unit4c .

Procurement Plan for Rice and Exercise Books
Destiny Junior Comprehensive School
Prepared by: Salvine Otieno, School Administrator
Date: 5/07/2025
1. Introduction
This plan outlines how we’ll purchase rice for our school feeding program and exercise books for students. We want to make sure we get good quality supplies at fair prices, on time, and following all the right procedures. 
Our main goals are:  
- To have enough rice and books ready before the new term starts  
- To spend our budget wisely and get the best value  
- To make sure everything we buy meets quality standards  
- To follow all school and government procurement rules  

2. What We Need to Buy
Rice for School Meals
Amount needed: 6,600 kg (enough for 500 students for one term, plus extra just in case)  
Type: Fortified rice with added vitamins, approved by KEBS  
Packaging: In 50kg bags for easy storage  
Exercise Books
Amount needed: 5,250 books (10 per student, plus extras)  
Type:
96 ruled pages + 32 squared pages  
Strong covers that won’t tear easily  
Option to print our school logo  

3. How We’ll Buy These Items
For the Rice:  
Find Suppliers: We’ll get quotes from 3 good suppliers including the National Cereals Board and local wholesalers we’ve worked with before.  
Compare Offers: We’ll look at price, delivery time, and past performance. The National Cereals Board is our first choice because they’re reliable.  
Order and Delivery:
Place order at least 3 weeks before term starts  
Check quality when delivery arrives  
Pay 30% upfront, 70% after we receive and check the rice  

For Exercise Books:
Find Suppliers:We’ll contact 3 stationery suppliers, including those who’ve supplied other schools nearby.  
Compare Offers: We’ll choose based on price, quality, and who can deliver fastest. Kasuku Kenya seems best because they offer good discounts for large orders.  
Order and Delivery:
Approve book samples first  
Place order 4 weeks before term starts to allow time for printing our school logo  
Full payment after we check the delivered books  

4. Budget Breakdown
Total Budget: Ksh 962,694
Item
Details 
Cost

Rice
6,600 kg @ Ksh. 98/kg
Ksh. 646,800

Exercise Books 
5,250 books @ Ksh. 48
Ksh. 252,000

Book Customization 
Adding school logo
Ksh. 10,000

Rice transport 
Delivery to school 
Ksh. 33,000

Books Delivery 
Transport fee
Ksh. 12,500

Miscellaneous 
Unexpected costs
Ksh. 10,000

5. Possible Challenges and Solutions
Possible Challenges 
Solution 

Delays in delivery 
Choose suppliers with good track records, include late penalties in contracts 

Poor quality items 
Check samples before full order, inspect deliveries carefully 

Prices going up
Lock in prices with suppliers early

Running out of stock 
Buy 10% extra as backup 

6. Important Dates 
Next week: Finish getting quotes from suppliers  
[Date]:Present choices to School Board for approval  
[Date]: Place orders  
[Date]: Expect deliveries (at least 1 week before term starts)  

7. Who’s Responsible
Salvine Otieno (me): Organizing everything, keeping records  
School Board: Approving the final decisions  
Teachers Committee: Helping check book quality  
School Cook: Checking rice quality when delivered  

8. Approval  
I recommend we proceed with:  
Rice: National Cereals Board  
Exercise Books: kasuku Kenya  .


Prepared by:
Salvine Otieno, H. O. I  
Signature: 
Date: 05/07/2025

Approved by School Board:
Chairperson: __Lawrence Edaria__
Signature: 
Date: 05/07/2025
We as destiny junior comprehensive school mathare,we came up with this procurement Plan for RiceandExerciseBooks since we have decided to have aschool feeding program to support our learners. Being that a procurement Plan is requires careful attention we decided to involve relevant stakeholders eg  schoolH.O.I, Head of departments and parents' representative . We looked at the following approaches. 1.existing process i.e how are the rice and exercisebooks currently procured, 2.Historical data analysis, how much rice and exercisebooks were consumed in the previous academic years . The quantity of the exercisebooks needed per student, subject. 
3.packaging:we looked at if the suppliers offer environmentally friendly packaging options. Or if locally sourced can reduce transportation cost. 
Reflection. 
_we looked at the following points. 
1.waste reductions, can the waste be minimized ieproper storage to prevent spoilage of rice and encouraging students to use exercisebooks fully. 
2.Key performance indicators. The metrics to be used to measure the success of the procurement Plan  eg the cost saving, delivery timeliness and our stalkholders satisfaction. 
3.Feedback mechanisms. 
This is also another critical area to be considered in a procurement Plan, we thought of  how will gather the feedback from teachers, students, parents and staff regarding the quality and availability of these items ie  rice and exercisebooks. 
4.Monitor and evaluation 
Continuously monitoring the effectiveness of the updated plan  and making  that necessary adjustments where possible is very important. 

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