The Procurement Directorate has the principal mandate to superintend over all procurements in the University per the Public Procurement Act 663, 2003 as amended by Act 914, 2016 and the University’s Statutes. In the exercise of its mandate, the directorate is to ensure that procurements are done most efficiently, upholding the principles of value for money, transparency and fairness. The Procurement Directorate is headed by a Director who reports to the Vice-Chancellor. The Directorate has chalked several successes both at the local and national levels since its inception in 2012. The Procurement Directorate comprises of the following divisions; Goods and Services Procurement, Works Procurement and Contract Management.
- Ensuring that all procurement requisitions approved by the Vice-Chancellor are processed most efficiently, upholding the principles of value for money, transparency, and fairness.
- Receiving procurement requests from originating officers, checking that the proposed procurement is within the approved procurement plan, and that budgeted funds are available before commencement of procurement proceedings;
- Ensuring that funds are properly committed before the issue of any contract or purchase order;
- Coordinating the preparation of specifications, terms of reference, bills of quantities, drawings, short-lists or advertisements, and prequalification, tender or request for quotations documents. Where so required by the Tender Committee, submission of documentation for review and approval by the Tender Committee before issues;
- Coordinating the publication of advertisements and notices of contract awards;
- Coordinating the process of opening of tenders and quotations and ensuring the preparation of formal records of tender or quotation opening following Section 56 of the Public Procurement Act.
- Participating in evaluation activities of the Tender Evaluation Panel where necessary and assisting in the preparation of formal Evaluation Reports.
- Preparing submissions for approval of awards by the appropriate authority per the threshold values established in Schedule 3 of the Public Procurement Act.
- Maintaining and updating the database of suppliers, contractors and consultants.
- Participating in negotiations with consultants where necessary or other tenderers where expressly permitted in the Public Procurement Act or regulations.
- Preparing notification of awards and contracts.
- Preparing contract documents and Purchase orders, in line with the award decision.
- Preparing and issuing tender rejection and tender debriefing letters.
- Preparing contract variations and modifications
- Assisting with the inspection and acceptance of goods, works and services;
- Maintaining contracts and procurement records in accordance with Section 28 of the Public Procurement Act and the Regulations.