Introduction to the Electronic Government Procurement (e-GP) Platform
The Electronic Government Procurement (e-GP) system stands as the definitive, mandatory digital platform for managing all public procurement and disposal activities across the Republic of Uganda. As an expert in government procurement, I recognize this system's crucial role in modernizing the entire procurement lifecycle.
This web-based interface enables Procuring and Disposing Entities (PDEs) to digitize the entire procurement and disposal process, managing every phase of the procurement cycle from needs assessment to contract management electronically.
The strategic move to an online environment is driven by the Government of Uganda’s imperative to significantly enhance transparency, efficiency, and accountability within public spending, aligning with international best practices.
The e-GP platform is meticulously structured to ensure strict compliance with Uganda’s existing procurement legal framework, specifically the Public Procurement and Disposal of Public Assets (PPDA) Act. It is designed to seamlessly integrate future statutory amendments.
This guide is developed for professional suppliers and vendors and outlines the essential procedures for effectively utilizing the e-GP system, encompassing:
- Registration and Profile Management: Establishing and maintaining an official supplier presence.
- Bidding Process Participation: Navigating the electronic tendering and submission protocols.
- Post-Contract Activities: Managing contract execution and related functionalities within the digital environment.
Your proficiency in operating within the e-GP system is paramount to successfully securing and executing public contracts in Uganda.
Section 1: Understanding and Accessing e‑GP
What the‑GP is and who can access it
The e‑GP system is a web-based platform accessible from any internet-enabled device. It serves as the central hub for public procurement, integrating government agencies, suppliers, bidders, and the general public. Through the e‑GP, entities can manage procurement activities from advertising to contract award, while citizens can access and view procurement information in accordance with the PPDA law.
Integration with government systems
To streamline the procurement process, e‑GP is integrated with several key systems:
- URSB (Uganda Registration Services Bureau): used to validate business registration details.
- URA (Uganda Revenue Authority): enables verification of Tax Identification Numbers (TINs) and provides payment gateways.
- IFMS (Integrated Financial Management System): facilitates funding confirmation and Local Purchase Order (LPO) generation.
These integrations help ensure that supplier information is accurate and that financial transactions follow government standards.
How to access the e‑GP
Anyone can access the e‑GP portal using a web browser. Suppliers and bidders should open the portal (https://e‑GPuganda.go.ug/) on any internet-enabled device and follow the prompts to register or log in. At the same time, members of the public can view procurement notices without logging in.
Section 2: Supplier Registration & Management
Registration requirements
To participate in government procurement, suppliers must register on the e-GP portal. Registration requirements vary by supplier type. The table below summarizes the documentation required and the PPDA fee structure (in Ugandan Shillings (UGX) or US Dollars (USD).
| Supplier Type | Key Registration Requirements | PPDA Registration Fee | Annual Renewal Fee |
| Individual (Local) | Valid National ID, CV, TIN | UGX 150,000 (Services) | UGX 50,000 |
| Individual (Foreign) | Valid passport/ID, CV | USD 100 (Services) | USD 50 |
| Local Company | Valid trading licence, Business Registration Number (BRN), company TIN, company email | UGX 150,000 (Supplies/Services), UGX 187,500 (Works) | UGX 50,000 |
| Foreign Company | BRN, company TIN, certificate of incorporation, trading licence, authorization letter, list of owners, and company email | USD 100 (Supplies/Services), USD 125 (Works) | USD 50 |
| Co‑operative | TIN and operating licences | PPDA fee based on category (see above) | UGX 50,000 / USD 50 |
| PDE (Procuring & Disposing Entity) provider | TIN and Act of Parliament | The PPDA fee is based on the category | UGX 50,000 / USD 50 |
Discounts: Suppliers registering for multiple categories receive discounts: services + supplies (UGX 225,000), works + services (UGX 262,500), and works + supplies + services (UGX 337,500).
Steps to register and validate your details
- Create a profile: Visit the e‑GP portal and choose the registration link. Provide your entity details and upload the required documents.
- Validate BRN and TIN: During registration, ensure that the Business Registration Number (BRN) and TIN match your official records. Enter them exactly as they appear in your registration documents and click Validate. If there is a mismatch, update your records with URSB and URA before attempting validation again.
- Pay PPDA fee: Generate a Payment Reference Number (PRN) for the applicable PPDA fee (see Section 3) and pay through authorized channels.
- Apply: After payment, submit your registration for approval. Once approved, you will receive a certificate of registration.
Managing your supplier profile
- Editing your profile: Log in using your registered email and password, navigate to My Profile → My Providers, and select your organization. Use the menu next to the status field to choose Edit Organization, where you can update attachments, categories, sub-categories, experience, and contact details.
