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  • Public Procurement and Disposal Act

    PPOA Circulars

    Public Procurement & Disposal Regulations

    Youth, Women and PWDs

  • Public Procurement and Disposal Act

    PPOA Circulars

    Public Procurement & Disposal Regulations

    Youth, Women and PWDs

  • Public Procurement and Disposal Act

    PPOA Circulars

    Public Procurement & Disposal Regulations

    Youth, Women and PWDs

The Treasury Circular No . 02/2016 dated 29th March, 2016 issued Under cover of letter Ref. No .NT/PPD.1/2/02/PART1 11(75) sets out the guidelines for operationalization of the Public Procurement and Asset Disposal Act, 2015. It is incumbent upon procuring entities to ensure that the Act is implemented as guided in the aforementioned Treasury Circular.

As part of continuous transformation of the public procurement system, the Act contains provisions that seek to make available information on procurement and disposal issues to stakeholders such as Parliament and the public.

The Authority through this circular brings to the attention of the Procuring Entities the following various reports to be submitted to it (the Authority) under the Act.

Reports on General Procurement Transactions
1. Terminations of Procurement and Asset Disposal Proceedings
2. Direct procurements of a value exceeding Kshs. 500,000/=.
3. Disposal of public asset(s) to employees.
4. Contract awards
5. Contract Amendment/Variation
6. Report on seeking approval for use of Alternative Selection
Method other than Quality Cost Based Selection (QCBS) for
Consultancy services
Report on Preferences and Reservation scheme
7. Quarterly Report on all contract awards where Preferences and
Reservation scheme is used including Preferences and
Reservations Scheme for Disadvantaged Groups (Youth, Women
& Persons with Disability); Micro, Small & Medium Enterprises;
Identified Regions; Citizen Contractors; Resident
Suppliers/Contractors at the County levels; Bias to Local
Participation (40%) on International Tenders and other
categories as may be prescribed in the Regulations.
8. Six (6) Months report (July to December; due by mid-January
and January to June; due by mid-July of every Financial Year)
on Preferences and Reservation of contracts awarded to Youth,
Women and Persons with Disabilities.
9. Part of the Annual Procurement Plan demonstrating
procurements set aside under the Preference and Reservation
Scheme.

In order to comply with the aforementioned mandatory reporting requirements, Accounting Officers are required to submit the above stated reports to the Authority in accordance with the format and timelines prescribed in the Act, attendant subsidiary legislations and this circular.

Each report should be submitted in both soft and hard copy. While the hard copy must be duly signed by the authorized officer, unsigned softcopy is acceptable. The softcopy of the report must be submitted in excel (and not in PDF) and should be sent through This email address is being protected from spambots. You need JavaScript enabled to view it.

Note that this circular supersedes all previous circulars on mandatory reporting requirements issued under the repealed Public Procurement and Disposal Act, 2005


Please bring the contents of this circular to the attention of all officers involved in the Public Procurement and Disposal System within your jurisdiction.

A summary of the required reports including the reporting templates are attached to this circular and are numbered pages1-16.

Download / View the reporting templates here.

Maurice Juma, MBS
DIRECTORGENERAL

As you are aware, the Public Procurement and Asset Disposal Act, 2015(the Act) came into force with effect from 7th January, 2016. The Act was enacted by Parliament to operationalize the provisions of Article 227 of the Constitution of Kenya, 2010.

Section 157 (12) & (13) of the Act instructs procuring entities at the national and county level to submit reports to the Authority every six (6) months demonstrating compliance with the legal provisions on implementation of the preferences and reservation scheme. The report should be disaggregated to indicate the number of youth, women and persons with disability from whom goods, works and services have been procured by the procuring entity as required under section 157 (13) (b) of the Act. This is a mandatory report to be submitted to the Authority to enable preparation of a report to Parliament pursuant to Section 157 (14) of the Act.

To this end, Accounting Officers are required to submit the stated report by 14th day of July and 14th day January of each financial year respectively unless otherwise advised in conformity to the enclosed format.

The report for the period January-June, 2016 was due on 14th July, 2016. Kindly expedite to forward your reports without further delay with strict adherence to the date specified in the letter issued to the respective procuring entity.

The soft excel copy of the report should be sent through This email address is being protected from spambots. You need JavaScript enabled to view it. as per the attached format.

