REGISTER OF PROVIDERS SECRETARIAT

77 Buganda Road
PO Box 27917
Kampala, Uganda
Tel: +256 (0)312 215 800.
Fax: +256(0) 414 257 592
Email: info@ppdaproviders.ug
Website:www.ppdaproviders.ug

_______________________________________________________________
List of Contents:
Application Form 1
Appendix 1: Guideline on Application and Filling the Application Form 9

APPLICATION FORM FOR PROVIDERS REGISTRATION ON THE PPDA

REGISTER OF PROVIDERS
NOTE: In case the space provided on the printed Application Form is insufficient, additional details shall be provided on-line or on a
separate sheet of paper and shall indicate the relevant number of the section. Details shall be provided in clear TEXT format. If
handwritten, ALL details shall be given in clear/legible BLOCK format. An identical on-line application form is available at
www.ppdaproviders.ug
Not all information / fields are required – optional information / fields are marked with gray shading on the input form
Organization and Companies without access to fax-machines, internet and e-mail are not required to fill-in fax numbers, e-mail and
websites addresses for the business and it owners and staff-members.

1. YOUR BUSINESS SECTOR(S)

CORE OPERATIONAL AREA: ....................................................................................................

PLEASE TICK OFF APPROPRIATE BUSINESS SECTORS

SUPPLIES
20. Petroleum products, natural gas and lubricants
1. Animals, Poultry and feeds
2. Food, beverages and related products
21. Plumbing materials
3. Marine and fresh water products
22. Protective wear
4. Meat and meat products, poultry and poultry
23. Security equipment
products
24. Textiles and textile products
5. Agricultural tools
25. Timber and firewood
6. Building and construction materials
26. Tyres, tubes and batteries
7. Chemicals and chemical products
27. Other (Please specify)
8. Consumer electronics, communication
equipment, computers, computer software and
consumables and optical products SERVICES
9. Drugs, laboratory, hospital equipment,
pharmaceutical products and pharmaceutical
CONSULTANCY SERVICES
preparations 28. Accounting, auditing and tax advisory
10. Educational and reading materials 29. Advertising and market research
11. Firefighting equipment and spares 30. Architectural and engineering Consultancy
12. Generators and solar equipment 31. Business and Management consultancy
13. Gifts and crafts 32. Communication and graphical design
14. Glass and Glass products 33. Consulting engineering services within civil,
mechanical, electrical and water engineering
15. Leather and related products
34. Computer programming and software
16. Motor vehicles, motorcycles, bicycles and spare
development
parts
35. Data processing and web hosting
17. Office equipment, stationary and consumables
36. Employment placement/ recruitment
18. Office furniture and furnishings
37. Farming consultancy
19. Paper, paper products and packaging materials
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38. Industrial design and product design machinery, office tools and equipment
39. Insurance 66. Maintenance and repair of furniture and fittings
40. Investigation 67. Motor vehicle hire
41. Legal 68. Motor vehicle, motorcycle repair and
42. Public relations and communication maintenance
43. Scientific research and development 69. Performing artists
44. Surveying 70. Photographic activities
45. Television programming and broadcasting 71. Postal and courier
activities 72. Property management
46. Training 73. Publishing of newspapers, journals and
47. Translation and interpretation periodicals, books, magazines publishing
periodicals and others
48. Urban planning and landscaping
74. Radio and television broadcasting
49. Valuation
75. Secretarial, printing, binding and photocopying
50. Veterinary services
51. Other (Please specify) 76. Security services
77. Transportation (short and long haulage)
NON-CONSULTANCY SERVICES 78. Water collection, treatment and disposal
52. Accommodation and conference facilities activities
53. Advertising and media services 79. Other (Please specify)
54. Air Ticketing, Tours and Travel
55. Catering services WORKS
56. Cleaning and compound maintenance 80. Civil engineering
57. Clearing and Forwarding
81. Construction of buildings & carpentry
58. Electricity
82. Construction of roads and bridges
59. Entertainment
83. Construction of water projects
60. Fire services
84. Electrical, plumbing and other construction
61. Funeral and related activities installation activities
62. Garbage collection 85. Mechanical works
63. Industrial and institutional laundry services 86. Other (Please specify)
64. Interior design
65. Maintenance and repair of electrical equipment,

Your searchable key words

These are words other than your organization’s name by which a website user searches for you or your products/services. These
may include brand names, service names; product names e.g. shoes, locks, HP cartridges, Motorola, etc. Please separate keywords
with commas (,)

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 2. ORGANIZATION’S DETAILS

Note: Please note that the information you submit will only be accessible by registered PDEs, Register of
Providers Secretariat staff and authorized GoU agencies such as PPDA.

