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IN NAIVASHA BY
P. P. MEYO
2. PROCUREMENT
procurement units in the public sector are service ones.
All service units in the public sector are supportive of line units.
For efficient procurement services giving value to the line units, the procurement units must meet
specific objectives. These objectives are:
a) the right quality
b) made available at the right time
c) delivered at the right place, mainly the point of use
d) and subject to adequate funds, the right quantity.
e) when the named variables are assured,then obtain the goods/services/works at the right price.
These are important functions. To ensure that the objectives are achieved, every procuring entity in
the public sector shall establish the procurement unit, handled by those qualified( section 47 of the
PP& AD Act 2015 as read together with section 8 of the PP& D Regulations 2006)
IN NAIVASHA BY
P. P. MEYO
Stage 3 - Departments must identify their respective needs and quantify them.
In addition to identification, the user departments must prepare comprehensive specifications.
Where users do not have technical capacity, then they can use the expertise of external agencies.
The external agencies can be from the public sector(free or minimal cost) or procure from the
market)(this cost more)
Both sources from experience are time consuming though the public source was meant to be
faster.
Greatest challenges here are in such areas as the construction industry requiring the expertise of
the civil, structural, mechanical, electrical, combined electrical/mechanical and water
engineers .Also architects, quantity surveyors and knowledgeable and experienced clerk of works
Stage 4- Price /Rates forecasting. Once the items/services are identified and their quantities, the
applicable unit rates are then forecasted.
With items, quantities and unit prices known, values of various requirements are then forecasted.
These values are then fitted into the budget through prioritisation
These values makes it easier than the actual reality.
If we spend time,energy and resources forecasting the entire wish list including what will not be
procured, then we meet costs without returns. However, it is do-able and it has been done
successfully and repeatedly in many organisations
NB. The PP&D Regulations(2006) sections 20(1-5) and 21(a-g) shows how the plans should be
dis-aggregated
For the few not willing to comply including those unable to control their egos, then they are
reminded of the provisions of sections 53(8) and(9) of the PP&AD Act 2015. It is also an offence
under the Anti-Corruption and Economic Crimes Act at section 45(2)(c).
4. REQUISITIONS. It is the responsibility of the user unit submit a Requisition to the Procurement
unit. It should be noted, that those making the Requisitions must be different from those buying
who must also be different from those receiving. The Requisitions must also be different from those
receiving. The Requisitions must be accompanied with specs. Specs here also includes
TORs,Architectural drawings, BQs and so on. The user unit will determine the most appropriate
method of making specs. Such methods may include;
descriptions and/or physical dimensions
capacity
usage
tensile strength
material input content
1. PRESENTATION TO DASAR STAFF
IN NAIVASHA BY
P. P. MEYO
samples
usage
known standard, local,national or international
drawings
BQs
colour
and, if there is no any other means, then brand name.
5. DETERMINATION OF PROCUREMENT METHOD
The head of procurement guides on the method to be used. This will largely depend on the
procurement plan, the estimated amount to be spent against the financial ceilings and the nature of
procurement and the prevailing market conditions.
The method is then applied
5.(a) OPENING AND EVALUATIONS
Both Committees of opening and evaluation must be appointed by the accounting officer.
The head of procurement must recommend those to form evaluation. In the cases of evaluation,
the accounting officer does that in consultation with the Cabinet Secretary.
Evaluation reports must be signed by each member of the evaluation committee
The A.O will then make a decision. Decision of the AO will be:
a. Either accept and approve the procurement
b. or reject the reasons
c. or give alternative directives\
8. NOTIFICATION OF RESULTS
Both the successful and unsuccessful bidders are notified. From the date of dispatch, an appeal
window period of 14 days is allowed
9. SIGNING OF CONTRACTS
After the expiry of the appeal window period, the contract can be signed with the successful bidder,
subject to there being no appeal
Where the successful bidder is required to meet certain conditions,then such must be met before
signing
10. RECEIPT OR IMPLEMENTATION OF THE PROJECTS
Goods, services or works may be received and certified as provided for in sections 48,150, 151,
152, 153 and 154. The head of Procurement to advise on the relevant section to be applied.
11. ASSETS REGISTER
Unless the goods/services are consumables,then the goods and mainly the assets to be entered
into the sets register
12. OFFENCES AND SANCTIONS
1. PRESENTATION TO DASAR STAFF
IN NAIVASHA BY
P. P. MEYO
END
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