Commission of the Contractor-General

On July 11, 2006, a Requisition regarding the provision of Government contract award particulars was issued to all Procuring Public Bodies by the Office of the Contractor General (OCG).

The Requisition required every Procuring Public Body to submit to the Contractor General, Quarterly Contract Award (QCA) Reports of the particulars of contracts which are awarded by it which are of a value of J$250,000 to J$3,999,999.99. The regulatory regime was expressed to apply to all classifications of Government contracts which are awarded as of May 1, 2006.

This July 11, 2006 issued Requisition was, however, recently superseded in its entirety by a new Revised Requisition that was issued by the Contractor-General on November 20, 2008 to all Procuring Public Bodies. This Revised Requisition was made as a consequence of the issuance of Circular #36, dated September 22, 2008, by the Ministry of Finance and Public Service, which advised, inter alia, that the prior endorsement of the National Contracts Commission (NCC) is now required for Government contract award recommendations that are above $10 Million in value.

The Revised OCG Requisition, dated November 20, 2008, states that, commencing with contracts that are awarded as at October 1, 2008, every Procuring Public Body is required to prepare, certify and submit, directly to the Contractor General, a Quarterly Contract Award (QCA) Report comprising the particulars of each contract which it has awarded whenever such contract is of a value of between J$275,001 and J$10,000,000.

QCA Reports must be submitted to the OCG, in the approved hard and electronic copy formats, within 30 days of the ending of the calendar quarter to which they apply.

Because QCA Reports are required to be filed after, and not before, the contracts are awarded, the QCA Regime does not create a "bottle-neck" in the procurement process nor does it extend the time which it would otherwise take for a Pubic Body to award a Government contract.

Please click on the links below to see a copy of the Requisition or to download a copy of the approved OCG Excel QCA electronic Report form together with the Instructions for completing the form.

You may also view PDF samples of completed QCA Report forms below. QCA Sample #1 shows how a QCA Report form should be properly completed when there are contract awards to report. QCA Sample #2, on the other hand, shows how a QCA Report form should be completed when there are no contract awards to report.

Please note that you are required to insert in Column #5 of the QCA Report form, the Contractor ID of every NCC registered contractor to whom a contract has been awarded. If the Contractor is a Consultant, please type in the word "Consultant". If the Contractor is a foreign based contractor, please type in the words "Foreign Contractor". If you are experiencing difficulty in identifying the Contractor ID on the documents which your Contractors have submitted to you, please click on the link below (entitled "How to Find a Contractor's ID") to see where the Contractor Reference # or Certificate # is located.

Should you have any questions whatsoever concerning the QCA Report Requisition, please do not hesitate to contact the OCG in the care of its Communications Officer at 876-929-6460.

Special Notice

Public Bodies should ensure that the structure and set parameters of the OCG's Excel QCA electronic Report form are not in any way disturbed, adjusted or altered when the form is being completed. Once completed, the QCA form must be sent to the OCG, via email, in its original Excel format. If the structure or any parameter of the Excel QCA electronic Report form is interfered with, the form will not be accepted by the OCG. Public Bodies are also reminded that the hard copy version of the Report form must be an exact replica of the completed electronic version which has been emailed to the OCG. The hard copy version must also include the name, title, and signature of the Certifying Principal or Accounting Officer.