ROLES AND RESPONSIBILITIES OF KEY

STAKEHOLDERS IN THE PROCUREMENT

PROCESS

BY

OMELLA JOSHU
 Introduction
 The institutional framework
 The Procurement Cycle
 Roles and responsibilities of the different
stakeholders.
By the end of the presentation, participants
should be able to:
 Know the institutional framework in public
procurement process
 Tell the roles and responsibilities of each
stakeholder in the procurement process
 Theprocurement process begins with
planning and identifying needs;

 Concludes with review of the performance

of contract

 There are a number of steps that are

carried out by various stakeholders in
their institutional structures;

Contracts Committee Induction 07/17/23 4

 Ministry of Finance

PPDA PDE

PDE PDE
AO
appoints the PDE

Contracts Committee approves the

provid
er
Evaluation Committee
conducts evaluations
PDU
manages
procurement
reports to
activities

User Department Provid

User Department
User Department
Initiate procurements
er

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 ROLES IN THE PROCUREMENT PROCESS
Sec:24
 Accounting Officer
 Contracts Committee
 Procurement and Disposal Unit
 User Departments
 Evaluation Committees (Adhoc)
 Negotiation committees(Adhoc)
 P D E IN S T IT U T IO N A L F R A M E W O R K

A C C O U N T IN G O F F IC E R

C O N T R A C T S C O M M IT T E E

P R O C U R E M E N T A N D D IS P O S A L U N IT

USER A USER B USER C USER D USER E USER F

Training of PPDA New staff 07/17/23 7

 Clear understanding of their roles
 Key result areas/key outputs
 Who you interact/interface with
 Key areas/content of interaction
 Required levels of competence
 Boundaries of responsibilities

Training of PPDA New staff 07/17/23 8

 To approve procurement and work plans
 To monitor the implementation of work plans
through reports
 Overall execution of the procurement and
disposal process in a PDE
 Establishes the Contracts Committee
 Establishment of the PDU
 Certifying the availability of funds
 Communication of award decisions
 Investigating complaints by providers
 Appoint contract managers Reg:51&52

Contracts Regulations 2014

 May terminate CC member upon approval by

PS/ST

PPDA PRESENTATION 17/07/23 11

 Assessment of the market price of requirements
for the entity Reg: 5(Rules and methods
Regulations 2014

 Delegation of any of the functions of the

AO,CC,PDU to a sub-division or member of the
PDE-Reg: 21(PDE) Regulations 2014.
 Contracting out a PDE function to another PDE , or
third party provider, Reg:22 (PDE) Regulations
2014
 Termination of contracts upon approval by the AG
 Approves procurement and disposal
procedures
 Approves members of the evaluation

committee and negotiation team

 Approves biding and contracts documents.
 Award contracts on approval of EC report
 Approves contract variations/amendments:
 Approves termination of contracts prior to AGs

approval

PPDA PRESENTATION 17/07/23 13

 Retrospective approvals.
 Disregarding the evaluation report and
erroneously awarding contracts.
 Approving the wrong bidding document.
 Unjustified approval of direct procurement
method leading to - Costly procurements, no
VFM , shoddy works, abandoned works, financial
loss etc.
 Approving procurements that are not planned

for: without justification

 Not monitoring the term of CC members (Sec

CC)
 Management of all procurement and disposal
activities in the PDE
 Attend CC meetings to offer clarifications
 Implement decisions of the Contracts
Committee
 Plan Procurement and disposal activities of a
PDE
 Preparation, Issue and receipt of Bid
documents
 Nominates members of the evaluation and
Negotiation committees for CC approval

PPDA PRESENTATION 17/07/23 15

 Check and prepare statements of
Requirements
 Prepare adverts of bid opportunities
 Issue approved Contract documents
 Maintain and archive records of the

procurement and Disposal process

 Prepare monthly reports for CC and final

submission to PPDA
 Maintain a providers list
 Preparation of user work plans based on a
draft budget
 Initiation of the procurement process(form 5 or
18)
 Preparation of statements of requirements
 Recommend to the AO the appropriate contract
manager for appointment.
 Contract supervision and management
 Recommend contract variations
 Prepare contract amendments

PPDA PRESENTATION 17/07/23 17

 Prepare any reports required for submission
to the PDU,CC or AO
 Issue change orders in accordance with the

terms and conditions of the contract

 Certify invoices for payment to providers
 Undertake inspection/conformity

assessments
 Recommend suspension/termination of

contracts
 The evaluation committee to have a minimum
of three members or more depending on the
complexity of the procurement.
 The evaluation committee shall consist of a
member of the PDU and a member from the
user department. Reg. 3(2) (Evaluation
regulations 2014)
 An evaluation exercise shall be concluded within
the time specified in this regulation:
 20 working days from the date of bid opening for

procurement of supplies and non-consultancy

services
 40 working days from the date of bid opening for

procurement of works.
 37 working days for consultancy services

 Where the committee is not able to complete

within the prescribed period, they should write to

the AO giving reasons for this and requesting for
an extension Reg: 5(2)

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 A meeting of the EC shall not be held unless all
the members are present.
 Not withstanding, a meeting may be held where

a member who is absent agrees, or where it is

not practical for all the members to be present
 Where a member who is absent from a meeting

does not agree with a decision taken at the

meeting, he shall inform the chairperson of the
EC who shall call a meeting to consider the
decision.

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 where an evaluation is complex or lengthy, the
members of the evaluation committee shall—
 (a) conduct the evaluation or part of the

evaluation individually, before discussing and

agreeing the results of each member, at a
meeting of the evaluation committee; or
 request two or more members of the evaluation

committee to carry out the evaluation and

prepare recommendations, which shall be
reviewed by the evaluation committee and
adopted as the evaluation of the evaluation
committee.
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