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Supply Chain Management Department

PREAMBLE
The purpose of this Charter is to define the standards of services provided by the Department. We are committed to providing quality services that meet and surpass our customers’ needs. We endeavor to serve you with integrity, impartiality, humility, transparency and accountability.

OUR VISION
A department of excellence in the provision of efficient and effective services in supply chain management to our clients. 

OUR MISSION
Providing quality public procurement and asset disposal services to ensure value for money.

WHO WE ARE
The Supply Chain Management Department draws its mandate from Article 227 of the Constitution and relies on the provisions of the Public Procurement and Asset Disposal Act, 2015 (PPADA), the attendant Regulations, Directives from the Public Procurement Regulatory Authority (PPRA) and standard tender documents which are customized to the specific circumstances of the Commission.

The directorate is responsible for obtaining quality goods and services at the lowest possible cost to ensure value for money to the Commission.

OUR SERVICES

The directorate provides the following services:

a) Registration of Suppliers, Contractors and Consultants
b) Consolidation of Procurement Plan
c) Procurement of goods, services and works
d) Disposal of unserviceable, obsolete or surplus items
(e) Stores Receipt and Issuance
(f) Advising management through briefs and professional opinions
(g) Inventory and asset management

WHERE ARE WE LOCATED

We are located at the Reinsurance Plaza, Third floor, Room 323, 314 and 315.

WORKING HOURS

Monday – Friday:
08:00 A.M. – 01:00 P.M
02:00 P.M. – 05:00 P.M

OUR CORE VALUES

The directorate commits to the following set of core values in service delivery:

• Integrity
We shall be honest, use the power given to us responsibly and adopt a zero-tolerance approach on corruption.
• Humility
We shall be respectful, courteous and approachable.
• Impartiality
We shall act fairly, without bias or favoritism
• Transparency
We shall conduct our business in a transparent manner
• Accountability
We shall accept responsibility for our decisions and actions
• Professionalism
We shall embrace professionalism in all our services.

OUR CUSTOMERS

Our customers include:

  • Suppliers
  • Contractors
  • Consultants
  • Internal user units
  • Public Procurement Regulatory Authority
  • Government Agencies

OUR COMMITMENTS

  • Treat our clients with respect
  • Respond to correspondences within 5 working days
  • Pick up call within 3 rings
  • Respond to emails within a day
  • Uphold integrity, impartiality and transparency.

OUR CUSTOMERS’ RIGHTS

Our customers have right to:

  • Quality and timely services
  • Safe, healthy and clean environment
  • Relevant information and feedback
  • Courteous and timely response to requests, complaints and enquiries
  • Confidentiality

OUR CUSTOMERS’ OBLIGATIONS

The Directorate expects its customers to:

  • Abide by the procurement law and Regulations.
  • Familiarize with the relevant institutional policies
  • Treat our staff with respect and courtesy
  • Provide adequate information to enable us serve you better
  • Uphold integrity and dignity
  • Provide feedback

OUR RANGE OF SERVICES

S/NO

SERVICES / GOODS / WORKS

REQUIREMENTS

CHARGES

TIME LINES

1

Bi annual registration of Suppliers, Contractors and Consultants

Proof of eligibility and capability as per PPADA 2015 (sec 71)

Nil

3 Months

2

Continuous Registration of Suppliers, Contractors and Consultants

Proof of eligibility and capability as per PPADA 2015 (sec 71)

Nil

30 days

3

Preparation and consolidation of Procurement Plan

1. Approved / indicative budget                             
2. User needs in line with the approved departmental budget

Nil

30th June

4

Processing of purchase requisition

1. Requisition Memo Approved by Accounting Officer                                     2. Specifications / TORs / BQs
3. Dully filled Procurement Requisition Form

Nil

2 days

5

Procurement of Goods, Services or Works

International Open Tender

• Free- Downloaded from KLRC website, PPIP portal
• Ksh. 1,000/= for printed documents

4 months

Open National Tender

3 Months

Restricted Tender

2⅟₂ Months

Request for Quotation

Nil

1 month

6

Inspection and Acceptance

Common user items & services
• Inspection & Acceptance committee • Contract document
• Delivery Note

Nil

Same day

Simple Projects
• Technical Certification
• Site meeting minutes
• Contract document
• Inspection & Acceptance committee

Nil

Immediately after completion

Complex Infrastructure Projects
• Technical Certification
• Project implementation team input
• Site meeting minutes
• Contract document
• Inspection & Acceptance committee

Nil

Immediately after completion

7

Receipt of Goods to the store

• Inspection and acceptance certificate
• Duplicate LPO
• Delivery note and GRN (S13)

Nil

Same day

8

Issuance of Goods from the store

Approved Counter Requisition form (S11)

Nil

1 day

9

Tendering for Disposal of unserviceable, obsolete or surplus items

• Disposal committee Recommendations
• Approved disposal plan
• Approved disposal requisition

• Free- Downloaded from KLRC website, PPIP portal
• Ksh. 1,000/= for printed documents

30th June

REVIEW OF THE CHARTER

The Department in consultation with relevant stakeholders shall review this Service Charter every two years and on a need basis to ensure effective and efficient service delivery.

HAVE YOUR SAY

Any service that does not meet the commitment of this Charter may be reported to the following

The Head of Supply Chain Management
Kenya Law Reform Commission
P.O Box 34999-00100, NAIROBI
Tel: 020- 2218951 ext. 241
Email; This email address is being protected from spambots. You need JavaScript enabled to view it.

OR

The Commission Secretary / Chief Executive Officer
Kenya Law Reform Commission
P.O Box 34999-00100, NAIROBI
Tel: 020- 2218951
Email: This email address is being protected from spambots. You need JavaScript enabled to view it. / This email address is being protected from spambots. You need JavaScript enabled to view it.

OR

The Complains Committee
Kenya Law Reform Commission
P.O Box 34999-00100, NAIROBI
Tel: 020- 2218951
Email; This email address is being protected from spambots. You need JavaScript enabled to view it.