This guide is the checklist behind a Ghanaian public bid: each document and step, grouped by the point in a procurement when it is asked for, with who can lawfully do it. For how Ghanaian procurement works overall (Act 663, GHANEPS, thresholds, who can enter national and international tenders, preferences and complaints), see How to bid for government tenders in Ghana.
Before you bid
Your company and tax identity
1. Incorporation or external-company registration. Your legal registration at the Office of the Registrar of Companies (ORC). Ghanaian tenderers include their certificate of incorporation with every bid.
- Time: the ORC advertises a 48-hour “Prestige” expedited service.
- Valid: ongoing, subject to annual returns.
- Who does it: a Ghanaian lawyer or company secretary files the ORC online application under their own account. Your directors sign the consents and declarations and provide ID: the Ghana Card for Ghanaians, passports for foreigners.
- From abroad: a foreign firm operating in Ghana registers an external company (branch) or incorporates a subsidiary.
2. Certificate to commence business and business registration certificate. Both are among the mandatory statutory documents for Ghanaian tenderers in the PPA standard tender document. They are issued with incorporation, and your lawyer or company secretary obtains certified copies. In international tenders, foreign tenderers submit their home-country equivalents.
3. Taxpayer Identification Number (TIN). The Ghana Revenue Authority’s identifier, needed for the Tax Clearance Certificate and for GHANEPS. It is permanent. Your accountant or lawyer arranges it as part of setting up the company; you keep and use your own login to the GRA Taxpayers’ Portal. A foreign supplier without Ghana registration enters its home tax ID on GHANEPS instead.
4. VAT registration certificate. A mandatory statutory document for VAT-registrable Ghanaian tenderers. Your accountant handles the registration and filings.
Your procurement registrations
5. GHANEPS supplier registration. The mandatory e-procurement account for all government procurement since 23 Nov 2023. Company data is pulled from the Registrar, or entered by hand by a foreign supplier.
- Cost: a registration fee and an annual renewal fee, paid through the Ghana e-payment portal by card, mobile money or bank transfer.
- Time: the account becomes active once the fee is paid and the system administrator has validated it.
- Who does it: your company registers the organisation and its Supplier Admin, a named person, and keeps the admin credentials. The Supplier Admin then adds advisers as Supplier Users; each activates with their own transaction number and password. Supplier Users can prepare, encrypt and submit bids but can’t manage the organisation.
6. PPA Supplier Database certificate. The Public Procurement Authority’s registration certificate, which standard tender documents list as a statutory requirement for Ghanaian tenderers. It is needed where the data sheet asks for it.
- Cost: local firms GHS 500.00, renewed at GHS 300.00 a year; foreign firms the cedi equivalent of US$500.00, renewed at US$200.00 a year.
- Valid: 1 year.
- Who does it: the application and documents can be prepared for you; you sign, submit and pay.
Sector and employer certificates
7. Ministry of Works contractor classification. Only contractors classified by the Ministry of Works, Housing and Water Resources can bid for Government of Ghana building and civil works; the standard tender document calls this the “Works and Housing Certificate”. The classes are D/K1–4, E1–3 and G1–2. Application forms are bought and submitted at the Classification Unit (Room 39, Ministry block, Accra). An engineer prepares the personnel and equipment schedules; you sign the forms and provide the original documents. Ghana-incorporated subsidiaries of foreign groups appear on the list, but the rules for foreign entities aren’t published.
8. SSNIT Clearance Certificate. The Social Security and National Insurance Trust’s certificate that employer contributions are paid, a mandatory statutory document for Ghanaian tenderers; Act 663 requires tenderers to be up to date on social security. Your accountant reconciles contributions, and you request the certificate from SSNIT, at a branch or online, under your own employer account. It isn’t required from foreign firms without Ghanaian employees in international tenders, depending on the tender.
9. Labour Department certificate. Works tenders list a “Valid Labour Certificate” from the Labour Department among the mandatory statutory documents. The application pack can be prepared for you; you apply as the employer.
