Procurement and Stores Procedures

The procedure for purchases should be in compliance with relevant sections of the Procurement Act, 2003 (Act 663).

Procurement Procedures

  1. Every Unit within the University shall prepare Procurement Plan

  2. Procurement Plan should be prepared based on its Annual Budget not later than 30th September each year

  3. The Procurement Unit shall prepare a comprehensive Procurement Plan for the University which shall be approved by the Entity Tender Committee

  4. There shall be a Procurement Advisory Committee to consider all purchases with values up to Entity Head's procurement threshold. The Procedure shall be in accordance with the requirements set out under the Procurement Advisory Committee.

Membership of Procurement Advisory Committee (PAC)

  1. Chairman- appointed by the Vice-Chancellor

  2. Representative of School of Business

  3. Representative of Training and Development Section

  4. Representative of Directorate of Finance

  5. Representative of Directorate of Internal Audit

  6. Representative of Procurement Unit

  7. Assistant Registrar/Senior Assistant Registrar from Division of Legal, Consular & General Services (DLCGS) as a Secretary

Tenure of Office

  1. The Chairman shall be appointed for two (2) years and eligible for reappointment for another two (2) years only

  2. The Representatives of the Registrar, Director of Finance and the Director of Internal Audit (other than the Registrar, the Director of Finance and the Director of Internal Audit themselves) shall be two (2) years and renewable for another two (2) years only. Outgoing members will not be eligible for re-appointment for the next two years at least.

Functions of Procurement Advisory Committee (PAC)

  1. To make recommendations on purchases, the value of which shall not exceed the Head of Entity's threshold

  2. To seek expert advice on specifications related to goods to be purchased, where necessary

  3. To consider quotations obtained by the Procurement Unit

  4. To make the selection of the most suitable supplier(s)

  5. To recommend placement of orders to the Vice- Chancellor having regard to quality and price

  6. To suggest to the Vice-Chancellor ways of improving the system

The Chairman and the Secretary of the Committee shall sign the report.

Entity Tender Committee

There shall be an Entity Tender Committee which shall consider procurement of goods, works and services whose values are above the Vice-Chancellor's threshold.

Chairperson

Chairperson of Council

Members

  • Vice-Chancellor;

  • Registrar;

  • Director of Finance;

  • A lawyer appointed by the University Council;

  • One member appointed by the Ministry of Education;

  • One member appointed by the National Council for Tertiary Education (NCTE);

  • One representative of the Students' Representative Council (SRC);

  • One representative from the University Teachers Association of Ghana (  UTAG - UCC)

Secretary

Assistant Registrar/Senior Assistant Registrar from (DLCGS)

Quorum

Five

Voting

Decisions shall be by simple majority and the chairperson shall have a casting vote.

Functions

The Committee shall;

  1. Review procurement plans in order to ensure that they support the objectives and operations of the Institution, Faculty, Department or Entity

  2. Confirm the range of acceptable costs of items to be procured and match these with the available funds in the approved budget

  3. Review the schedules of procurement and specifications and also ensure that the procurement procedures to be followed are in strict conformity with the provisions of Public Procurement Act, 2003, its operating regulations and guidelines

  4. Ensure that the necessary concurrent approval is secured from the relevant Tender Review Board, in terms of the applicable threshold in Schedule 3 of Public Procurement Act, 2003, prior to the award of the contract

  5. Facilitate contract administration and ensure compliance with all reporting requirements under the Public Procurement Act, 2003; and

  6. Ensure that stores and equipment are disposed of in compliance with Public Procurement Act, 2003.

Availability of Fund

  1. The Chairman of Entity Tender Committee and the Head of Procurement Unit shall consult Director of Finance of the availability of fund before the University enters into contract above Entity Head's threshold

  2. The head of the Procurement Unit and Procurement Advisory Committee (PAC) must satisfy themselves from the Director of Finance that funds are available for the purchase of items within Entity Head's threshold.