Are you a supplier interested in doing business with the Kenyan government? Thanks to the Integrated Financial Management Information System (IFMIS), the process has become much easier and more transparent. Gone are the days of long queues at government offices or the need for “connections” to secure tenders. Today, if you meet the requirements, you can participate in the procurement process through self-registration on the IFMIS platform.
The IFMIS platform is a digital solution that facilitates various procurement processes, including tendering, requisitions, payments, and notifications of tender awards. The system aims to promote transparency, accountability, and efficiency in public procurement, making Kenya more attractive for investment.
What is IFMIS?
IFMIS is an online portal launched by the Kenyan government to manage public financial transactions and procurement processes. Introduced in 2014, it allows suppliers to access government tenders, submit bids, receive payments, and track their transactions—all from the comfort of their home or office.
The IFMIS system aims to enhance transparency in the use of public funds and improve accountability. It centralizes procurement procedures across government ministries, departments, and agencies, ensuring compliance with public procurement regulations.
Requirements for Registration on IFMIS
Before you can register as a supplier on the IFMIS platform, you’ll need to have the following documents and details ready:
- Full name of the applicant (first and last name)
- Company phone number
- Original Scans of the following:
- National ID card or passport
- Certificate of Incorporation or Business Registration Certificate
- Partnership Deed (for partnerships)
- CR12 form (for limited companies)
- Tax Compliance Certificate
- Letter of compliance from the National Construction Authority (NCA), if applicable
How to Register a Business Through the Kenya Supplier Portal
Registering your business on IFMIS is a straightforward process. Even individuals with basic computer skills can complete the registration by following these steps:
- Visit the Official IFMIS Website: Search for the official IFMIS website and navigate to the homepage.
- Click on “Components”: On the IFMIS homepage, select “Components” and then click on “Suppliers Portal.”
- Self-Registration Page: You will be redirected to a supplier portal self-registration page. Fill in your company details, including your business registration number and contact information.
- Submit the Form: Ensure that all required fields, marked with an asterisk (*), are correctly filled. After verifying your details, submit the form.
- Receive Approval: You will receive an email containing your username and the status of your registration approval. Once approved, you can log in to the Kenya Supplier Portal and begin bidding for open tenders.
How to Apply for Open Tenders via IFMIS
Once registered, suppliers can apply for tenders by following these steps:
- Obtain the Online Tender Number: Get the tender number from the organization advertising the tender.
- Log In to the Kenya Supplier Portal: Use your login credentials to access the supplier portal.
- Access Tenders: Click on “Sourcing,” then navigate to “Open Negotiations” and select “Number” from the dropdown menu.
- Enter the Tender Reference Number: Type the reference number provided by the procuring entity and click “Go” to access the tender details.
AGPO: Access to Government Procurement Opportunities
The Access to Government Procurement Opportunities (AGPO) initiative allows youth, women, and persons with disabilities to participate in government procurement. Established to empower marginalized groups, AGPO reserves 30% of government tenders for these groups, enabling them to access opportunities in public works, consultancy, and supply contracts.
Eligibility for AGPO:
- Youth: Individuals or groups aged 18-35.
- Women: A company must be at least 70% owned by women to qualify.
- Persons with Disabilities: As defined by the Persons with Disabilities Act (2003), individuals with physical, mental, or sensory impairments qualify for AGPO tenders.
To participate, eligible businesses must register for an AGPO certificate. This process can be completed online through the AGPO portal, where you can submit your company details and required documents.
Steps to Get an AGPO Certificate:
- Visit the AGPO website.
- Create an account and activate it via email.
- Log in and complete the registration by uploading your business documents.
- Submit compliance details, including your tax compliance certificate, PIN, and bank details.
- Check your application status via the AGPO dashboard.
How IFMIS Works for Suppliers
The IFMIS procurement process follows several key steps:
- Procurement Requisition: A government department initiates a procurement process by making a requisition for specific goods or services.
- Budget Check: The finance department verifies that funds are available before proceeding.
- Quotation Request: After approval, the procurement officer creates a quotation request and sends it to the suppliers through the portal.
- Quotation Submission: Suppliers respond by submitting their bids online before the tender deadline.
- Tender Evaluation: A procurement committee reviews the bids based on technical and financial criteria before awarding the tender to the successful supplier.
- Purchase Order: Once the tender is awarded, a purchase order is generated and sent to the supplier for the delivery of goods or services.
- Inspection and Payment: After delivery, the goods are inspected, and an invoice is generated. Payments are processed electronically through the portal, with funds transferred directly to the supplier’s bank account.
The IFMIS platform has revolutionized government procurement in Kenya, offering suppliers a fair, transparent, and efficient way to access public tenders. By centralizing procurement processes and allowing suppliers to self-register, IFMIS has eliminated barriers such as long queues and the need for connections, ensuring equal opportunities for all.
For businesses looking to participate in government tenders, registration on IFMIS is a must. With the system’s transparency and efficiency, doing business with the government has never been easier.
Whether you’re a seasoned supplier or a new entrepreneur, IFMIS provides an accessible and straightforward path to securing government contracts. Coupled with the AGPO initiative, the Kenyan government continues to encourage inclusive economic participation, opening doors for youth, women, and persons with disabilities.
