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THE DEPARTMENT OF PROCUREMENT

1.     INTRODUCTION

The Procurement Department is one of the common service Departments in the Ministry and was established in June 2008 as part of the implementation of the Public Procurement Act, 2007. It provides services to all other Departments, Units/Agencies of the Ministry in line with the provisions of the Public Procurement Act 2007 and extant guidelines on procurement of goods, works and services in the Public Service. The Department is headed by a Director and comprises of both Capital and Recurrent Divisions.

2.     OBJECTIVES OF THE DEPARTMENT

  1. To ensure that projects conceptualization and packaging match the defined priorities and targets as set in the Ministry’s annual budget and procurement plans.
  2. To ensure that all contract processes are conducted in a transparent open/competitive and efficient way and in strict compliance with the Public Procurement Act 2007 and extant guidelines on the award of contracts in the public service to achieve value for money.
  3. To ensure efficient and integrity-based solicitation, opening and evaluation of bids as well as monitoring of the implementation of the Ministry’s and its parastatals procurement activities to conform with the spirit of Due Process principles;
  4. To prevent contract inflation by ensuring cost reasonableness, accuracy and comparability in the competitive markets.

3.     VISION OF THE DEPARTMENT

To serve as a transparent vehicle to the planning, management and implementation of procurement activities for the Federal Ministry of Justice.

4.     MISSION OF THE DEPARTMENT

To use the Due Process Mechanism to establish and sustain an open transparent and competitive procurement system that is integrity driven uphold spending within the budget and ensure speedy implementation of projects with a view to achieve value for money without sacrificing quality and standards.

5.     FUNCTIONS OF THE PROCUREMENT DEPARTMENT

The Procurement Department handles all procurement matters under Capital and Recurrent Expenditures of the Ministry and its Parastatals/Agencies as follows:

  1. Tender processing and evaluation.
  2. Certification of all Capital and Recurrent Procurement.
  3. Secretariat of the Procurement Planning Committee (PPC) and Ministerial Tenders Board (MTB).
  4. Monitoring and evaluation of Capital and Recurrent Budget implementation of the Ministry, its Parastatals and Agencies.
  5. Processing of Certificate of “No Objection” to contract awards for the Ministry, its Agencies/Parastatals.
  6. Liaising with the Bureau of Public Procurement (BPP) and other MDAs on statutory procurement matters.
  7. Procurement auditing of goods, works and services.
  8. Processing of procurement and related matters for the Ministry and its Parastatals/ Agencies.
  9. Chairman – Board of Survey.
  10. Price Intelligence and research on all procurements.
  11. Database Management on goods, works and services.
  12. Processing of valuation and issuance of certificates for completed goods, works and services before payments are effected.
  13. Any other issues related to the core functions of procurement.

5.1   The functions above notwithstanding, the Procurement

Department has the responsibility of processing all procurement activities including the following:

  1. Coordinating the preparation of procurement plans submitted by the Departments for the Procurement Planning Committee (PPC).
  2. Preparation of tender notifications and requests for Expression of Interest (EOI).
  3. Preparation and submission to advertising media of documents for soliciting quotations, prequalification, bidding and Request for Proposals (RFPs).
  4. Issuing documents for soliciting quotations, prequalification, bidding and Request for Proposals (RFPs).
  5. Receiving and arranging opening of prequalification documents, bids, quotation and Request for Proposals (RFPs).
  6. Submission of evaluation reports to the Tenders’ Board for prequalified bids, quotations and consultants’ proposals for approval.
  7. Making arrangements for contract negotiations and contract signing by the Accounting Officer.
  8. Preparation of all data and information required by the Bureau.
  9. Any other assignment that will be given by the Permanent Secretary that may enhance performance of the procurement functions.
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