The Integrated Financial Management Information System (IFMIS) is an online portal where suppliers can perform various procurement processes including tendering, requisition, payments and checking notifications of tender awards. IFMIS e-Procurement module aims to enhance transparency and accountability in procurement process from procurement planning, requisition, sourcing, and to payment, thus ensuring that public procurement of goods and services is done fairly, equitably, openly, competitively and in a cost-effective manner by all government procuring entities. All government tenders, bids, and contracts in Kenya are posted online via the Integrated Financial Management Information System.
This is how the IFMIS system works.
a. Tendering process
- User department kicks off procurement procedures by making requisition for specific supplies
- Accountants check whether funds are available in the ledger to pay for the goods or services, and a request is sent for approval from the holder of Authority to Incur Expenses (AIE)
- AIE vets requisition by checking its validity for approval and commits the funds in the system but can reject, reassign or request additional information
b. Quotation request
- With approval granted, the procurement officer creates quotation request from approved requisition by filling in selected procurement method, lines detail, controls, and suppliers lists, and sends quotation to head of procurement for approval
- Head of supply chains receives notification, reviews quotation and approves
- Quotations are then published to the supplier through the supplier portal. The supplier also receives notifications from procuring unit through the Kenya Supplier Portal before closing day
- The system automatically locks suppliers from submitting more responses once time set for submission expires
- Procurement tendering committee begins the process of opening suppliers’ responses online
- Procurement tender committee decides on who to award the tender based on technical and commercial evaluation and sends to head of procurement who approves, and the award is notified
c. Purchase order
- An order is made from approved award and purchase order is made. Chief Finance Officer verifies charge account and also approves the order, and final approval is done by the Head of Procurement
- Supplier receives online order through Kenya Supplier Portal for acknowledgement. The supplier can then deliver goods and or services
- Inspection committee receives and inspects goods and attaches inspection report. Invoice is prepared to match the order amount
- First invoice approval is done by AIE holder and the final one done by the Head of Accounting
- Payments to the supplier are then processed online through EFT, and funds are transferred to suppliers’ bank account. Notification of payment is done through the Kenya Supplier Portal
Requirements for registration on IFMIS
In order to register as a government supplier on the IFMIS system, you will require the original scans of the following documents.
- National ID card or passport
- Certificate of Incorporation or Business Registration Certificate
- A Partnership Deed if you are running a partnership business
- CR12 if you are running a Limited Company
- A tax compliance certificate
- A tax compliance certificate Letter from the National Construction Authority (NCA)
