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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 of the Ministry generally acts as the central point for all procurement activities related to work and needs of the Ministry. Its responsibilities include:

  • acquiring necessary supplies, equipment, services, and infrastructural needs of the Ministry;
  • ensuring cost-effectiveness and compliance with procurement regulations through market research and vendor selection;
  • tendering and contract management:
  • ensuring that procured goods and services meet established quality standards and specifications; and
  • generating reports on procurement activities, including cost analysis and savings achieved.

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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