How to Become a Registered Tender Supplier in Zambia (2025 Guide)

Public contracts in Zambia add up to billions of kwacha each year, covering everything from office stationery to large-scale infrastructure. To bid legally—and competitively—you must first become a registered tender supplier in Zambia through the Zambia Public Procurement Authority (ZPPA). This step-by-step guide walks you through the entire process, highlights common mistakes, and explains how to keep your registration active long-term.

Why Register as a Tender Supplier?

• Eligibility to bid: Procuring entities may only invite suppliers that appear in the official ZPPA database.
  
• Visibility: Registration makes your profile searchable by central government, local authorities, and parastatals.
  
• Credibility boost: Meeting compliance tests (tax, PACRA, NAPSA, etc.) assures buyers that you are a low-risk partner.
  
• Streamlined bidding: Once your documents sit on the e-Government Procurement (e-GP) portal, you can attach them to multiple tenders with a single click.
  

Step 1 – Incorporate and Structure Your Business

1. Register with PACRA. Choose an entity type that matches your growth plans (e.g., private limited company for scalability).
   
2. Secure a TPIN. Register with the Zambia Revenue Authority and activate your e-services profile for easy tax clearance requests.
   
3. Open a corporate bank account. A fresh, six-month bank statement or bank-reference letter is mandatory evidence of financial standing.
   

Tip: Use a dedicated procurement email (e.g., tenders@yourcompany.co.zm) to keep tender notices out of cluttered inboxes.

Step 2 – Compile Mandatory Compliance Documents

To complete supplier registration, gather digital copies (PDF, 5 MB max) of:

• Certificate of Incorporation (PACRA)
  
• Current Tax Clearance Certificate (ZRA)
  
• VAT Registration Certificate (if you cross the VAT threshold)
  
• Annual Return acknowledgement from PACRA (Form 42/53 or BN Form VII)
  
• NAPSA registration acknowledgement
  
• Company profile—brief history, core products/services, past contracts, and key personnel
  
• Bank statement or reference letter issued within the last six months
  
• Any sector-specific licences (e.g., Health Professions Council for medical supplies)
  

Use clear file names such as “CompanyProfile_ABC Ltd_May 2025.pdf” to speed up evaluator review.

Step 3 – Create Your ZPPA e-GP Account

1. Visit the e-GP portal (https://eprocure.zppa.org.zm).
   
2. Click “Supplier Self-Registration.”
   
3. Fill in company particulars exactly as they appear on your PACRA certificate—spelling matters.
   
4. Upload each compliance document in the slot provided.
   
5. Submit the form and await an automated acknowledgement email.
   

Foreign bidders: The Public Procurement Act requires you to partner with a citizen-owned business (min. 50 % Zambian shareholding) before you can bid.

Step 4 – Pay the Registration Fee

After form submission, the portal generates a reference number and prompts for a small, non-refundable fee (payable via bank deposit, online transfer, or mobile money). Retain your proof of payment—ZPPA will request a scanned copy or transaction number to validate the application.

Step 5 – Submit and Track Your Application

• Electronic pathway: Most ministries now accept only e-GP submissions, so check your dashboard for status updates (“Pending,” “Clarification,” “Approved”).
  
• Hybrid pathway: Some parastatals still maintain in-house supplier lists. If a tender advert instructs you to email or deliver a printed vendor-registration pack, comply with their format in addition to e-GP.
  

Respond quickly to any “Clarification Required” notices—they usually give five working days to correct errors.

Step 6 – Maintain Your Supplier Status

Registration lasts one year. Begin renewal three months before expiry to avoid bidding blackouts. Keep the following items evergreen:

Compliance Item	Renewal Frequency	Practical Tip
Tax Clearance Certificate	Every 6–12 months	Apply online; allow five working days.
Annual Returns (PACRA)	Yearly	File early to avoid penalties that can flag you as non-compliant.
Bank Statement	Every 6 months	Download a certified PDF from your bank’s portal.
Sector Licences	Per regulator	Mark expiry dates on your calendar and set reminders.

Failure to renew results in automatic suspension from the supplier database.

Common Pitfalls—and How to Avoid Them

1. Expired documents – Update certificates before uploading.
   
2. Mismatched names – Ensure your PACRA and ZRA details match line-for-line. Even a missing comma can trigger rejection.
   
3. Large file sizes – Compress PDFs below 5 MB to prevent upload errors.
   
4. Director conflicts – Companies with directors recently convicted of procurement-related offences are ineligible. Conduct internal due diligence.
   

Conclusion

Becoming a registered tender supplier in Zambia is a structured, repeatable process: incorporate, gather compliance documents, register on the e-GP platform, pay the fee, and keep everything current. Once approved, your business can bid confidently for public contracts and build a proven track record—and that credibility often opens doors in the private sector, too.