UNIT 4 e-portifolio Task- PROCUREMENT

Here is a Procurement Plan for ACK Thika Memorial Church Junior School for the procurement of rice and exercise books, structured according to best procurement practices applicable in educational institutions in Kenya. This plan includes all key stages from needs identification to approval by the Board of Management (BOM)

PROCUREMENT PLAN – ACK Thika Memorial Church Junior School

Procurement Title:Procurement of Rice and Exercise Books for School Use

Financial Year:2025

Prepared by:Procurement Committee – ACK Thika Memorial Church Junior School

1. Needs Identification

Item Description Quantity Justification

Rice Long grain, 50kg bags 20 bags For school meals program (feeding pupils and staff)

Exercise Books A4, 96 pages 1,200 units For distribution to students for academic use

2. Budgeting

Rice Estimated Cost: KES 5,000 per 50kg bag × 20 = KES 100,000

Exercise Books Estimated Cost: KES 30 per book × 1,200 = KES 36,000

Total Estimated Budget: KES 136,000

Budget allocated from the school’s 2025 operational funds (Feeding Program + Instructional Materials Vote Head).

3. Procurement Method

Item Method Rationale

Rice Request for Quotations (RFQ) Value under KES 500,000; suitable for local suppliers

Exercise Books Request for Quotations (RFQ) Standard item; competitive pricing possible locally.

4. Preparation of Specifications

Rice: Clean, dry, long grain white rice, 50kg bags, properly sealed, Kenya Bureau of Standards (KEBS) certified.

Exercise Books: A4 size, 96 pages, ruled, school logo printed on cover, durable binding.

5. Solicitation of Quotations

Identify at least three prequalified suppliers or invite local suppliers for quotations.

Issue RFQs with detailed specifications and delivery timelines.

Deadline for submission: Within 7 days of invitation.

6. Evaluation of Quotations

Conducted by the School Procurement Committee

Use the following criteria:

Compliance to specifications

Price reasonableness

Delivery lead time

Payment terms

Supplier reputation

Selection: Lowest responsive quotation that meets quality and delivery criteria.

7. Recommendation & Approval

Prepare evaluation report and procurement recommendation.

Submit to School Headteacher for review.

Submit to School Board of Management (BOM) for approval in the next scheduled BOM meeting.

8. Approval by Board of Management (BOM)

Presentation of procurement plan, budget, and evaluation results to the BOM.

BOM reviews:

Compliance with procurement laws (Public Procurement and Asset Disposal Act, 2015)

Budgetary provisions

Fairness and transparency

Resolution for approval recorded in BOM meeting minutes.

9. Purchase Order and Contract Award

Upon BOM approval:

Issue Local Purchase Orders (LPOs) to successful suppliers.

Contracts signed (if required) by both parties.

10. Delivery, Inspection & Acceptance

Goods delivered to the school store.

Inspection committee verifies quantity and quality.

Goods Received Note (GRN) issued.

11. Payment Processing

Payment processed within agreed terms after satisfactory delivery.

Supporting documents: LPO, Delivery Note, GRN, Invoice.

12. Record Keeping & Reporting

All documents filed (quotations, evaluation reports, BOM minutes, LPOs, GRNs, etc.)

Report prepared for BOM and included in school’s financial report.

Approval Timeline Estimate

Stage Duration

Needs Assessment & Budgeting 2 days

Specification Preparation 1 day

RFQ Issuance & Quotation Receipt 7 days

Evaluation & Recommendation 2 days

BOM Approval 1 BOM meeting (within 1 week)

Delivery & Payment Within 14 days of approval