The documents your procurement office needs
Institutional buyers here ask for the same set every time, and assembling it costs a week of a tender that was already short. This page lists all of it, says plainly which we can hand over today and which we cannot, and gives you one person to ask.
Registered in Ghana · Data processing agreement drafted under Act 843 · Nothing on this page is behind a form
The pack
| Document | What it is | Format | Size | Available |
|---|---|---|---|---|
| Company profile | Who we are, what we do, and who will say so. | — | 1.2 MB | On request |
| Certificate of incorporation | From the Registrar General. | — | 420 KB | On request |
| VAT registration certificate | With the TIN on it. | — | 180 KB | On request |
| Tax clearance certificate | Current year, from the GRA. | — | 210 KB | On request |
| SSNIT clearance | Current contributions. | — | 190 KB | On request |
| Data processing agreement | Drafted under Act 843 and ready to sign. | — | 96 KB | On request |
| Security questionnaire, answered | The usual forty questions, filled in, including the ones where the answer is no. | — | 140 KB | On request |
| Standard tender response | Our part of the response, for you to paste into yours. | — | 220 KB | On request |
| Independent penetration test | Not yet carried out. We will publish the date and the summary when it is. | — | — | On request |
Three steps, and no sales call
You do not have to speak to anybody to get these. Ask, and the ones marked ready come back the same working day.
- Tell us which ones you need
The contact page, or the email on it. A tender reference is enough -- you do not have to explain what you are buying.
- We send what is marked ready
Same working day, as files, not as links that expire. If your portal needs them uploaded rather than emailed, say so and we will upload them.
- Anything not ready, we tell you when
With a date, not a "soon". The one item below that is not ready has no date yet, and that is said on the row rather than left out of the list.
Inside the DPA and the security questionnaire
Every other document in the pack is a certificate somebody else issued. These two are ours, and they are the ones a careful buyer reads line by line.
Ghana's Data Protection Act, not a template written for another jurisdiction with the country name changed. It names who the controller is, who the processor is, where the data sits, how long we keep it and what happens to it when you leave.
The usual forty questions, filled in, including the ones where the answer is no. A questionnaire returned with every box ticked is one nobody filled in honestly.
It is the one item in the list below that is not ready and we are not going to leave it off. When it is done we will publish the date and the summary, including whatever it finds.
Which document answers which question on a tender form
Tender forms ask for these under a dozen different names. This is the mapping, so that the person assembling your submission can tick the boxes without ringing us to ask which file is which.
| Document | The question it answers | Usually asked by |
|---|---|---|
| Company profile | Who you are, how long you have existed and who will vouch for you | Almost every form, as the first attachment |
| Certificate of incorporation | Whether the company legally exists and under what name | Procurement, at pre-qualification |
| VAT registration certificate | Whether you can issue a VAT invoice, and under which TIN | Finance, before a purchase order is raised |
| Tax clearance certificate | Whether your taxes are current this year | Procurement, and it is the one that expires soonest |
| SSNIT clearance | Whether contributions for your own staff are up to date | Public bodies, as a condition of award |
| Data processing agreement | What happens to personal data you hand over, under Act 843 | Legal, or whoever owns data protection |
| Security questionnaire, answered | The forty standing questions about access, backups and certification | IT, usually last and usually in a hurry |
| Standard tender response | Our half of the submission, written once so you can paste it into yours | Whoever has been given the form to fill in |
| Independent penetration test | Whether an outsider has tried to break in — and no test has been carried out, so there is no document | IT, on the larger tenders, and the honest answer is the one above |
Five commitments we will put in the contract
A pack of certificates proves what we are. These five are what we will agree to be held to, and each is a clause rather than a sentence on a website. Ask for the draft and read them before you decide.
All nine sections, as CSV, within the period the contract names and for no fee. It is the same export your own administrator can run from the screen, which is what makes the clause enforceable rather than aspirational.
The data processing agreement names who the controller is, who the processor is, what we may do with what you give us and what happens at the end. It is drafted for Ghana rather than adapted from a template written for somewhere else.
From the moment we know, by name, to your administrator — including when the answer is that your organisation was unaffected. The sequence is written out on the security page so you can see what you would be agreeing to.
The response times are published by plan on the support page and reported every quarter. A commitment measured only by the party making it is worth asking about.
The pricing page names the modules that are unbuilt. The clause is that we will keep doing that — a roadmap shown only after signature is how a buyer ends up defending a decision they were not given the facts for.
Where your own legal team has a form of words they prefer, send it. We would rather argue about a clause now than discover we disagreed about it during a tender.
What procurement asks us before we get on a list
Five questions that decide whether a supplier is considered at all, answered here so that the answer is the same whoever in your office asks it.
How quickly can you return a completed form?
The standard tender response covers our half and comes back the same working day. A form that needs a figure specific to your tender — a volume, a number of sites, a delivery window — takes longer, and you will be given a date rather than a reassurance.
Will you sign our contract rather than yours?
Usually, yes. The five commitments above are what matters to us; the rest is your legal team's form of words and we have no attachment to ours. Send it early and the review is short.
Do you meet the technical pre-qualification thresholds?
That depends on the threshold, and the one that most often fails us is an external penetration test, which has not been carried out. If a tender requires one, say so at the start and we will tell you plainly whether to continue rather than letting you spend a fortnight on a submission that cannot score.
Can you provide references from a public body?
Ask. Both firms willing to be referenced are listed on the case studies page with their sector and size, and one of them is unnamed at their own request. We will tell you exactly who is available rather than implying a longer list.
Who signs on your side?
One named person, who is also the person who answers the pack request. You will not be passed between a sales contact and a contracts department, because there is one of each and they are the same person.
If your tender asks for something this page leaves out
The list above is what institutional buyers here ask for most often. It is not every form that exists, and a tender with a requirement we cannot meet is better identified in the first week than in the last.
Send the requirement. Several of these only became part of the pack because one buyer asked for them and we noticed the next three would too.
A statement of capacity, a named implementation lead, an insurance certificate at a level a particular contract requires. These are produced against a specific tender rather than kept on a shelf, and we will give you a date.
You will be told so on the day you ask, with whatever is nearest to it and whether it is being worked on. The penetration test is the standing example: no report, no date, said on the page rather than in an email after the deadline.
Ask on the contact page with the tender reference and the deadline. You will get a plain answer about whether to continue, including when the answer is that you should not.
Ask for the pack
Say which documents and which tender. You will get them from a person, not a portal, and if something is missing you will be told what and when rather than chased.