Consultancy Services to Research on the Positioning and Internal Reporting Structure for Procurement Units in Procuring Entities

For Consultancy Services to Research on the Positioning and Internal Reporting Structure for Procurement Units in Procuring Entities

Background

The public procurement system has grown tremendously over the past ten years in Kenya.The Procurement and Supply Function has emerged as a recognized profession in the country.However, the positioning within the procuring entities has been a concern in recent years.
The Public Procurement Oversight Authority (PPOA) is established by The Public Procurement and Disposal Act (2005) with the general mandate of overseeing the public procurement system in Kenya which includes assisting in the implementation and operation of the public procurement system by developing, promoting and supporting training and professional development of staff involved in the public procurement function.
Specifically, Section 26(7) of the Public Procurement and Disposal Act (2005) stipulates that a Procurement Unit established under subsection (4) shall be staffed with procurement professionals. Further, Section 26(8) defines a procurement professional as a person who:Has professional qualifications in procurement and supply management from a recognized institution,Is engaged in a calling or occupation in which recourse to procurement is directly or indirectly involved and has experience in the practice of procurement, and;Is a member of a recognized institute of purchasing and supplyIn recent times, PPOA has noted the absence of uniformity in Procurement Units by procuring entities. This inconsistence has rendered the reporting structures of procurement units incoherent.
Further, many procuring entities have a huge procurement spend and some handle complex or specialized procurements which require close supervision by the respective Accounting Officers.
 The main purpose of this consultancy is to undertake a baseline survey on the positioning and reporting structure for procurement units in the procuring entities in Kenya and develop guidelines on the organizational and reporting structures for procurement units for the three classes of procuring entities.
 Overall scope of the work will inter alia :-Encompass an agreed sample of procuring entities in class A, B, and C in Kenya. This includes procuring entities within the three arms of government such as ministries, departments, commissions of the constitution, state corporations, public universities, etc.Evaluate the establishment, level of qualification, experience required and functions of the procurement unit in reference to regulation 8 and the First Schedule (Threshold Matrix) of the Public Procurement and Disposal Regulations 2006.Evaluate the schemes of service of staff in the units including the level / positions they take up in reference to the organizations strategic plans and procurement spend.Propose appropriate internal organizational positioning and reporting structures of the procurement and disposal function. PPOA now invites interested eligible consulting firms to express their interest in this assignment.
Interested eligible consulting firms should meet the following minimum requirements: -
1. Submit a relevant company profile of not more than 10 pages, evidence of registration/ incorporation, and a valid tax compliance certificate.
2. Interested eligible consulting firms should demonstrate the following which they will be evaluated on:
(a) Provide information indicating that they are qualified to perform the services including but not limited to:-Description of similar assignments recently undertaken with appropriate references. The Consultants should include names and references of clients including contact persons that can be checked by PPOA.Availability of appropriate skills among staff. Copies of abridged Curriculum Vitae of the personnel with details of academic and professional qualifications, and relevant experiences. (b) Demonstrate awareness of the general developments related to the national procurement and disposal system including PPOA and its oversight role.
(c) Proof that they are a financially sound entity, by providing audited financial statements for the past two years.
PPOA will prepare a shortlist to be preselected on the basis of the expressions of interests received to which the client will send Request for Proposal (RFP) document with the relevant terms of reference.
Complete expressions of interest in plain sealed envelopes clearly marked on top with the name and reference number of the consultancy should be addressed to:
The Director General
Public Procurement Oversight Authority
P. O. Box 58535 – 00200, Nairobi
Tel: +254 (020) 3244000
Fax: +254 (020) 3244377/277
Email: info@ppoa.go.ke
or be deposited in the tender box situated on the 10th Floor, National Bank Building, Harambee  Avenue so as to reach him not later than 10.00 a.m. on 18th May, 2012.
Late submissions will not be accepted.
Director-General
Public Procurement Oversight Authority