With your bid
10. GRA Tax Clearance Certificate (TCC). The Ghana Revenue Authority’s evidence that you are up to date, required to bid for MDA and other government tenders.
- Valid: only for the period and purpose stated on it.
- Who does it: your accountant clears outstanding returns and arrears, or sets up an instalment arrangement. You then request the TCC in writing, or through your own Taxpayers’ Portal account, stating “tender” as the purpose.
- From abroad: a home-country tax certificate serves in international tenders, unless you have Ghanaian tax obligations.
11. Notarised power of attorney for the signatory. Tender data sheets ask for a “Notarized document/Power of Attorney” confirming who may sign the tender.
- Time: 1–3 days.
- Who does it: a lawyer drafts it, a notary public notarises it, and your directors sign before the notary.
- From abroad: executed abroad and notarised; because Ghana isn’t listed as an Apostille Convention party, legalisation through the Ghana mission and foreign ministry is usually needed.
12. The statutory documents and evidence you’ll be asked for.
| Document | When it’s asked | Who prepares it | What only you do |
|---|---|---|---|
| Statutory documents: certificate of incorporation, certificate to commence business, business registration certificate, TCC, SSNIT, VAT, PPA certificate, Works and Housing Certificate, Labour certificate | Ghanaian tenderers, as the data sheet lists them | Gathered by your accountant and lawyer | Request each certificate from your own accounts |
| Experience, personnel and equipment (Section III qualification criteria) | Every standard tender document | Compiled from your record, in 1–2 weeks | Obtain reference letters from former clients |
| Margin-of-preference evidence: cost breakdown, JV or subcontract evidence | Only where the data sheet applies preferences | Built for you | Sign the JV or subcontract agreements |
| Audited accounts and bank or credit references | Medium and large tenders; Act 663 requires tenderers to be solvent and capable | An ICAG-licensed auditor; your bank | Directors approve the accounts |
| ISO 9001, 14001 or 45001 | Large goods, ICT and works tenders that score or require them | An accredited certification body | Undergo the audit |
| The price | Every tender | — | Set it yourself |
Under PPA’s draft guidelines, the preferences cover goods with local inputs of at least 15% of the ex-works price or domestic value added of at least 10%, works JVs or subcontracts with at least 30% local participation, and consultancy teams with at least 40% Ghanaian key staff.
13. Participation fee, where set. Tender documents can be viewed free, but where the procuring entity configures a participation fee, it must be paid before a bid can be submitted. The amount is set per tender and payment is same-day. A Supplier User can start the payment through GHANEPS and the Ghana e-payment portal; you pay with your own card or mobile money.
14. Tender security, where the data sheet requires it. An unconditional bank guarantee or irrevocable letter of credit on the standard tender document’s form, in the amount and currency the data sheet sets.
- Cost and time: the bank’s commission; 1–5 business days.
- Valid: the bid validity plus 28 days.
- Who does it: you apply to your bank, which issues it; check the wording and deliver the original, which is required.
- From abroad: a foreign bank guarantee needs an acceptable Ghanaian correspondent, and it can’t be rejected only for being foreign (Act 663 s.55(2)©).
15. Encrypt and submit on GHANEPS. Bids are prepared in the GHANEPS bid tool, encrypted and uploaded before closing. A submitted bid can be removed and resubmitted until closing, but can’t be downloaded and opened. A Supplier User submits under their own login, and the original tender security is delivered physically; entities may also allow offline delivery. You sign the Form of Tender and the power of attorney, and add the Supplier User beforehand.
