Upload
trinhdung
View
224
Download
0
Embed Size (px)
Citation preview
KENYA FOREST SERVICE
DOCUMENT TITLE: PROCUREMENT
REF NO: KFS-SCM-003
ISSUE HISTORY
ISSUE NO: 1
PAGE: 1 of 14
ISSUE
DESCRIPTION OF CHANGE
PROCESS PILOT
EFFECTIVE DATE
1
None, no change has been done. Head Supply & Chain Management 14TH
June 2010
REFERENCED DOCUMENTS
COPY HOLDERS
REF
QPM
QPM - 7
PM
WI
TITLE
Quality policy manual
Product Realization
Procedure Manual
Work Instructions
1. Director
2. Head supply Chain
3. Senior Procurement
Officer
4. Procurement Officer
5. QMR
6.
KFS/PROC/WI/01 Determination of purchasing requirements /
budget
KFS/PROC/WI/02 Evaluation of Quotations
KFS/PROC/WI/03 Expediting foreign purchases
KFS/PROC/WI/04 Supplier pre-qualification
KFS/PROC/WI/05 Evaluation of suppliers
KFS/PROC/WI/06 Inspection of Incoming Product
KFS/PROC/WI/07 Stores management
Kenya Forest Act
Procurement Manual
Public Procurement Act
Code of regulations
PREPARED BY: HEAD, SUPPLY CHAIN
APPROVED BY: DIRECTOR
E F
F E
C T
I V
E
D A
T E
:
KENYA FOREST SERVICE
DOCUMENT TITLE: PROCUREMENT
REF NO: KFS-SCM-003
RECORDS / ANNEXES
REC NO
ISSUE NO: 1
REC TITLE
Local Purchase Orders
Local supply Orders
Approval limits for IPR
Goods Received notes (S13)
Delivery Notes
Inspection Report
Invoice Register
Concession Form
Purchase Request Note
Quotation Register
Stores Issuance Register
Tender/Procurement Committee Minutes
PAGE: 2 of 14
PREPARED BY: HEAD, SUPPLY CHAIN
APPROVED BY: DIRECTOR
E F
F E
C T
I V
E
D A
T E
:
KENYA FOREST SERVICE
DOCUMENT TITLE: PROCUREMENT
REF NO: KFS-SCM-003
ISSUE NO: 1
TABLE OF CONTENTS
PAGE: 3 of 14
ISSUE HISTORY .......................................................................................................................... 1
REFERENCED DOCUMENTS .................................................................................................. 1
RECORDS / ANNEXES .............................................................................................................. 2
1.
2.
3.
SCOPE................................................................................................................................ 4
PURPOSE .......................................................................................................................... 4
RESPONSIBILITY AND AUTHORITY ........................................................................... 4
4 OBJECTIVES ........................................................................................................................ 7
5 TERMS AND DEFINITIONS ............................................................................................... 7
6 DETAILS OF PROCEDURE ............................................................................................... 8
6.1 Internal Purchase Requests ............................................................................................ 8
6.2 Procurement Plan.............................................................................................................. 9
6.3 Verification of Purchased Products/Services .............................................................. 10
6.4 Stores Management ....................................................................................................... 10
6.5 Inventory Management ................................................................................................... 11
CONCESSION FORM ............................................................................................................... 11
PROCESS FLOW CHART (Procurement Plan) .................................................................... 12
PREPARED BY: HEAD, SUPPLY CHAIN
APPROVED BY: DIRECTOR
E F
F E
C T
I V
E
D A
T E
:
KENYA FOREST SERVICE
DOCUMENT TITLE: PROCUREMENT
REF NO: KFS-SCM-003
1. SCOPE
ISSUE NO: 1
PAGE: 4 of 14
This procedure covers from receiving of an IPR to raising a GRN and
informing the user department; from preparing a list of requirements, appointment of suppliers, monitoring supplier performance to updating
records; from receiving of ordered products/services to the raising of GRN; from receipt of products to the carrying out of planned stock takes; from stock identification to replenishment.
