Procurement

OVERVIEW 

The Procurement Management Unit (PMU) in council is mandated to oversee all procurement and disposal activities in line with the Public Procurement and Disposal of Public Assets Act [Chapter 22:23]. It functions under the supervision of the Accounting Officer, serving as the technical arm that plans, executes and monitors procurement processes. The unit ensures that all transactions are conducted transparently, competitively and fairly, while maintaining strict compliance with statutory requirements. Its primary role is to safeguard public resources by promoting value for money, accountability and integrity

CORE FUNCTIONS AND SERVICES 

Procurement Planning

• Develops and implements the annual procurement plan in line with Council’s strategic objectives.

• Ensures timely consolidation of departmental procurement needs into a comprehensive plan.

Compliance and Control

• Enforces adherence to the PPDPA  Act, regulations and guidelines issued by PRAZ.
• Establishes internal controls to mitigate risks such as fraud, conflict of interest, and non-compliance

 Bidding and Tender Administration

• Prepares bidding documents (RFQs, ITTs, RFPs) in compliance with statutory provisions.
• Manages bid advertisement, clarifications, collection and secure custody of submissions.
• Conducts bid opening sessions transparently and prepares minutes.

Bid Evaluation and Recommendations

• Coordinates evaluation committees, providing technical and administrative support.
• Prepares evaluation reports and contract award recommendations for submission to the Accounting Officer. 

Contract Management

• Drafts, reviews and administers procurement contracts.
• Monitors supplier performance and ensures compliance with contract terms.
• Facilitates amendments and manages disputes in line with legal provisions.

Reporting and Advisory

• Provides accurate and timely procurement reports to the Accounting Officer and Council.
• Advises management on procurement issues, market trends, and compliance risks.

 Capacity Building and Support

• Trains staff and stakeholders on procurement procedures and ethical standards.
• Supports interns and trainees in learning statutory procurement practices.