PROCUREMENT DEPARTMENT SERVICE CHARTER
The purpose of this Charter is to define the standards of services provided by the Department. We are committed to provide quality services that meet and surpass our customers’ needs. We endeavor to serve you with integrity, impartiality, humility, transparency and accountability.
| S/NO | SERVICES/GOODS/WORKS | REQUIREMENTS | CHARGES | Timelines |
|---|---|---|---|---|
|
1 |
Bi annual registration of Suppliers, Contractors and
Consultants
|
Proof of eligibility and capability as per PPADA 2015 (sec 71) |
FREE |
2 months |
|
2 |
Continuous Registration of Suppliers, Contractors and
Consultants
|
Proof of eligibility and capability as per PPADA 2015 (sec 71) |
FREE |
30 days |
|
3 |
Preparation and consolidation of
Procurement Plan
|
Approved / indicative budget
User needs in line with the approved
departmental budget.
|
FREE |
30th June |
|
4 |
Processing of purchase requisition |
1. Requisition Memo Approved by Accounting Officer 2.Specifications / TORs / BQs 4. Confirmation of Budget. |
FREE |
2 days |
|
5 |
Access of Tender/Quotation Document |
Downloaded from Garissa University website, PPIP portal
Ksh. 1,000/= for printed documents
|
FREE |
Same Day |
|
6 |
Opening of Tenders |
Appointment of Opening Committee by the VC |
FREE |
Minimum of 7 Days after the date of Advert |
|
7 |
Evaluation of Tenders |
Appointment of Evaluation Committee by the VC |
FREE |
Within 30 days opening of Tenders |
|
8 |
Notification of Award/Regret |
Responsive and Non-Responsive bidders |
FREE |
Within 2 days after the approval by the VC |
|
9 |
Sourcing of quotation |
Approved Request from VC/DVC FAP |
FREE |
3 days of receipt of the approved request. |
|
10 |
Inspection and Acceptance for Works |
Complex Infrastructure Projects
Technical Certification
Project implementation team input
Site meeting minutes
Contract document
Inspection & Acceptance committee
|
FREE |
Immediately after completion |
|
11 |
Inspection and Acceptance for Receipt of Goods and Services to the store. |
Inspection and acceptance certificate
Duplicate LPO
Delivery note and GRN (S13).
|
FREE |
Same day |
|
12 |
Issuance of Goods from the
store
|
Approved Counter Requisition form (S11) |
Nil |
1 day |
|
13 |
Tendering for Disposal of unserviceable, obsolete or surplus items |
Disposal committee Recommendations.
Approved disposal plan.
Approved disposal requisition.
|
Free- Downloaded from Garissa University website, PPIP portal
Ksh. 1,000/= for
printed documents
|
30 Days |