This is the entity's side of the process, and the part that decides how quickly you get a decision. Most delay is not the Office's: it is a submission that had to be returned.
Recording one
- Open Cases, then "Record a submission" If you do not see the button, your role does not include submitting — the principal spending officer at your organisation can tell you who does.
- Choose your entity and the project Both are typed, not scrolled: start typing and the list narrows. The project comes from the register of approved investments. A contract that belongs to no registered project cannot be traced back to an approved investment, so there is nowhere to file it.
- Describe the contract and its value The title is what a reviewer reads first — say what is being bought and where. Enter the value as a plain amount in cedis.
- Say whether it was competitively tendered A single-source contract is in scope at any value, needs a signed justification, and cannot take effect unless its project is already in the Public Investment Plan. The form will tell you if it is not.
- Explain what the contract is for The need it meets and the options you considered. This is the single most useful thing you can write: a reviewer who cannot see the need has no way to judge the price, and will have to ask.
Who you intend to award to
On a single-source award you also declare the supplier: its registered name, its registration number, and the people who own and direct it. There is no losing bidder on a single-source contract to raise an objection, so the Office has to be able to see for itself who is being paid. A declaration that turns out to be wrong is a serious matter; one that is incomplete simply comes back to you.
What must come with it
- A priced bill of quantities.
- The technical specification.
- For single source: a signed justification, and the project's place in the Public Investment Plan.