The Kisii University College (KUC) office of Procurement that is directly answerable to the Principal (Public Procurement and Disposal Act, 2005) is responsible for the procurement of all equipments, services, materials stores and supplies utilized by the KUC.
The Procurement department has the responsibility to conduct all negotiations concerning price and condition of sale for all purchases and anticipated purchases for KUC in an economical, efficient, fair and transparent manner. The department shall uphold the requirements of the Public Procurement and Disposal Act, 2005, and Regulations 2006 in its day to day operations. Individual departments; students or employees are not authorized to sign or enter into a contract or place orders without approval of the Procurement Department.
PRINCIPLES AND STANDARDS OF PROCUREMENT PRACTICE
The KUC Procurement Department Personnel exercise sound business judgment and maintain the highest ethical and moral standards in conducting University business. The KUC Procurement Department endorses and is covered under the public Service Code of Ethics, the Public Procurement & Disposal Act, 2005 with its Regulations and the Public Procurement Oversight Authority’s Manuals. The Procurement Department further subscribes to the Principles and Standards of Procurement practice by the Kenya Institute of Supplies Management (KISM), which is as follows:
1. Avoid the intent and appearance of unethical or compromising practice in relationships, actions and communications.
2. Demonstrate loyalty to the employer by diligently following the lawful instructions of the employer, using reasonable care and only authority granted.
3. Refrain from any private business or professional activity that would create a conflict between personal interests and the interests of the employer.
4. Refrain from soliciting or accepting money, loans, credits or prejudicial discounts, the acceptance of gifts, entertainment, favours or service from present or potential suppliers which might influence or appear to influence purchasing decision.
5. Handle information of a confidential or propriety nature to employers and/or suppliers with due care and proper consideration of ethical and legal ramification and governmental regulations.
6. Promote positive supplier relationship through courtesy and impartiality in all phases of the purchasing cycle.
7. Refrain from reciprocal agreements which restrain competition.
8. Know and obey the letter and spirit of laws governing the purchase function and remain alert to the legal ramifications of purchasing decisions.
9. Encourage that all segments of society have the opportunity to participate by demonstrating support for small, disadvantaged and minority-owned businesses.
10. Discourage purchasing involvement in employer sponsored programs of personal purchases which are not business related.
11. Enhance the proficiency and stature of the purchasing professions by acquiring and maintaining current technical knowledge and the highest standards of ethical behavior.
THE OBJECTIVES OF THE PROCUREMENT DEPARTMENT
The department’s general objective is to ensure value for every shilling spent is done so for the interest of the public.
Other Specific Objectives include:
1. To develop a strong procurement function which has the visible support of the University Council, Management, Principal and senior Managers of the University College.
2. To develop efficient procurement processes which optimize the supply chain for the required goods, works and services.
3. To develop a culture, within the University College, this reflects the importance of the procurement function.
4. To provide a library of supplier catalogue and guidance notes on specific aspects of procurement.
5. To promote external partnerships and co-operative procurement arrangements with other institutions.
6. To promote procurement practices that contributes to the sustainability of the environment.
7. To ensure that the University College’s procurement policies and procedures along with the Public Procurement & Disposal Act 2005 and Regulations 2006 are known and observed by all staff involved in purchasing goods, works and services.
8. To develop co-operative relationships between the Procurement Department and other departments.
9. To assist Faculties, Departments and sections in ensuring that stocks are kept to workable minimum.
The department functions as a facilitator to all procurement, and supplies activities in the University College.