- Following up on delayed approvals: If your registration approval is delayed, contact the e‑GP service desk via email (servicedesk@finance.go.ug) or telephone (0414 707 305 / 0414 707 440).
- Downloading your PPDA certificate: Once approved, log in to My Profile → My Providers, select your company, and download the certificate. Alternatively, use the Suppliers tab on the e‑GP website to search for your name and download the certificate.
- Renewing your PPDA certificate: To renew an expired certificate, edit your pending profile as described above. Make sure you have a valid trading or operational licence and a payment receipt for the renewal fee (UGX 50,000 or USD 50 per category).
- Updating login credentials: If you can’t access your profile and need to change your login email, email servicedesk@finance.go.ug with proof of ownership (Form 20 and Director’s ID). If you can access your profile, you can change your email under Edit User Details, save, and then log in with the new email. To reset a forgotten password, use the Forgot Password option on the login page, enter your registered email, and follow the link sent to your email to create a new password.
Section 3: Payments and Financial Integration
Government system integrations
The e‑GP platform communicates with URSB, URA, and IFMS to streamline supplier validation and financial processes. URSB verifies business registrations, URA handles TIN validation and payment processing, and IFMS confirms funding and generates Local Purchase Orders.
Generating a PRN for registration and renewal fees
Payment of PPDA fees (for registration or annual renewal) requires generating a Payment Reference Number (PRN) through the URA portal:
- Visit the URA website (www.ura.go.ug).
- Select Make a Payment.
- Click Register Payment.
- Choose Tax Head – Other NTR.
- Enter your TIN (your details populate automatically).
- Select MDA – PPDA.
- Choose the category (registration or renewal) and select the tax head (Local or Foreign).
- Enter the security code, accept the terms, and register.
- Print the Payment Advice Slip and pay through a bank or Mobile Money.
Keep the payment receipt, as you will need to upload it to e‑GP during registration or renewal.
PRN for bid participation fees
When participating in a specific bid, you must pay the bidding fee through the e‑GP portal:
- Log in and navigate to Bid Notices.
- Select the relevant bid and open View Bid Details.
- Click Pay Fees, choose your payment mode, accept the terms, and generate the PRN.
- Print the PRN, pay through an authorized channel, and upload the receipt.
If the “Generate PRN” option is unavailable, you must make the payment directly at the procuring entity and then upload the payment receipt for approval.
Section 4: Bidding, Submission, and Clarification
Accessing tender documents and bids
- Standard Bidding Documents (SBDs): After logging in, go to Bid Notices, select the bid of interest, open View Bid Details, and download the SBD attachment.
- Requests for Quotations (RFQs): Under Bid Notices, select Shortlisted to see the list of bids for which your firm has been shortlisted and to view the associated RFQs.
Submitting bids and handling bid fees
- Pay the bidding fee: Generate and pay the PRN as described in Section 3.
- Access the bidding form: After paying, return to Bid Notices, locate the bid you paid for, and click View Bid Details. Choose Pay Fees, accept the Terms and Conditions, and select Track PRN. Once the payment is confirmed, the system grants access to the bidding form and submission documents.
- Submit required documents: Upload your bid documents. Each attachment for bidding can be up to 25 MB. Registration documents may be up to 5 MB per file. If files exceed these limits, compress them or provide a secure link within your submission.
- Withdraw or replace a bid (if necessary): Before the submission deadline, navigate to Bid Notices, locate the relevant bid, open View Bid Details, and click Withdraw or Withdraw and Replace. This option is unavailable after the deadline.
Requesting clarification
During bidding, suppliers may need clarification on tender documents:
- Log in to your profile and navigate to Bid Notices.
- Choose the relevant bid and open View Bid Details.
- Click Request for Clarifications, fill in your request, and submit it. Requests must be submitted before the clarification deadline.
Section 5: Post‑Submission & Contract Management
Viewing and managing submitted bids
- View submitted bids: Go to My Profile → Bid History and select your company to view all submitted or withdrawn bids.
- Bid opening: After the submission deadline, entity members perform bid opening on the system. To view the opening report, log in, navigate to Bid Notices → Bid Opening, find your bid, and view or download the report.
- Evaluation process: All bids are evaluated on the e-GP system. If evaluators require additional information, you will receive a Request for Clarification.
- Responding to evaluation clarifications: Log in, navigate to Evaluation, click Request for Clarification, and select Clarify to submit your response. Responses are time-bound; failure to respond promptly may affect your bid.
- Notice of Best Evaluated Bidder (NoBEB): When your bid is selected as the best evaluated, log in and go to Best Evaluated Bidders → My BEBs. Select the procurement, view the details, and click Accept NoBEB to submit acceptance.
Contract management and payments
- Draft contracts: After award, contracts are shared through e‑GP. Log in and navigate to Contracts → Draft Contracts, then click View Draft Contract to accept or decline.
