well as promoting local industry. Compliance with procurement laws and regulations is important for achieving these objectives.

    Copyright:

    © All Rights Reserved
    Download as PPT, PDF, TXT or read online from Scribd
    Download as ppt, pdf, or txt
    71 views14 pages

    The Procurement Process

    Uploaded by

    salahuddin
    The document outlines the public procurement process in Kenya. It details the 14 main steps: 1) Identifying needs, 2) Planning, 3) Specifying requirements, 4) Preparing tender documents, 5) Choosing a procurement method, 6) Publicizing opportunities, 7) Providing bidding documents, 8) Receiving bids, 9) Opening bids, 10) Evaluating bids, 11) Awarding tenders, 12) Notifying results and handling appeals, 13) Managing contracts, and 14) Disposing of surplus goods. The objectives of the process are ensuring economy, efficiency, fairness, and transparency, as well as promoting local industry. Compliance with procurement laws and regulations is important for achieving these objectives.

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    © All Rights Reserved
    Download as PPT, PDF, TXT or read online from Scribd
    Download as ppt, pdf, or txt
    of 14

    .

    PUBLIC
    PROCUREMENT
    PROCESS

    Objectives of Good Procurement

    Acquisition in the most cost effective


    manner - Right price (lowest evaluated
    price), In the right quantities, at the
    right quality, from the right source, at
    the right time, Delivered at the right
    place
    The benefits of good procurement
    include: Security of supply, Lower total
    cost, Reduced risk, Improved quality,
    More added value, Greater efficiency,
    New innovations..

    Objectives of the PPDA, 2005


    economy; efficiency; competition; fairness;
    integrity; transparency; accountability; public
    confidence in public procurement and
    disposal; and promotion of local industry and
    economic development.
    Importance of Public Procurement
    Majority of Kenya Vision 2030 flagship projects
    to be delivered through public procurement.
    Need for elimination of waste through strategic
    leadership in public procurement & disposal

    THE PUBLIC PROCUREMENT PROCESS

    1. Identify the Need

    Responsibility for identification of


    requirements at Departmental level,

    Organizational level
    Consider type of goods, works and
    services; and when and where needed

    2. Undertake Procurement Planning

    Departments supply their procurement plans


    which are consolidated
    Procurement commenced on satisfaction that
    sufficient funds exist

    THE PUBLIC PROCUREMENT PROCESS

    3.Specification of Requirement

    It consists of definitive descriptions on the


    object to be procured.
    Specifications must be clear, accurate and
    Complete other wise will result to wrong
    procurement of goods/services/works
    Provision of information that the supplier
    requires in order to reliably meet the users
    expectation.
    Need for market survey to assist with preparation
    of specifications e.g bills of quantities
    Specification to be drawn by the user of the
    product or service and the SCM function
    Consultants may be used in preparation of
    specifications and bidding document

    THE PUBLIC PROCUREMENT PROCESS

    Methods of specifications
    Sample part of the item to be procured is submitted to the buyer
    to be used to compare the delivered amount against it to confirm
    quality adherence and conformance. It is used in textile industry
    and so on
    Grading this method is commonly used in cereals and cash crops
    to indicate the various quality levels e.g. grade I, II among others
    Technical illustration this method is used to describe quality of
    technical and complex artistic goods such as construction and
    building works which should be accompanied by technical drawings
    to confirm quality requirement
    brand name this is used to describe quality of goods that are
    difficult to specify by other means.
    However, the words; or equivalent should be added when
    specifying using brand names. (section 34(4))

    THE PUBLIC PROCUREMENT PROCESS

    4. Preparation of Tender Documents


    Containing Specifications - Bills of quantities,
    drawings, evaluation criteria, Price schedule,
    tender forms, sample contract, Preferences and
    Reservations e.t.c.
    5. Choice of Procurement Method
    a. Open tendering (Open National Tender or
    International Open Tender)-preferred method
    b. Others : Restricted Tender, Direct procurement,
    Request for quotations, Request for proposals,
    Low value procurement, Specially permitted
    procedures

    THE

    PUBLIC

    PROCUREMENT

    PROCESS

    6. Publicizing the procurement opportunity Advertising in newspapers, notice boards,


    websites
    7. Availing bidding documents to bidders
    8. Submission of bid Documents
    - provision of tender box
    - no late tenders
    9. Opening of Bids
    - Appointment of tender opening committee,
    bidders may participate, and minutes
    prepared

    THE PUBLIC PROCUREMENT PROCESS

    10. Bid Evaluation:


    This step involves:
    a.Preliminary evaluationand rejection of
    tenders that do not satisfy the basic
    requirements (Reg.47)
    b.Technical Evaluation- comparing each tender
    to the technical requirements
    c.Financial Evaluation- comparing tenders to
    determine the evaluated price of each Tender to
    consider Preferences and Reservations
    d.Post qualification- where indicated in the
    tender documents a Procuring Entity may, prior
    to award of the tender confirm the qualifications
    of the lowest evaluated tenderer

    THE PUBLIC PROCUREMENT PROCESS

    10. Award of Tender by Tender Committee


    Tender committee Quorum to be FIVE
    including the Chairman
    Decision through consensus
    Minutes of Tender Committee to be prepared

    12. Notification of Award and Appeal


    Window Period
    i. Notification to winner and losers
    simultaneously
    ii. Bidders has a right to seek
    administrative review on PEs decisions
    iii.Bidders right to seek judicial Review

    THE PUBLIC PROCUREMENT


    PROCESS

    13.Contract Management
    Execution of contract
    Inspection and quality assurance-by
    Inspection & Acceptance committee
    Handling, claims and disputes
    Administering payment provision.
    Overdue payments to be paid with interest
    Variations to Contracts allowed on price
    and quantity as per Regulations
    Contract Termination - To be approved by
    the tender committee.

    THE PUBLIC PROCUREMENT


    PROCESS

    14. Disposal of surplus, obsolete


    or/and unserviceable stores by
    use of the following methods

    Transfer to another entity


    sale by public tender
    sale by public auction
    destruction, dumping or burying
    trade-in
    Restriction on disposal to employees to
    be set out in the regulations.

    CONCLUSION

    PPDA,2005 outlaws inappropriate influence in the


    procurement process
    PPOA is mandated with carrying out procurement
    assessments, audits and reviews and issue
    directions
    PPDA,2005 makes it mandatory for Procuring
    Entities to report to PPOA on prescribed activities
    The Director General of PPOA with the approval of
    PPOAB may debar a person from participating in
    procurement proceedings
    Compliance with PPDA,2005 and PPDR,2006
    results
    in
    economy,
    efficiency,
    fairness,
    competition, transparency, public confidence and
    promotion of local industry.

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