If you’re in line for award
| Step or proof | Issued by | Cost and time | Valid for | What only you do |
|---|---|---|---|---|
| Contract signature | The procuring entity | Within 30 days of award | — | Sign the contract |
| Performance security: 5–10% in the goods template, never above 10% | Your bank or insurer | Issuer’s commission; 3–10 business days | Contract period plus defects liability | Apply to your bank |
| Works insurance: contractor’s all risk, third party, workers | A licensed insurer or broker, in your name | Premium; 1–2 weeks | Contract duration | Sign the proposal, pay the premium and give the employer evidence |
| GIPA registration (foreign-owned enterprises operating in Ghana) | Ghana Investment Promotion Authority (formerly GIPC, renamed July 2026) | — | — | Transfer the minimum foreign capital |
Works contracts require insurance for the works, equipment, injury to persons and property, and the contractor’s personnel, and a local insurer is usually required for Ghana risks. Banks also issue advance-payment guarantees where a contract provides one. GIPA registration is filed by a lawyer after ORC registration, with the capital transfer evidenced by your bank.
Legalisation and translation of foreign documents. Tenders are in English, and foreign-language supporting documents need an English translation by a certified translator. Ghana doesn’t appear on the HCCH Apostille status table, so your home notary notarises the originals you sign, and the chain continues through your foreign ministry, the Ghana embassy and Ghana’s Ministry of Foreign Affairs.
Who does what
| Step | Who can do it | What only you do |
|---|---|---|
| ORC incorporation or external company; commencement certificate | A Ghanaian lawyer or company secretary, under their own ORC account | Directors sign the consents and provide ID |
| TIN, VAT, TCC groundwork | Your accountant | Keep your GRA portal login; request the TCC yourself |
| SSNIT clearance | Your accountant reconciles contributions | Request it under your own employer account |
| Labour certificate | Application pack prepared for you | Apply as employer |
| GHANEPS organisation and Supplier Admin | Data pre-filled for you | Register the Supplier Admin and add Supplier Users |
| PPA Supplier Database | Application prepared for you | Sign, submit and pay |
| Works classification | An engineer prepares the schedules | Sign the forms; provide originals |
| Notarised power of attorney | A lawyer drafts; a notary notarises | Directors sign before the notary |
| Bid preparation, participation fee, encryption and submission | A Supplier User under their own login | Pay any fee; sign the Form of Tender |
| Tender and performance security | Your bank or insurer | Apply to it |
| Works insurance | A broker or insurer | Sign the proposal and pay |
| Audited accounts | An ICAG-licensed auditor | Directors approve them |
| GIPA registration | A lawyer | Transfer the capital |
| Translation and legalisation | A certified translator; a notary; the consular chain | Provide originals and sign before the notary |
The professionals involved
| Professional | Licensed or regulated by | What they do for a bidder |
|---|---|---|
| Notary public or commissioner for oaths (senior lawyers appointed by the Chief Justice) | Judicial Service of Ghana | Notarise the power of attorney the data sheet asks for, and swear affidavits and statutory declarations |
| Chartered accountant (ICAG member; licensed auditor for statutory audits) | Institute of Chartered Accountants, Ghana (ICAG) | Audit the financial statements tenders ask for, bring GRA filings and SSNIT contributions up to date so you can get the clearance certificates, and prepare annual returns and financial-capacity statements |
| Professional engineer or quantity surveyor | Engineering Council of Ghana | Prepare technical proposals, BOQs and work programmes for works tenders, serve as key staff in the bid, and support classification applications |
| Procurement or bid consultant | Unregulated | Prepare the bid package and run GHANEPS uploads as a named Supplier User |
Banks licensed by the Bank of Ghana and insurers under the National Insurance Commission issue tender security, performance security and advance-payment guarantees, and a Ghanaian bank can act as correspondent for a foreign bank’s guarantee.