You can download and use the attchment below, which is in excel format:

REPORTING ON PREFERENCE AND RESERVATION COMPLIANCE TEMPLATE

  1. AAR Insurance Kenya Limited.
  2. Africa Merchant Assurance Company Limited.
  3. AIG Kenya Insurance Company Limited.
  4. APA Insurance Company Limited.
  5. Britam general Insurance Company (K) Limited.
  6. Cannon Assurance Limited.
  7. CIC Insurance Group Limited.
  8. Corporate Insurance Company Limited.
  9. Fidelity Shield Insurance Company Limited.
  10. First Assurance Company Limited.
  11. GA Insurance Limited.
  12. Geminia Insurance Company Limited.
  13. ICEA Lion General Ins. Company Limited
  14. Intra Africa Assurance Company Limited.
  15. Invesco Insurance Company Limited.
  16. Kenindia Assurance Company Limited.
  17. Kenyan Orient Insurance Company Limited.
  18. Madison Insurance Company Limited.
  19. Mayfair Insurance Company Limited.
  20. Occidental Insurance Company Limited.
  21. Pacis Insurance Company Limited.
  22. Phoenix of East Africa Assurance Company Limited.
  23. Saham Assurance Company (K) Limited.
  24. Sanlam General Insurance Limited.
  25. Takaful Insurance of Africa Limited.
  26. Tausi Assurance Company Limited.
  27. The Heritage Insurance Company Limited
  28. The Jubilee Insurance Company of Kenya Limited.
  29. The Kenya Alliance Insurance Company Limited
  30. The Monarch Insurance Company Limited.
  31. Trident Insurance Company Limited.
  32. UAP Insurance Company Limited.
  33. Xplico Insurance Company Limited.

Download list of Authorised Insurance Companies

The Public Procurement and Asset Disposal Act, 2015 (the Act) came into effect on January, 7th 2016. The Act gives effect to Article 227 of the Constitution which provides that public procurement should be conducted in a system that is fair, equitable, transparent, competitive and cost-effective.

The Public Procurement Regulatory Authority (PPRA) is responsible for ensuring that the procurement procedures established under the Act are complied with.

The Cabinet Secretary, National Treasury is mandated to prescribe regulations to support operationalization of the Act. The National Treasury has concluded development of the draft regulations. The draft Public Procurement and Asset Disposal Regulations, 2016 are now available for comments by stakeholders and can be accessed via the link:

www.treasury.go.ke/publications/regulations/category/154-procurement-asset-disposal.html

As advertised on the Daily Nation (Thursday 17th March 2016) , the Authority seeks to engage service providers for the following services;

TENDER NO. PPOA/14/2015-2016: DISPOSAL OF MOTOR VEHICLES & PHOTOCOPIERS -  Closing Date: Wednesday, 6th April, 2016

Click on the link below to download the Tender document for disposal of motor vehicles and copiers

TENDER PPOA/11/ 2015 – 2016 : TENDER DOCUMENT FOR THE SUPPLY, IMPLEMENTATION & COMMISSIONING OF VEHICLE ALARM, TRACKING AND ONLINE FLEET MANAGEMENT SYSTEM SOFTWARE SOLUTION - Closing Date: Wednesday, 6th April, 2016

Click on the link below to download the Tender Document for the supply, implementation of vehicle alarm tracking and fleet management system

TENDER NO. PPOA/10/2015-2016 : PROVISION OF CLOUD BASED E-BOARD MANAGEMENT SYSTEM - Closing date: Wednesday, 6th April, 2016

Click on the link below to download Tender for provision of cloud-based E-Board Management System.

Completed Tender Document MUST be enclosed in plain sealed envelopes, marked with the relevant Tender Number and Name should be deposited in the Tender Box provided at the PPOA offices, 10th Floor, National Bank Building, Harambee Avenue, Nairobi and addressed to; 

The Director- General,

Public Procurement Oversight Authority 

P. O box 58535 - 00200 , Nairobi 

So as to be received on or before the respective dates provided for each tender at 10.00am. Tenders will be opened immediately thereafter in the presence of tenderers' representatives who choose to attend the opening at the Board Room on the 10th Floor , National Bank Buiding, Harambee Avenue.

DIRECTOR GENERAL