The Procurement Department is one of the common Services Departments established in all MDAs in 2008 as part of the implementation of the Public Procurement Act, 2007. However, in the Federal Ministry of Science and Technology, the procurement functions was a Unit under the direct supervision of the Permanent Secretary, until August,2014 when the Unit was made a full Department with full complement of staff in compliance with the provision of the Head of Civil Service of the Federation Circular No. HCSF/061/S.I/V/102 of 13th February, 2012.
- To ensure projects conceptualization and packaging match with the defined priorities and targets set in the Ministry’s Annual Budget and Procurement Plans;
- To ensure that all contracting processes are conducted in a transparent, open, competitive and efficient way, in strict compliance with the provisions of the Public Procurement Act, 2007 and extant guidelines on the award of contracts in the Public Service to conform with the spirit of due process mechanism; and
- To prevent contract inflation by ensuring cost reasonableness, accuracy and comparability in the competitive markets.
To serve as an efficient and transparent vehicle, in the planning and management of procurement activities for the realization of National Development.
To use the due process mechanism to establish and sustain an open, transparent and competitive procurement system that is integrity-driven, upholds spending within the budget and ensures speedy implementation of projects with a view to achieve value for money without sacrificing quality and standards.
Roles and Responsibilities
The Procurement Department/Unit has the responsibility of processing all procurement activities including the following:
- Coordination of the procurement plan to be prepared by the Procurement Planning Committee and presentation to the Tenders Board for approval;
- Submission of the procurement plan to the Bureau of Public Procurement;
- Secretariat of the Ministerial Tenders Board (MTB);
- Setting of procurement timeframe in line with the provisions of the Public Procurement Act, 2007;
- Submission to advertising media the documents for: soliciting quotations, prequalification, bidding and request for proposals;
- Receiving and arranging opening of: prequalification, documents, bids, quotations and, request for proposals;
- Coordination and submission of evaluation reports to the Ministerial Tenders Board (MTB) for approval;
- Processing of all contracts above the approving thresholds of Parastatals under the supervision of the Ministry
- Processing and submission of quotations for Minor Value Procurements (within the Permanent Secretary’s threshold) for approval
- Making arrangements for contract negotiations
- Making arrangements for Contract Agreement signing
- Preparing documentation for submission to Bureau of Public Procurement for certification and approval of projects for contract award
- Conveying of award of contracts to successful bidders
- Preparing responses to complaints from aggrieved contractors and other stakeholders
- Preparation of all data and information required by the Bureau of Public Procurement and other relevant authorities
- Ensure procurement Monitoring, Evaluation and Compliance
- Liaising with Stock Verifier and user-department/unit to ensure that Works, Goods and Services delivered are in conformity with specifications and contract terms
- Disposal of unserviceable items and other Government properties designated for disposal in accordance with the provisions of the Public Procurement Act, 2007 and the Financial Regulations
- Perform any other assignment that may be assigned by the Accounting Officer to enhance performance of the procurement functions
The Procurement Department is made up of two Divisions (Capital and Recurrent Divisions) as outlined in the Head of the Civil Service of the Federation Circular No. HCSF/PSO/155/I/3 dated 31st March, 2008 on the Establishment of Procurement Cadre in the Federal Civil Service.