Procurement Policies
Characteristics of a good policy
Policies are statements of a decree that specify the conduct of members of an organization, provide a guide in implementation processes and decision making, and ensure discipline through formulated principles. Public policies exist to ensure order where different values may present, and ensure safety in operations. The processes of policy formation require profound keenness as consequent activities rely on the outlined procedures, rules, and principles. The formation of a good policy consumes a lot of resources and presents with the following characteristics.
First, a good policy should remain relevant to its functions. Organizations require policies that will effectively suit the decision making processes and implementation. Relevant policies meet the needs of the organization at any point.
Second, the enforceability of the policy makes it effective. A good policy should ensure enforcement of the parties involved. The applicability of the policies established makes it easy for the organization to integrate the principles and decrees. Additionally, the implementation processes of the policies should ensure the utilization of available resources. Legal issues relating to the enforcement of the policies should also present in the statements of the organizations involved (Leonard, 2010).
Third, a good policy should show reality. Policies should instill sense to the parties involved. Once the policies prove real to the members, implementation and commitment to the policies become simple. The financing of the policy implementation process should ensure availability, and at the same time, accountability of the resources involved should be vividly examined during formation.
Good policy presents attainability. The ability of the policies to ensure accomplishments makes it effective. The principles highlighted by the policies should be attainable by the parties involved. Similarly, timeliness of a policy makes it effective. The functionality of policy statements within a stipulated duration of time increases the likelihood of parties to operate according to them.
The flexibility of the policy to change. Policies should adapt effectively to change considering the constant changes in every organization. The ability of policies to adjust to developments in the environment the organization operates in, change of preferences and political issues increases the effectiveness of the policies.
A good policy should exist under the endorsement of the parties involved. Acceptance of the policies simplifies implementation and increases the commitment of the parties involved. Therefore, the policy should exist upon endorsement by parties involved. The involvement of the stakeholders, the public, and the members of the organization ensures fairness, thus the commitment of all parties. The considerations of all parties make the policy suitable for implementation by all members of an organization which makes collaborative goals accomplished faster.
A good policy consists of research-proven ideologies that are historically available. Policies require adequate research to improve its efficiency. Similarly, the concepts of the policy should have prior testing before actual implementation to ensure effectiveness.
A good policy should provide indicators for measurement, monitoring, and evaluation. Thus, consistency of the implementation process reveals. The clarity of the policies formulated ensures effective implementation. The processes required and the expected outcomes make the policies more efficient.
Good policies include everyone. An inclusive policy seeks to accommodate all parties, the participation of members regardless of differences, and encourage the participation of all. Additionally, an inclusive policy reduces political influences increasing its effectiveness.
A good policy should ensure a connection to the organizational goals and operations. Since policies determine the processes of an organization to accomplish its goals, the policies should match the requirements of the organization, thereby, improving the implementation outcomes of the organization.
Policies of procurement employed in a public institution in Kenya
Public institutions remain critical in ensuring set procedures in procurement processes. The procurement sector in Kenya remains in constant change as new developments arose with time. Since the sector is dominated by different people, policies form the operating framework for the parties involved. In Kenya, a public procurement policy exists that manages several issues in the sector. Procurement policies applied to the public institutions in Kenya include the following.
Policies on conduct involve the principles that guide transactions and operations involved in procurement. Fair competition policies during transactions, conflict resolutions, and relations among stakeholders. These policies ensure the safety of all parties involved in procurement in the country. Therefore, public institutions ensure peaceful processes in procurement.
Policies on the procurement processes and resolution of disputes between the parties involved. The presence of the policies on dispute settlement ensures that conflicts that arise in the case of disagreements between the suppliers and contracting parties in procurement make the processes effective. Similarly, the effectiveness of the processes contributes significantly to reducing the cases of disagreements involving parties.
Collaboration policies of procurement apply to the public institutions in Kenya. The procurement bodies should ensure collaborations in the processes of transactions and utilization of resources. Therefore, the public institutions in Kenya ensure the collaboration of all entities in the processes, which in turn, ensures maximum developments in the sector (Ogot et al., 2009).
Integrity from the public institutions taking part in contracts and procurement activities ensures that all parties involved in the procurement processes display the highest standards of integrity. The delivery of services and goods, responsibilities, and obligations in the procurement process requires that every person shall ensure integrity.
Equality and equity policies demand that public procurement entities provide fair opportunities for all interested parties in the supplying and purchasing of quality goods and services. In Kenya, the public sector seeks to ensure the equality and equity of all parties participating in the procurement process.
Transparency and accountability policies in the public procurement sector ensure honesty in the transactions between the parties involved. The reliability of the transparency between the suppliers and procuring parties ensures the consistency of the procurement sector.
Conformity and compliance of the laws availed by the procurement sector ensure smooth operations of the stakeholders. The contract laws, regulations, and principles of procurement ensure fair and honest participation of all parties in the processes.
Effectiveness and efficiency policies ensure the public procurement sector achieves maximum functioning and utilization of resources in the sector. Additionally, the application of the policy of effectiveness in procurement ensures maximum production form the processes of procurement (Yatani & Muia, 2019).
The legal framework provides legal guidance to the parties in the procurement sector on how to handle the operational procedures including collaborations, harmonization, and procurement via online methods. The legal policies in procurement include the Practitioners management act of 2007 and public procurement and disposal acts of 2009 that ensure the security of individuals involved in the sector.
The public procurement policy demands professionalism from the representatives of the organizations involved. The professional approach to the procurement issues, conflict handling techniques, and effective monitoring of market fluctuations ensure success in the sector. Similarly, individuals require professional skills in matters relating to procurement as outlined in the Public Procurement Act of 2005.
Innovation and creativity play a profound role in procurement. The procurement process, therefore, needs to incorporate the need for the development of new approaches in the processes. Similarly, innovation in the development and delivery of goods and services should ensure an outline that encourages decision making in establishing new ideas in the processes.
Supplier’s charter policies ensure the involvement of the producers, suppliers, and distributors in ensuring the charter is honored. The government introduced the aspects of a supplier’s service charter to honor the concept of value for money in the procurement sector.
Policies on awareness to the public provide the parties involved with the responsibility of ensuring that any developments in the procedures, policies, and activities of procurement are publicized to increase the knowledge of the people on the activities.
Policies on recognition of international trade treaties procurement policies ensure external environments affect the procurement processes positively. The international treaties that Kenya firm part of including the World Trade Organization (WTO) and Common Market for Eastern and Southern Africa (COMESA). The employments of policies of procurement that consider the principles of international bodies make the sector efficient.
REFERENCES
Leonard, M.D. (2010). Effective Policy – 17 Characteristics of Good Policy. Ezine Articles. Article Source: https://EzineArticles.com/expert/Michael_D_Leonard/647863
Ogot, M., Nyandemo, S., Kemduiwo, J., Mokaya, J. & Iraki, W. (2009). The Long Term Policy Framework for Public Procurement in Kenya. Zero Draft.
Yatani, U. & Muia, J. (2019). Draft Pubic Procurement and Asset Disposal Policy. The Republic of Kenya.