How to Register on IFMIS as Supplier and Tender

This is a guide on how to register on IFMIS as a supplier. If you wish to supply goods and services to the government, then this is the place to be. The National Treasury rolled out the Integrated Financial Management Information System (IFMIS) throughout the country. It is an electronic procurement system (e-procurement).

Its main aim is to serve Kenyans effectively on issues relating to public procurement. The IFMIS e-procurement module is designed to enhance transparency and accountability in the procurement process. This is for all stages starting from procurement planning, requisition, sourcing, and payment.

IFMIS e-procurement system ensures that public procurement of goods and services is done fairly, equitably, transparently, competitively and cost-effectively by all government procuring entities.

Requirements to Register on IFMIS as a Supplier

You can register on IFMIS as a supplier for a company or as an individual. All you need is authentic documents for whichever entity you are registering for. This is what you will require.

• KRA pin for the company or individual
• Company or business registration number for Companies and Sole Proprietors
• Company or personal email
• Contact names
• Contact phone number

How to Register on IFMIS as a Supplier

• Open your favourite browser and access the IFMIS portal.
• On the left-hand side, locate the supplier self-registration option and click on it.
• On the company details section, enter the company or business registration number. This will depend on the entity you are applying for.
• Enter the company pin. If you are registering for a business name, enter your pin.
• Click on validate. If the details you have entered are okay, the name of the company or business will appear at the top. If the details are okay and you get an error message, make sure you have linked your business on the eCitizen portal.
• On the contact information, enter the company/personal email, your name and your phone number.
• Click on submit and wait for the feedback message.
• Open the email you have used above to get the username and password.

How to Login on IFMIS Portal

1. Access the IFMIS portal.
2. Enter the user name which is the email you used during registration.
3. Enter your password (password sent to your email) and click on login.
4. For first-time login, you will be required to change the password. Enter a password that you will not forget. For subsequent log in if you forgot your password, follow this process to reset the IFMIS password.
5. Once you log in, you will see the IFMIS number on the right-hand side just below your email.

Documents Required When Processing a Tender

• Valid Tax Compliance Certificate
• Certificate of Registration / Incorporation
• AGPO Certificate
• Must fill and sign the Confidential Business Questionnaire (S33)
• KRA pin Certificate

How to Access and Process Your Tender

If you have worn a tender, you will get a notification from your email. To see and access your tender, you have to log in to the IFMIS portal.

1. If there is a tender you have won, you will see a notification after logging in.
2. On the main menu click on the sourcing supplier folder to open it.
3. Click on the sourcing home page to see your tender notifications.
4. On the right-hand side on actions accept participation.
5. To respond to a request for a quotation, click on the negotiation number. The negotiations page opens.
6. The header tab shows the terms, currency, requirements and notes and attachments. Click on show all details to see the documents you need. If there is a business questionnaire, download it and fill it out accordingly.
7. The lines tab displays the items you are to supply.
8. The controls tab contains the response rules.

How to Respond to a Quote After You Register on IFMIS as a Supplier

On the actions box, select a printable view and click go to download the tender documents. It will give you more instructions and be able to get the prices for the items.

1. On the right-hand side next to actions, select the create quote option. Click on go.
2. On the header section look for the attachment option. Add all the necessary documents including a scanned tender document.
3. Click on the lines tab and input the prices of the items.
4. Click on continue and submit your response.

How to Search for Available Tenders on Public Procurement

• Access the Public Procurement Information Portal
• Click on the list of tenders to see the available ones
• Select the tender you wish to apply and note down the tender number.

How to Search and Respond to Open Tenders on IFMIS

• Get the tender number from Public Procurement Portal using the above method.
• Click on sourcing.
• Under open negotiations, open the drop-down button and select the number.
• Type the online reference number that you received from the organization advertising the tender and click Go.
• Follow the above procedure on how to respond to a quote.

Conclusion

Well, I have given you the best method for how to register on IFMIS as a supplier. Just follow the procedure and start tendering to make money. If you have any questions, use the comment box to ask.

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