Bidders/Suppliers should submit the following bidding documents to the contract awarding committee of Northern Region Development & Procurement Authority (NRDPA).

• A quotation or proforma Invoice covering the products to be supplied.
• A letter of Intent stating suppliers ability to handle the contract supply.
• A letter authorizing and appointing a local company as agent/representative for the tender process.
• Completed copy of the Company Application/Registration Form.
• Proof of payment for the registration fee of 1,895.00 USD/EURO/GBP ($/ €/ £) or its equivalent.
• Certificate of conformity for the product to be supplied (if applicable).
• Product Quotations: Bidders' quotations must be based on Ex Works (EXW), Free On Board (FOB), or Cost, Insurance, and Freight (CIF).
• Company Profile: Bidders must formally present their company to the Procurement Committee for a comprehensive review.
• Complete Description of Products: Bidders must provide comprehensive information about their products (including clear images where necessary).
• Bidders must submit their bids based on their standard product specifications and best quality.
• Bid documents should preferably be handwritten by the bidder, certified by the company president/CEO for authentication purposes, and addressed to our official address.

Quotations from companies that are experiencing financial flop will be rejected as such company may not utilize government funds for the purpose for which it was meant for. Evidence of company registration: Each Tenderer must provide documentary evidence of their registration or incorporation as a legal organization in their country of origin. Other relevant documents/Information that may enhance the company's chances.

TENDER DOCUMENT:

All companies who wishes to have a copy of the official tender document does so buy purchasing the Tender documents through their local Agent who must be a licensed and accredited Agent of the Procurement and Execution Agency of the Republic of Ghana with the sum of US$500.00.

COMPANY/TENDER REGISTRATION FEE:

All our suppliers/contractors are legally required to register with this body as legal, non-resident suppliers for a fee of 1,895.00 USD/EUR/GBP ($/ €/ £) only. This fee is payable through our designated legal officer, who is responsible for processing the company's tender registration and contracting for all relevant departments in accordance with Ghana's laws on international/foreign contracts. The company's tender registration fee is fully refundable to bidders who fail to meet the eligibility criteria for contract award within two days of their formal exclusion from the tender. The tender registration fee will not be required from any company not selected for contract award.

PROVINCIAL PREFERENCE POLICY:

Tender evaluation and award of Contract will be done in accordance with the procedures outlined in the latest Guidelines and Instructions for the Implementation of Provincial Preference Policy and in accordance with the Public Tender Act, 2003 (Act 663), the Provincial Preference Act and associated Regulations.

UN-ACCEPTABLE POLICIES:

• Bids not submitted with a completed copy of the registration form.
• Bids not submitted with proof of payment of the registration fee.
• Bids containing additional items in the application/registration form.
• Bids submitted in violation of the requirements of this authority.

NOTE:

Private communication between the contracting entity and any bidding company is prohibited, except in cases where clarification of the bid file is required. If any bidding company requires any clarification prior to submitting the bid, please notify the Northern Region Development & Procurement Authority (NRDPA) Tender Board of this request through its local representative/agent. The Chairman of the NRDPA Tender Board will publish subsequent responses in a circular.

OPENING OF BIDS:

Submitted bids will be opened by the Tender Committee within three working days of the bid submission date. Qualified/nominated companies with realistic price quotes and the required product lines will be contacted for verification.

CONTRACT PAYMENT:

The winning company(s) will receive their contract payments into their preferred bank account within seven (7) business days from the date of contract agreement approval and endorsement. All foreign invoice payments will be transferred directly to the winning company's bank account from the Northern Regions Development and Procurement Authority (NRDPA) paying bank in Ghana, or from our affiliated foreign bank.

NOTE:

Given the urgent need for goods and quick delivery contracts, the Northern Region Development and Procurement Authority (NRDPA) avoids any delays in transferring the contract payment through our paying bank to the winning company's nominated bank account, attaching a copy of the payment receipt (SWIFT transfer copy) for confirmation by the receiving bank. In this regard, the winning company is strongly advised to carefully review and confirm its bank account details before transferring the payment.