Kenya’s public procurement landscape is undergoing a transformative shift with the mandatory adoption of the Electronic Government Procurement (e-GP) system, set to take effect on July 1, 2025. This digital platform, accessible via www.egpkenya.go.ke, is designed to streamline government procurement processes, enhance transparency, and reduce costs. For suppliers, contractors, and consultants looking to secure government contracts, registering on the e-GP portal is now a prerequisite. This comprehensive guide covers everything you need to know about registering on the e-GP Kenya system, including requirements, step-by-step instructions, support resources, and the benefits of compliance.
Why the E-GP System Matters for Kenyan Businesses
The e-GP system is a cornerstone of Kenya’s public finance management reforms, aligning with the Public Procurement and Asset Disposal Act (PPADA), 2015, and Article 227 of the Constitution of Kenya, 2010, which mandates a procurement system that is fair, equitable, transparent, competitive, and cost-effective. The National Treasury has spearheaded this initiative to replace the outdated manual procurement system with a fully digital, end-to-end platform that covers everything from supplier registration to contract management.
According to the World Bank’s 2020 Public Expenditure Review, Kenya stands to save over KES 85.9 billion annually—equivalent to 0.9% of GDP—by improving procurement efficiency through the e-GP platform. This system is expected to reduce operational costs by up to KES 300 billion, minimize corruption, and ensure timely delivery of goods and services, benefiting both the government and its citizens.
For suppliers, contractors, and consultants, the e-GP system offers:
- Increased Transparency: Online publication of tender notices and contract awards ensures fairness.
- Greater Access: Enhanced visibility of procurement opportunities encourages wider participation.
- Cost Savings: Reduced paperwork and manual processes lower transaction costs.
- Standardization: Uniform procedures across national and county governments simplify compliance.
However, starting July 1, 2025, all government procurement will exclusively occur through the e-GP system, making registration mandatory for anyone seeking government contracts. Failure to register will exclude businesses from participating in public procurement opportunities.
Who Needs to Register on the E-GP Portal?
The e-GP system applies to all suppliers, contractors, and consultants interested in providing goods, services, or works to government entities, including:
- Ministries, Departments, and Agencies (MDAs) at the national level.
- County Governments and their respective procuring entities.
- State Corporations and other public organizations using public funds.
This includes businesses of all sizes, from micro, small, and medium enterprises (MSMEs) to large corporations, as well as youth-, women-, and persons with disabilities-owned enterprises under the Access to Government Procurement Opportunities (AGPO) program.
Requirements for E-GP Registration
To register on the e-GP portal, suppliers must provide accurate and up-to-date information. The National Treasury has emphasized that discrepancies between the data provided and records maintained by relevant agencies may lead to rejection of registration applications. Below are the key requirements:
- Valid Business Registration Number: Issued by the Business Registration Service (BRS), this includes a certificate of registration, incorporation, or compliance.
- Kenya Revenue Authority (KRA) PIN: A valid PIN for the business or individual.
- National ID Number: For individuals or authorized representatives.
- Certified Documents: Documents specifying the capacity and powers of a director, partner, or individual authorized to register and transact on behalf of the supplier. These must be certified by an Advocate, Commissioner of Oaths, or, where applicable, a Company Secretary.
- Valid Business Email and Phone Number: Suppliers must ensure these accounts are active and monitored regularly, as they will be used for communication and notifications.
- For Foreign Suppliers: While foreign suppliers can register with the help of an authorized representative, BRS registration is mandatory to receive a government contract.
Additional Notes
- All documents must be accurate and match records held by the BRS, KRA, and other relevant agencies.
- Suppliers are responsible for maintaining active communication channels to receive updates and tender notifications.
- The e-GP system integrates with platforms like KRA’s iTax, Integrated Financial Management Information System (IFMIS), and the Integrated Population Registration System to verify compliance and reduce fraud.
Step-by-Step Guide to Registering on the E-GP Kenya Portal
Registering on the e-GP portal is a straightforward process, but attention to detail is critical to avoid rejection. Follow these steps to complete your registration:
- Visit the E-GP Portal:
- Navigate to www.egpkenya.go.ke.
- Locate the Supplier Registration module or click the direct link: https://egpkenya.go.ke/supplier/registration.
- Create an Account:
- Click on the “Register” or “Sign Up” option.
- Provide basic details, including your business name, KRA PIN, and contact information.
- Create a secure password for your account.
- Complete the Supplier Profile:
- Enter your Business Registration Number and upload a certified copy of your registration certificate.
- Provide your KRA PIN and National ID number (if applicable).
- Specify the authorized representative’s details, including their powers to transact on behalf of the business.
- Upload Required Documents:
- Upload certified copies of all necessary documents, ensuring they are clear and legible.
- Double-check that all information matches records held by the BRS and KRA.
- Verify Contact Information:
- Provide a valid business email address and phone number.
- Ensure these channels are active, as they will be used for verification and tender notifications.
- Submit the Application:
- Review all entered information for accuracy.
- Submit your application for review by the National Treasury.
- Await Approval:
- The National Treasury will verify your details against government records.
- You will receive a confirmation email or notification once your registration is approved.
- Access the Portal:
- Once approved, log in to the e-GP portal to update your profile, submit bids, track tender statuses, and manage contracts.
