The Procurement Unit is headed by a Deputy Director, who is assisted by a Manager in carrying out the Unit’s mandate. The Manager supervises the functions and operations of other officers in the Unit.
The mandate of the Procurement Unit in accordance with the (GPPA) Act 2018 and Regulations 2019 is to;
Procure goods, works, services and consultancy services by ensuring the achievement of Value for Money (VFM);
Enforce the Public Procurement Act and Regulations; and
Provide services for End User Departments.
Engage End User Department
User Departments raise procurement requisitions for confirmation of budget and approval by Director of Finance for submission to the Procurement Unit for implementation.
Dealing with Suppliers / Contractors
The Unit will engage suppliers and contractors for solicitation of Quotations , tenders, Request for Proposals and Requst for Express of Interest from the list of approved suppliers and contractors depending on the threshold and for the application of the right procurement method prescribed in the GPPA Act and Regulations.
The Unit requisites GPPA forms for procurement activities. The Procurement Unit raises Purchase Orders in the IFMIS Epicor 10 systems. Suppliers/ Contractors payments are processed by the Finance Department.
Compliance Management Function
Prepare Procurement Updates on Major procurement activities that require Board approval.
Prepare Procurement updates for FARC and other Board Sub Committees and Management.
The Procurement Unit also performs the following functions in the execution of the Authority's strategic plan.
Propose the membership of the evaluation committee to the Commissioner General or Contracts committee for approval;
Request approval from the contracts committee and GPPA for the extension of tender periods and bid validity periods;
Serve as the secretary to the contracts committee and give advice on procurement-related matters;
Maintain an up-to-date list of GPPA-registered suppliers or contractors required by the Authority;
Prepare, publish and distribute procurement and disposal opportunities including an invitation to tender;
Prepare documents and invitations to Bid, Expression of Interest, coordinate the receipt and opening of bids;
Shortlist pre-qualified bidders to the contracts committee or GPPA for approval depending on the threshold;
Coordinate the evaluations of bids, quotations and proposals for the Authority;
Prepare and publish notice of award to the successful and unsuccessful bidders;
Prepare contract documents in line with award decisions. However, in the case of GRA, this responsibility is assigned to the Legal and Board Services;
Prepare and submit the Authority`s annual procurement plan in support of the corporate strategic plan to GPPA for review and approval;
Maintain and archive documents and records of the procurement and disposal activities;
Advise the Authority on the aggregation of procurement to promote and achieve economies of scale;
Carry out periodic market surveys and advise the budget committee on prevailing prices in the market;
Monitor contract management by user departments in accordance with the terms and conditions of the contract. Nonetheless, in GRA this is done by the Legal and Board Services;
Prepare and submit monthly reports to GPPA;
Certify invoices and deliveries, process Local Purchase Orders (LPO) for payment of suppliers to be effected by the Finance and Accounting Department; and
Recommend the composition of the disposal committee to the Commissioner General when the need arises, prepare and consolidate disposal assets.