FUNCTIONS AND RESPONSIBILITIES OF THE PROCUREMENT DEPARTMENT
1.16 The Procurement Department shall undertake the following functions:
a) Interpretation, implementation, and enforcement of public procurement law
b) Providing advice to the County Assembly on all matters relating to procurement.
c) Maintain and continuously update standing lists of registered tenderers required by the procuring entity through continuous registration of eligible suppliers, and suppliers on framework agreement
d) Prepare, publish and distribute procurement and disposal opportunities
e) Coordinate the receiving and opening of tender documents
f) Maintain and safeguard procurement and disposal documents and records in accordance with the regulation
g) Issuing invitations for bids through quotations, restricted tendering or open tendering
h) Prepare consolidated procurement and disposal plans
i) Coordinating the preparation of annual procurement plans by all units of the County Assembly.
j) Processing procurement requirements from user departments.
k) Preparing a specifications catalogue which will spell out, for the various categories of items, the County Assembly standards of quality to guide purchasing officers so that they are able to purchase only those products that meet recommended quality standards.
l) Preparing and processing tender documents and quotations in consultation with user and technical departments in compliance with procurement procedures.
m) Issuing invitations for bids through quotations restricted tendering or open tenderin
n) Facilitating the process of opening of tender/quotation bids in liaison with and user departments.
o) Implementing the decisions of the Clerk of County Assembly with regard to Procurement including giving professional opinion and maintaining proper records of such decisions.
p) Prepare contract documents in line with the award decision
q) Ordering, follow-up, or processing of goods delivery schedules to user departments and stores..
r) Performing market research and price survey on items and services required by the County Assembly.
s) Maintaining an up-to-date suppliers’ database
t) Preparing annual tender returns for use by management in overall planning