2. PURPOSE
This is to ensure adequate control in the supply chain processes within Kenya Forest Service.
3. RESPONSIBILITY AND AUTHORITY
3.1 Director
3.1.1 Provides overall leadership in procurement process in KFS.
3.1.2 Acts as the accounting officer for all procurement processes.
3.2 Chief Accounts Officer
3.2.1 Approves IPRs as per authorized limits
3.2.2 Authorizes payments.
3.3 Head Supply Chain Management
3.3.1 Overall responsible for the Purchasing and Supplies process.
3.3.2 Secretary to the tender committee. 3.3.3 Advice Director on procurement issues.
3.4 Senior Procurement Officer
3.4.1 Deputize the head of supply chain management division.
3.4.2 Approves LPO/LSOs’. 3.4.3 Verifies and approves IPRs as per authorized limits. 3.4.4 Prepare, publish and distribute procurement and disposal opportunities
including invitation to tender, pre-qualification documents and
invitations for expression of interests.
3.4.5 Co-ordinate the receiving and opening of tender documents.
3.4.6 Propose the membership of evaluation committee to the accounting
officer for approval.
3.4.7 Implement the decisions of the procurement and tender committees,
including coordinating all the activities of these committees.
3.4.8 Prepare and publish notices of award and of tender acceptance.
PREPARED BY: HEAD, SUPPLY CHAIN
APPROVED BY: DIRECTOR
E F
F E
C T
I V
E
D A
T E
:
KENYA FOREST SERVICE
DOCUMENT TITLE: PROCUREMENT
REF NO: KFS-SCM-003
ISSUE NO: 1
PAGE: 5 of 14
3.4.9 Co-ordinate internal monitoring and evaluation of the supply chain in
the procurement department.
3.4.10 Provide directions as required for any petition or investigation to debar
a tenderer, contractor or any investigation under review procedures.
3.4.11 In charge of the day to day activities in procurement department.
3.4.12 Co-ordinates the pre-qualification and approval of suppliers process.
3.4.13 Overall responsible for verification of purchased products/services. 3.4.14 Identifies, rates and short-lists potential suppliers. 3.4.15 Monitors supplier performance. 3.4.16 Prepares supplier pre-qualification forms. 3.4.17 Updates records.
3.5 Procurement Officer
3.5.1 Maintain and safeguard procurement and disposal documents in
accordance to procurement regulations.
3.5.2 Co-ordinate the evaluation of tenders and quotations.
3.5.3 Act as a secretary to the procurement and disposal committees.
3.5.4 Certify the invoices and payment vouchers to various suppliers.
3.5.5 Endorsing the issuance of stocks, works and services received notes.
3.5.6 Participating in the evaluation of tenders, proposals and quotations.
3.5.7 Prepare consolidated procurement plans.
3.5.8 Raises IPRs.
3.5.9 Raises LPOLSO’s.
3.5.10 Sources for Suppliers.
3.5.11 Obtains and evaluates quotations.
3.5.12 Expedites the placed orders.
3.5.13 Overall in charge in ensuring proper inventory management.
3.5.14 Co-ordinates planned stock takes.
3.6 Stores Officer
3.6.1 Verifies delivery notes.
3.6.2 Raises GRNs.
3.6.3 Raises IPRs for stock items. 3.6.4 Incharge of stock control/custodian. 3.6.5 Incharge of payment process documents of supply chain. 3.6.6 Defines/codes stocks. 3.6.7 Replenishes stocks. 3.6.8 Monitors stock movement. 3.6.9 Receives new stock. 3.6.10 Updates stock records. 3.6.11 Receive and verify incoming products/services.