Tips for a Successful Registration
- Double-Check Data: Ensure all details match official records to avoid rejection.
- Use Official Channels: Only use the official e-GP portal or National Treasury support channels for assistance.
- Keep Records: Save copies of all uploaded documents for future reference.
- Monitor Communications: Regularly check your registered email and phone for updates or verification requests.
Support Resources for E-GP Registration
The National Treasury has established multiple avenues to assist suppliers during the registration process. If you encounter challenges, consider the following options:
- Online Support:
- Email: support@egpkenya.go.ke
- Telephone: +254 (020) 3341030, 3340400, or 3340433
- In-Person Assistance:
- Nairobi: Visit the e-GP offices on the 6th Floor, Room 622, Treasury Building, Harambee Avenue, between 9:00 AM and 4:00 PM on weekdays.
- Nationwide: Access National Treasury desks at all Huduma Centres during regular office hours.
- Supplier Registration Manual:
- A detailed guide is available on the e-GP portal under the Supplier Registration Module. Download it for step-by-step instructions.
- Weekly Webinars:
- The National Treasury hosts virtual training sessions every Thursday from April 10 to May 30, 2025.
- Register for the webinars via the Supplier Training section on www.egpkenya.go.ke. Only registered suppliers will receive webinar invitations.
- Kenya School of Government:
- The Treasury has partnered with the Kenya School of Government to provide nationwide training for suppliers and procuring entities.
These resources ensure that suppliers, including those in remote areas, have access to the guidance needed to navigate the e-GP system.
Benefits of Registering on the E-GP Portal
Registering on the e-GP portal positions your business to take advantage of numerous opportunities and benefits, including:
- Access to Government Tenders: Participate in procurement opportunities across national and county governments.
- Streamlined Processes: Submit bids, track tender statuses, and manage contracts online, reducing paperwork and delays.
- Enhanced Transparency: Real-time access to tender notices and contract awards promotes fairness and accountability.
- Cost Efficiency: Eliminate expenses related to printing, document distribution, and physical submissions.
- AGPO Opportunities: Youth, women, and persons with disabilities-owned enterprises can leverage the system to access reserved tenders under the AGPO program.
- Integration with Government Systems: Seamless verification through integration with iTax, IFMIS, and BRS reduces fraud and ensures compliance.
Challenges and How to Overcome Them
While the e-GP system promises significant improvements, some suppliers may face challenges during the transition. Here are common issues and solutions:
- Technical Difficulties:
- Challenge: Difficulty navigating the e-GP portal or uploading documents.
- Solution: Consult the Supplier Registration Manual or contact the support team via email or phone. Attend a weekly webinar for hands-on guidance.
- Data Discrepancies:
- Challenge: Rejection due to mismatches in BRS or KRA records.
- Solution: Verify all business details with the BRS and KRA before registering. Update records if necessary.
- Limited Digital Literacy:
- Challenge: Lack of familiarity with online platforms, especially for small businesses.
- Solution: Visit a Huduma Centre or the Treasury Building for in-person assistance. The Kenya School of Government’s training programs can also bridge this gap.
- Foreign Supplier Registration:
- Challenge: Navigating the process without BRS registration.
- Solution: Engage an authorized representative for initial registration, but ensure BRS registration before bidding for contracts.
The Role of the E-GP System in Kenya’s Digital Transformation
The e-GP system is a key component of Kenya’s Digital Superhighway Agenda, which aims to deliver 80% of public services online. By digitizing procurement, the government is addressing longstanding issues such as corruption, inefficiency, and lack of transparency. The system’s integration with platforms like IFMIS and iTax ensures real-time compliance verification, reducing fraud and enhancing accountability.
The Open Contracting Data Standard (OCDS), adopted by the e-GP system, further promotes transparency by making procurement data accessible to the public. This aligns with Kenya’s commitments under the Open Government Partnership (OGP), which seeks to combat corruption and improve public service delivery.
For businesses, the e-GP system levels the playing field, particularly for youth, women, and persons with disabilities, who can access reserved tenders through the AGPO program. The system also supports the government’s goal of maximizing value for money, ensuring that public funds are used efficiently to benefit Kenyan citizens.
Key Dates and Deadlines
- April 10–May 30, 2025: Weekly supplier registration webinars every Thursday.
- July 1, 2025: Mandatory adoption of the e-GP system for all government procurement.
- Ongoing: Support available at Huduma Centres, the Treasury Building, and via email/phone.
Suppliers are urged to register well before the July 1 deadline to avoid last-minute challenges and ensure eligibility for upcoming tenders.
The launch of the e-GP Kenya system marks a new era for public procurement in Kenya, offering suppliers, contractors, and consultants an opportunity to engage with government contracts in a transparent, efficient, and cost-effective manner. By registering on the e-GP portal at www.egpkenya.go.ke, businesses can position themselves to tap into a wide range of procurement opportunities while contributing to Kenya’s digital transformation.
To ensure a smooth registration process, gather all required documents, verify your details with the BRS and KRA, and take advantage of the National Treasury’s support resources, including webinars, help desks, and the Supplier Registration Manual. Whether you’re a small business owner or a large corporation, the e-GP system is your gateway to securing government contracts and driving business growth in Kenya’s evolving procurement landscape.
For more information, visit www.egpkenya.go.ke or contact the support team at support@egpkenya.go.ke.
