Zetech University Procurement Portal

Procurement Guidelines

General Guidelines

The procurement function is guided by the following general guidelines;

1. Prequalification of suppliers is done once every two years. Suppliers must meet the set threshold in order to be enlisted on the supplier list-the prequalified list of suppliers shall be posted on the website of the University to allow easy reference by your prospective clients (any supplier who wishes not to have their details posted on the website may request the University, through the procurement Department, to have their names removed from the published list)
2. All prequalified suppliers have an equal opportunity of working with the University on a competitive manner.
3. The University continuously monitors the performance of all engaged suppliers based on predetermined key success factors with the aim of developing excellence within our supply portfolio. Any major non-conformance registered against a supply partner may lead to blacklisting of the supplier. Below are the key parameters that define value within our processes:
   1. Delivery of quality products/works/services- All supplies must meet set quality standards or prescribed specifications.
   2. Delivery timeliness- All supplies must be delivered with set timelines.
   3. General supplier responsiveness- Individual suppliers must display commitment in upholding an excellent commercial engagement culture.
   4. Socio-economic responsibility-Individual suppliers will endeavor to ensure full compliance to social welfare within their firms. Suppliers must continuously exhibit commitment to protecting their staff and promoting healthy working environments in full compliance to the local and relevant international laws.
   5. Environmental responsiveness- Individual suppliers will ensure commitment towards protecting the environment from harmful exposure as a result of their day to day operations. 
4. We are committed to preserving a substantial allocation of the annual procurement spend to special groups (Youth, women led enterprises and PWD). Award is however done on a competitive basis amongst the eligible bidders.
5. The University does not condone any form of corrupt practices such as collusion, bribery, extortion or any form of conflicts of interest. All persons involved in the procurement process within the University are bound by a code of conduct. Supplier must desist from engaging in any form of procurement malpractices.
6. The procurement function is founded on globally accepted practices and consistently endeavors to sustainably support the supply partners within our portfolio.

Supply chain sustainability Guidelines

The University has established the following guidelines geared towards promoting social and environmental protection within its supply portfolio. Suppliers are encouraged to familiarize themselves with the guidelines and align accordingly.

These guidelines extend to representatives, suppliers and other third parties who provide services/products to the University or who, in any way, act on behalf of the University, such as agents, intermediaries or subcontracted companies, regardless of the territory in which they carry out their activity.

1. Compliance to legislations and ethics- The University requires all its suppliers to comply at all times with the applicable international, domestic and local legislation. The University shall clearly define the applicable legislations and shall at all times make available such legislations to all suppliers for ease of reference and compliance.
2. Human Rights protections- The University expects its suppliers to strive to support and respect the protection of Human Rights in accordance with the local regulations and relevant global guidelines ratified by the republic of Kenya. The suppliers shall particularly adhere to the following guidelines with regards to respect to people:
   1. Prohibit forced labour and/or any mistreatment of their employees. This includes a total prohibition on any trafficking of human beings.
   2. Ensure the absence of child labour in its activity or its own supply chain.
   3. Assign a living wage sufficient to meet the basic needs of their employees and ensure compliance with the current labour regulations.
   4. Ensure that the working hours are not excessive and that the maximum working day complies with the local legislation.
   5. Respect the freedom of association of their employees.
   6. Promote a zero-tolerance environment for violence and harassment. Abuse or discipline by physical means, threat of physical abuse, sexual or other harassment, verbal abuse, or other forms of intimidation are prohibited.
   7. The supplier must operate defined policy and process to ensure that nowhere in its supply chain, or in its own business, is labour provided under conditions of slavery or trafficking in persons taking place.
3. Health and Safety- Suppliers must provide a working environment that ensures respect for the health, safety and well-being of their employees while bearing in mind the local, domestic and international standards, in accordance with the specific hazards/risks of each activity.
4. Environment protection- The supplier shall at all times act in compliance with international, national, and local environmental legislation, especially in terms of waste, energy, emissions, noise, resource consumption and handling of dangerous substances. Suppliers, if so required by the University, shall take measures to minimize the impact of their activity on climate change, including their entire value chain and shall offer products and services based on eco-design practices that consider, among other factors, energy consumption and the incorporation of less polluting materials.
5. The supplier shall put in place a robust structure that includes privacy principles reflecting its commitment to protect the personal data entrusted to it, whether of the University or other clients, shareholders, employees or suppliers, in accordance with applicable personal data protection legislation and the University’s guidelines.