Organization Name:

Organization TIN Number:

VAT Registration Number: [if applicable]

Limited liability company

Partnership
Sole proprietor Date of Registration.
Legal Status: (Please provide date in
Government owned/controlled the following format
Community association dd/mm/yyyy)
Individual Provider

Other:______________________________

ORGANIZATION ADDRESS
Plot No: Street:
Postal Address/
Floor/Suite No: P.O Box number:

Town/ City:

District/ Region:

Country:
[Country Code] [City Code] [Telephone number]
Telephone number:
[Country Code] [City Code] [Fax number]
Fax number:

E-mail:

Website:

ORGANIZATION BANKER’S ADDRESS

Bank Name

Plot No: Street:

Postal Address/
Floor/Suite No: P.O Box number:

Town/ City:

District/ Region:

Country:
[Country Code] [City Code] [Telephone number]
Telephone number:
[Country Code] [City Code] [Fax number]
Fax number:

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 FINANCIALS
Audited Profit & Loss Statement for the last two (2) years
Amounts in UGX
Indicate amounts in UGX or USD Amounts in USD
Year Turnover Profit after tax Net Assets Remarks
(assets – liabilities)

ORGANIZATION OWNERSHIP DETAILS

1. [Prefix, Surname, First name, Middle name]
Name
Position/ % Ownership Percentage
Designation Nationality or Shares
2. [Prefix, Surname, First name, Middle name]
Name
Position/ % Ownership Percentage
Designation Nationality or Shares
3. [Prefix, Surname, First name, Middle name]
Name
Position/ % Ownership Percentage
Designation Nationality or Shares
4. [Prefix, Surname, First name, Middle name]
Name
Position/ % Ownership Percentage
Designation Nationality or Shares
5. [Prefix, Surname, First name, Middle name]
Name
Position/ Nationality % Ownership Percentage
Designation or Shares

AUTHORISED REPRESENTATIVE
Position/
Prefix: Designation
[Surname, First name, Middle name]
Name:
Office
E-mail Telephone

Staff authorized to maintain the Provider profile on the Register of Providers

Nominate at least 1 Approver / Administrator, who will be in charge of maintaining the ROP profile together with
Data Entry Clerks. If you don’t have internet access leave it blank
1. Approver / [Prefix, Surname, First name, Middle name] Position/
Administrator Designation
Office
E-mail Telephone
2. Data Entry [Prefix, Surname, First name, Middle name] Position/
Clerk Designation
Office
E-mail Telephone
Note: Only one approver / company administrator can be appointed – The admin can set-up additional date entry clerks when on-line.

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 3. KEY STAFF
[Prefix, Surname, First name, Middle name] M/F
1. Name Gender
Academic/Profes-
Nationality sional Qualification
Position/ Work Years
Designation Experience employed
Work
Email: Office Phone
[Prefix, Surname, First name, Middle name] M/F
2. Name Gender
Academic/Profes-
Nationality sional Qualification
Position/ Work Years
Designation Experience employed
Work
Email: Office Phone
[Prefix, Surname, First name, Middle name] M/F
3. Name Gender
Academic/Profes-
Nationality sional Qualification
Position/ Work Years
Designation Experience employed
Work
Email: Office Phone
[Prefix, Surname, First name, Middle name] M/F
4. Name Gender
Academic/Profes-
Nationality sional Qualification
Position/ Work Years
Designation Experience employed
Work
Email: Office Phone
[Prefix, Surname, First name, Middle name] M/F
5. Name Gender
Academic/Profes-
Nationality sional Qualification
Position/ Work Years
Designation Experience employed
Work
Email: Office Phone

4 .ORGANIZATION EXPERIENCE
Organization’s Statement of Core Competences, Experiences and Values

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 Implemented Projects Reference and Past Experience
1.
Project ID PDE/Client
Project Contract UGX USD
Title Sum
Start mm/yy End mm/yy Project
Duration Description
[enter web address e.g. www.myproject.ug]
URL:
2.
Project ID PDE/Client
Project Contract UGX USD
Title Sum
Start mm/yy End mm/yy Project
Duration Description
[enter web address e.g. www.myproject.ug]
URL:
3.
Project ID PDE/Client
Project Contract UGX USD
Title Sum
Start mm/yy End mm/yy Project
Duration Description
[enter web address e.g. www.myproject.ug]
URL:
4.
Project ID PDE/Client
Project Contract UGX USD
Title Sum
Start mm/yy End mm/yy Project
Duration Description
[enter web address e.g. www.myproject.ug]
URL:
5.
Project ID PDE/Client
Project Contract UGX USD
Title Sum
Start mm/yy End mm/yy Project
Duration Description
[enter web address e.g. www.myproject.ug]
URL:

5. SUPPORTING DOCUMENTS

The following documents must be submitted. Additional attachments may be in the table provided.

