BACKGROUND INFORMATION & RATIONALE
The West African Centre for Cell Biology of Infectious Pathogens (WACCBIP) was established in 2013 under the College of Basic and Applied Sciences of the University of Ghana, Legon.
The mission of the Centre is to improve diagnosis, prevention and control of infectious diseases in sub-Saharan Africa by providing advanced level training and research excellence in the cell and molecular biology of infectious pathogens. Please visit www.waccbip.org for more information about the Centre.
The funding model of WACCBIP is basically winning grants offered by governmental and nongovernmental donors. For an entity whose sustainability is dependent on grants, our strategy is to ensure that we are better placed and remain competitive for these grants. Each grant is run as a separate project and funders require financial reports in the funding currency. WACCBIP, however, currently uses the Integrated Tertiary System (ITS) which is the main application used across the University of Ghana. Considering the challenges associated with meeting funders’ unique requirements with using the ITS, WACCBIP deems it necessary to procure an accounting software that enables it efficiently to manage its projects.
FEATURES OF THE SOFTWARE
- Multicurrency
- Payroll management
- Allow for the attachment of supporting documents of transactions.
- Allow for the customisation of the chart of accounts.
- Allow for the generation of customised reports.
- Allow for the maintenance of asset register.
- Allow for the performance of bank and general ledger reconciliations.
- Be able to provide an audit trail.
- Allow for the segregation of accounts of different projects/grants. Eg. set up different projects/grants as separate cost centres. This is needed to track the budget, income, expenditure, etc. of the different projects separately and in real time.
- Should have a cloud option.
- Should have a dashboard giving and overarching view of the centre’s finances.
- Should have approval workflow.
- Allow for imprest and petty cash management.
- Allow for payables and receivables management, invoicing and receipting.
- Allow for the setup of sub-accounts for sub-award partners and for students on scholarship. Projects are mostly done in collaboration with other institutions (partners). Funds are disbursed to these institutions for their activities, and they submit reports on the usage of the funds. Some partners are on more than one project. We should be able to track the financial dealings with each partner on each project according to their approved budgets. Students are awarded scholarships with specific budgets. The award of each student is tracked separately to ensure that no student overspends on any budget line or on the overall budget awarded.
- Prices be quoted annually for the first five (5) years.
NOTE; ALL PRICE QUOTATIONS SHOULD BE IN GHANA CEDIS. The selected company will be required to train users on the system, thus Service Providers should include training costs, if it comes at an extra cost. There will be five (5) initial users of the system, suppliers should therefore quote prices based on the stated number of users
WACCBIP is therefore inviting sealed Tenders from eligible service providers for the procurement of an Accounting Software as stated above.
Tendering would be conducted through the National Competitive Tendering procedures specified in the Public Procurement Act 2003 (Act 663) as amended with Act 2016 (Act 914) and in the Guidelines of the Public Procurement Authority of the Republic of Ghana.
Interested eligible Tenderers may obtain further information from the WACCBIP PROCUREMENT UNIT of the University of Ghana from 8: 00 AM to 5: 00 PM.
A complete set of Tender documents in English may be purchased by interested Tenderers on the submission of a written application to the address below and upon a payment of a NON-REFUNDABLE FEE OF GHS 500.00.
Tenders must be delivered electronically to This email address is being protected from spambots. You need JavaScript enabled to view it., copying This email address is being protected from spambots. You need JavaScript enabled to view it. on or before WEDNESDAY 28th August, 2024 at 10:00AM. Tenders shall be valid for a period of 90 days after the deadline of the Tender submission. All Tenders must be accompanied with tender security of not less than two percent (2%) of the tender price.
Late tenders will not be accepted and will be returned unopened to the Tenderer. Tenders will be opened in the presence of the Tenderer’s representative who choose to attend at the address below at 10:00 AM ON WEDNESDAY 28th August, 2024. A register of potential Tenderer’s who have purchased the Tender document may be inspected at the address below;
Its mandatory that Tenderers include in their tender the under-listed STATUTORY REQUIREMENTS;
VALID GRA TAX CLEARANCE CERTIFICATE
VALID SSNIT CLEARANCE CERTIFICATE
VALID VAT REGISTRATION CERTIFICATE (IF APPLICABLE)
VALID BUSINESS REGISTRATION CERTIFICATE
VALID CERTIFICATE OF INCORPORATION
VALID CERTIFICATE OF COMMENCEMENT
VALID REGISTRATION CERTIFICATE FROM PPA.
THE DIRECTOR OF LOGISTICS
Attn: Procurement Manager WACCBIP
College of Basic and Applied Sciences
Department of Biochemistry Molecular & Cell Biology
University of Ghana
Legon, Accra.
0557401172/0242386942
E-mail This email address is being protected from spambots. You need JavaScript enabled to view it.
Opening of EOI will be done publicly immediately after the closing date and time of submission in the Boardroom of the West African Centre for Cell Biology of Infectious Pathogens (WACCBIP), University of Ghana.