If your company is from abroad
You can bid directly in international competitive tenders without a Ghanaian company, but national tenders are open only to Ghana-registered firms, so below the international thresholds you need a Ghana-registered company or external-company registration (with GIPA registration) or a local partner; who can enter which tenders is explained in How to bid for government tenders in Ghana. For the paperwork:
Register on GHANEPS by hand with your home tax ID and pay by card. In international tenders, submit home-country equivalents of the incorporation and commencement certificates, and a home-country tax certificate unless you have Ghanaian tax obligations; SSNIT clearance isn’t usually asked of firms without Ghanaian employees. The PPA supplier certificate costs the cedi equivalent of US$500. Your power of attorney is notarised abroad and legalised, not apostilled, and supporting documents need English translations. Home audited accounts in English and home ISO certificates count. Your bank guarantee needs a Ghanaian correspondent. If you set up locally, register an external company or subsidiary with the ORC, then GIPA.
Pitfalls
- Keep the Supplier Admin credentials to yourself. Advisers work only under their own Supplier User accounts.
- Check whether the tender is domestic-only. A buyer can limit a national tender to Ghanaian citizens or majority citizen-owned companies, and that choice can’t be challenged.
- Get classified before you bid on building or civil works.
- The tender security must be an original, and a foreign guarantee needs a Ghanaian correspondent bank.
- Check the TCC and SSNIT dates before every submission.
- Pay any participation fee in good time; the bid can’t be submitted until it’s paid.
- Claim a margin of preference only where the data sheet applies one.
- Don’t rely on proposed changes. The 2026 proposals on Ghana-made product lists, food from Ghanaian farmers and shorter lead times aren’t law yet.
Doing it with askTender
In Ghana, your askTender Partner is added as a named user on your company’s account on GHANEPS and works under their own login. You keep your own login, and sign what only you can sign: the Supplier Admin registration, your certificate requests, the power of attorney before the notary, the Form of Tender and the contract. The askTender Desk prepares the bid package, the statutory-document file and the preference evidence and coordinates the certificates and securities; askTender Partners, such as a chartered accountant, a notary or an engineer, do the steps their licence covers.
Questions
Can someone else submit my bid on GHANEPS?
Yes. Your company registers the organisation and its Supplier Admin, a named person, and the Supplier Admin adds advisers as Supplier Users, each with their own username and password. Supplier Users can prepare, encrypt and submit bids but can’t manage the organisation.
How much is the PPA supplier registration certificate?
GHS 500 for a local firm, renewed at GHS 300 a year; for a foreign firm, the cedi equivalent of US$500, renewed at US$200 a year. It lasts 1 year and is needed where the tender data sheet asks for it.
How long must a Ghanaian tender security stay valid?
28 days beyond the bid validity. The data sheet sets the amount and currency, the original is required, and a foreign bank’s guarantee needs an acceptable Ghanaian correspondent bank. It can’t be rejected only because the issuer is foreign.
How do I get a Ghana Tax Clearance Certificate for a tender?
Your accountant clears outstanding returns and arrears, or sets up an instalment arrangement, and you request the certificate in writing or through your own GRA Taxpayers’ Portal account, stating ‘tender’ as the purpose. It is valid only for the period and purpose stated on it.
Do Ghanaian buyers accept apostilles?
Ghana does not appear on the Hague Apostille Convention status table, so foreign documents such as a power of attorney go through notarisation and then legalisation by your foreign ministry and the Ghana mission.
What insurance does a Ghanaian works contract need?
Insurance for the works, equipment, injury to persons and property, and the contractor’s personnel, with evidence given to the employer. A licensed insurer issues it in your name, usually in 1–2 weeks, and a local insurer is usually required for Ghana risks.
Sources
- GHANEPS supplier guidance: registration and e-bidding
- PPA: revised fees and charges
- PPA standard tender document: works, major contracts (2020)
- PPA standard tender document: goods, international competitive tendering
- Public Procurement Act, 2003 (Act 663), as amended (PPA reprint)
- PPA draft guidelines on margins of preference
- GRA: Tax Clearance Certificate
- Office of the Registrar of Companies
- Ministry of Works, Housing and Water Resources: contractor classification
- GIPA: investor guide
- HCCH: Apostille Convention status table
This guide explains the rules in plain English; it isn’t legal advice. Procurement rules change, and each tender document sets its own conditions — it always prevails.