Most of us have heard or encountered first-hand the challenges of negotiating with the government. When it comes to obtaining government tenders, it’s a whole new ball game! Luckily, the good news is we were in 2019. So you can forget about the process of physically going to the government offices to transact business and standing in long lines for hours. Rather, if you’re a supplier and you intend to do business with the Kenyan government, you can go for IFMIS self-registration.
The Integrated Financial Management Information System is a self-registration mode, and it’s expected to operate out to all the 47 counties. The primary objective is to eradicate the hustle of presenting documents to County Government offices manually.
About IFMIS Kenya
IFMIS Kenya is an online portal where suppliers can make various procurement processes including payments, tendering, requisition, and checking notifications of tender awards.
In 2014, the government of Kenya announced that all tenders, bids, and contracts in the country would be posted online through the Integrated Financial Management Information System, also known as IFMIS.
IFMIS strives at promoting openness and accountability in the use of public funds, therefore increasing transparency and lowering costs thus making Kenya more attractive for inward investment.
How to use IFMIS self-registration in Kenya to apply for government tenders
Are you interested in government tenders? If your answer for this is yes, then here’s the information that you need. IFMIS tenders present you with a good income (which in some cases can be in terms of millions) without the need to have one of a variety business idea. If you love the excitement of competing with numerous companies with similar documentation and licenses, then you need to know how to do a registration with IFMIS.
This is because the Kenyan government has come up with the IFMIS e-procurement online system which is a self-registration speciality that makes the procurement process efficient and effective. This indicates that you can use the system to do different procurement processes online including payments, tendering, requisition, and checking notifications of tender awards.
The IFMIS e-procurement system developed has a feature called the Kenya suppliers portal which is helpful for any supplier who plans to do business with the government. The Kenya supplier portal serves as a direct communication channel between the government procuring entities and the suppliers.
Now that you know the many benefits of IFMIS, what are the registration requirements and how do you register/enrol as a supplier? Read on to find out.
How to register on IFMIS
Knowing how to register on IFMIS system will help you take advantage of the simplified government tendering process. Maybe you have applied once or twice or even uncountable times, but none was actually successful, the IFMIS supplier portal enables any supplier to participate in open tenders equally and to offer on any advertised project, products, or services.
Registration through the Kenya supplier portal is candid and straightforward such that even an individual with just the basic computer knowledge can register his business by himself. A potential supplier who wants to bid for any open tenders in the Republic of Kenya will need to self-register his business via the IFMIS supplier portal.
Before you begin the registration process, what requirements do you need?
Prospective suppliers who want to pursue government tenders must present the following information on the IFMIS portal:
- Tax PIN ID
- Your company registration number
- If you are a personal consultant, then you need to provide your Nation ID number
- Contact’s first name and last name
- Company email address
- Company phone number
Now that you have all the qualifications for registration, the next process is to enrol on IFMIS as a supplier. Here is a step by step guide.
- On your favourite browser, search for the official IFMIS website so that you can access the IFMIS portal. Click on the site which will take you to IFMIS Kenya homepage. You can likewise use this link to access the IFMIS Kenya website.
- On the IFMIS homepage section, you will see the “COMPONENTS” category which is following the “ABOUT IFMIS” section.
- To the very last option in the Components section, you will see the Suppliers Portal option, click on it.
- On the Suppliers Portal homepage section, you will get a link, click on it.
- The provided link will lead you to the Supplier Portal Self registration page.
- On the self-registration page section, you will see a form requesting for company details and contact data such as company registration number and company email.
- Fill in the application form with the necessary information including those marked in asterisk as they are mandatory.
- Cross-check that you have duly filled the form correctly then click the Submit button.
- After presenting the form, you will get an email with your username and status of endorsement or approval. You can use your username and your unique set password to login to the Kenya Supplier portal and to further bid for open tenders availed.
How to apply for a government tender in Kenya
Government tenders can surely change your life as they are worth millions if not billions. Nevertheless, don’t let the money fool you as the tendering process is not for the faint at heart. There is the problem of long forms to fill online, the long waiting time of not knowing whether you have been granted the tender or not. Not to mention the price of tendering which includes the cost charged for the tender documents.
As from 1st of January 2019, the new rules of awarding tenders demonstrate that it will be mandatory for all suppliers to undertake all their procurement through the e-procurement system, IFMIS. Indicating that the first step in applying for any Kenya government tenders is to ensure you or your business is listed through IFMIS supplier portal.
As per the new guidelines and following an executive order announced by President Uhuru Kenyatta, the procurement officers are needed to keep information of the companies that showed interest in the open tenders. All the information will be held intact for up to 6 years regardless of whether the company won the tender or not.
This is to make sure that the tendering process is done in a clear and transparent way. Some of the information about you or your service that will be made to the public includes country of operation, a company’s registration details, and tax compliance status.
So based on the above-described information, it is important that when applying for government tenders, ensure that you clearly and very keenly read and understand what is required on the bid documents so that you can give only accurate and valid information. Reading through the bid will assist you to gauge on whether or not you can actually deliver.
Next step, fill and complete the required forms and provide requested documents which can include a Tax Compliance certificate and your KRA pin. Remember to make a cost inquiry, quote the proper pricing, submit your tender bid and make payments before the set deadline.
Eventually, no matter how tiresome and exhausting the tendering process is, do not give up! Be ready to meet several protocols and rules. As a bidder, you will have to buy the tender document from the official IFMIS portal and continuously ensure that you comply with the criteria of the bidding documents. After understanding how to register on IFMIS as a supplier, you can boldly apply for any tender in Kenya.
The application is then accompanied by extensive evaluations, after which the tender will be granted to the right bidder. If you are the tender winner, then make sure you honour the contract by fulfilling the services or the goods you promised on the application. That way you can build an outstanding reputation for your company which will increase your odds of winning more tenders in the future.
How IFMIS Kenya works
1. User department kicks off procurement methods by making requisition for specific supplies.
2. Accountants review whether funds are ready in the ledger to pay for the goods or services, and a request is sent for consent from the holder of Authority to Incur Expenses (AIE).
3. AIE vets request by checking its validity for endorsement/approval and commits the funds in the system but can likewise reject, reassign or request for further information.
4. With approval allowed, the procurement officer formulates quotation request from approved requisition by filling in picked procurement method, lines detail, controls, and suppliers listings, and sends quotation to head of procurement for approval.
5. The Head of supply chains gets a notification, reviews quotation and approves.
6. Quotations are then issued to the supplier via the supplier portal. The supplier also gets notifications from procuring unit through the Kenya Supplier Portal before closing day.
7. The system automatically secures suppliers from submitting additional responses once time set for submission expires.
8. Procurement tendering committee commences the process of opening suppliers’ responses online.
9. The Procurement tender committee determines on whom to award the tender based on commercial and technical evaluation and then sends to head of procurement who accepts, and the award is notified.
10. An order is made from the certified award, and a purchase order is made. Chief finance officer confirms charge account and further approves the order, and the head of procurement does final approval.
11. Supplier gets online order through Kenya Supplier Portal for acknowledgement. The supplier can then distribute goods and or services.
12. Inspection committee gets and inspects goods and assigns inspection statement. Invoice is processed to match the order amount.
13. First invoice approval is made by AIE holder and the final one made by the head of accounting.
14. Payments to the supplier are then prepared online through EFT, and the funds are transferred to suppliers’ bank account. Notification of payment is made through the Kenya Supplier Portal.