15 OCT 205 = ‘THE PRESIDENCY vl EXECUTIVE OFFICE OF THE PRESIDENT CHIEF OF STAFF AND HEAD OF THE PUBLIC SERVICE, Joon sean STATE HOUSE seams | SS P.O, Box 40530-00100 pet WOP/CAB.39/1A (achive 2 October, 2015 NPY Key = (2° 3 oct 205 ee AN primera wewcieers All Cabinet Secretaries “9 j555°!"" All Principal Secretaries / Accounting 0! PROCUREMENT OF ICT EQUIPMENT IN MINISTRIES AND DEPARTMENTS © The effectiveness and efficiency of the public service and realization of national development goals depends on continued uptake and leverage of ICT and ease of sharing data across systems between Ministries, Departments and Agencies (MDAs} 1 It has however been noted that the acquisition, management and support of ICT goods and services is fragmented and uncoordinated leading to difficulties in sharing of data across systems in the public service, and in the establishment of effective business continuity and disaster recovery facilities for the Government. Other challenges experienced include: a) Duplication of ICT projects, non compliance with standards and challenges with post implementation support leading to underperforming systems, failed projects unnecessary expenses and waste of resources. b) Inability of the Government to leverage economies of scale to realize value for money through volume discounts, standard pricing, standard procurement and ICT support processes. ¢) Widespread use of illegal and unauthorized software that contains malware and viruscs within Government network leading to blacklisting of government data traffic by local and international organizations. To address these and other challenges, the Government has adopted a National ICT Master Plan with a consolidated ICT management approach including risk management, technical resource consolidation and multi-tiered and multi- stakeholder ICT Project management and governance structure. Under this arrangement the Ministry of Information, Communication and Technology shall develop and issue guidelines for Framework Contracting asrequired by PPOA Circular No. 6/2010 for purposes of managing price, quantity and quality, and standards in the acquisition of ICT equipment. For service wide implementation of Framework Contracting it has been decided that: @ Gi) ii) co) All MDAs will henceforth be required to provide details of all ongoing ICT initiatives as well as their new requirements for ICT goods and services to the ICT Authority. Future acquisition of ICT goods and services and implementation of ICT Projects will be governed by the guidelines issued by the Ministry of Information, Communication and Technology and the advice of ICT Authority. Any MDA that has ‘new requirements over and above what had been initially requested will notify ICT Authority for determination as to whether the requirements can be met within an existing Framework Agreenient, Where the requirements cannot be met under an existing agreement ICT Authority will engage with new or existing vendors to’ meet the requirements using Framework Agreements approach. The ICT Authority will be required to sign Service Level Agreements with MDAs to govern the quality of services provided to them under the Framework Agreements. You are required to ensure compliance with this directive and bring it to the attention of officers working under you for seamless implementation. JOSEPH K. KD A, CBS CHIBF OF STAFF AND HEAD OF THE PUBLIC SERVICE Copy to: Prof, Githn Muigai, EGH Attorney-General Office of the Attorney-General and Department of Justice NAIROBI Mr. Edward R. Ouko, CBS. Auditor-General, Kenya National Audit Office, NAIROBI Mrs. Agnes Odhiambo, Comptroller of Budget, Bima House, NAIROB: