The Independent Policing Oversight Authority (IPOA) has taken a significant step towards modernizing its procurement framework by adopting the Electronic Government Procurement (e-GP) system, in alignment with the Government’s broader digital reform agenda.
The transition is being undertaken under the “Ununuzi wa Wazi” initiative spearheaded by the National Treasury. The reform aims to enhance transparency, accountability, and efficiency in the management of public resources across all government institutions.
To ensure a smooth transition, a select group of IPOA officers has already undergone training on the e-GP system, demonstrating the Authority’s readiness to comply with the new procurement requirements and embrace digital processes.
The e-GP platform is anchored on Article 227 of the Constitution and guided by the Public Procurement and Asset Disposal Act (PPADA), 2015, as well as the Public Procurement and Asset Disposal Regulations, 2020. These legal provisions require procurement processes to be conducted through an efficient and transparent electronic system.
Under Section 7(2)(c) of the PPADA, the National Treasury is mandated to design and implement a technology-driven procurement system. Section 64(2) further requires procurement processes to be conducted electronically, while Regulation 49 provides for key functions such as procurement planning, supplier registration, tender publication, and evaluation. Regulation 54 mandates all procuring entities to operate within the system.
At IPOA, the adoption of the e-GP system introduces a clear and structured procurement process with defined roles and responsibilities. The process involves departmental users, departmental officers, head of departments, heads of directorates, procurement and finance officers, as well as the accounting officer who is the Chief Executive Officer.
The procurement cycle begins with the preparation of the Annual Procurement Plan, which consolidates departmental needs and informs the Authority’s budgeting process. Once funds are allocated, procurement requests are initiated electronically and subjected to a multi-level review and approval process.
Departmental officers consolidate procurement requests and develop disposal plans, which are then reviewed and harmonized by heads of directorates. The Head of Procurement, who also serves as the system administrator, reviews all submissions. consolidating them before forwarding them to the Accounting Officer for approval.
Following approval, requisitions are assigned to tender creators, the designated officers responsible for preparing tender documents for publication on the e-GP platform, ensuring consistency and compliance with procurement guidelines.
Beyond streamlining internal processes, the system strengthens oversight by allowing key accountability institutions, including the Ethics and Anti-Corruption Commission, the Public Procurement Regulatory Authority, and the Office of the Auditor-General, to access procurement information.
The e-GP platform is also integrated with other government systems, such as the Access to Government Procurement Opportunities Programme(AGPO), the National Construction Authority, and the e-Citizen platform, Kenya Revenue Authority, Business Registration Services. This integration supports verification processes and enhances service delivery.
This development marks a significant milestone in IPOA’s institutional reform journey and reflects its commitment to adopting modern, transparent, and accountable systems.
As implementation progresses, the Authority will focus on capacity building, adherence to procedures, and strengthening coordination among stakeholders to ensure the system delivers its full benefits.