PREPARED BY: HEAD, SUPPLY CHAIN
APPROVED BY: DIRECTOR
E F
F E
C T
I V
E
D A
T E
:
KENYA FOREST SERVICE
DOCUMENT TITLE: PROCUREMENT
REF NO: KFS-SCM-003
ISSUE NO: 1
PAGE: 6 of 14
3.6.12 Reject non-conforming products/advise the supplier.
3.7 Stores Assistant Officer
3.7.1 Posting of stock data in to the inventories.
3.7.2 Balancing stock cards.
3.7.3 Deputize the stores officer.
3.8 Tender Committee
3.8.1 Ensure that all procurement and disposal procedures are followed.
3.8.2 Fully incharge of tenders above Kshs 500,000.
3.8.3 Sets the tender evaluation requirements.
3.8.4 Opens tenders.
3.8.5 Approves selection of successful tender or disposal.
3.8.6 Ensure availability of funds for the procurement.
3.8.7 Review the selection of procurement method.
3.8.8 Approves list of tenderers in cases of restricted tendering.
3.8.9 Approve amendment of previously awarded contracts.
3.8.10 Review the quarterly reports on quotations awarded by the
procurement committee.
3.8.11 Institute evaluation team as necessary
3.8.12 Evaluates pre-qualified suppliers and recommends appointment of
qualified suppliers 3.8.13 Evaluates tenders and contracts as necessary
3.9 Procurement Committee
3.9.1 Fully incharge of tenders Kshs 500,000 and below.
3.9.2 Opens quotations.
3.9.3 Approve or reject a submission made by procurement unit.
3.9.4 Institute evaluation team as necessary.
3.9.5 Evaluates pre-qualified suppliers and recommends appointment of qualified suppliers 3.9.6 Evaluates tenders and contracts as necessary.
3.10
Inspection and Acceptance Committee
3.10.1 Inspects received goods, and where necessary test them.
3.10.2 Confirm compliance of goods, work, or service with contract
specifications.
3.10.3 Accept or reject goods, works or service on behalf of the procuring
entity.
3.10.4 Ensure goods, works or services meet the technical standards.
PREPARED BY: HEAD, SUPPLY CHAIN
APPROVED BY: DIRECTOR
E F
F E
C T
I V
E
D A
T E
:
KENYA FOREST SERVICE
DOCUMENT TITLE: PROCUREMENT
REF NO: KFS-SCM-003
ISSUE NO: 1
PAGE: 7 of 14
3.10.5 Ensure that necessary documentation has been received.
3.10.6 Issue interim or completion certificate or goods received note as
necessary.
3.11
Disposal Committee
CSF
3.11.1 Confirm validity of disposal request.
3.11.2 Approve or disapprove disposal request.
3.11.3 Dispose as appropriate.
3.11.4 Prepare and issue disposal certificate.
3.10 Departmental/Divisional Heads
3.10.1 Verify budget/need for purchase.
3.10.2 Provide specifications for goods/services required.
3.10.3 Participate in Tender Committee as assigned.
3.10.4 Authorize IPRs in their respective division/department.
3.11 All staff
3.11.1 Responsible for raising IPRs as assigned
3.11.2 Raise IPR for non-stock items as necessary.
3.11.3 Receive and verify the ordered products/services as assigned. 3.11.4 Reject non-conforming products.
4 OBJECTIVES
NB: Refer to the performance contract.
KPI TARGET(S)
5 TERMS AND DEFINITIONS
DUE
TERM
KFS
LPO
LSO
DEFINITION(S)
Kenya Forest Service
Local purchase Order
Local Supply Order
PREPARED BY: HEAD, SUPPLY CHAIN
APPROVED BY: DIRECTOR
E F
F E
C T
I V
E
D A
T E
:
KENYA FOREST SERVICE
DOCUMENT TITLE: PROCUREMENT
REF NO: KFS-SCM-003
TERM
DN
GRN
SLC
FPO
SIN
ENCOM
TC
SCM
ISSUE NO: 1
DEFINITION(S)
Delivery note
Goods Received Note
Stores Ledger Card
Foreign Purchase Order
Stores Issue Note
Enforcement And Compliance
Tender Committee
Supply Chain Management
PAGE: 8 of 14
6 DETAILS OF PROCEDURE
6.1 Internal Purchase Requests
6.1.1 Determine purchase requirements/budget as per Work Instructions.
6.1.2 Prepare specifications for the required purchase/service.
6.1.3 Raise IPR as per product/service specifications.
6.1.4 Receive approved IPR from user/stores.
6.1.5 Check list of approved suppliers and select suppliers.
6.1.6 Request and evaluate quotations as necessary.
6.1.7 Fill IPR with price and suppliers details and seek approval as per
authorized limits.
