Entity Procurement Committee

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5.97. Entity Procurement Committee

Every entity shall establish an entity procurement committee to undertake the process of procurement in the respective entity. A Chief Officer or Chief Executive Officer, or the person designated by either Officer, shall appoint a chairman and at least two persons to be members of an entity’s procurement committee, such committee handling procurements within the entity.

The role of an entity procurement committee is to support the Chief Officer, or the Chief Executive Officer, as the case may be, in delivering the outputs of government that contribute to the overall outcomes that have been established by the Cabinet including the acquisition of goods, services and works within prescribed limits and its principal accountability shall be to the Chief Officer for Ministry or Portfolio procurement or the Chief Executive Officer for Statutory Authority or Government Company procurement.

An entity procurement committee shall be responsible for -

(a) reviewing the business case for goods, services or works being procured in accordance with prescribed thresholds;

(b) reviewing competition documents prior to issuance to ensure they are consistent with the business case;

(c) reviewing and providing a receipt for all eligible bids;

(d) ensuring fairness, impartiality and confidentiality in the treatment of bid submissions in its possession;

(e) providing assurance to the Chief Officers or Chief Executive Officers, as the case may be, that the procurement process has complied with the Law and procurement policy;

(f) conducting the evaluation process in accordance with the terms and requirements of the competition document and recommending the successful bid;

(g) presenting the evaluation report and recommendation to the Public Procurement Committee when exceeding prescribed thresholds and verifying that the evaluation process was conducted in accordance with the terms of the original competition document;

(h) making the recommendation for award of contract to the Chief Officer or Chief Executive Officer as the case may be;

(i) forwarding reports on procurement projects to the Director of Central Procurement for informational and statistical purposes;

(j) reporting the results of all procurement projects in the prescribed format and timeframe;

(k) reviewing the draft contract to ensure that the tender price and scope are consistent with the original competition document; and

(l) reviewing the draft contract prior to contract signing to ensure that the agreed scope is consistent with the original competition document.