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MEMO
To: THE EXECUTIVE DIRECTOR

From: CHAIRMAN, PROCUREMENT COMMITTEE

Date: 7th March 2023

Subject: RECOMMENDATION FOR APPROVAL

I am writing to seek your approval for the selection of Techspot Ghana Ltd as the sole
supplier for the procurement of IT equipment and software, specifically a Lenovo ThinkPad
laptop, Windows operating systems, and a Zoom account subscription.

Background:

SMAid requires an immediate upgrade to our IT infrastructure to improve operational

efficiency and ensure robust remote communication capabilities. After a thorough market
survey and evaluation of potential suppliers, Techspot Ghana Ltd has been identified as
the most suitable vendor to meet our needs.

Justification for Sole Sourcing:

1. Exclusive Authorization: Techspot Ghana Ltd is an authorized dealer of Lenovo, providing

genuine products with full warranty support.

2. Cost-Effectiveness: The vendor has offered a competitive price that aligns with our budgetary
constraints.

3. Technical Support: They have a proven track record of excellent after-sales service and
technical support.

4. Timely Delivery: Their commitment to prompt delivery is crucial to avoid any disruption in
our operations.
 Requested Action:

I kindly request your approval to proceed with Techspot Ghana Ltd as our sole supplier for
this procurement. Your authorization will enable us to issue a purchase order and finalize
the necessary arrangements for delivery and payment.

The Appendix to this is the Invoice received from Techspot.

APPROVAL OR DISMISSAL (Attached supporting documents)

Executive Director’s Comments: Approved for Purchase

Signature: Date: 24-03-2023

 INVOICE <Your Logo>

Techspot Ghana 20th March 2023

Pent Admin Block First Floor
University of Ghana Inv No. 000301

Legon Campus

<Payment terms (due on receipt, due in X days)>

BILL TO DELIVERY TO

Sustainable Mission Aid International Sustainable Mission Aid International

Airport Residential Area Airport Residential Area
Off Zinko Street, Sunyani Off Zinko Street, Sunyani
Info@smaid.org Info@smaid.org

DESCRIPTION QTY UNIT PRICE TOTAL

Lenovo Think Pad Laptop, Core i5 4 5200.00 20800.00
Windows 10 Operating Systems Software Installation 4 1200.00 4800.00
Zoom Installation and account setup 1 2628.00 2628.00
0.00
0.00
0.00
0.00

Accounts Details SUBTOTAL 28228.00

Account Name: Techspot Ghana. DISCOUNT 0.00
Bank: Zenith Bank Ghana ltd, East Legon SUBTOTAL LESS DISCOUNT 28228.00
Account Number: 0006011730188 TAX RATE 0.00%

TOTAL TAX 0.00

SHIPPING/HANDLING 0.00

Balance Due GHC 28,228.00