PPRA warns public sector officers against bypassing e-procurement system

The Public Procurement Regulatory Authority (PPRA) has issued a warning to all public sector accounting officers, cautioning them against disregarding the mandatory shift to the Electronic Government Procurement System (E-GPS).

In a circular signed by Director General Patrick Wanjuki, the authority noted that some procuring entities are still using the manual system, while others have been processing procurement records dated before the rollout.

“It has come to the attention of the Authority that some procuring entities have continued to procure goods and services outside E-GPS, while others have retroactively dated procurement proceedings to before 30 June 2025,” Wanjuki said.

The government, through a series of circulars from the Office of the President, the National Treasury, and PPRA, had set 1 July 2025 as the official rollout date for the end-to-end e-procurement system.

The system is designed to enhance transparency, efficiency, and accountability in public spending by digitising the entire procurement process.

PPRA reminded officers that any attempt to bypass the system is an offence under the Public Procurement and Asset Disposal Act (Cap. 412C).

“Any attempt to circumvent government directives constitutes an offence and is subject to penalties,” the circular reads in part.

It was addressed to all public offices, including the Clerks of the Senate and National Assembly, the Chief Registrar of the Judiciary, all Principal Secretaries, the Solicitor General, and the Controller of Budget.

Others are heads of constitutional commissions, chief executives of state corporations, vice chancellors of public universities, county secretaries, county finance executives, principals of public schools and colleges, ambassadors, and managers of public funds and agencies.

Wanjuki said that all procurements carried out outside the E-GPS after 1 July will not be paid for, and those who authorise them will be personally surcharged.

The authority also stated that all new tender opportunities must be processed exclusively through the E-GPS, with the Public Procurement Information Portal (PPIP) no longer accepting postings.

It added that only contracts previously reported to PPRA in line with existing circulars will be approved for payment.

The notice further underscored that accounting officers are responsible for ensuring procurement processes are fair, equitable, transparent, competitive, and cost-effective, in line with Article 227 of the Constitution.

Wanjuki emphasised that compliance is mandatory, adding that records from the PPIP will be used to verify all procurement proceedings for the 2024/2025 financial year.

“All accounting officers must bring this directive to the attention of all staff involved in procurement and asset disposal,” the notice stated.

The E-GPS rollout is part of the government’s wider strategy to strengthen procurement processes, close gaps, and safeguard public resources.

The circular was copied to the Head of Public Service, Felix Koskei, Auditor General Nancy Gathungu, Controller of Budget Margaret Nyakang’o, EACC CEO Abdi Mohamud, and Treasury PS Chris Kiptoo.