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The Public Procurement Regulatory Authority (PPRA) has a mandate under the Public Procurement Act, 2011 (PPA) to monitor compliance of Procuring
Entities (PEs) with PPA and its Regulations; to assess the procurement system in the country and advise on the improvement measures to be taken; and to organize and maintain a system for publication of data on public procurement opportunities, awards and any other information of public interest.

For effective and efficient implementation of the above functions, PPRA has developed a system for checking and monitoring procurement activities in the procuring entities. The system provides also checklists to enable internal auditors within PEs to monitor compliance with PPA and its Regulations. It is a tool that was developed in order to simplify compliance monitoring in line with the PPA and the Regulations made under it, and to assist in organizing and maintaining information with a view to having an effective and efficient public procurement system in the country.

Under this system:-

  1. Every PE is required to prepare a procurement plan at the beginning of a financial year by using appropriate templates developed by PPRA. The

    procurement plan guides the PE in the procurement undertakings during the financial year. Some of the information in the procurement plan is

    submitted to PPRA for monitoring purposes.

  2. In implementing the annual procurement plans PEs are required to submit all copies of tender notices and contract awards to PPRA for publication into PPRA’s website and Procurement Journal.

  3. PEs are required to submit monthly progress reports for ongoing procurement showing clearly, tenders in process and those which have been awarded. A comprehensive report is required on quarterly basis on all the awarded tenders, showing clearly the whole process from advertisement to contract implementation stages. PEs are required to submit the reports by using reporting forms provided under the system.

  4. Based on the submitted information, PEs are sampled and visited to verify the correctness of the submitted information and to provide guidance on the appropriate application of PPA and its Regulations.

  5. Based on the analysis of the submitted information, decisions are made as to which procurement or PEs to under go scrutiny

 

The system has several advantages including; 

  1. The publication of collected information on contract awards for transparency purposes,

  2. Compliance with PPA is monitored continuously hence prompt intervention wherever necessary,

  3. Statistical information on public procurement is analysed for important decisions to be made, such as where to focus capacity building interventions, where to focus monitoring activities, e.t.c

  4. Performance of PEs based on compliance indicators are analysed monthly ,quarterly and annually and improvement measures recommended,

  5. The system provides a checklist for  internal auditors to monitor procurement activities within PEs and therefore enhancing internal controls on the expenditure of public funds.

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