WHAT WE DO

 

 

 

The objectives of public procurement are to ensure the application of fair, competitive, transparent, value-for-money standards and practices for the procurement and disposal of public assets. Attain transparency, competitiveness, cost effectiveness and professionalism in the public sector procurement system. The legislation that regulates and governs the activities of public procurement in Ghana is the Public Procurement Act 2003 (Act No. 663) as amended by the Public Procurement (Amendment) Act 2016 (Act 914).

The Act regulates the procurement of goods, works and services financed, from public purse and the disposal of stores. All government agencies, institutions and establishments in which the government has a majority interest are mandated to comply with the Act. The Entity shall establish a procurement unit within the entity and shall be headed and staffed by qualified procurement personnel. The head of a procurement entity shall appoint a head of procurement of the procurement entity who shall be the Secretary to the Entity Tender Committee.

PROCUREMENT UNIT

The Procurement Unit shall be responsibie for superintending the procurement activities of the Municipality.

CORE FUNCTIONS

• The Unit Head serves as the Secretary to the Entity Tender Committee.
• Receiving procurement requests from originating officers, checking that the proposed procurement is within the approved procurement plan, and that budgeted funds are available prior to commencement of procurement proceedings.
• Co-ordinating the preparation of specifications, terms of reference, short-lists or advertisements, and pre-qualification, tender or request for quotation documents. Where so required by the Tender Committee, submission of documentation for review and approval by the Tender Committee prior to issue.
• Arranging the publication of advertisements and notices of contract award
• Co-ordinating the process of opening of tenders and quotations and ensuring the preparation of formal records of tender or quotation opening in accordance with Section 56 of Public Procurement Act 2003, Act 663.
• Preparing submissions for approval of award by the appropriate authority in accordance with the threshold values established in schedule 3 of the Public Procurement Act 2003, Act 663.
• Maintaining and updating the database of suppliers
• Negotiating with consultants where necessary or other tenders where expressly permitted in the Procurement Act 2003, Act 663 or Regulations.
• Preparing notification of awards and contracts.
• Preparing Contract Documents and Purchase Order, in line with award decision.
• Maintaining procurement records in accordance with Section 28 of Public Procurement Act and the Regulations.
• Planning and coordinating the activities of the Procurement Unit.
• Managing the development and implementation of the procurement plan.
• Provides inputs for the preparation of the annual budget.
• Liaising with service providers and development partners in order to undertake procurement activities.
• Keeping a list of registered suppliers to facilitate the work of the Unit.
• Managing the development and implementation of the procurement plan.
• Provides inputs for the preparation of the annual budget.
• Liaising with service providers and development partners in order to undertake procurement activities.
• Keeping a list of registered suppliers to facilitate the work of the Unit.

ACTIVITIES AND PROGRAMS OF THE UNIT

1. List of Entity Tender Committee members
2. List of service providers (supplies, consultants and contractors)
3. Approved Procurement Plans for each year
4. Budget Extract- Total Expenditure for each year
5. Budget Extract- Procurement Expenditure for each year
6. Documents relating to procurement activities (Goods, Works and services)

• Tender invitation or advert
• Tender Documents
• Evaluation Reports/approvals
• Contract Awards/Letters to unsuccessful Tenderers
• Payments relating to contracts
• Delivery reports/Completion Certificate/Stores Receipt Vouchers
• Other documents relating to contract Management (Goods, Works, Services)

1. Minutes of Entity Tender Committee Meetings
2. Single Source and Restricted Tender Correspondence including approvals
3. Other correspondence relating to procurement including those with PPA
4. Internal Audit Report referencing procurement where applicable
5. Sustainable Public Procurement Policy