RP 1 Copy of Certificate of Incorporation /Registration

RP 2 Copy of Current Trading License or equivalent.
RP 3 Copy of TIN Certificate
RP 4 Copy of VAT registration Certificate (if applicable to the Business)
RP 5 Copy of Certificate(s) of Compliance with applicable national, regional or international standards
in the relevant core operational area, discipline or code.
RP 6 Letter of Authorization for signatory to submit application for registration on behalf of the Provider
RP 7 Proof of payment (e.g. copy of bank deposit slip or remittance advice)

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 Additional Attachment Table
No Document Name

RP 8

RP 9

RP 10

6. DECLARATION
1. I, the undersigned, being the authorized signatory of the applicant, hereby declare as follows-

(a) The signing of this application form implies that it is accurate and I accept responsibility for the veracity
and accuracy of all information submitted therein or herewith.

(b) The information submitted may be used by the Authority and its authorised agent to manage the ROP for
the purpose of evaluating this application for registration and may be approved at the sole discretion of
the Authority.

(c) The applicant has read the Guidelines for Registration in Annex I and agrees to abide by all the
conditions therein.

(d) The Authority and its authorised agent to manage the ROP are hereby authorized to obtain and verify
information from any person, firm or banker mentioned in the application, past or present, on the general
competence and reputation of the applicant.

(e) The Authority and its authorised agent to manage the ROP are welcome to visit and physically inspect
the applicant’s establishment when it deems fit to do so, in order to verify the authenticity of the
information given herein or obtained from any source regarding this application.

(f) The applicant affirms adherence to the Code of Ethics for Providers issued by the Authority under PPDA
Guideline No. 4 of 2003.

Dated this ………………… day of …………………. 20……………………..

Signed by: _____________________________________________ (Name in block letters)

Signature: ______________________________________________

In the presence of: _____________________________________ (Name in block letters)

Signature: __________________In the capacity of: _______________ (Designation)

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 Terms of Service (TOS)

The detailed Terms of Service are available on the website: www.ppdaproviders.ug

Page 8 of 11
 Appendix 1
Guidelines for Application and Registration on the Register of Providers
The Providers Application Form can be submitted to the Register of Providers Secretariat in three different ways:
1. Filled and signed form (hard-copy) with attached copies of supporting documents (see Section 5 of the
Application Form)

2. Filled and submitted on-line Application Form with attached copies of supporting documents (see Section
5 of the Application Form)

3. Filled and submitted on-line Application Form with scanned copies of supporting documents uploaded to
the ROP website (see Section 5 of the Application Form)

Applications shall be submitted to:

Register of Providers Secretariat

Plot 77, Buganda Road
P. O. Box 27917, Kampala
Uganda
Tel: +256 (0) 312 215 800,
Fax: +256 (0) 414 257 592
Email: info@ppdaproviders.ug
Website: www.ppdaproviders.ug

What shall be submitted?

An eligible Providers Application shall include the following:

1. A filled and signed Providers Application Form

2. All relevant supporting documents as per Section 5 of the Application Form and this guideline

3. A copy of the registration fee receipt

Registration Fees
Applicants will be registered under the three categories of registration and will pay fees for registration as follows:
a) Works – Ug. Shs. 250,000 or US$ 125
b) Consultancy services - Ug. Shs. 200,000 or US$ 100
c) Supplies/Non consultancy services - Ug. Shs 200,000 or US$ 100
Providers may apply for registration under more than one category. In such cases the Provider will pay separate
registration fees for each of the different categories.
Registration fees shall be paid to Stanbic Bank
Account Title: PPDA REGISTER OF PROVIDERS
Account Number: 0140067912301
Providers will be required to renew their registration status annually by paying a renewal fee of Ug. Shs. 100,000
or US$ 50 for all categories of registration.

Guidelines for filling the Providers’ Registration Form

Filling the Application Form

Note that not all information / fields are required – optional information / fields are marked with gray shading on
the input form
Organization and Companies without access to fax-machines, internet and e-mail are not required to fill-in fax
numbers, e-mail and websites addresses for the business and it owners and staff-members.

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 1. Yours Business Sectors

Please select (tick off) the Business Sectors within which your company provides works, services, or supplies. If
you don’t find your business sector use the category: ‘Other’ and indicate your Business Sector. Note that the
category “Other” can be found last in each of the main categories.