- Contract signing: All contracts are reviewed, accepted, and signed by stakeholders within the e‑GP system.
- Payments: Suppliers are not paid through e‑GP. Once a contract is signed, payments are processed using the respective entity’s Financial Management System.
- Call‑off orders: For framework contracts, suppliers receive call-off orders through the Frameworks → Call Off Orders menu. Log in, select the order, and click Accept or Reject. Responses must be submitted within the specified timeframe.
- Disposal of public assets: The e‑GP system also supports the disposal of public assets, meaning suppliers can participate in disposal activities through the same platform.
Expert FAQ: Navigating the Uganda e-GP System for Professional Suppliers
This Frequently Asked Questions (FAQ) guide is designed for suppliers and vendors to ensure optimal performance and compliance within Uganda’s Electronic Government Procurement (e-GP) platform.
Bidding and Engagement Best Practices
| Question | Answer |
| Q1: What is the official best practice for electronic bid submission on the e-GP system? | A: Suppliers should prepare all bidding documents thoroughly and submit their bids well in advance, ideally at least one full business day before the official submission deadline. This professional practice mitigates the risk of technical issues, ensuring your bid is securely received and encrypted by the system. |
| Q2: How can I stay informed about new public procurement opportunities? | A: To maximize your participation, you must regularly check the official e-GP website, e‑GPuganda.go.ug. This site is the central repository for all new bid notices, announced frameworks, and lists of shortlisted sections. Always participate in e-GP bidding to effectively leverage procurement opportunities. |
| Q3: What actions should I take to prevent fraud or corruption during the procurement process? | A: The e-GP system is specifically engineered for transparency and to be free of corruption. Refrain from providing payments or inducements to any individuals in exchange for tender opportunities or contract awards. Report all suspicious or fraudulent activities immediately to the relevant authorities. |
Supplier Profile and Mandatory Compliance
| Question | Answer |
| Q4: What is the mandatory requirement for maintaining an active supplier profile? | A: It is a mandatory requirement to renew your PPDA/e-GP company profile annually. An active profile is essential for enhancing your opportunities for new tenders and ensuring continued compliance with the Public Procurement and Disposal of Public Assets (PPDA) legal framework. |
| Q5: What key documents and financial compliance requirements are necessary for renewal? | A: Suppliers must ensure the validity of their core compliance documentation: Valid Trading Licenses and an active Tax Identification Number (TIN). Furthermore, all requisite fees to the Uganda Revenue Authority (URA) must be paid and updated via the official URA portal (www.ura.go.ug). Regularly updating this information is the only way to maintain your active status. |
| Q6: How long does the company profile approval process typically take? | A: The e-GP office is structured to ensure a fast approval process, which typically takes 24 hours. If your approval is delayed beyond this period, you must immediately contact the service desk for follow-up and resolution. |
Technical Support and Contact Information
| Question | Contact Method | Details/Location |
| Q7: Whom do I contact for assistance with a delayed profile approval? | Phone or Email: | Call 0414311186 or 0414707255, or email servicedesk@finance.go.ug for direct assistance. |
| Q8: Whom should I contact to reset my company profile password? | Phone or Email: | Contact 0414707483 or 0414707255, or email servicedesk@finance.go.ug. Prompt resolution of login issues is crucial to avoid service disruptions. |
| Q9: Where can I seek in-person or general support and make inquiries? | Phone, Email, or Walk-in: | For general inquiries, call 0414707305 or 0414707440 or email the ServiceDesk. For physical walk-ins, visit the Ministry of Finance, Planning and Economic Development at the Accountant General's Office, Treasury Building. |
Conclusion
The e-GP system represents a significant step toward transparent and efficient public procurement in Uganda. By understanding the registration process, payment procedures, bidding workflow, and post-submission requirements, suppliers can effectively engage with government procurement opportunities. This guide consolidates the FAQs into a structured reference to help vendors navigate the system confidently and comply with Uganda’s PPDA regulations.
In summary, the article explains that Uganda’s Electronic Government Procurement (e‑GP) system digitizes public procurement, promoting transparency, efficiency, and alignment with the PPDA Act. It details how suppliers can access the web-based platform, validate their registration via URSB, URA, and IFMS integrations, and navigate the portal to register or manage profiles. The guide also clarifies public access provisions and underscores the system’s legal basis.
The second section outlines registration requirements for various supplier types, including documentation, PPDA fees, discounts, and renewal costs. It provides procedural steps for editing profiles, downloading certificates, renewing registrations, and updating login credentials. Subsequent sections cover generating payment reference numbers, obtaining bidding documents, handling bid submissions, and requesting clarifications. The final segment describes post-submission activities: viewing bid history, participating in evaluations, responding to notices, managing contracts, and acknowledging that payments occur outside the e‑GP.
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