State officers risk Sh4 million fine for skipping electronic procurement system
The Public Procurement Regulatory Authority revealed that certain officers have ignored the directive, while others have attempted to circumvent the system by retroactively adjusting procurement dates to pre-June 30, 2025.
Government officers who continue to procure goods and services outside the Electronic Government Procurement System (E-GPS) risk facing fines and being personally charged for payments they authorise, the procurement watchdog has cautioned.
Despite the system being mandatory from July 1, 2025, some officers have been making purchases off the platform or backdating transactions to appear compliant, the Public Procurement Regulatory Authority (PPRA) says.
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In a circular issued to national and county government entities on August 12, 2025, the Public Procurement Regulatory Authority revealed that certain officers have ignored the directive, while others have attempted to circumvent the system by retroactively adjusting procurement dates to pre-June 30, 2025.
“It has, however, come to the attention of the authority that some procuring entities have continued to procure goods and services outside the E-GPS platform while others have resorted to retroacting current procurement of goods and services by backdating procurement proceedings to pre-June 30, 2025,” the circular reads.
PPRA Director-General Patrick Wanjuki emphasised that approving payments outside the E-GPS is a breach of the law, warning that officers will be surcharged for any funds they authorised.
“That, effective July 1, 2025, all public procurement and asset disposal transactions should be conducted through the E-GPS; any procurements done outside the system and paid for shall be surcharged on the officer who authorised the transaction,” Wanjuki stated.
Officers found violating the rules could face fines of up to Sh4 million, on top of being personally liable for the payments made.
The E-GPS was introduced to handle all public procurement activities in a transparent and accountable manner for both county and national government bodies.
PPRA also instructed public entities to stop posting new tenders on the Public Procurement Information Portal (PPIP) and to ensure that all future procurements are processed exclusively through the E-GPS.
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