Your Searchable Key Words

Key words are supplementary information to your Business Sector that may help PDE’s to narrow down the
search to identify the most appropriate and relevant Providers. The supplementary key words help direct the on-
line search process and supplement the business sector. E.g. if you supply printers, photocopiers and scanners
you should tick off sectors 8 and 17 and input your keywords: “printers, photocopiers, scanners” separated by
commas.

2. Organization’s Details

Enter the official registered name of the Organization, its TIN-number and if applicable the VAT registration
number. Tick the correct Organization legal status as registered with the Uganda Registration Services Bureau or
with the appropriate Authority responsible for registration of corporations in the Organizations’ home Country.
The Organization name, TIN and VAT numbers and the ownership status should be similar to those appearing on
the on the supporting documents under Section 5 of the Application Form.

Organization Address

Enter the address and other details of your Organization’s Head Office. The address should be identical with the
address on the supporting documents under Section 5 unless this has been changed.
Organizations Bankers Address

Enter the address and other details of the Organization’s main bank

Financials

Enter extracts from the Organization’s (audited) financial accounts for the last 2 years, as requested. Uganda
based organizations should submit the information in “Shillings”. Foreign based organizations may submit in “US
Dollars”. Please specify (tick) the Currency used for the entry.

Organizations Ownership Details

Enter name and designation of the Organization’s ownership and their respective percentage share of ownership.
If the Organization is owned by other corporations/companies, please indicate the name of the ultimate owner and
enter type of Legal Person under: Position/Designation

Authorized Representative(s)

Enter the details of the person your Organization has authorized as signatory. The authorized representative is
similar to the person in the “Letter of Authorization for Signatory” submitted as supporting document and the
witnessed signatory on the application form.

Staff authorized to maintain the Provider profile on the Register of Providers

Nominate at least 1 Approver / Administrator, to act as approver and system administrator on behalf of the
organization. Additional Data Entry Clerks may be created on-line by the Administrator. Organizations without
access to the internet may request the Register of Provider Secretariat to maintain their information and submit
changes / updates to their information in writing signed by the authorized representative (above).

3. Key Staff

It is recommended that the Organization shall as a minimum register its management and administrative head by
whatever name they are called (e.g. Chief Executive Officer, Managing Director, Chairman, Executive Director,

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etc.). In addition, Organizations may register their key staff that are most critical to the day-to-day operations of
the Organization and to demonstrate the organization’s qualifications and experience in its business sector.

The paper Application Form has 5 key staff entries, additional key staff can be registered on-line or on an extra
sheet of paper.

The entry field for work experience may be used to describe core competences and achievements of key
specialists and professionals.

4. Organizations Experience

Organizations Statement of Core Competences, Experiences and Values

Please enter a statement on the Organizations core competences, experiences and values (max. 500
characters). The statement may highlight properties of the Organization and its products and competencies to
supplement Project Experience below.

Reference Projects and Past Experience

The Organization may select a number of past projects or contracts performed for GoU or its agencies to
demonstrate its experience and capacity. Projects should not be older than 5 years from the registration date. The
paper application form has 5 entries for past projects additional projects can be entered on-line or on an extra
sheet of paper.

Project ID should be the Procurement Reference Number used by the PDE – if available/applicable
PDE/Client is the Procuring and Disposing Entity that contracted the service/supplies/works
The Project Title refers to the name of the procurement.
Contract Sum should be in UGX or USD (foreign organizations)
Duration refers to the duration of the contract / project from [start year and month] to [end year and month]
Project Description allows the Provider to enter a free text briefly explaining the contract / project (Max. 200
characters)
URL: If the Organization has a web-page with additional information, pictures etc. of the project the webpage
URL can be entered in this field to enable PDEs to look for additional information.

5. Supporting Documents

The following supporting documents are required as attachments to the application:

RP 1 Copy of Certificate of Incorporation /Registration

RP 2 Copy of Current Trading License or equivalent.
RP 3 Copy of TIN Certificate
RP 4 Copy of VAT registration Certificate (if applicable to the Business)
RP 5 Copy of Certificate(s) of Compliance with applicable national, regional or international standards
in the relevant core operational area, discipline or code.
RP 6 Letter of Authorization for signatory to submit application for registration on behalf of the Provider
RP 7 Proof of payment (e.g. copy of bank deposit slip or remittance advice)

The Organization may submit additional supporting documents e.g. Ethical code of conduct, Integrity pacts etc.
Please enter the name of the additional documents to the “Additional Attachment Table”

If the Organization does on-line registration, scanned copies in PDF format may be uploaded as part of the on-
line registration process.

The Application Form shall be signed by the Authorized Signatory.

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