REPORTING REQUIREMENTS FOR PROCURING ENTITIES A summary of the required reports. No. Report Type/Name Frequency of Submission Deadline For Submission Enabling Provision Reports on General Procurement Transactions Terminations of Procurement and Asset Disposal Proceedings As and when used/done within 14 days of termination Sec 63(2) Direct procurements of a value exceeding Kshs. 500,000/=. As and when used within 14 days of notification of award Regulation 62 of the Public Procurement and Disposal Regulations, 2006 Disposal of public asset(s) to employees. As and when used 14 days of the disposal Regulation 93(2) of the Public Procurement and Disposal Regulations, 2006 Contract awards Quarterly Within 14 days after close of the quarter (i.e. by 14th day of the subsequent Quarter). Sec. 138 (2) Contract Amendment/Variation As and when used/done Quarterly Sec. 139(5) Report on seeking approval for use of Alternative Selection Method other than QCBS for Consultancy services As and when PE intend to use the selection method Prior to use/approval of the method Sec. 124(15) Report on Preferences and Reservation scheme Report on all contract awards Preferences and Reservation schemes are applied Quarterly within 14 days after close of the quarter (i.e. by 14th day of the subsequent Quarter Sec. 158(3) Six (6) Months report on Preferences and Reservation of contracts awarded to Youth, Women and Persons with Disability. six (6) months/biannual Within 14 days after close of the half of the Financial Year (i.e. by January 14th and July 14th respectively). Sec157 (12)& (13) Part of Annual Procurement Plan demonstrating procurements set aside under the Preference and reservation scheme Annually Within sixty (60) days after commencement of the Financial Year i.e by 31st August. Sec. 44(2)(I) & 158(2)
This report is due within 14 days after close of the quarter (i.e. by 14th day of the subsequent Quarter). 5.1 Contract Amendment/Variation within stipulated threshold Name of PE: Reporting Quarter: FY: no. Nature of Name Date of Initial Contract ) Type of Amendment/Variation (price/quantity) Initial Contract value after variation Date of New Contract Duration(if duration is affected by variation amendment) Quantity New after New Price After 1 2 … Prepared By: Name………………………………………………..Designation…………………………………Signature………………………. Date of Report: ……………………………………………………. (goods/
This annual report is due within 14 days after the close of the financial (i.e. by 14th july). Note: All columns should be filled in as appropriate. Name of County: County Entity: Quarter: Section A: Summary of Contract Awards for the Resident suppliers D E F G H Total Planned Procurement Spend for the FY Actual Procurement Spend for the FY Number of contracts Awarded to the Resident suppliers of Contracts Awarded to the resident suppliers % value of contracts Awarded =(G/E)*100 200m* 150 200 20millioon 10 *For purpose of illustration only Section B: All Contracts Awards to the Resident suppliers Awarded Names of the Physical address of the supplier/ contractor Scheme Applied (Preference/ Reservation) Target Group (Resident Contractors) Tender & No. No. Nature of Contract (goods/ works/ non-consultancy /consultancy services) Value status 1 . . Prepared By: Name………………………………………….Designation………………………………Signature………………………………. Date of Report:..................................................... Report on Sourcing 40% of Supplies from Citizen Contractors by Foreign Tenderers Participating In International Tenders {Sec. 157(9)}
This report is due within 14 days after close of the quarter (i.e. by 14th day of the subsequent Quarter). Name of PE:………………………………………………………………. Reporting Quarter: FY: Note: All columns should be filled in as appropriate. Tender Tender No. Citizen who benefited Names of the Directors Nature of Contract /consultancy services/) No. Portion of the contract value to be sourced from citizen contractor(value ) of local 1 . . Total Prepared By: Name…………………………………………………Designation……………………………..Signature……………………………. Date of Report: ……………………………………………………. Part of the Annual Procurement Plan demonstrating application of the Preference and Reservation {Sec. 44(2)(I) & 158(2)}
This Plan must be submitted to the Authority within sixty (60) days after commencement of the financial year i.e by 31st August. Name of PE: Financial Year: Note: All columns should be filled in as appropriate. Item Method of Funds Cost Kshs. ‘000 Time Process Invite/ Tender Bid Bid of Award Total time to contract Date for of contract 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 1. Planned Days actual Days Variance 2. Planned Days actual Days Variance 3. 4. Total Prepared by: Accounting Officer: Sign ……………………………………… Date ……………………………… Approved by: Cabinet Secretary / CECM / / Council: Sign ………………………………… Date ……………………………… Guidance notes on preparing the procurement plan as per column: -