Drivers for Suppliers’ Responsiveness in the Government Tendering Process: A Case of the Ministry of Lands, Housing and Urban Development Department of Public Works in Gatundu, Kiambu County, Kenya

Abstract

The study aimed at determining the factors affecting suppliers’ responsiveness in the Government tendering process with reference to the Ministry of Lands, Housing and Urban Development Department of Public Works Gatundu Sub-County. The study focused on the management and activities of the staff as well as suppliers and customers of the department.  The researcher adopted a descriptive research design as there are variables which cannot be quantified but can only be described in descriptive statistics. Through random stratified sampling method the researcher selected 33 respondents out of 105 who constituted the total population of the staff, suppliers and customers in the department and were stratified in to senior level management, middle level management, procurement and stores staff as well as suppliers and customers in the department. Data was collected through administering questionnaires to the respondents. Quantitative and qualitative techniques of data analysis was used to analyze Data and included the use of SPSS Version 21 data analysis software as well as Microsoft Excel and the findings presented through charts, tables and graphs. The ideas conveyed in this study are in response to the research questions set forth. This study achieved its primary objectives which were: to determine the extent to which order specifications affect Supplier responsiveness in the Government tendering process; to assess the extent to which use of information technology affects Supplier responsiveness in the Government tendering process; to examine the extent to which market price increases affect Supplier responsiveness in the Government tendering process; and to establish the extent to which buyer-supplier relationships affect Supplier responsiveness in the Government tendering process. This result shows that there are relationships existing among the constructs of the study, and it confirms proposed ideas in the first three chapters. Hence, it is concluded with some contributions to the literature. From the findings the study has drawn conclusions and made recommendation on how supplier responsiveness to Government tendering processes can be enhanced. Importance of specifications cannot be over-emphasised. Specifications indicate, fitness for purpose or use; communicate the requirements of a user or purchaser to the supplier; compare what is actually supplied with the requirements in terms of purpose, quality and performance as stated and provide evidence in the event of a dispute, of what the purchaser required and what the supplier agreed to provide. Since the key objective of purchasing is to contribute to the profitability of an undertaking by obtaining the best quality products or services in terms of fitness for use at the least possible total cost. It is therefore higly recommedned that negotiating with suppliers, purchasing staff must know what they are negotiating for because the satisfaction of user requirements depends on obtaining reliable supplier. Findings of the study reveal the importance of Information technology, by way of transforming the way that business is conducted. There is need for purchasing entities to embrace the strategic implications of IT and e-procurement so as to effectively coordinate demand requests, transportation and inventory management organizations should utilize the benefit of strategic supply chain tools such as information technology to lower and make ordering more efficient.

Keywords: Suppliers’ responsiveness, Tendering process, Order specifications, Information technology, Market price increases, buyer-supplier relationships.