6.1.8 Raise LPO and forward for approval.
6.1.9 Update records and dispatch copies.
6.1.10 Expedite/follow-up of placed orders as per work instructions.
6.1.11 Receive/Verify and sign delivery notes and raise GRN and inform user.
PREPARED BY: HEAD, SUPPLY CHAIN
APPROVED BY: DIRECTOR
E F
F E
C T
I V
E
D A
T E
:
KENYA FOREST SERVICE
DOCUMENT TITLE: PROCUREMENT
REF NO: KFS-SCM-003
6.2 Procurement Plan
ISSUE NO: 1
PAGE: 9 of 14
6.2.1 Head of Procurement requests all user departments to provide requirements for
goods and services for next financial year during the third quarter of the
preceding year.
6.2.2 The needs are consolidated into a plan and forwarded to the tender committee
for approval
6.2.3 Once approved, the tender documents are prepared and advertised as per the
public procurement and disposal act indicating closing and opening dates
6.2.4 Tender opening committee opens the docs and register all the bids in presence
of the bidders (optional)
6.2.5 Preliminary evaluation of the bids is done by Tender Opening Committee and
Tender Committee Secretariat to for check for compliance with the stated
requirements. If they do not comply they are disqualified.
6.2.6 The qualified bids are forwarded to Tender evaluation committee ( technical and
financial separately or both) to evaluate the bids and prepare a report
6.2.7 Report presented to tender committee for adjudication and awarding of tenders
6.2.8 Secretary to tender committee communicates with all the bidders on the outcome
6.2.9 Contract signed between accounting officer and the successful bidders
6.2.10 Goods/services are then ordered as required.
PREPARED BY: HEAD, SUPPLY CHAIN
APPROVED BY: DIRECTOR
E F
F E
C T
I V
E
D A
T E
:
KENYA FOREST SERVICE
DOCUMENT TITLE: PROCUREMENT
REF NO: KFS-SCM-003
ISSUE NO: 1
PAGE: 10 of 14
NOTE 1: Procurement Committee opens quotations on weekly basis on
every Wednesday and minutes recorded, and forwards
quotations above Ksh 500,000 to the tender committee on
the same day.
NOTE 2: Minutes from procurement committee well printed and
approved, are distributed to members on the following date.
NOTE 3: Raising and examination of Purchase orders are done within
2 (two) days after opening of quotations, each on a single day.
NOTE 3: Tender committee sits within 5 (five) days after receipt of
quotations.
NOTE 4: AIE holder approves purchase orders at most after 1 (one) day
of receipt.
6.3 Verification of Purchased Products/Services
6.3.1 Receive ordered products/services as per work instructions.
6.3.2 Inspection is done on the delivery date and goods are taken to the
store.
6.3.3 Inspection is done in presence of at least two of its members against
the specifications.
6.3.4 One of the present inspection team members must be the user/
appointee by the user department.
6.3.5 Receive products/service and sign D/N.
6.3.6 Raise GRN.
6.3.7 Issue certificate of acceptance of goods and services as necessary.
6.3.8 Facilitate return of non-conforming products.
6.3.9 Concession form can be used where necessary, with the approval of the
user and procurement department.
6.4 Stores Management
6.4.1 Receive inspect and verify ordered products into the stores as per
PREPARED BY: HEAD, SUPPLY CHAIN
APPROVED BY: DIRECTOR
E F
F E
C T
I V
E
D A
T E
:
KENYA FOREST SERVICE
DOCUMENT TITLE: PROCUREMENT
REF NO: KFS-SCM-003
work Instructions.
