TU-K set to upgrade its procurement processes
The Technical University of Kenya will soon purchase an automated system to speed up procurement processes, ensure efficiency and curb irregularities.
The university Supply Chain Operations Director Ms Grace Oyombe said challenges including delayed payments to suppliers, inefficiency in documentation would be cut down even as the university move towards complying with IFMIS government-driven procurement system.
Ms. Oyombe was speaking during university’s annual suppliers sensitisation forum.
“You note that we are a state corporation and we are required to comply with the government’s policies on procurement process, currently we are being trained on the IFMIS programme,” said Oyombe.
The programme is already running at the national government, the process will extend to the ministries and down to the State corporations. The university however files reports on any procurement process exceeding Sh5 million.
The Deputy Vice Chancellor, Administration, Planning and Infrastructure Prof Joseph Kiplang’at assured suppliers that the university is committed to ensuring mutual benefits are met noting that regular sensitisation forums are planned for next year.
The suppliers were also taken through various public procurement processes and opportunities available at the university as well as the reservations for 30 per cent special groups including youths, women and the persons with disabilities.
Dr Evans Sagwa who was one of the panelists warned that some unscrupulous suppliers are masking themselves to muzzle reservations set aside for the special groups.
Some of the reservations include supply and delivery of flower, provision of cleaning services, supply and delivery of newspapers, journals and magazines, supply and delivery of mobile airtime, provision of printing services, supply and delivery of office common user items, provision of repair services for office equipment and machines among others.
Some of the procurement process steps revisited during the two-day forum included recognition of specific need to aid in identifying standards and determine specifications products or services.
Other steps were source options, price and terms, purchase order, delivery, expediting, invoice approval, payment, receipt and inspection of purchases and finally record maintenance.
Senior University Procurement Officer Mr. Finley Gwaro at the same time asked the suppliers to stick to agreements of supply to equally ensure they receive their payments accurately and in good time.
“When the decision is arrived that supplies are made in installments, the LPO, invoices should be submitted alongside relevant document when the supplier makes last delivery,” said Gwaro adding that this ensures seamless operations through Supply Chain and the Finance departments.