Official Mandate Submission Procedure (OMS)
Please submit an authorised mandate together with proof of your authority by email to our contracts address:
In your message include the submitting organisation’s full legal name, the name and title of the authorised representative, a contact telephone number, and a brief description of the requested scope.
Use the subject line: “Official Mandate Submission — [ORGANISATION NAME]”.
Upon receipt we will (1) acknowledge receipt of the submission, (2) undertake formal verification of the mandate and credentials, and (3) open a secure file for your request. Verification may include confirmation with the issuing authority and, where required, execution of a non-disclosure agreement or other protective arrangements prior to any exchange of sensitive technical information. Please note that submission of an authorised mandate does not in itself constitute acceptance of an order or create any contractual obligation.
Following successful verification, our contracts office will prepare a formal written response. This will typically take the form of a detailed proposal or statement of capability specifying scope, deliverables, estimated timelines and cost elements, together with any conditions or required approvals. A designated contracts officer from our office will then contact the authorised representative named in your submission to discuss the proposal, agree contractual terms and arrange any necessary demonstrations, site visits or implementation steps.
Required email attachments / information (minimum):
- Signed authorised mandate (scanned PDF)
- Proof of authority for the signatory (official ID, appointment letter or equivalent)
- Full legal name and registration details of the requesting organisation
- Point of contact: name, title, official email, and telephone number
- Short description of the requirement or scope (1 page max)
- Any relevant procurement or tender reference numbers
Security & confidentiality: Use our corporate email. Do not transmit classified material until confidentiality arrangements are confirmed.
If you require guidance on documentation or secure submission channels, please indicate this in your email and our contracts office will advise on the next steps. After verification and any required confidentiality arrangements, we will contact your authorised representative to proceed.