# Skulitech ERP Public Procurement Compliance Upgrade

**Build date:** 26 July 2026  
**Target:** Kenyan public institutions  
**Base package:** Skulitech ERP RPL, Reassessment and Assignment Grading Upgrade

## Scope implemented

### 1. Procurement thresholds and methods

- Configurable threshold matrix by Goods, Works and Services.
- Minimum and maximum values per procurement method.
- Minimum quotation count.
- Advertisement, opening committee, evaluation committee, professional opinion and written-justification flags.
- Effective dates, legal references and maker-checker approval of threshold changes.
- Source-to-pay validation blocks a tender or plan line when the selected method is outside the active threshold.
- Direct and restricted procurement require written justification.

The package includes a starter threshold matrix based on the 2020 Regulations. It is deliberately configurable and must be checked against the latest PPRA threshold matrix, circulars and amendments before production use.

### 2. Controlled tender numbering

- Institution-configurable tender prefix.
- Financial-year sequence control.
- Row-locked sequential allocation.
- Unique tender register.
- Tender numbers cannot be reused.
- Tender voiding metadata is available for future controlled cancellation.
- New sourcing events are created as Draft and require approval by a different user before opening.
- PPIP reference can be made mandatory before a tender is opened.

### 3. Reservations and AGPO

- Reservation categories for Youth, Women, Persons with Disabilities, AGPO and other permitted categories.
- Supplier AGPO certificate number and expiry date.
- PPIP registration and beneficial-ownership declaration fields.
- Institution AGPO planning target.
- Procurement-plan approval checks the reserved value against the configured target.
- Reserved tender awards validate the supplier's active reservation/AGPO certificate.
- AGPO target versus actual award dashboard and reporting.

### 4. Opening registers and committees

- Opening, Evaluation, Inspection, Acceptance, Inspection and Acceptance, Disposal and Contract committees.
- Appointment date, expiry, quorum and terms of reference.
- Chairperson, secretary and member roles.
- Conflict-of-interest declaration and details.
- Bid-opening register with:
  - Opening date/time and venue
  - Tender-box seal reference
  - Bidder and supplier
  - Bid reference
  - Tender price and discount
  - Tender security
  - Declared pages
  - Submission time
  - Late-submission flag
  - Minutes reference
- Separate preparer, checker and approver.

### 5. Evaluation templates and professional opinion

- Reusable evaluation templates.
- Preliminary, technical, financial, due-diligence and mandatory criteria.
- Criterion sequence, weight, pass mark and mandatory flag.
- Evaluation reports linked to an approved opening register and active evaluation committee.
- Recommended supplier and amount.
- Committee minutes reference.
- Separate report preparer, checker, professional-opinion officer and approver.
- A tender cannot be awarded until the opening register, evaluation report and professional opinion are complete.
- Threshold minimum-quotation rules are rechecked at award.

### 6. Contracts, variations and termination

- Contracts are created in Draft and require independent approval.
- Original contract value is retained.
- Cumulative variation amount and percentage are tracked.
- Configurable cumulative variation ceiling.
- Price/scope, quantity and time extensions.
- Budget commitment reference and written justification.
- Separate requester, checker and approver.
- Contract value and PPRA capacity-building levy are updated only after approval.
- Termination notice, grounds, proposed date, supplier response, legal-review reference and financial exposure.
- Separate initiation, checking and approval.
- Approved termination updates the contract register without deleting history.

### 7. Framework agreements

- Framework ceiling and committed-value tracking.
- Call-off request, delivery date, description and value.
- Separate requester, checker and approver.
- Date and ceiling validation at request and approval.
- An LPO against a framework agreement must reference an approved, unused call-off.
- The LPO cannot exceed the approved call-off value.

### 8. Inspection and acceptance

- Approved inspection and acceptance committee required for a GRN.
- Acceptance certificate number required.
- Committee minutes reference required.
- Committee is linked to the goods receipt.
- Accepted and rejected quantities remain linked to the LPO and stores posting.

### 9. Disposal planning

- Annual disposal plans.
- Estimated proceeds.
- Asset description, location and condition.
- Valuation and reserve price.
- Planned quarter and disposal method.
- Draft, checked and approved workflow with separate users.
- Disposal status and actual proceeds fields.

### 10. PPRA and plan-versus-actual reporting

- Draft PPRA/AGPO return generation by date range.
- Report types include AGPO Awards, Signed Contracts, Contract Variations, Disposals, Capacity Building Levy and Procurement Proceedings.
- Preparation, independent checking and submission workflow.
- Submission/PPIP reference and audit history.
- Approved procurement plan versus actual awards.
- Uncommitted variance.
- AGPO planned target, actual awards and achievement percentage.

## Navigation

A new menu is available under **Procurement → Public Procurement Compliance**.

The existing Procurement Control Centre now also links directly to the compliance centre. Plan creation, sourcing, contracts, framework LPOs and GRNs have been integrated with the new controls.

## Database migration

Run on a staging database first:

```bat
C:\xampp\php\php.exe bin\migrate.php
C:\xampp\php\php.exe bin\check_public_procurement.php
C:\xampp\php\php.exe bin\check_integrity.php
C:\xampp\php\php.exe bin\xampp_check.php
```

Migration added:

`database/migrations/20260726_015_public_procurement_compliance.sql`

## Validation completed

- All 219 PHP files passed syntax validation.
- Migration file was parsed into 64 balanced SQL statements.
- All required compliance tables and columns were found in the migration.
- ZIP integrity was checked after packaging.
- No original application file was removed.

A live migration and workflow test could not be run in the build environment because `pdo_mysql` and a MySQL server were unavailable. The staging process must therefore test:

1. Clean installation and upgrade installation.
2. Draft plan, independent plan approval and AGPO target validation.
3. Threshold selection for Goods, Works and Services.
4. Tender number concurrency and uniqueness.
5. PPIP reference and tender opening.
6. Opening-register maker-checker approval.
7. Evaluation report and professional opinion.
8. Award minimum-quotation and supplier-certificate validation.
9. Contract approval, variation and termination.
10. Framework call-off and LPO linkage.
11. Inspection committee, acceptance certificate and stock posting.
12. Disposal and PPRA return workflows.

## Important compliance note

This software provides configurable workflow and reporting controls. It is not a substitute for legal review, PPRA circular monitoring, professional procurement judgment or an external compliance audit. Thresholds, templates, reporting formats and statutory references should be reviewed by the institution's Head of Procurement, accounting officer and legal/compliance advisers before production deployment.

## Official reference sources reviewed

- Public Procurement Regulatory Authority, Kenya: https://ppra.go.ke/
- Kenya Law, Public Procurement and Asset Disposal Act: https://new.kenyalaw.org/akn/ke/act/2015/33/eng@2022-12-31
- Kenya Law, Public Procurement and Asset Disposal Regulations, 2020: https://new.kenyalaw.org/akn/ke/act/ln/2020/69/eng@2020-07-02
- PPRA Standard Tender Documents and Formats: https://ppra.go.ke/standard-tender-documents/
- PPRA Capacity Building Levy guidance: https://ppra.go.ke/ppra-capacity-building-levy/
