Procurement Policies/Guidelines 

Introduction

The University of Ghana has established a robust procurement framework to ensure the efficient and transparent acquisition of goods, works, and services. This framework is designed to comply with legal requirements and promote accountability. This article outlines the key steps in the procurement process, guidelines for low-value and minor procurement, and the use of donor-specific procurement rules.

Procurement Process for Goods, Works, and Services

The procurement process at the University of Ghana is structured to ensure that all acquisitions are budgeted, planned and executed efficiently. The process involves several key steps:

  1. Budget Preparation and Programme of Work
    • Annually, departments prepare budgets for the goods, works, and services they intend to procure. This ensures that all procurement activities are planned and funded appropriately.
  2. Procurement Plans
    • Details of budgeted items must be submitted to the College or Central Materials Officer for inclusion in the annual procurement plan. Procuring items not included in the plan constitutes an offence under the Public Procurement Act.
  3. Initiation of Procurement
    • Procurement requests can be initiated by various heads within the university, such as Heads of Departments, Directors, and Hall Masters. These requests must be approved by authorized officers.
  4. Approval of Purchase Requests
    • Purchase requests are forwarded to the respective Provost for approval at the college level. At the central administration level, approvals can be given by Pro Vice-Chancellors or the Registrar, depending on the reporting lines.
  5. Conducting Procurement
    • The Central Materials Officer or College Materials Officers select the appropriate procurement method based on the value and nature of the items. Methods include price quotations, national competitive tendering, restrictive tendering, and single or sole sourcing.
  6. Tender Opening
    • Tenders are opened by a panel approved by the Registrar or Provost. The panel typically consists of 3-5 officers, including a representative from the user department.
  7. Evaluation of Tenders
    • An evaluation panel, constituted by the Registrar or Provost, reviews the tenders. The panel includes accountants, end-users, procurement staff, and technical experts. Evaluation reports are prepared and signed by all panel members.
  8. Approval of Evaluation Report
    • The evaluation report and subsequent award are approved by the Provosts, Vice-Chancellor, Entity Tender Committee, Central Tender Review Committee, or Public Procurement Authority, depending on the amount involved.
  9. Award Notification
    • After approval, an award notification is issued to the recommended supplier.
  10. Signing of Contract
    • Upon acceptance of the award notification, a contract is signed with the supplier, contractor, or service provider by the Provost or Vice-Chancellor on behalf of the university.
  11. Informing Unsuccessful Tenderers
    • All tenderers who participated in the process are informed about the outcome.
  12. Contract Management and Administration
    • Contract administration includes expediting, modifications, and cancellations as necessary.
  13. Delivery, Inspection, and Acceptance
    • A team consisting of end-users, internal audit representatives, head of stores, and procurement assistants inspects the delivered items. A technical certification form is signed to indicate acceptance, and necessary entries are made in the inventory system.
  14. Payment
    • Payment is processed by the Finance Office once all documentation is verified.
  15. Auditing
    • The entire procurement cycle is audited by internal and external auditors, including the Public Procurement Authority and auditors selected by donors.

Use of Low-Value and Minor Procurement Form

The University of Ghana has introduced the implementation of low value and minor procurement methods as part of its efforts to streamline procurement processes and reduce bureaucracy. These methods, introduced by the Public Procurement Authority (PPA), aim to expedite procurement activities for items that fall within specific thresholds.

Thresholds for Low Value and Minor Procurement

The thresholds for low value and minor procurements are as follows:

  • Low Value Procurement:
    • Perishable items: GH¢10,000
    • Non-perishable items: GH¢5,000
  • Minor Procurement:
    • Goods: GH¢30,000
    • Works: GH¢30,000
    • Services (Technical, Consultancy, General Services): GH¢30,000

Simplified Procurement Forms

To reduce the bureaucracy associated with other procurement methods, the forms for low value and minor procurement have been simplified. These methods can be used subject to approved purchase requests by authorized officers. The Central Materials Officer and all College Materials Officers have been trained on how to use these forms, and copies have been distributed to them.

Processing Low and Minor Procurement Requests

The processing of low and minor procurement requests should be done through the Central Materials Officer for directorates and units under central administration, and through College Materials Officers for the various colleges. This initiative aims to reduce delays associated with procurements within the specified thresholds.

Approval of Purchase Requests

Purchase requests must be approved by the following officers:

  • Central Administration:
    • Directorates/Units/Departments under central administration and traditional halls should send their purchase requests to the Registrar for approval. The Central Materials Officer will then process the requests.
  • Pro Vice-Chancellor (ASA):
    • Directorates/Units/Institutes under the Office of the Pro Vice-Chancellor (ASA) should send their requests for approval before the Central Materials Officer processes them.
  • Pro Vice-Chancellor (RID):
    • Directorates/Units under the Office of the Pro Vice-Chancellor (RID) should send their requests to the Pro Vice-Chancellor (RID) for approval before the Central Materials Officer takes procurement action.
  • College Level:
    • At the college level, all purchase requests should be approved by the respective Provosts before the College Materials Officer initiates procurement action.

Use of Procurement Rules of Donors

When implementing projects funded by external organizations, the University of Ghana may use the procurement rules specified by the donor. According to Section 96 (2) of the Public Procurement Act, 2003 (Act 663) as amended, these donor-specific procedures must be reviewed and approved by the Public Procurement Authority. The Principal Investigator must provide the Logistics Directorate with a copy of the donor's procurement rules, and the Logistics Directorate will seek the necessary approvals.

Conclusion

The University of Ghana's procurement guidelines ensure that all acquisitions and disposals are conducted transparently and efficiently. By adhering to these guidelines, the university upholds its commitment to accountability and compliance, supporting its mission to provide quality education and research.