Introduction to the Electronic Government Procurement (e-GP Portal) Platform

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 e‑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://egpuganda.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).

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

1. Create a profile: Visit the e‑GP portal and choose the registration link. Provide your entity details and upload the required documents.
2. 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.
3. Pay PPDA fee: Generate a Payment Reference Number (PRN) for the applicable PPDA fee and pay through authorized channels.
4. 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. Choose Edit Organization to update attachments, categories, sub-categories, experience, and contact details.
• Following up on delayed approvals: Contact the e‑GP service desk via email (servicedesk@finance.go.ug) or telephone (0414 707 305 / 0414 707 440).
• Downloading your PPDA certificate: 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.
• Renewing your PPDA certificate: Edit your pending profile as described above. Ensure you have a valid trading licence and payment receipt for the renewal fee (UGX 50,000 or USD 50 per category).
• Updating login credentials: Email servicedesk@finance.go.ug with proof of ownership (Form 20 and Director’s ID) to change your email if locked out. Otherwise, update it under Edit User Details. Use Forgot Password to reset credentials.

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 requires generating a Payment Reference Number (PRN) through the URA portal:

1. Visit the URA website (www.ura.go.ug).
2. Select Make a Payment.
3. Click Register Payment.
4. Choose Tax Head – Other NTR.
5. Enter your TIN (your details populate automatically).
6. Select MDA – PPDA.
7. Choose the category (registration or renewal) and select the tax head (Local or Foreign).
8. Enter the security code, accept the terms, and register.
9. 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:

1. Log in and navigate to Bid Notices.
2. Select the relevant bid and open View Bid Details.
3. Click Pay Fees, choose your payment mode, accept the terms, and generate the PRN.
4. Print the PRN, pay through an authorized channel, and upload the receipt.

If the “Generate PRN” option is unavailable, make the payment directly at the procuring entity and upload the payment receipt for approval.

Section 4: Bidding, Submission, and Clarification

Accessing tender documents and bids

• Standard Bidding Documents (SBDs): Go to Bid Notices, select the bid, open View Bid Details, and download the SBD attachment.
• Requests for Quotations (RFQs): Under Bid Notices, select Shortlisted to view bids for which your firm has been shortlisted.

Submitting bids and handling bid fees

1. Pay the bidding fee: Generate and pay the PRN as described in Section 3.
2. Access the bidding form: Return to Bid Notices, locate the paid bid, click View Bid Details, choose Pay Fees, accept terms, and click Track PRN to unlock submission forms.
3. Submit required documents: Upload bid documents. Each attachment for bidding can be up to 25 MB. Registration documents up to 5 MB.
4. Withdraw or replace a bid: Before the deadline, navigate to Bid Notices, open View Bid Details, and click Withdraw or Withdraw and Replace.

Requesting clarification

1. Log in and navigate to Bid Notices.
2. Choose the relevant bid and open View Bid Details.
3. Click Request for Clarifications, fill in your request, and submit before the clarification deadline.

Section 5: Post‑Submission & Contract Management

Viewing and managing submitted bids

• View submitted bids: Go to My Profile → Bid History to view all submitted or withdrawn bids.
• Bid opening: Access opening reports via Bid Notices → Bid Opening.
• Evaluation & Clarifications: Respond to evaluators under Evaluation → Request for Clarification → Clarify.
• Notice of Best Evaluated Bidder (NoBEB): Accept wins under Best Evaluated Bidders → My BEBs.

Contract management and payments

• Draft contracts & signing: Review and sign contracts under Contracts → Draft Contracts.
• Payments: Suppliers are not paid through e‑GP; payments are processed via the entity's financial system after signing.
• Call‑off orders: Accept or reject call-off orders under Frameworks → Call Off Orders.
• Disposal of public assets: Participate in public asset disposals through the same platform.

This Frequently Asked Questions guide ensures optimal performance and compliance within Uganda’s Electronic Government Procurement (e-GP) platform.

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Navigating the EGP Uganda digital ecosystem doesn't have to be overwhelming. By following the steps to complete your EGP Uganda registration online, you open the door to a wide array of public procurement opportunities. Remember to keep your EGP supplier login credentials secure and keep the EGP Uganda contact details handy for any technical support.

Now that you know how to register on the EGP in Uganda and how to apply for a PPDA certificate, you are ready to take your business to the next level. Have you already started your application on the portal, or are you still gathering your documents?