KENYA FOREST SERVICE ISSUE HISTORY ISSUE DESCRIPTION OF CHANGE PROCESS PILOT EFFECTIVE DATE Th June None, no change has been done.

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1 ISSUE NO: 1 PAGE: 1 of 6 ISSUE HISTORY ISSUE DESCRIPTION OF CHANGE PROCESS PILOT EFFECTIVE DATE 1 None, no change has been done. Head Supply & Chain Management 14 Th June 2010 REFERENCED DOCUMENTS COPY HOLDERS REF QPM QPM - 7 PM WI TITLE Quality policy manual Product Realization Procedure Manual Code of regulations Work Instructions Supplier Pre-qualification Evaluation of suppliers Public procurement Oversight Authority Kenya Forest Act Procurement Manual Public Procurement Act Printed Estimates Books 1. Director 2. Head supply Chain 3. Senior Procurement Officer 4. Procurement Officer 5. Stores Officer 6. QMR 7. Finance 8. Corporate services

2 ISSUE NO: 1 PAGE: 2 of 6 RECORDS / ANNEXES REC NO REC TITLE Supplier Pre-qualification forms Supplier evaluation form Supplier monitoring record Rating criteria for pre-qualification List of approved suppliers Supplier Pre-qualification forms Quotation Register Concession Form Purchase Request Note Tender/Procurement committee Minutes

3 ISSUE NO: 1 PAGE: 3 of 6 TABLE OF CONTENTS ISSUE HISTORY... 1 REFERENCED DOCUMENTS... 1 RECORDS / ANNEXES SCOPE PURPOSE RESPONSIBILITY AND AUTHORITY OBJECTIVES TERMS AND DEFINITIONS DETAILS OF PROCEDURE... 6

4 ISSUE NO: 1 PAGE: 4 of 6 1. SCOPE This procedure covers from preparing a list of requirements, appointment of suppliers, monitoring supplier performance to updating records. 2. PURPOSE This is to ensure adequate control in the pre-qualification and approval of suppliers process. 3. RESPONSIBILITY AND AUTHORITY 3.1 Director Provides overall leadership in procurement process in KFS Acts as the accounting officer for all procurement processes. 3.2 Head Supply Chain Management Secretary to the tender committee Identify, Prepare, publish and distribute procurement and disposal opportunities including invitation to tender, pre-qualification documents and invitations for expression of interests Co-ordinate the receiving and opening of tender documents Propose the membership of evaluation committee to the accounting officer for approval Implement the decisions of the procurement and tender committees, including coordinating all the activities of these committees Prepare and publish notices of award and of tender acceptance Co-ordinate internal monitoring and evaluation of the supply chain in the supply chain department Provide directions as required for any petition or investigation to debar a tenderer, contractor or any investigation under review procedures Co-ordinates the pre-qualification and approval of suppliers process. 3.3 Senior Procurement Officer Maintain and safeguard prequalification documents Act as a secretary to the procurement committees. 3.4 Procurement Officer Updating approved list of prequalified suppliers in the FMS each financial year

5 ISSUE NO: 1 PAGE: 5 of Evaluation committee Evaluates the prequalification bids, draw the list of qualified binders and forward to tender committee Tender Committee Approves/reject list of pre-qualified suppliers presented by the evaluation committee. 4. OBJECTIVES CSF KPI TARGET(S) DUE 5. TERMS AND DEFINITIONS TERM KFS LPO LSO DN GRN SLC IPO SIN DIR TC DEFINITION(S) Kenya Forest Service Local purchase Order Local Service Order Delivery note Goods Received Note Stores Ledger Card International Purchase Order Stores Issue Note Director Tender Committee

6 ISSUE NO: 1 PAGE: 6 of 6 TERM SCM DEFINITION(S) Supply Chain Management 6. DETAILS OF PROCEDURE 6.1 Prepare list of requirements. 6.2 Set supplier qualification requirements/criteria as per Work Instructions. 6.3 Identify, rate and shortlist potential suppliers as per Work Instructions. 6.4 Review, amend and approval of suppliers list by the Tender Committee as per guidelines. 6.5 Register approved suppliers and update records. 6.6 Monitor, evaluate and record supplier performance as per Work Instructions.