ISSUE NO:
PAGE:
11 of 14
6.4.2 Receive and Sign delivery note.
the stores as per Work d place in designated areas in the stores as per Work
6.4.3 Code products and place in designated areas in Instructions.
6.4.4 Raise GRN and pass for authorization.
6.4.5 Update stock records.
6.4.6 Receive Stores Requisition and raise Stores Issue Note.
6.4.7 Issue products to the user and update records as per Work
Instructions.
In case product is not ex-stock raise IPR as necessary. 6.4.8 In case product is not ex 6.4.9 Carry out planned stock takes as per Work Instructions.
NOTE 1: Procurement department stores its procurement documents
ling Lateral Cabinets. in Filing Lateral
6.5 Inventory Management
6.5.1 Identification of stocks as per Work Instructions.
6.5.2 Determine buffer stocks and set minimum and maximum stock levels.
6.5.3 Monitor stock movement.
6.5.4 Set economic re-order levels.
6.5.5 Replenish stocks.
CONCESSION FORM
KENYA FOREST SERVICES
Concession Request Form
Issue / Rev 1/0
PREPARED BY: HEAD, SUPPLY CHAIN
APPROVED BY: DIRECTOR
E F
F E
C T
I V
E
D A
T E
:
KENYA FOREST SERVICE
DOCUMENT TITLE: PROCUREMENT
REF NO: KFS-SCM-003
ISSUE NO: 1
PAGE: 12 of 14
To: _________________________________________________
___________
_________________________________________________
_________________________________________________
Date:
We are requesting for a concession to accept the following products with the characteristics listed below:
Product
Characteristics
Required
Actual
Deviation
1. _________________ _________________
2. _________________
_________________
3. _________________
_________________
4. _________________
_________________
5. _________________
_________________
_________________
_________________
_________________
_________________
_________________
If acceptable, please sign and stamp for “user’s approval” and send this form back to us immediately to facilitate acceptance of the products.
Thank you.
Yours faithfully,
_________________ __________ Head - User Department
User’s Approval: ______________
Date:
PROCESS FLOW CHART (Procurement Plan)
ACTIVITY
RESPONSIBILITY
PREPARED BY: HEAD, SUPPLY CHAIN
APPROVED BY: DIRECTOR
E F
F E
C T
I V
E
D A
T E
:
KENYA FOREST SERVICE
DOCUMENT TITLE: PROCUREMENT
REF NO: KFS-SCM-003
START
ISSUE NO: 1
PAGE: 13 of 14
Requests all user departments to provide requirements for goods and services
Needs are consolidated into a plan and
forwarded for approval
NO
Approved?
YES
Tender documents are prepared and
advertised
Opens the docs and register all the bids
Preliminary evaluation of bids
Returned for correction
Head of Procurement
Tender Committee
Procurement
Tender Opening Committee
Tender Opening
Committee/Tender
NO
Committee Secretariat
YES
Complies ?
1
Bidder disqualified
PREPARED BY: HEAD, SUPPLY CHAIN
APPROVED BY: DIRECTOR
E F
F E
C T
I V
E
D A
T E
:
KENYA FOREST SERVICE
DOCUMENT TITLE: PROCUREMENT
REF NO: KFS-SCM-003
1
ISSUE NO: 1
PAGE: 14 of 14
Evaluates the bids and prepare a report
Report presented to tender committee
for adjudication and awarding of tenders
Communicates with all the bidders on
the outcome
Contract is signed
Goods/services ordered as required
END
PREPARED BY: HEAD, SUPPLY CHAIN
Tender Evaluating
Committee
Secretary, Tender
Committee
Accounting Officer/
Successful bidders
Procurement
APPROVED BY: DIRECTOR
E F
F E
C T
I V
E
D A
T E
: