Abstract
This study aims to investigate the influence of record management in the tendering process in the public sector in the context of the Embu County Government, specifically the study sought to investigate the influence of training in record keeping and the filing system on tendering process in Embu county government. The study adopted a descriptive research design. The study used the census method for the 33 members of the tendering committee in the county government of Embu. The study adopted a census because the population was small. A structured questionnaire was used to collect data needed in the study. Both descriptive and inferential statistics were used to analyze quantitative data. Quantitative responses based on the Likert scale were coded in the computer using Statistical Package for Social Sciences (SPSS) version 22. Processed data were summarized in tables and then presented using simple frequencies and percentages. The study established that records management affected the tendering process. The study also revealed that the tendering process in the public sector is statistically significantly (P = 0.000) affected by records management. The study recommended that the County government of Embu should ensure that the tendering process is effective, by adopting advanced training in the record management and filing systems so as to maintain and secure all tender records in the procurement department.
Highlights
Tendering in the public procurement is a procurement procedure whereby potential suppliers are invited to make a Firm and unequivocal offer on the price and terms in which they will supply specified goods, services or works which on acceptance shall be the basis of a subsequent contract (Lysons & Farrington, 2006)
This was attributed to inadequate training of staff that led to failure to employ good practices in procurement creating inefficiencies and high costs in the tendering process
This shows that the training in records management and filing system is imperative in the tendering process
Summary
Tendering in the public procurement is a procurement procedure whereby potential suppliers are invited to make a Firm and unequivocal offer on the price and terms in which they will supply specified goods, services or works which on acceptance shall be the basis of a subsequent contract (Lysons & Farrington, 2006). All Public entities are subjected to open tendering by law so as to prevent fraud, waste, unethical practices or local protectionism (Global Trade Negotiation, 2006). The tendering process is entrusted to the procurement department in the public service. According to Osei-Tutu, Badu and Owusu-Manu (2010) public procurement has been identified as the most vulnerable government activity that is prone corruption. The prevalence of corruption of public procurement tenders is estimated to be up to 70% which has resulted to the inflation of project cost by not less than 20% (Osei-Tutu, Offei-Nyako, Ameyaw & Ampofo, 2014; Atiga & Azanlerigu, 2017). In Russia, the transparency of the procurement process is ensured to combat corruption (Balaeva & Yakovlev, 2017). Proper record keeping and management of procurement proceedings in accordance with international standards such as ISO 15489-1 (ISO, 2016) and accepted best practices is required
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