The government on Thursday announced the rollout of the mandatory digital procurement portal that is set to take effect this year.
According to the government, all suppliers are required to register on the e-Government Procurement (e-GP) Portal, with trials expected to continue between now and May.
The new portal has several steps for registration. The four steps are registration, input of contact and business details, and company address.
Before starting the process, suppliers will need a valid company or business registration number issued and maintained by the Business Registration Service (BRS), an ID number, and a Kenya Revenue Authority (KRA) PIN for the business or individual, as well as a certificate of registration, incorporation, or compliance and an official mobile phone number and email address.
These details are necessary for the registration process. According to Treasury, the government will not hesitate to decline any registration for suppliers whose data is not up to date or has discrepancies.
“Any discrepancies or mismatches between the data provided by the supplier at registration and the records maintained by these agencies may result in the rejection of the registration application,” the procurement agency said.
It is important to note that only business owners are responsible for registering as government suppliers. According to Treasury, the person managing the supplier's account in the e-GP system must be the business owner (for sole proprietors) or a director, partner, or authorised individual from the business.
“A director, partner, or an individual duly authorised to register on behalf of a supplier in the e-GP Portal shall be required to provide a legal instrument expressly granting them authority to act and transact on behalf of the supplier in the e-GP system,” Treasury warned.
Treasury will also require those with legal authority to register to show acceptable forms of legal instruments, including power of attorney (PoA) and board resolutions duly prepared and executed in full compliance with the relevant law and requirements.
These documents must specify the capacity and powers of a director, partner, or individual authorised to register and transact in the e-GP system on behalf of the supplier and must be certified by an Advocate, Commissioner of Oaths, or, where applicable, Company Secretary.
According to the application requirements, all suppliers must provide a valid business email address and phone number. “It is the supplier's responsibility to ensure that the email and phone accounts are active and monitored regularly,” Treasury said.
Foreign suppliers who aren’t registered with the BRS can sign up for the e-GP system with the help of an authorised representative. However, to receive a contract, registration with the BRS is essential.
“For the avoidance of doubt, no contracts shall be awarded to foreign suppliers who are not registered with the Business Registration Service,” Treasury warns.
Treasury has announced plans to conduct a weekly supplier registration webinar every Thursday from April 10 to May 30 to allow suppliers to navigate the new system. You must register for the virtual training via the eGP portal under Supplier Training.
